2 Table of Contents SONOMA COUNTY JUNIOR COLLEGE DISTRICT - USE OF FACILITIES GUIDE... 6 HISTORY & OVERVIEW... 6 COLLEGE VISION, MISSION, AND VALUES... 7 VISION... 7 MISSION... 7 VALUES... 7 USE OF FACILITIES GENERAL OVERVIEW... 9 SCHEDULING PRIORITY... 9 APPLICATION DUE DATES AND PROCESSING... 10 CHECKLIST... 12 REQUIRED FORMS TO BE DELIVERED TO COMMUNITY AND CONTRACT EDUCATION:... 12 WALKTHROUGH CHECKLIST... 13 USE OF FACILITIES DAY OF USE CHECKLIST... 14 During Event Checklist:... 14 Closing Checklist (check only that apply):... 14 TERMS AND CONDITIONS USE OF FACILITIES... 15 PROCESSING FEE... 15 Change Order Fee... 15 SERVICE REQUESTS... 15 PERSONNEL FEES ASSOCIATED WITH THE USE OF FACILITIES... 15 CUSTODIAL SERVICES: REQUIRED for indoors events with set up and breakdown, events serving food, or any other event identified by Sonoma County Junior College District as needing additional services.... 15 SANTA ROSA PHONE: (707) 527-4205... 15 PETALUMA PHONE: (707) 778-3976... 15 SANTA ROSA WEBSITE: https://facilities.santarosa.edu/facilities-planning-operations... 15 PETALUMA WEBSITE: https://petaluma.santarosa.edu/facilities-operations... 15 PLEASE NOTE: Custodial Services does not provide services related to event programming, canopy set up, delivery of folding tables and folding chairs, relocating furniture, storage of furniture or event supplies, or pipe and drape. Custodial Services staff operate on two shifts (A.M. and P.M.). Any event requiring support during the shift change from 1:45 P.M. to 3:15 P.M. may incur staff overtime charges for a minimum of two-hours. Additionally, any weekday evening event ending later than 10:00 P.M. may incur overtime charges. Events on Saturday and Sunday or Holidays will incur overtime charges... 15 GROUNDS SERVICES: REQUIRED for outdoor events with set up and breakdown, events serving food, or any other event identified by Sonoma County Junior College District as needing additional services, including but not limited to recycling and waste removal, irrigation, outside banner installation.... 15 SANTA ROSA PHONE: (707) 527-4231... 15 PETALUMA PHONE: (707) 778-3976... 15
SANTA ROSA WEBSITE: https://facilities.santarosa.edu/facilities-planning-operations... 15 PETALUMA WEBSITE: https://petaluma.santarosa.edu/facilities-operations... 15 SECURITY: REQUIRED for all events serving alcohol. DISTRICT POLICE will determine any other event identified by Sonoma County Junior College District Police as needing additional security, including but not limited to sporting events, parking lot use, car shows, parades, or any other special event.... 16 PHONE: (707) 527-1000... 16 EMAIL: dispatch@santarosa.edu... 16 WAREHOUSE: REQUIRED for events needing additional tables and chairs or any other event identified as needing additional services by Sonoma County Junior College District... 16 SANTA ROSA PHONE: (707) 527-4205... 16 PETALUMA PHONE: (707) 778-3623... 16 SANTA ROSA EMAIL: sghebretensae@santarosa.edu... 16 PETALUMA EMAIL: ajahnsen@santarosa.edu... 16 MEDIA SERVICES: REQUIRED for indoor or outdoor events with live audio, special lighting, switching, live streaming, video recording, videoconferencing, or any other event identified by Sonoma County Junior College District as needing additional audio or visual support services.... 16 SANTA ROSA FRONT DESK: (707) 527-4231... 16 SANTA ROSA TECH HELP: (707) 527-4771... 16 PETALUMA FRONT DESK: (707)778-3974... 16 PETALUMA TECH HELP: (707) 778-3985... 16 EMAIL: media@santarosa.edu... 16 HVAC REQUEST: for specific HVAC to scheduling outside of regular operating hours schedule. Please go to the following website and submit a HVAC Request Form:... 16 SANTA ROSA PHONE: (707) 524-1610... 16 PETALUMA PHONE: (707) 524-1610... 16 SANTA ROSA WEBSITE: https://facilities.santarosa.edu/... 16 PETALUMA WEBSITE: https://facilities.santarosa.edu/... 16 PAYMENT, INVOICE, AND REFUNDS... 16 INSURANCE... 17 SMOKING NOT ALLOWED ON DISTRICT PROPERTY... 18 FOOD/KITCHEN USE POLICY... 18 FOOD CONCESSION POLICY (ATHLETIC FACILITIES ONLY)... 18 ALCOHOL... 18 DAMAGE... 19 DECORATIONS... 19 GARBAGE... 19 KITCHEN USE... 19 LIVESTOCK/EQUINE/ANIMAL EVENTS (SHONE ONLY)... 20 3
4 PARKING (SHONE)... 20 PARKING (SANTA ROSA AND PETALUMA)... 20 CANCELATION POLICY... 20 HOLD HARMLESS... 21 ONLINE RESERVATION PORTAL (EVERYDAY USER PROCESS TEMPLATES)... 22 EMS Definitions... 22 Reservation... 22 Booking... 22 Everyday User Web Application... 22 Enter your district credentials:... 22 MY RESERVATION TEMPLATES... 26 CLASSROOM REQUEST... 26 PROCESSING (Booking Cutoff).... 26 ABILITY TO REQUEST... 26 SERVICE REQUESTS... 26 PERSONNEL FEES ASSOCIATED WITH THE USE OF FACILITIES... 26 CONFIRMATION WORKFLOW... 26 CONFERENCE ROOM REQUEST... 28 PROCESSING (Booking Cutoff).... 28 ABILITY TO REQUEST... 28 SERVICE REQUESTS... 28 PERSONNEL FEES ASSOCIATED WITH THE USE OF FACILITIES... 28 CONFIRMATION WORKFLOW... 28 ATHLETIC FACILITIES REQUEST... 29 PROCESSING:... 29 ABILITY TO REQUEST... 29 SERVICE REQUESTS... 29 PERSONNEL FEES ASSOCIATED WITH THE USE OF FACILITIES... 29 CONFIRMATION WORKFLOW... 29 DISTRICT/STUDENT SPECIAL EVENT REQUEST... 31 PROCESSING:... 31 ABILITY TO REQUEST... 31 SERVICE REQUESTS... 31 PERSONNEL FEES ASSOCIATED WITH THE USE OF FACILITIES... 31 CONFIRMATION WORKFLOW... 32 CO-SPONSORSHIP REQUEST... 33 PROCESSING:... 33
5 ABILITY TO REQUEST... 33 SERVICE REQUESTS... 34 PERSONNEL FEES ASSOCIATED WITH THE USE OF FACILITIES... 34 CONFIRMATION WORKFLOW... 34 LOCATION SCHEDULER... 35 PROCESSING:... 35 ABILITY TO REQUEST... 35 SERVICE REQUESTS... 35 PERSONNEL FEES ASSOCIATED WITH THE USE OF FACILITIES... 35 CONFIRMATION WORKFLOW... 35 Making Reservations... 37 Single Reservation... 37 CONFIRMATION WORKFLOW... 53 Recurring Reservation... 59 Adding Outlook Attendees... 59 Cancelling a Reservation... 59 Editing a Reservation... 60 Adding Services to an Existing Reservation... 60 Browsing... 60 Events... 60 Locations... 60 Favorite Rooms... 60 Delegation... 61 If you have any questions, please call (707) 535-3777 or e-mail districtfacilitiesuse@santarosa.edu
