UFCU Student Learning Commons Room Reservation Policy

The UFCU Student Learning Commons (PCL 2.500) may be reserved by student organizations registered with the Dean of Students, or University of Texas at Austin faculty or staff, for receptions, lectures, presentations, orientation sessions, and similar events directly related to the mission of the University. Library-sponsored events will be given priority. Approval of all reservations is at the discretion of the University of Texas Libraries administration.

The room is available to be reserved between the hours of 5:00 pm and midnight on Fridays and Saturdays on dates when the Perry-CastaƱeda Library is scheduled to be open during these hours. The room may not be reserved during or directly before university final exams and may not be available during other high use time periods.

Room reservation requests are made to the Associate Director for User Services who will provide the requestor with written approval if the reservation is accepted. A representative of the group reserving the room must be present at all times and be able to produce the written approval at any time during the event.

Room reservations must be submitted a minimum of ten business days prior to the requested reservation date. The Libraries administration should be notified as soon as possible in the event of a cancellation. The Libraries administration reserves the right at all times to deny or cancel a reservation.

A planned minimum of 25 people attending an event is required for the room to be reserved (maximum occupancy is 200).

No admissions fee may be charged or solicited. No donations of money or other property may be solicited or collected, and no sales may be made during an event.

A projector and screen are provided. Requestor must request projector remote control and key for screen access in advance. Provision of a public address system is the responsibility of the requestor. Sound amplification is permitted but must not disrupt the use of the library by others in adjoining spaces.

Food and non-alcoholic beverages are permitted at reserved events. Normal catering preparation is permitted, but cooking is prohibited. All catering arrangements are to be made by the requestor through University approved catering services. The requestor is responsible for cleaning the room and returning furniture to its original location within the reservation time period. Trash must be placed in appropriate receptacles. Failure to clean and arrange the room may result in the inability to reserve the space in the future.

Persons attending events are subject to all library policies. Requestor will take all reasonable steps to insure compliance with all University and library policies and regulations. The UFCU Student Learning Commons houses a collection of current periodicals. Library users are permitted to access and use materials in the UFCU Student Learning Commons during the period of time when the room is reserved. Non-participants at reserved events must use the room quietly. Prior to the event, the library will post signs outside the room announcing the reservation and noting that the collections may be accessed by any library user during the event.

Approved by Fred Heath, Vice Provost and Director, University of Texas Libraries: October 30, 2007