CLUBS & ORGANIZATIONS

SCHEDULERS’ WORKSHOP

• Don’t forget to sign-in and out of this workshop

• Your organization will not get credit if you leave early

• Please remind your President/Treasurer to attend their specific workshop presented by ASI

• This presentation will be available online.

INTRODUCTIONS & HOUSEKEEPING

SCHEDULING TEAM

Courtney - Indoor George - OutdoorBinny - Indoor Marisol - Outdoor Jasmine - Indoor/Outdoor

• We schedule Indoor space for 240 student clubs and organizations!

• We schedule Outdoor space for the entire university!

WHERE TO START?

Bronco Student Center

Athletics (gyms and fields)

Kellogg West

The Restaurant at Kellogg Ranch

The Historic Kellogg House Pomona (Kellogg Mansion)

University Recital Hall

University Theater

Parking Lots

Labs

Residence Halls

Contacts for these spaces can be found @ Club Resources List

FACILITIES WE DO NOT SCHEDULE

• Currently Outdoor requests, and indoor (classroom) requests are handled by different systems, make sure you submit your request to the correct one.

• We require 10 business days to process both indoor & outdoor requests.

• Indoor requests will require an advisor signature after the room is assigned, outdoor requests will NOT.

• We do NOT take care of communication to EH&S or Facilities for you.

e.g. You request a space at night, you need to do paperwork through Facilities for trash boxes, it is not automatic).

THE SCHEDULING SYSTEM

• You can start indoor/outdoor requests from the Office of Student Life webpage (Don’t save direct links, or you might miss changes).

• The absolute best time to submit a request is before the quarter starts. Optimally during Finals week, or the break before the quarter.

• You can submit requests during the quarter as well, but remember the 10 business day processing time (which is especially true at the quarter start).

WHEN & WHERE

• We schedule requests on a first come first serve basis.

• You need to contact us when things change:

Canceling event

Changing event type, time, location

Changing food type sold/adding food/giving away food

Changing the nature of the event

WHEN & WHERE

Know your location

• Indoor:– Go to the space, look at the room and room

number:• Check if you need projectors, whiteboards,

computers, etc.• Know what is in the room you are

requesting.

• Outdoor:– Go to the space, check to see that it has

everything you need:• If you need power, lights, access to

restrooms… again check to see if the space has access to these things.

• We have campus maps on the Office of Student life and Cultural Centers pages that show the locations and names of many of our commonly used spaces.

The outdoor form is subject to exciting

changes soon

INDOOR & OUTDOOR REQUEST SYSTEMS

The Indoor form requires your Bronco Log-in

1. Here is where you can click to check room availability.

2. Current link to the campus room request system.

3. Remember after your confirmation you have to bring the paperwork back to OSLCC.

4. Club meeting have food? Do the EH&S paperwork!

INDOOR

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.

• 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.

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.

INDOOR

WHAT NOT TO DO

OUTDOOR

•       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 a email confirmation for your request (keep this somewhere).

*** Note this is not the confirmation of the event, but of your request, once the request is processed you will receive a confirmation for the event via email. ***

OUTDOOR EVENT SCHEDULING PROCESS

• 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.

OUTDOOR EVENT

• 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 and Cultural Centers.

• Click to see the policy: Amplified Sound Procedure

AMPLIFIED SOUND

• 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 customers 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.

OUTDOOR EVENT (FOOD RELATED)

Typical departments involved in the request process:

Environmental Health & Safety (EH&S)Facilities & Plant Management (FPM)

Risk Management

Depending on event other Departments may or may not also be involved

OTHER DEPARTMENTS

• 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.

You may contact EH&S at (909) 869-4697 if you need assistance or have questions.

FOOD AT EVENTS

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.

THE EH&S FORM

Important!! Documents required if youwill be using an off campus restaurant or Caterer:

o 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.”

o 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.

BOX “C” CONSIDERATIONS

Exception…

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).

FACILITIES REQUESTS

Office of Student Life & Cultural Centers

(26-124 Main Office)Your Club Name

c/o Office of Student Life & Cultural Centers3801 W. Temple Ave, Pomona, CA 91768

Club Resources Websites: Club ResourcesSee Posting Approval

RESOURCES & SERVICES

Anita RobertsStudent Involvement Coordinator

arroberts@csupomona.edu

(909) 869-3640

Building 26-124 (OSLCC Main Office)

dsa.csupomona.edu/osl

GO BRONCOS!

QUESTIONS?