6 SONOMA COUNTY JUNIOR COLLEGE DISTRICT - USE OF FACILITIES GUIDE HISTORY & OVERVIEW Santa Rosa Junior College, founded in 1918, is the tenth oldest of California s 109 publicly funded two-year colleges. From its initial freshman class of 19 students, SRJC has become one of the largest single college districts in the United States, Sonoma County Junior College District. With 15 major high school districts within its borders, the District encompasses more than 1,600 square miles from the southern border of Mendocino County to the northern tip of Marin County. The District is bounded to the west by the Pacific Ocean and to the east by Napa and Lake counties. The District operates two campuses in Sonoma County: a 100+ acre campus in the heart of Santa Rosa and a 40- acre campus in Petaluma. SRJC also operates a regional Public Safety Training Center in Windsor, a 365-acre self-supporting Shone Farm near Forestville, a Culinary Arts Center in downtown Santa Rosa, and a Technology Academy on the Petaluma Campus. Each semester classes are offered at more than 70 locations throughout the District by nearly 3,500 faculty and staff. Our campus is situated on about 99 acres of fertile valley land rich with history. The old indigenous Valley Oak Trees are the honored monarch of our landscape, which hosts many other native plants as well. In fact, we have one garden dedicated entirely to native plants that are shade and drought tolerant and work well under native oaks. Since 1918 when the Santa Rosa campus was established, the flora has become as diversified as its human admirers, evolving to include hundreds of varieties of perennials adopted from around the world. Thanks to the efforts of Steve Mullany of the Agricultural Dept., we're supplied with an impressive display of Australian native plants. We also pamper an outstanding collection of over 200 hybrid roses on the Santa Rosa campus. Add an herb garden, and interlace it all with about 17 acres of lawn, and more than 1400 trees, and we have what many say is one of the loveliest learning environments in the state, a key attraction for quality staff and faculty. But that's not all. In its evolutionary endeavor to serve the community, the district acquired 40 more acres of prime real estate in Petaluma. Here they have constructed a new campus to serve the needs of our District residents to the south of Santa Rosa. Since its opening in 1995 the Petaluma Center grounds has developed nicely, in part due to its new computerized irrigation system. In 2002 we opened the Santa Rosa Junior College Public Safety Training Center in Windsor on approximately 20 acres, where the grounds reflect our Mediterranean climate. All of the plant life on all campuses are cared for by a friendly down to earth staff, and with lots of help from industrious students applying themselves through the Student Employment Center. Our recycling program, established in 1989, underscores our commitment to and support of an ecologically sound environment. It is our hope that you may take the time, not to just smell the roses, but to relish in all the natural beauty of the grounds, appreciating nature in its myriad of forms, for this is what makes our work worthwhile. 6 P a g e
7 COLLEGE VISION, MISSION, AND VALUES VISION SRJC aspires to be an inclusive, diverse and sustainable learning community that engages the whole person. MISSION SRJC passionately cultivates learning through the creative, intellectual, physical, social, emotional, aesthetic and ethical development of our diverse community. We focus on student learning by preparing students for transfer; by providing responsive career and technical education; and by improving students foundational skills. We provide a comprehensive range of student development programs and services that support student success and enrich student lives. We support the economic vitality, social equity and environmental stewardship of our region. We promote personal and professional growth and cultivate joy at work and in lifelong learning. We foster critical and reflective civic engagement and thoughtful participation in diverse local and global communities. We regularly assess, self-reflect, adapt, and continuously improve. VALUES We balance and integrate the following core values in assuring the success of our diverse learning communities. 1. We value Learning that includes Excellent and innovative instruction and support services; A learning- and learner-centered environment; A welcoming physical environment; A caring and supportive attitude among faculty and staff; Access to programs and courses that lead to transfer and/or gainful employment. 2. We value Academic Excellence that includes Academic freedom balanced with academic responsibility, integrity and ethical behavior; Effective and transparent communication with information being shared in a timely fashion; Collaboration in continuous quality improvement of SRJC s programs and services. 3. We value Sustainability that includes The teaching of sustainability principles and concepts; Research on sustainable development projects/ issues; Incorporating ecological values and practices in the District s operations; Support and promotion of sustainability efforts in our community; Fiscal solvency and stability. 4. We value Diversity that supports Equal access for all students; Multi-ethnic global perspectives and cultural competencies; Employees who reflect the communities we serve; Honesty and integrity in an environment of collegiality and mutual respect. 7 P a g e
8 5. We value Community that includes Community partnerships and advocacy for workforce and economic development; Cultural enrichment opportunities; Lifelong learning. 6. We value Beauty that includes Well maintained and aesthetically pleasing facilities and grounds; Holistic wellness; Joy in learning and work. 7. We value Compassion that includes Helping students develop a vision for their lives; Civic engagement opportunities that contribute to real world problem solving; Empathy to identify the challenges and address the needs of others; Collaborative leadership. 8. We value Innovation that includes Creativity, openness and risk taking; Multiple perspectives; Response to demographic, global, and technological changes. (Approved by the Board on October 8, 2013) 8 P a g e
