Clubs & Organizations Schedulers’ Workshop

1. Clubs & OrganizationsSchedulers’ Workshop

2. Introductions & Housekeeping • Don’t forget to sign-in and out of this workshop • Your organization will not get credit if you leave early • Please remind your treasurer/president to attend their specific workshop presented by ASI • This presentation will be available online once all the workshop dates are complete.

3. Scheduling Overview Facilities We Do not Schedule The Scheduling System When & Where Know your Location Indoor & outdoor request systems Indoor Scheduling Outdoor Scheduling

4. Facilities we Do not schedule Facilities not reserved through OSLCC: • 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

5. The Scheduling System • Currently Outdoor requests, and indoor (classroom) requests are handled by different systems, make sure you submit to the right 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 lights, it is not automatic).

6. When & Where • 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).

7. When & Where • We do 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

8. For 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. • For 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. • Know your • location

9. Indoor & outdoor request systems The Indoor form requires your Bronco Log-in • The outdoor form is subject to exciting changes soon

10. Indoor • Here is where you can click to check room availability. • Current link to the campus room request system. • Remember after your confirmation you have to bring the paperwork back to OSLCC. • Club meeting have food? Do the EH&S paperwork!

11. 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.

12. 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.

13. 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.

14. 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 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. ***

15. 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.

16. 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. • It is okay if customers use spaces around the Marketplace but you may not set up in those spaces. • Do not enter the kitchens of campus services for ANYTHING. • Do not clean grills or equipment in campus sinks/ toilets/ facilities.

17. Other Departments Typical departments involved in the request process: • Environmental Health & Safety (EH&S) • Risk Management • Facilities & Plant Management (FPM) Depending on event other Departments may or may not also be involved

18. Risk Management The OSLCC page has forms in the Club Resources section to help you assess the risk of your event! A Risk Assessment must be done for proposed events/activities to identify and evaluate the potential hazards and level of risk. Events that pose a medium to high risk of injury or property damage will need to identify: • Are there ways to control and/or reduce the risk to an acceptable level? • Implement safety precautions, i.e., protective equipment, training , supervision • Change the way that the activity is done, i.e., change or eliminate risky portion of activity. • Are there ways in which to transfer the risk? • Purchase of insurance (Plan for that cost). • Require the Activity Release Form: (Note- Release form does not eliminate risk.) • Release, Hold Harmless and Informed Consent . • Re-evaluate the level of risk and ask: • If changes are implemented will the level of risk be acceptable? Note: ASI Business Services may not reimburse costs for high risk events/activities.

19. Activities Requiring Insurance Events that Risk Management will not allow include, but are not limited to: CPP Risk Management: Valerie Eberle (vjeberle@csupomona.edu) Risk Management FAQ’s: http://www.csupomona.edu/~rms/student_clubs.htm • Dodge ball (Exception- if foam ball is used) Martial Arts Demo (Exception- if no contact) • Flag Football • Ice Skating (Teflon Surface) • Ultimate Frisbee • Rock Climbing Wall (not inflatable) • Rodeo • Skateboarding • Trampoline • Tug-of-war • Inflatable games and activities: • Dunk Tank • Foam Pit • Mechanical bull • Obstacle course • Slide • Velcro jump wall • Water slide

20. 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/ • Certified food handler must be present. • Use gloves and hairnets when serving. • 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.

21. 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

22. 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.

23. Box “c” considerations Important!! 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...no certificate of liability or county food permit is required.

24. Facilities Requests • Facilities needs to be contacted if you need: • Lights turned on • Sprinklers turned off • Trash boxes • Recycling boxes • Other like services • Forms need to be turned into facilities, via fax or taken to their offices. • They require at least 3 days to render services, sometimes longer. • Their office hours are different than the main campus, and they close earlier in the day, check before you go!

25. Amplified Sound Procedure

26. Amplified Sound • Amplified sound is restricted on campus to assure that activities do not affect the classroom environment. • Amplified sound is not allowed during times when classes are in session. • Amplified sound in the Quad, the Meadow (Engineering building grassy area next to building 17), 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

27. Resources & Services Office of Student Life & Cultural Centers (26-124 Main Office) Your Club Name c/o Office of Student Life & Cultural Centers 3801 W. Temple Ave, Pomona, CA 91768 • Club Resources Websites: Club Resources • See Posting Approval

28. Questions? Anita Roberts Student Involvement Coordinator arroberts@csupomona.edu (909) 869-3640 Building 26-124 (OSLCC Main Office) dsa.csupomona.edu/osl GO BRONCOS!