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Email: hr@wju.edu
Phone: 1-304-243-8152


Benefits: Facilities and Events


Date approved:
August 2011
Approved by:
 
Date to be reviewed:
July 2012
Reviewed by:
Director of Human Resources
Date revised:
 
Revision number:
1.0
 
Compliance Committee:
As Scheduled

1.0 PURPOSE

Wheeling Jesuit University provides access to its facilities for students, employees and outside concerns per the guidelines delineated within this procedure.  

2.0 POLICY STATEMENT

2.1 Definitions

  1. "Internal Event" - A planned activity or event that is primarily designed for University students and/or the University community. In some instance, this may include an invitation to the general public; however, the success and purpose of the event is for the University community. Examples may include: student clubs and organizations functions; athletic events; employee meetings; campus performances. Employees wishing to host an event on campus that serves a personal purpose and that is not relative to their role at the University need to organize the event as an External Event.
  2. "External Event" - A planned activity or event that is primarily designed for non-University students and/or not for the University community. In some instances this may include an invitation to the campus community and/or the general public. Examples may include: Events advertised to the general public, weddings and receptions, high school athletic events and other events that do not serve a specific University purpose.

2.2 Campus Event Planning Team ("CEP Team")

The CEP Team meets weekly to ensure all events on the University's campus are efficiently organized, are cost effective, and are in alignment with the University mission, as well as mitigating liability for all parties. The CEP Team evaluates campus-wide resources and determines direct costs needed to successfully host the event; the CEP Team subsequently schedules the event. Failure to comply with this policy will result in the billing of expenses incurred by the University to the department or individual who did not schedule the activity under the proper system; violators may be asked to cease the event being held on campus immediately.

2.3 Scheduling

  1. Notice: Coordinators of Internal Events are to make space reservations and other event requests 12 business days prior to the scheduled event through the online "Reservation Request Form" located on the Internal Webpage. Coordinators of external events are to make space reservations and event requests 20 business days prior to the scheduled event through the Office of Residence Life and Conferences.
  2. Confirmation: Internal events require to 2 business days for event confirmation; confirmation for external events is made by the CEP Team in accordance with University resources; as such, these require up to 10 business days for event confirmation.
  3. Fees: Fees may be assessed for direct costs associated with the event. Internal event coordinators will be notified when the event is confirmed if direct costs will be charged. External event coordinators will be charged for facility usage and direct costs associated with setting up, facilitating, and cleaning up afterward, regardless of when the event is held. Direct costs include, but are not limited to, services provided by Housekeeping, Security and Physical Plant. Charges for external events will be communicated in writing and included in the contract prior to the event. Events with 40+ people require coverage by physical plant; events with 60+ people require security coverage.
  4. All external events require a signed contract between the University and the sponsoring organization for both invoice and liability purposes - there are no exceptions. Please note: approved external contracts require proof of liability insurance with a minimum coverage of $500,000; exceptions to this must be preapproved through the Office of the President.
  5. External Events can request a reduction or a waiver of the facility usage fees for purposes that specifically promote the mission and identity of the University and/or that benefit the University in respect to marketing, advancement and/or equal exchange of services. Such requests should be made through the Office of Residence Life in a formal letter (preferably on organization letterhead) documenting the specific request, the reason for the request, and details about the person(s)/organization(s) asking for the fee usage exception. This letter will be shared with the CEP Team for their review and then sent to the President's Office for final review and decision. If such a waiver is requested, an additional 2-4 weeks beyond the time frame noted in 2.3 (a) above is required. External clients will be informed of the final decision through the Office of Residence Life; only the President's Office has the authority to waiver and/or reduce usage fees.

2.4 Space Reservations 

  1. The Division of Student Development maintains an online reservation calendar. This calendar lists all the events being held on campus and entered into the Meeting Maker system. This calendar is updated weekly and can be accessed by clicking "Reservation Usage" located on the internal webpage.
  2. To begin the reservation process, the coordinating campus employee needs to complete the online "Reservation Request Form" located on the internal webpage. Completing this form will implement the CEP Team's response to the event. In addition, completing this form will also reserve the facility(ies) for an event. Once the form is completed, the employee will be notified, via email, within two business days with either the confirmed reservation or a request for more information. It is extremely important that the confirmation is received before any advertising for the event is started.
  3. It is very important for planning that as much information about the set-up be provided in the "Physical Plant" portion of this form. By providing all the necessary information about what is needed, the CEP team will be able to better troubleshoot any concerns and/or conflicts. For example, the University only has a limited number of tables and chairs. Therefore, if the CEP team is unaware of your needs, you may incur last minute rental charges when the conflict of resources comes to the attention of the team.
  4. Some facilities (Erickson Alumni Center, McDonough Center, CET/NTTC), may require additional approvals. Once the "Online Reservation Form" is submitted, the approvals will be obtained. Therefore, some of these facilities may require more time to process. Use of Erickson Alumni Center is generally limited to University alumni events. Use of the Chapel of Mary and Joseph needs to be requested, approved and made through Campus Ministry and must be in accord with church regulation. Use of Whelan Hall needs to be requested, approved and arranged through the Jesuit community. 