USE OF FACILITIES GENERAL OVERVIEW Sonoma County Junior College District (SRJC) welcomes events that support the vision, mission, and values of our college. To meet SRJC s legal and fiduciary requirements to serve as a site for an event, SRJC requires the following conditions to be met by all event organizers, which are defined as 1) Non-college organizations requesting facilities independently (External); 2) Non-college organizations that are working with or sponsored by a college department (Co-Sponsored); or 3) College departments requesting facilities for College events where no external event organizer is involved (Internal). SCHEDULING PRIORITY 1. Credit and non-credit courses 2. Public events related to credit and non-credit courses a. Semester concerts, dance performances, theater productions, etc. b. Priority location: Newman and Burbank 3. Ongoing District-wide events a. Day Under the Oaks, Arts and Lectures, LumaFest, Speech and Debate Tournament, SAT/LSAT Testing 4. Not-for-Credit (Community and Contract Education) 5. College Standing Committees committees meeting at regularly scheduled and pre-approved times and locations a. Academic Senate i. Priority Location: Senate Chambers b. Board of Trustees i. Priority Location: Student Activities Center ii. Priority Location: second floor Bertolini (closed session) c. Academic Affairs Council, Institutional Planning Council (IPC), President s Advisory Committees, Associated Student Programs Senate, Classified Senate, All Faculty Association, etc. 6. SRJC department events and student club events meetings and events not regularly scheduled and not requiring approval of times and locations a. Priority Location for student club events: Bertolini (Center for Student Leadership) 7. Use of Facilities (use of facilitiess) a. Co-sponsored 9 9 P a g e
APPLICATION DUE DATES AND PROCESSING Applications are processed in the order they are received and availability is based upon District classes and activities. Online reservation portal for the use of facilities in Spring will be available online after November 1. Confirmed District Permits for the use of facilities will be issued starting mid-november. Online reservation portal for the use of facilities in Summer and Fall will be available online after March 23. Confirmed District Permits for the use of facilities will be issued starting in April. 10 10 P a g e
11 3-days for Community and Contract Education to contact you and confirm the details of your event 3-days to confirm the availability of the location of your request. 7-days to confirm resources (e.g., Custodial, Grounds, Media Services, Security, etc.). 7-days to confirm the date of an event walkthrough and all paperwork (e.g., certificate of insurance, food service waivers, fundraising forms, etc.) 11 P a g e
CHECKLIST Community and Contract Education (CCE) endeavors to provide service at your convenience and to ensure your SRJC experience is a positively memorable one. In order to achieve this result, CCE will do our part to coordinate and confirm resources with other departments (Custodial, District Police, Grounds, Media Services, and other). However, a positive event experience does not come without the responsibility of the event organizer. CCE recommends the event organizer submit the Use of Facilities request at their earliest convenience, but well in advance of the actual event date. Additionally, the event organizer should have the following information outlined prior to contacting CCE: Event name Event description Estimated number of attendees Preferred Event Date(s) Alternative Events Date(s) Starting Time and Ending Time of the request i. Minimum one-hour is required for Media Services (dependent upon the extent of the set-up) ii. Minimum four staff for two hours required by Custodial is set-up is for 200+ attendees Preferred location i. Campus, building, room, etc. Preferred set-up type i. Classroom, Meeting, Conference, Fundraiser, Lecture, Panel Discussion, Banquet, Convention, Board Meeting, etc. Number of chairs Number of Tables Attach a diagram of the event set-up you are requesting i. (it does not have to be to scale, but orientation, arrangement, and location of the items are essential) Food and beverage expectations Preferred service needs: SCJCD requires services and personnel be present for most events. i. All events requiring resources are subject to the availability of the resource, including Custodial, Grounds, Public Safety, and Media Services and requests are subject the type and size of the event. Media Services: technology needs District Police: security needs Custodial: set up, tear down, and deep cleaning for indoor events Grounds: set up, tear down, and cleaning of outdoor events REQUIRED FORMS TO BE DELIVERED TO COMMUNITY AND CONTRACT EDUCATION: Certificate of Liability Insurance Proof of non-profit status (non-profit events only) Fresh and Natural Food Waiver Beer and Wine authorization form is required (only for events serving beer and wine) Confirm receipt and approval of Event Coordinator Responsibilities Schedule walk-through with Community and Contract Education i. Community and Contract Education reserves the right to require a walk-through from any Use of Facilities event. 12 12 P a g e
