Clubs & Organizations Schedulers’ Workshop

HELLO & Welcome!! Sign In ( Your name, Bronco ID, Club/Org) Your organization will NOT get credit if you leave early or fail to follow instructions This presentation will be available online. Remind students to sign-in not using acronyms for their club/org name May not leave early Will need to sign-up with Bronco ID at the end to receive credit for the workshop

Scheduling Team Indoor Outdoor Binny Courtney Jasmine George Marisol We schedule Indoor space over 300 student clubs and organizations We schedule Outdoor space for the entire university

What to know Indoor and Outdoor request form are found on the OSLCC webpage. Indoor and Outdoor requests are processed through different systems Best time to submit a request is before the quarter starts. Requires 10 business days to process request We schedule requests on a first-come first-serve basis.

Facilities we Do not schedule Bronco Student Center (BSC) Athletics (gyms and fields) Kellogg West The Restaurant at Kellogg Ranch The Historic Kellogg House Pomona (Kellogg Mansion) University Recital Hall & Theater Parking Lots Labs Residence Halls The BRIC **Contacts for these locations can be found @ Club Resources List Anita

Know your space Go to the space, and check to see that it has everything you need: Indoor: Size, seating, projectors, whiteboards, computers, etc. Outdoor: Power, lights, restroom access, etc. Know the correct name of the locations. Maps can be found on the OSLCC webpage Paint the CPP Letters No U.S. flag; lots of paint, mops, roller brushes

First Things… Check the Master Calendar Go to OSLCC’s webpage Click Event Scheduling Click Outdoor or Indoor Outdoor – maps are listed with the reservation form; look at map to identify space correctly

The Scheduling System Currently Outdoor requests, and Indoor (classroom) request are handled by different systems, make sure you submit your request to the correct one. We require 10 business days to process (do not count weekends and holidays). Indoor requests require an advisor signature after the room is assigned, outdoor requests will NOT. We do NOT take care of communications to EH&S or Facilities for you.

Indoor & outdoor request systems The Indoor form requires your Bronco Log-in The Outdoor form requires your ASI account # Dora

The Scheduling Process Check space availability Schedule the space Check “We have received your request” E-mail Wait for our e-mail of confirmation Fill out Scheduled Event Application Indoor request requires an advisor signature Outdoor request does not Food involvement requires extra paperwork (which will NOT be turn in to OSLCC but EH&S) Turn it in to OSLCC We will sign and fax to Police Dept. Send to Deans of Student & Judicial Affairs to add onto Master Calendar by the end of the day. So do not turn in your sheet on the day of your event

When to contact us Contact us when your request changes: Canceling event Changing event type, time, location Changing food type, adding food, or giving away food Changing the nature of the event DJ/food example

FOOD and ISSUE: If your club has food present without turning in the proper paperwork and procedures Possible penalties include : Fines payable to injured party $20-$80 Sanctions Lose the privilege to schedule space, sell, serve food, etc.

When we will contact you Space you requested is not available No other room/space meets your criteria ALWAYS PUT A BACK UP ROOM/SPACE, incase this happens. Space you requested needs special approval, instruction, or limited time usage. CBA 62-1001 and 62-1002 Library Classrooms Fridays before 5PM Weekends

KNOW YOUR LOCATION INDOOR: Go to the space, look at the room and room number: - Check to see if you need projectors, computers, Audio Visual equipment. - Know what it is the room you are requesting. OUTDOOR - Go to the space, check to see that if has everything you need: If the space needs power, lights, or access to restrooms We have campus maps on the Office of Student Life and Cultural Centers Website.

Indoor Here is where you can click to check room availability. Current link to the campus room request system. After your confirmation you have to bring the paperwork back to OSLCC. Club meeting have food? Do the EH&S paperwork! Must submit an advisor application to complete the registration process

Indoor (Check Availability) Fill out all the highlighted fields. A “ * ” will work as a wildcard Check the box that says “include campus events”. Time Period for checking availability is a one week window.

Indoor If you need to change your request, notify OSLCC, do NOT do it in the system it will put you back at the end of the queue. U hour requests should be submitted for 12:00 – 12:50, Not 1:00pm. Library requests must be for times the Library is already open, so check their hours. We only reserve lecture rooms. Any special rooms on campus must be done through the department, if at all. Must submit an advisor application to complete the registration process

Indoor We will not reserve a classroom for any time beyond 10pm. Does your club meeting have food? Do the EH&S paperwork! Need a space on a weekend? Booking a conference with lots of people? Doing something unconventional?... Do your paperwork early, the reservation will take longer. Must submit an advisor application to complete the registration process

What not to do

Outdoor

Outdoor Event Scheduling Process •    Go to http://dsa.csupomona.edu/osl •       Click “Event Scheduling” •       Click “Outdoor Scheduling Reservations” •       Click on the “Reservation Form” link and read all information on the page •       Fill out all of the question blocks in the form, and click submit •       You will receive an email confirmation that we have received your request (keep this as proof) This is NOT a confirmation of event approval Once approved, you will receive an email confirmation.

Outdoor Event First priority for Outdoor spaces go to large scale, university, and departmental events. Be in accordance of amplified sound policies, but also be mindful of your sound levels. Especially during class hours. Especially if you are located near campus housing. Need supplies like tables, coolers, extension cords, tents, etc.? OSLCC does not provide them!!! You must supply your own. Do not overbook, request as much space as you actually need, be mindful that others want spaces too! Fill out the event description box! Use a description that will tell us about the event, so we can answer questions when we are called about your event.

