University of Virginia Library

For Reserving Space

Scheduling Procedure Studied

By Bill Fryer
Cavalier Daily Staff Writer

Since the beginning of this academic
year several problems have arisen over
reserving the use of University property
by students or faculty. The Calendar and
Scheduling Committee Governing the Use
of University Property by Students has
been busy in the past few weeks trying to
solve some of the conflicts that inevitably
arise from the scheduling procedure.

On September 4th of this year
President Shannon released a statement
to the Committee outlining a new group
of provisions governing the use of
University property by students: "University
space is available to any student or
group of students for use in a manner
which is not physically destructive, which
is not unlawful, which does not discriminate
on the basis of race, religion, color,
national origin, or sex, and which does
not disrupt academic activities, scheduled
events, University functions, and other
normal pursuits that take place in the
area."

'Throne & Altar'

"In accordance with the long-standing
policy of the University to maintain the
separation of Church and State, University
space may not be used for activities which have
a primarily religious objective or for meetings
of religious groups or societies joining for a
meeting devoted to educational purposes
according to procedures previously established
by the President through the YMCA."

President Shannon went on to note that all
University space should be reserved in order to
assure its availability and that the activities in
the reserved space should disturb other
activities on the Grounds. Paul Saunier,
Director of University Relations and chairman
of the committee, noted that noise has only
been a problem in the last few years due to high
electric amplification.

The Committee has been trying to make the
scheduling procedure consistent with President
Shannon's statement of 4 September. Consistent
with his statement is current policy that
(a) approval of most reservations for space for
extra-curricular events is automatic, but (b) the
policy does require concurrence by both the
Registrar and the person responsible for the
specific building or space reserved.

Mere Formality

As Mr. Saunier noted in an interview, as the
Student Council's recognition policy has
evolved to a mere formality for application for
the use of Student Activities Funds, and not for
the use of reserving University property, the
Committee is allowing any University student
to reserve property or space for an activity.

The present Scheduling Procedure is as
follows:

1. The University student or representative
of an organization desiring to use University
space for a meeting, concert, or other public or
University-wide event should advise the Facilities
Coordinator in the Registrar's Office of the
event and the sponsor, and ask that the request
for space be recorded on the tentative schedule.

2. The Facilities Coordinator will record on
the tentative schedule all requests for reservations
by qualified organizations or students and
he will advise inquirers of potential conflicts.

3. In order for a University-wide or public
event to be scheduled and assigned space, the
Registrar must approve a written confirmation
of the tentative request, submitted on regular
application forms provided by his office.

Committee Instructs Registrar

4. The Registrar, and persons charged with
responsibility for University space not under
the direct control of the Registrar, will act as
instructed by the Calendar and Scheduling
Committee in scheduling University-wide and
public events, and as instructed by the Public
Events Advisory Committee between meetings
of the Calendar and Scheduling Committee.

5. If a University student or organization
requesting space must appeal an action of the
Registrar on assignment of space, such appeal
should be directed to the Committee on
Calendar and Scheduling, which has been duly
appointed by the President of the University to
act on such matters.

The Committee is currently wrestling with
the problems that have come up from allowing
individual students to reserve University space.
The Committee must decide whether profit
making enterprises by an individual student or
students can be allowed. The principle problem
of the Committee has been the scheduling of
concerts. The Committee will probably consult
with Kevin Mannix who has chaired a
committee to study the problems of concerts
for the Student Council.

Prevent Blocking

The Committee wants to prevent any
individuals from blocking other groups from
using University space by reserving all available
buildings and then not using them. Concerning
religious activities in University property, the
Committee is still adhering to the University's
strict policy of separation of Church and State.

Mr. Saunier noted that the events on the
Lawn during the Sesquicentennial Activities a
week ago proved to the Committee that two
different programs of that nature could take
place in the same area without any real
disturbance.

Student Members

The Committee expects to meet two more
times before reporting to the full Committee on
Calendar and Scheduling and try to work out
the difficulties. The Committee, with student
members Don Martin and Chuck Hite, expects
to consult with The Cavalier Daily and the
Student Council before final action is taken in
the end of November.