WALKTHROUGH CHECKLIST I AGREE TO THE FOLLOWING: I have read and reviewed the guidelines, fees, and requirements for hosting an event at a Sonoma County Junior College District property. I have completed the online use of facilities request form, received a District Permit Confirmed, FEES I have submitted a non-refundable fee of $35 non-refundable to the office of Community and Contract Education. I agree to pay the full amount of the event before the day of the event. I agree that additional costs may be incurred and agree to pay the additional cost within 15-days of receipt of the invoice. INSURANCE I have provided a Certificate of Liability Insurance to Community and Contracts Education and will include the language required by Sonoma County Junior College District. FOOD SERVICE I have submitted a waiver to Fresh and Natural, should I want to use a separate food vendor. The catering company I have subcontracted possesses the necessary Sonoma County Health Department Permits and food handler s permits (or a food permit from the county in which the restaurant/caterer is located). CO-SPONSORSHIP If applicable, I agree the Co-Sponsorship event will benefit the college by providing fundraising, professional development, or recruitment opportunities. I have submitted all required co-sponsorship and fundraising forms. NON-PROFIT I agree to submit official verification of non-profit status, if applicable, to the Office of Community and Contract Education. SET UP CONFIGURATION I agree that the set up and configuration meets my approval and that any changes made to the set up and configuration may incur additional charges. SERVICES I agree that all event services and resources have been confirmed with each service group and that changes to the event needs may incur additional charges. 13 13 P a g e
14 USE OF FACILITIES DAY OF USE CHECKLIST The location was unlocked and accessible at the scheduled time. The location was configured and set up as confirmed. The location was clean and orderly. The bathrooms were clean and fully stocked. HVAC was on and room temperature was suitable. You were greeted by a Sonoma County Junior College District employee. The employee conducted facility walkthrough and inspection of overall facility condition. During Event Checklist: Staff was present and available throughout duration of entire event. Staff was available for assistance and to answer any questions. Security was present and present throughout the duration of the event (required for Beer or Wine events). No furniture was used outside of the building (unless noted on the contract.) Closing Checklist (check only that apply): Event completed at the scheduled time. Sinks, stoves, and counters are wiped down. Garbage & recyclables are removed from building and placed in the proper containers outside. Food & all outside use equipment are removed from the building. Restrooms were left in a clean and orderly fashion. All decorations were removed. No breakage, graffiti, or damage to premises, furniture, or equipment. Both Staff and the renter sign off on the checklist and it is placed in the Community and Contract Education mail slot. Call District Police to confirm departure. 14 P a g e
15 TERMS AND CONDITIONS USE OF FACILITIES PROCESSING FEE Per Sonoma County Junior College District Policy (6.11), all groups shall be charged a nonrefundable $35 Processing Fee when the application is submitted. Change Order Fee Any change to a reservation after the permit has been confirmed will incur a $25 change order fee for each occurrence, e.g. date change, room change, media, food service, tables/chairs, etc. SERVICE REQUESTS SCJCD requires a minimum of 7-days advance notice for all Service Requests, including Custodial, Grounds, Media Services, and Security. PERSONNEL FEES ASSOCIATED WITH THE USE OF FACILITIES The college may assign personnel to an event, including custodial, grounds, warehouse, technical, audio/visual, security, supervisory or any other as necessary. The organization will be billed, and agrees to pay, for personnel at current rates or overtime rates (depending on the date/time of the event) and in an amount sufficient to cover all costs to the college. The organization agrees to abide by directives issued by college supervising staff in regard to health and safety compliance issues. CUSTODIAL SERVICES: REQUIRED for indoors events with set up and breakdown, events serving food, or any other event identified by Sonoma County Junior College District as needing additional services. SANTA ROSA PHONE: (707) 527-4205 PETALUMA PHONE: (707) 778-3976 SANTA ROSA WEBSITE: https://facilities.santarosa.edu/facilities-planning-operations PETALUMA WEBSITE: https://petaluma.santarosa.edu/facilities-operations PLEASE NOTE: Custodial Services does not provide services related to event programming, canopy set up, delivery of folding tables and folding chairs, relocating furniture, storage of furniture or event supplies, or pipe and drape. Custodial Services staff operate on two shifts (A.M. and P.M.). Any event requiring support during the shift change from 1:45 P.M. to 3:15 P.M. may incur staff overtime charges for a minimum of two-hours. Additionally, any weekday evening event ending later than 10:00 P.M. may incur overtime charges. Events on Saturday and Sunday or Holidays will incur overtime charges GROUNDS SERVICES: REQUIRED for outdoor events with set up and breakdown, events serving food, or any other event identified by Sonoma County Junior College District as needing additional services, including but not limited to recycling and waste removal, irrigation, outside banner installation. SANTA ROSA PHONE: (707) 527-4231 PETALUMA PHONE: (707) 778-3976 SANTA ROSA WEBSITE: https://facilities.santarosa.edu/facilities-planning-operations PETALUMA WEBSITE: https://petaluma.santarosa.edu/facilities-operations 15 P a g e