2.5 General Usage Guidelines

  1. Smoking or tobacco usage is governed by the "Smoking" Policy on the HR website.
  2. No decorations may be attached to the walls or ceilings.
  3. The removal of any fixtures, furniture, or furnishings from any university property is prohibited.
  4. The removal of any fixtures, furniture, or furnishings from any university property is prohibited.
  5. The University is not responsible for list, damaged, or stolen articles.
  6. Event organizers will assume all costs for damage to University property.
  7. Cancellation should be made as soon as possible in advance by calling the Office of Residence Life.
  8. No pets are permitted inside any university building, except for service animals.
  9. All events sponsored by external organizations must have a signed contract on file with the Office of Residence Life prior to the use of the facility.
  10. All events held on Wheeling Jesuit University's campus are to be aligned with the Jesuit, Catholic mission of the University; questionable events must have the approval of the President's Office.
  11. The CEP Team or the Office of the President reserves the right to change space assignments.

2.6 University Closure

No event will be held during University holidays. Exceptions will be made on a case-by-case basis if the proposal for the event is brought before the CEP Team prior to the University's commitment to host the event.

2.7 Athletic Field Usage

It is vital for athletic field usage to not compromise University athletic programs or the safety of University and visiting student athletes. This policy is necessary for employees across the University and potential external clients who may want to use our athletic fields to clearly understand allowable field usage. This policy serves to prevent miscommunication about athletic field usage and subsequent damage to the fields that may jeopardize University athletic programs and/or scheduling conflicts. This policy impacts employees and students across the University and potential external clients who may want to use our athletic fields via our conference program. 

    1. Allowable usage of athletic fields is limited to the following purpose/uses:
      • Lacrosse Practice Field/Intramural Field (located behind the McDonough Center)  - University Team Sports (Varsity/JV), Intramurals, Club team practices and games, Summer programs (i.e. band camps, sport camps), Student Free Play, Special events and summer programs/camps that do not cause damage to the field (marching band usage is permissible). Final field usage must ultimately be approved through the Director of Athletics or his/her designee.
      • Emily Larosa Field (located beside the NTTC/Admissions Parking Lot) - University Varsity Athletic Contests and Varsity/JV team practice, Club games (prior approval, weather permitting, must be given by Director of Athletics or his/her designee), Special events, and summer programs/camps that do not cause damage to the field (only when intramural field is being used). Prior approval must be given by Director of Athletics or his/her designee who will determine if usage will cause damage. Field usage will not be allowed for football, rugby, or marching band usage.
      • James Larosa Field (Championship Field)(campus stadium field with surrounding track) - University Varsity Athletic Contests and Varsity/JV team practice. Team should rotate areas on the field for drills to minimize damage, Club games (prior approval, weather permitting, must be given by Director of Athletics or his/her designee), Special events and summer programs/campus that do not cause damage to the field. Prior approval must be given by Director of Athletics or his/her designee who will determine if usage will cause damage. Usage will not be allowed for football, rugby, or marching band usage.
      • Softball Field (located next to the McDonough Center) - University Varsity Athletic Contests and Varsity/JV team practices, Intramurals, special events and summer programs/camps that do not cause damage to the field. Prior approval must be given by Director of Athletics or his/her designee who will determine if usage will cause damage. Field usage will not be allowed for football, rugby, or marching band usage.
    2.  In general, athletic field usage must receive final approval through the Athletic  Department. Under no circumstances can stakes be put into the grounds of any University athletic fields (this includes, but is not limited to, use of tents which are likely to cause field damage). WJU athletic events will be scheduled internally within the Athletic Department via the Field Supervisor and will receive priority scheduling. External field usage (including conference programs) will be approved through the Director of Athletics or his/her designee. The Field Supervisor and Director of Athletics or his/her designee have the final authority to postpone events if field conditions are deemed unplayable; consultation will occur with Physical Plant to make these decisions.
    3. No use of athletic fields by summer conference clients can take place during the month of August.
    4. Persons not abiding by this policy will risk having their field event canceled without advance notice and at the time of the known violation.

3.0 ATTACHMENTS

Tobacco Usage Policy



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