Policy #7

Campus Housing of Conference Groups

The Division of Continuing Education and Summer School will be the initial point of contact and follow-up coordination unit for all summer conference programs except Orientation, the Academic Success Program, Summer School, and Student Affairs/University Housing sponsored conferences; and during the academic year, Madison Hall. These exceptions will remain the responsibility of the Department of University Housing.

University Housing, in conjunction with Continuing Education and Summer School, will make all room assignments. For all visiting groups, a reservation form must be submitted to the Division of Continuing Education and Summer School, indicating the dates, number of participants, and campus services help desired. This will insure that all affected campus units are able to facilitate and support the activities requested. Continuing Education and Summer School will then notify University Housing and other affected campus units to confirm availability of dates, space, and needed campus services.

The Department of University Housing will be responsible for all housekeeping and linen services, providing conference assistant support for each conference group, and personnel support for check-in/check-out of summer groups.

Control of all building and room keys to the residence halls is the responsibility of University Housing. This responsibility may only be delegated to a conference group after an agreement has been made and the conference group accepts full responsibility for the keys. Conference personnel will not have access to the key boxes in the residence hall offices.

A check of all rooms and areas to be used will be made prior to and immediately following the end of a conference by representatives of both the conference group and the Department of University Housing in order that any damages or theft of property can be determined. Theft or damages within a room or building shall be the responsibility of all occupants. When damages occur in a common area and the individual or individuals responsible cannot be identified, said conference group will be held responsible for damages or theft if it is determined that the particular conference group was involved.

Whenever possible, the Department of University Housing and the Division of Continuing Education and Summer School will honor requests from conference groups for particular residence halls or floors within residence halls. First priority, however, will be given to regularly enrolled summer school students. Room assignments will be based on the availability and the usability of space, the ages of the participants in each group, and the need for University Housing to have facilities available for required maintenance and housekeeping. Some of the summer conference groups are high school and elementary age and the Department of University Housing and Division of Continuing Education and Summer School may choose not to assign these groups to an area that is in close proximity to older conference guests.

Formerly Executive Memorandum 76-17
Initially approved January 10, 1976
Revised June 1, 1999
Administering offices: University Housing and Continuing Education

Posted June 8, 1999