SECURITY: REQUIRED for all events serving alcohol. DISTRICT POLICE will determine any other event identified by Sonoma County Junior College District Police as needing additional security, including but not limited to sporting events, parking lot use, car shows, parades, or any other special event. PHONE: (707) 527-1000 EMAIL: dispatch@santarosa.edu 16 WAREHOUSE: REQUIRED for events needing additional tables and chairs or any other event identified as needing additional services by Sonoma County Junior College District SANTA ROSA PHONE: (707) 527-4205 PETALUMA PHONE: (707) 778-3623 SANTA ROSA EMAIL: sghebretensae@santarosa.edu PETALUMA EMAIL: ajahnsen@santarosa.edu MEDIA SERVICES: REQUIRED for indoor or outdoor events with live audio, special lighting, switching, live streaming, video recording, videoconferencing, or any other event identified by Sonoma County Junior College District as needing additional audio or visual support services. SANTA ROSA FRONT DESK: (707) 527-4231 SANTA ROSA TECH HELP: (707) 527-4771 PETALUMA FRONT DESK: (707)778-3974 PETALUMA TECH HELP: (707) 778-3985 EMAIL: media@santarosa.edu HVAC REQUEST: for specific HVAC to scheduling outside of regular operating hours schedule. Please go to the following website and submit a HVAC Request Form: SANTA ROSA PHONE: (707) 524-1610 PETALUMA PHONE: (707) 524-1610 SANTA ROSA WEBSITE: https://facilities.santarosa.edu/ PETALUMA WEBSITE: https://facilities.santarosa.edu/ PAYMENT, INVOICE, AND REFUNDS A nonrefundable $35 processing fee is required at the time your reservation request is submitted. The balance of the use fee will be required in full in advance of the event date. All other additional Use Fees, Equipment and Use Resources and Personnel Costs will be invoiced after the event is completed, and the total is due no later than 15 working days from date of invoice. Please note that once you your reservation receives a CONFIRMED DISTRICT PERMIT, any additional changes or requests to your reservation will incur a Change Order Fee of $25 that will be invoiced to the USER. Changes to a reservation that may result in a change order fee, include a change in date, room, media, food service, tables/chairs, or over scope and size of the event. The balance included on the final use of facilities confirmation is due in advance of the event date. 16 P a g e
INSURANCE A certificate of insurance must be submitted to the Agriculture/Natural Resources office before a final contract will be issued. The organization agrees to hold the Sonoma County Junior College District, its Governing Board, the individual members thereof, and all District officers, agents, and employees free and harmless from any loss, damage, liability, cost or expense that may arise during or be caused in any way by such use or occupancy of school property. Applicant shall obtain insurance acceptable to Sonoma County Junior College District from a company that is licensed to do business in the state of California at the time the policy is issued. Applicant shall take out and maintain at all times for the term of the facility use the following policies of insurance: A. Public Liability Insurance: Personal injury and replacement value property damage insurance for all activities of the Applicant and its Participants arising out of or in connection with this Application, written on a comprehensive general liability form including Applicant's operations, vehicle coverage and Applicant's non-ownership liability coverage, in an amount not less than $2,000,000 combined single limit personal injury and property damage for each occurrence. B. Endorsements: The Public Liability Policy specified above shall be endorsed with the following specific language: a. The District is named as additional insured for all liability arising out of the operations by or on behalf of the named insured, and this policy protects the additional insured, its officers, agents and employees against liability for bodily injuries, deaths or property damage or destruction arising in any respect directly or indirectly in the performance of the Applicant and the Applicant s use of District facilities. b. The inclusion of more than one insured shall not operate to impair the rights of one insured against another insured and the coverages afforded shall apply as though separate policies have been issued to each insured. c. The insurance provided herein is primary and no insurance held or owned by the District shall be called upon to contribute to a loss. d. Coverage provided by this policy shall not be reduced or canceled without thirty (30) days written notice given to the Applicant by certified mail. e. The certificates must state that the insurance is under an occurrence based, and not a claimsmade, policy (policies). C. Documentation: The following documentation of insurance shall be submitted to the District and approved prior to the issuance of the facility use permit: Certificates of insurance showing the limits of insurance provided, certified copies of all policies, and signed copies of the specified endorsements for each policy. SCJCD will contact you for the insurance certificate once your application has been approved. Additional insurance will be required if wine/beer is to be sold or served at an event; if special equipment (tents, etc) is used for an event; for all sporting events; and for any horse/animal event. Facilities must be protected from damage and mistreatment. Rooms shall be left in a clean and orderly fashion, all trash placed in appropriate receptacles, and furniture and equipment replaced to original position. In cases where District property has been damaged or abused, the cost of repair or replacement shall be paid by the organization involved. 17 17 P a g e