Depending on your event needs, other departments may also be involved Typical departments involved in the request process: Environmental Health & Safety (EH&S) Facilities & Plant Management (FPM) Risk Management Depending on your event needs, other departments may also be involved

Amplified Sound Amplified sound is restricted on campus to assure that activities do not affect the classroom environment. Amplified sound is not allowed near buildings where classes are being held. Amplified sound in the Quad, the Engineering Meadow, the University Park, and University Plaza, is permitted during University Hour, 12pm-1pm, Tuesdays and Thursdays. Exceptions will be considered on a case-by-case basis, and will require the approval of the Director of the Office of Student Life & Cultural Centers. Click to see the policy: Amplified Sound Procedure Jen

Outdoor Event (Food Related) Food sales: Currently a club is allowed 3 food sales a quarter, this is under review and you will be notified if this changes. Make sure you have your EH&S Paperwork and food handler (with their certification) during the entirety of the event. When you submit your request make sure to tell OSLCC your proposed food type, so we can schedule groups in a fashion that makes sense. Do not set up on walkways (they are often emergency zones). It is okay if clubs use spaces around the Marketplace, but you may not set up in front of the Marketplace. Do not enter the kitchens of campus services for ANYTHING. Do not clean grills or equipment in campus sinks/toilet facilities.

Food at Events Environmental Health & Safety approval is required for all food on campus, unless it is handled by an on-campus caterer. Procedures for Food Events Form: http://www.csupomona.edu/~ehs/ftp/FoodForms.doc Certified Food Handler must be present if food is being served at official student organization events. Exceptions: Being catered OR Pre-packaged food. EH&S will recognize a Food Handlers License from : Los Angeles, Riverside, or San Bernardino County; Also online at: http://www.servsafe.com/ http://www.foodhandler.com/ Make sure to post your approved Food Event form at the event site. The office is located in the CLA, (98) Room B1-102. Contact EH&S at (909) 869-4697 if you need assistance or have questions. Anita

The EH&S Form What to do: Obtain and complete the appropriate forms from EH&S Request for Authorization to Prepare, Sell or Serve Perishable/Nonperishable Foods on Campus (Form may be accessed from the EH&S website) http://www.csupomona.edu/~ehs/ftp/FoodApplication.doc

The EH&S Form Next fill out box A, B or C whichever applies to your event Box A – Event with only manufactured, non-perishable prepackaged food (Food and drink packaged in individual servings) No food handler necessary. Box B – Event with food not prepackaged (prepared and served by registered food handler) Box C – Food will be supplied by a restaurant or caterer.

Box “c” considerations Additional documents required if you will be using an off campus restaurant or Caterer: Current certificate of insurance listing Cal Poly Pomona as an additional insured. The certificate must have the following endorsement: “The State of California, the Trustees of the California State University, the University and the employees, officers and agents of each of them are included as additional insured.” Give yourself an adequate amount of time, as obtaining insurance information can be a complicated process. If you are using a campus vendor (i.e. Kellogg West, Round Table, Subway, etc.) no Certificate of Liability or county food permit is required. Exception…

Facilities Requests Facilities needs to be contacted if you need: Lights turned on Sprinklers turned off Trash boxes Recycling boxes Other like services Forms submitted to Facilities via fax or taken to their offices. Require at least 3 days to render services, sometimes longer. Hours of operation differ from the main campus, and they close earlier in the day (3:00pm).

Bronco Recreation Intramural Center Facility Reservations and Rentals

Who can Reserve Space at the BRIC? OSLCC-Approved Student Clubs and Organizations Club President or Scheduler may submit a reservation request online Clubs must have an updated roster on myBAR

Any Rules to Follow? No food or open container drinks in activity spaces Clubs must follow 9/10 Rule 90% of participants must be CPP students Up to 3 free guest passes per reservation! All facility specific and general policies and guidelines apply.

What Spaces can I Reserve? Multi-Activity Court (Court 1) Courts 2, 3, and 4 Studio A (Mind and Body) Studio C (General Use) Studio D (General Use) Pool Space Lap Lanes Only

Checking Space Availability http://asi. cpp Checking Space Availability http://asi.cpp.edu/campusrec/facility-reservation/ Scroll down to view facility space calendars

The How-To. http://asi. cpp The How-To! http://asi.cpp.edu/campusrec/facility-reservation/ Click on Request a Reservation

Coming Soon! Reservations (fees may apply) Leisure Pool Pool Deck Space Climbing Wall Leisure pool Rental (Fee Based) BBQ Island Bronco Peak (during non-operational hours)

Questions? Contact Name: Ginny Templeton Phone number: 909-869-2109 Email address: bricoperations@cpp.edu  

Resources & Services Office of Student Life & Cultural Centers (26-124 Main Office) Event Scheduling Club Resources Websites: Club Resources -Students must bring two copies of their flier for approval (one we keep for our records) – we will only stamp one copy- not multiple copies. We will stamp an index card if you must scan it. -Universal Signer will no longer sign travel documents and budget requests/relines-more information has been given to your treasurer

Student Involvement Coordinator Building 26-124 (OSLCC Main Office) Questions? Anita Roberts Student Involvement Coordinator arroberts@csupomona.edu (909) 869-3640 Building 26-124 (OSLCC Main Office) dsa.csupomona.edu/osl GO BRONCOS! Remind students to swipe their cards before leaving. Have those with their id cards go first before switching over to the manual entry tab