Priority Use of CEC Facilities

Priority for use of CEC facilities will be granted in the following order:

1. Curricular purposes

A. Examinations for an entire class
B. Examinations for a component of a class
C. Instruction for an entire class
D. Individual instruction

2. University sponsored events and programs
3. UND Student organization sponsored events
4. University/Community co-sponsored events
5. Events scheduled by commercial or other outside sponsors

Academic events have priority in the space required to support academic instruction. No long-term non-instructional commitments can be made using academic instructional space. Class registrations and course scheduling must be complete before any non-academic schedules will be considered.

Although all UND students, faculty, and staff are encouraged to use the CEC when classes are in session, UNDSMHS and Allied Health will be given priority. For answers to any further questions on the use of the CEC facilities, call the Office of Medical Education (OME) at 777-3800.

Requests for instructional use of the CEC are coordinated through Dr. Linda Olson at the OME. As the Director of the OME, she is responsible for administering the CEC educational activities. In association with the academic and clinical faculty, she will relate and coordinate the students' clinical experiences with their respective curricula.

Departments should submit their course schedules as early in the academic year as possible to OME. OME may with consultation adjust proposed schedules for better time distribution to respond to student demand, and classroom utilization goals. When courses are added after room assignments are made, they will be assigned to the most practical times and spaces still available by OME. The Office of Academic Affairs may be consulted on such adjustments.

Facilities Available For Scheduling

The following spaces may be scheduled for meetings, events, and activities appropriate to the design and function of the room. (Note: other areas of the building may not normally be scheduled.)
¨ Sixteen fully equipped patient examining rooms with one?way windows for
unobtrusive viewing of interactions
¨ Two separate lounges for student and standardized patients
¨ Two large individual meeting rooms each for meetings of 6-35 persons
¨ A seventy-seat classroom auditorium
¨ Two offices to house staff while using the building
¨ Two lobby display areas; each will accommodate 1 or 2 tables

Scheduling

All rooms at the CEC require prior scheduling before use. Generally, facilities are available to faculty and student organizations without charge when properly scheduled. All groups should contact UNDSMHS Room Scheduling at 777-3950 to initiate the scheduling process.

Once a number of departments begin to use the facility, further room adjustments may be required. For instance, instructors may be asked to shift rooms to accommodate other instructional space needs or to comply with disability accommodation requirements. Room Scheduling will ask those requesting to use the facility to identify accommodation needs of individuals with disabilities.

The following information is required when reserving a classroom:

• Name of Group:
• Sponsoring Faculty Member:
• Phone:
• Event Title (i.e. study session, meeting):
• # Expected to Attend:
• Date or Date Range:
• Day(s) of Week:
• Start Time: (including prep time)
• Breakdown of Time:
• Finish Time:
• Room Preference:
• Special setup or accommodations needed:

*************************************************************************************

The Department is responsible to communicate any changes in room usage to OME. These changes may be communicated to the Associate Dean for Academic Affairs if conflicts arise.

Policies for Classroom Requests For Curricular Purposes:

Requests for academic use (i.e. examinations, classes, meetings) of CEC space during the day, evening, and weekend hours should be directed to UNDSMHS Room Scheduling (777-3950).

The following guidelines apply to the use of space:

Requests are usually confirmed the day it is submitted. However, if you do not receive confirmation within 48 hours, please contact Marci Hecht (777-5046).

No future academic space (general and special academic classrooms) will be assigned until the current year's academic schedule is confirmed.

Policy for University Sponsored Activities

UND sponsored groups or agencies wishing to schedule events in the CEC must contact UNDSMHS Room Scheduling at 777-3950.

Final scheduling will be the result of mutual advising and consultation between the OME and the Office of Academic Affairs. The Office of the Dean will provide scheduling clearance and information regarding particular services not normally identified with UND (e.g., promotion, publicity) and non-clinical campus services (e.g., parking, custodial, police). When necessary, scheduling of all intercollegiate use of the CEC facilities may be subject to faculty or administrative approval.

Campus groups are responsible for equipment and room furnishings during the time under their reservation. Groups will be billed for damages or losses to rooms or equipment.

Following their event, campus groups must ensure that rooms are clean and returned to their original set-up. If any problems occur with rooms or set-ups, contact the OME (777-3800).

Co-Sponsoring Activities with Non-University Groups

The University, University units, or registered student organizations may initiate the co-sponsorship of events involving the use of the CEC by non-university groups. The University will not enter into co-sponsorship of any program or activity in which the educational or public service implications are not evident and which does not relate appropriately to the missions of the University.

UND groups will be responsible for scheduling space and coordinating the logistics for co-sponsored events. All details, set-up information, etc. will be arranged by Room Scheduling who will email set-up information to OME, Campus Security, Plant Services, and/or other appropriate offices.

When spaces are unavailable, groups will be invited to re-submit requests with alternative dates and/or sites.

Non-University Sponsored Activities

Policies governing the use of University facilities by non-University groups apply to non-university programs as well as to any other kind of non-University sponsored programs. Events sponsored by a non-University group and of a non-academic nature will be scheduled through the OME.

Non-University sponsored events in clinical education facilities will not be encouraged if such events would cause cancellation or postponement of regularly scheduled University classes or events. Use of the CEC facilities by non-University groups will be more readily arranged during quarter breaks and over the summer.

Fee Policy

In general, CEC facilities are available for UND use at no charge to the sponsoring group. Sponsoring groups are responsible for the additional costs associated with special set-ups, extensive clean-ups, and other special services. If programs extend beyond regular hours, all sponsoring organizations will be assessed a minimum fee of $75/hour.

Facility rental fees ($75.00 per hour) will apply to events scheduled by UNDSMHS groups and individuals when:

A conference or meeting is funded primarily through registration fees or outside funds and a majority of attendees are non-UND community members.

Members of the UND community are scheduling space for non-academic use.

Late Cancellation of Events in the Center: No room fee will be charged to groups canceling their room reservations at least three days prior to the event. When timely cancellation is not received groups paying facility rental fees will be assessed a cancellation fee of 1/2 of the normal hourly rental rate for any reserved CEC spaces.

Billing: Charges associated with events scheduled for non-academic use by individuals will be consolidated and billed by the OME.

Safety

The CEC attendants will enforce all safety regulations. Non-compliance will result in loss of privileges. All facilities will be locked when not regularly scheduled or when no attendant is present.

Logistics

Special Room Setups

It is the requester's responsibility to notify Room Scheduling for special room set-ups needs.

Audio Visual, Sound, and Lighting Equipment

Basic audio-visual equipment, provided in individual classrooms, may be used at no additional charge. Additional audio-visual equipment is provided at no charge to University groups by the UNDSMHS Classroom Support Services. Charges for off-campus groups will be included in their consolidated billing.

Professional quality sound and lighting may be available through UNDSMHS technical staff. Groups needing such services will be billed for additional technical staff time, including setup and teardown; there is no equipment rental fee. All non-University groups will pay an equipment fee and an hourly rate ($75.00) for staff time. Arrangements must be made a minimum of two weeks prior to the event.

Food and Beverage

Eating and drinking must be confined to the lounge areas.

Policy Exceptions

Exceptions to CEC policies may be made only with permission of the Director of the OME.