SMOKING NOT ALLOWED ON DISTRICT PROPERTY Smoking is prohibited at all facilities owned by the Sonoma County Junior College District. Smoking is not allowed anywhere on Shone Farm property. Renters will be responsible for ensuring that this smoke-free policy is upheld and will be liable for any damages incurred as a result of the policy not being followed. 18 FOOD/KITCHEN USE POLICY The District s catering firm, Fresh & Natural, has exclusive rights to cater any event and to sell concessions. If your application is approved, you must contact Fresh & Natural at 527-4355 to arrange catering. All food must be approved. Food is only allowed in designated areas. Costs of food service and kitchen use are in addition to the facility use charges. If the college s food service operator provides catering services, the kitchen use fee is waived. Otherwise, there will be a kitchen use fee for the provision of a kitchen supervisor during use. FOOD CONCESSION POLICY (ATHLETIC FACILITIES ONLY) All concessions for events held at the District s Athletic Facilities will be operated by SRJC s Kinesiology, Athletics, and Dance (KAD) department unless concession staff are unavailable. In the case when KAD is unavailable, sponsors may be allowed to provide their own concessions but may not use SRJC concession booths. ALCOHOL The consumption of alcoholic beverages may be harmful to health. Alcohol will be limited to wine and beer sales and service only and, pursuant to the California Business and Profession Code section 25608. Beer and Wine service and sale will be permitted by application and at the discretion of the college for events at Dutton Pavilion hosted by non-profit organizations only. A request to serve or sell wine/beer on college property must be approved by the SRJC President or his designee. The approved wine form and if necessary proof of a valid license from the Department of Alcohol and Beverage Control will be required before a permit for use of a District facility will be issued. In addition, the organization will be required to obtain and show proof of Liquor Liability/Host Liquor Liability insurance with limits of not less than $2,000,000. It will be the sole responsibility of the organization sponsoring the event to ensure that all individuals acquiring, possessing, using or serving wine at the event are 21 years or older and possess identification that confirms their age. The event sponsor is responsible for the proper and timely removal of all wine immediately following the event. Beer and/or wine for special events may not be stored on campus prior to 48 hours before the event. All beer/wine storage arrangements for campus events must be in lockable areas. Individuals under the age of 21 shall not have access to these storage areas without the supervision of District staff members age 21 or over. Beer/wine may not be stored in open containers on District property. Appropriate storage arrangements must be described on the beer and wine service request form. 18 P a g e
19 At events where beer/wine is served, the following must take place: Written notice must be placed in a clear and open location indicating: No beer/wine will be served to individuals under the age of 21 and that identification verifying age must be provided. The consumption of beer/wine by a minor at an event on District property will result in appropriate action up to and including arrest of those parties involved. Beer/wine consumption is limited to the indoor facilities being rented The sponsoring organization reserves the right to refuse service. An individual over the age of 21 and separate from those individuals serving wine will be assigned to check identification during the event. Beer/wine consumption must be stopped 1 hour before the end of a special event. DAMAGE Facilities must be protected from damage and mistreatment. Rooms shall be left in a clean and orderly fashion, all trash placed in appropriate receptacles, and furniture and equipment returned to original configuration. In cases where District property has been damaged or abused, the cost of repair or replacement will be included in the final invoice to the department or organization. All costs will be the responsibility of the department or organization unless a cancellation is submitted in writing at least four working days in advance of scheduled use. DECORATIONS Decorations must be approved in advance by the facility supervisor. No scotch tape, thumbtacks, nails, staples, etc. are allowed on walls, floors, etc. Decorations may not be taped to windows. All garland, cloth, trees, etc. used for decorations must be flame proof. Decorations must be painted at least one day before bringing inside the building. No painting is allowed inside the building. No heavy structures, foreign material (such as rocks, bricks, sand, ice sculptures, water fountains, pails with water and dry ice, etc.) will be allowed in the building. All decorations must be removed from the premises at the close of the event. Nothing may be attached to or hung from the sprinkler system GARBAGE Facility must be left completely clean, with all equipment put away. Please do not leave any food behind. Depending on the size of the event, the group or organization using the facilities may be responsible for providing a debris box for garbage generated by the event or covering the cost of additional personnel to remove or haul excess garbage. All garbage must be removed from the location of the event and discarded in the appropriate waste container. KITCHEN USE Facility must be left completely clean, with all equipment put away. Please do not use the espresso machine for espresso or hot water. Please do not use paper cups, bags, parchment paper, plastic wrap, foil, bakery boxes, or plastic containers for any reason. 19 P a g e
20 Please use washable plastic cups for drinking coffee or water. For classes upstairs, use silverware in TK2 (Room 5023) on far wall. For classes downstairs, use silverware in the storeroom between the Café dining room and the retail Bakery. (No other items in the storeroom should be used.) We will leave 35 kitchen towels out in the laundry room. If you need more towels, please bring your own. All food and supplies must be provided by renter, including flour, sugar, dairy, spices and extracts, alcohol, and paper products, e.g. - foil, plastic wrap, and any other paper products. Please do not use the copy machine or any office supplies. The exterior door of the Café dining room should remain closed and locked at all times. Please do not use the Café dining room chairs in kitchens. Smoking is prohibited not only on the college s property, but also within 20 feet of all Sonoma County Junior College District property. This includes e-cigarettes. Empty trash and recycling in appropriate bins located in the bin shelter at the rear of the building. Replace can liners, black for garbage, and clear for recycle. Turn off all wall and walk-in lights before departing. Check to make sure all burners, ovens, and exhaust fans are turned off. All kitchen coolers must be emptied. All exterior and interior doors including walk-in should be locked. Before you leave, call campus police (527-1000), to have exterior student entry door locked. Please wait until it is locked. LIVESTOCK/EQUINE/ANIMAL EVENTS (SHONE ONLY) Events involving livestock, horses or other animals are limited to one-day events; animals may not be boarded overnight. All animals are the sole responsibility of the renter; the college will not be responsible for any loss, damage, exposure, etc. Additional insurance may be required, and depending on the event, spectator insurance may also be required. PARKING (SHONE) Parking at Shone Farm is limited to ~ 200 vehicles with 3 spaces on the eastern side of the Dutton Pavilion allocated for parking for the disabled. Vehicles are not allowed outside of the designated parking area. Off-site parking with shuttle service is required for events that will attract more vehicles than there is room to accommodate at the farm. It is the responsibility of the renter to arrange this service. PARKING (SANTA ROSA AND PETALUMA) User understands that parking permits are required, Monday Sunday, 24 hours a day. Daily permits at $4.00 per car are available from the ticket dispensing machines in each lot. Overnight parking, including parking and use of recreational vehicles, is prohibited. User may not charge their patrons for parking. CANCELATION POLICY To receive a full refund, cancelations must be submitted in writing 30-days or more in advance of scheduled use. All cancellations received less than 30-days ahead of will be responsible for all use fees associated with the use. 20 P a g e
21 HOLD HARMLESS Responsible party entering into agreement: I have read and understand the rules, regulations and policies of the Sonoma County Junior College District and assume responsibility for adherence. Organization/Applicant shall be responsible for any damage sustained on District premises, furniture, or equipment due to the occupancy of said premises. Organization/Applicant agrees to hold the Sonoma County Junior College District, its governing board the individual members thereof, and all district officers, agents, volunteers, and employees free and harmless from any loss, liability, cost or expense that may arise during, or be caused in any way by, such use of occupancy of District premises. Cancellations require 30-day notification to receive a full-refund. All expenses incurred by the Sonoma County Junior College District prior to cancelation are non-refundable. 21 P a g e
22 ONLINE RESERVATION PORTAL (EVERYDAY USER PROCESS TEMPLATES) EMS Definitions Reservation The Who and the What. This contains the meeting/event host information and what the event is called. A reservation can have multiple bookings Booking The When and the Where. This contains the date/time/location information for each occurrence of a reservation. A reservation has to have at least one booking, but can have as many bookings as needed (think of a recurring meeting each occurrence is a booking). Navigating the EMS Web App. Everyday User Web Application Sonoma County Junior College District EMS Web App sign in page: Enter your district credentials: User ID Password 22 P a g e
23 Your EMS Web App home page appears as: On the left, you have a menu bar with the following options: Create a Reservation: takes you to your reservation templates My Events: takes you to your event list of upcoming and past events in EMS 23 P a g e
24 Browse: takes you to the search features in the Web App Events: See all events in your organization You may place filters on your calendar to refine the view: Locations: See the free/busy of all the rooms in your organization 24 P a g e
25 You may place filters on your locations to refine the view: People: See the same-day events for the people in your organization On the main section of the page, you see My Reservation Templates, which allows you to make a quick booking right from your home page. You may see fewer templates based on which templates have been assigned to you. Below that is a list of your bookings for the day along with a search option to find your reservations. Finally, in the upper right-hand corner, you see your name and a drop-down for your account options. 25 P a g e
26 MY RESERVATION TEMPLATES CLASSROOM REQUEST Intended for requesting Use of Facilities and Services by employees, departments, student club advisors with three (3) days advance notice. PROCESSING (Booking Cutoff). Three (3) days to confirm the availability and access of the location of your request ABILITY TO REQUEST All district employees with a @santarosa.edu authentication SERVICE REQUESTS SCJCD requires a minimum of 7-days advance notice for all Service Requests, including Custodial, Grounds, Media Services, and Security. PERSONNEL FEES ASSOCIATED WITH THE USE OF FACILITIES The college may assign personnel to an event, including custodial, grounds, warehouse, technical, audio/visual, security, supervisory or any other as necessary. The organization will be billed, and agrees to pay, for personnel at current rates or overtime rates (depending on the date/time of the event) and in an amount sufficient to cover all costs to the college. The organization agrees to abide by directives issued by college supervising staff in regard to health and safety compliance issues. MEDIA SERVICES The Classroom Request only allows the reservation maker to request Media Support. Media Support might include assistance with SMART room technology above and beyond orientation. DISTRICT POLICE In order to provide access to the room, District Police are an automatic service included in every reservation. CONFIRMATION WORKFLOW 1. Employee submits reservation request a. Status submitted as RESERVED PENDING CONFIRMATION 2. A Summary Request message from District Use of Facilities is sent to the following recipients: a. Everyday User b. First Contact c. Temporary Contact d. Department 3. Location Scheduler receives Notification outlining basic information of the request e. Location Scheduler will also receive a report detailing the usage of the space (daily/weekly/monthly) 2. Community and Contract Education (CCE) will confirm the availability of the room and resources 4. CCE will update Status from RESERVED PENDING CONFIRMATION to DISTRICT PERMIT CONFIRMED or DISTRICT PERMIT DECLINED 5. Everyday User, First Contact, Second Contact (Temporary Contact), and Department will receive a DISTRICT PERMIT CONFIRMED confirmation 26 P a g e
27 Everyday User Process Template Large Classroom Classroom Request Small Classroom Small Classroom Small Classroom Small Classroom Small Classroom Forsyth - 105 Choral Room Analy Hall - 708 Emeritus Hall - 1509 Forsyth Hall - 189 Maggini - 2701 Shuhaw Hall - 1711 Forsyth - 115 Band Room Analy Hall - 750 Emeritus Hall - 1518 Forsyth Hall - 199 Maggini - 2702 Shuhaw Hall - 1713 Emeritus Hall - 1588 Analy Hall - 794 Emeritus Hall - 1519 Garcia Hall - 875 Maggini - 2703 Shuhaw Hall - 1715 Emeritus Hall - 1696 Analy Village 656 Emeritus Hall - 1520 Garcia Hall - 885 Maggini - 2704 Shuhaw Hall - 1723 Shuhaw Hall - 1764 Analy Village Temp - 681T Emeritus Hall - 1522 Heritage Hall - SRC103 Maggini - 2707 Shuhaw Hall - 1727 Shuhaw Hall - 1786 Analy Village Temp - 682T Emeritus Hall - 1523 Heritage Hall - SRC104 Maggini - 2708 Shuhaw Hall - 1729 Baker Hall - 1801 Analy Village Temp - 691T Emeritus Hall - 1529 Heritage Hall - SRC105 Maggini - 2711 Shuhaw Hall - 1731 Baker Hall - 1809 Analy Village Temp - 692T Emeritus Hall - 1592 Heritage Hall - SRC106 Maggini - 2714 Shuhaw Hall - 1735 Baker Hall - 1820 Baker Hall - 1872 Emeritus Hall - 1596 Heritage Hall - SRC107 Maggini - 2801 Shuhaw Hall - 1737 Bech Hall - 1901 Baker Hall - 1890 Emeritus Hall - 1597 Heritage Hall - SRC112 Maggini - 2802 Shuhaw Hall - 1765 Bech Hall 1999 Barnett Hall - 1265 Emeritus Hall - 1599 Lark Hall - 2001 Maggini - 2803 Shuhaw Hall - 1766 Locations Lark Hall - 2004 Lark Hall - 2009 Barnett Hall - 1275 Barnett Hall - 1279 Emeritus Hall - 1603 Emeritus Hall - 1607 Lark Hall - 2039 Lark Hall - 2060 Maggini - 2805 Maggini - 2913 Shuhaw Hall - 1783 Shuhaw Hall - 1784 Race - 4044 Barnett Hall - 1288 Emeritus Hall - 1610 Lark Hall - 2070 Maggini - 2921 Tauzer Gymnasium - 966 Doyle - 4245 Media Teaching Room Doyle - 4246 Media Teaching Room Barnett Hall - 1289 Barnett Hall -1286 Bertolini Student Services Center - 4731 Bertolini Student Services Center - 4734 B. Robert Burdo Culinary Arts Center - 5020 B. Robert Burdo Culinary Arts Center - 5021 Emeritus Hall - 1614 Emeritus Hall - 1624 Emeritus Hall - 1626 Emeritus Hall - 1678 Emeritus Hall - 1684 Emeritus Hall - 1691 Lark Hall - 2086 Lark Hall - 2089 Lark Temp 2228 Lounibos Center - 2320 Lounibos Hall - 2329 Lounibos Hall - 2347 Maggini - 2928 Maggini Hall - 2907 Plover Hall - 501T Plover Hall - 558 Race Building - 4035 Race Building - 4076 (110) Burdo - 4912 Emeritus Hall - 1697 Race Building - 4077 Bussman Hall - 1453 Emeritus Hall - 1699 Bussman Hall - 1454 Call Hall - 3862 Call Hall - 3864 Call Hall - 3865 27 P a g e
28 CONFERENCE ROOM REQUEST Intended for requesting Use of Facilities and Services by employees, departments, student club advisors with three (3) days advanced notice. Conference Room Request PROCESSING (Booking Cutoff). Three (3) days to confirm the availability and access of the location of your request ABILITY TO REQUEST All district employees with a @santarosa.edu authentication. SERVICE REQUESTS SCJCD requires a minimum of 7-days advance notice for all Service Requests, including Custodial, Grounds, Media Services, and Security. PERSONNEL FEES ASSOCIATED WITH THE USE OF FACILITIES The college may assign personnel to an event, including custodial, grounds, warehouse, technical, audio/visual, security, supervisory or any other as necessary. The organization will be billed, and agrees to pay, for personnel at current rates or overtime rates (depending on the date/time of the event) and in an amount sufficient to cover all costs to the college. The organization agrees to abide by directives issued by college supervising staff in regard to health and safety compliance issues. MEDIA SERVICES The Conference Room Request only allows the reservation maker to request Media Support. Media Support might include assistance with SMART room technology above and beyond orientation. DISTRICT POLICE In order to provide access to the room, District Police are an automatic service included in every reservation. CONFIRMATION WORKFLOW 1. Employee submits classroom reservation request a. Status submitted as RESERVED PENDING CONFIRMATION Analy Hall - 749 Bertolini Student Services Center - 4733 Bertolini Student Services Center - 4790 Bertolini Student Services Center - 4876 Button Building - 3717 Call Child Development Center - 3867 Doyle - 4227 Conference Room Doyle - 4228 Media Services Internal Use Doyle - 4244 Conference Room Doyle - 4245 Media Teaching Room Doyle - 4246 Media Teaching Room Doyle - 4401 Conference Room Emeritus Hall - 1568 Environmental Health and Safety - 3208 Lark Hall - 2059 Maggini Hall - 2825 Plover Hall - 526 Race Building - 680 Wegman Senate Chambers - 4638 2. A Summary Request message from District Use of Facilities is sent to the following recipients: a. Everyday User b. First Contact c. Temporary Contact d. Department 3. Location Scheduler receives Notification outlining basic information of the request 4. Location Scheduler will also receive a report detailing the usage of the space (daily/weekly/monthly) 5. Community and Contract Education (CCE) will confirm the availability of the room and resources 6. CCE will update Status from RESERVED PENDING CONFIRMATION to DISTRICT PERMIT CONFIRMED or DISTRICT PERMIT DECLINED 7. Everyday User, First Contact, Second Contact (Temporary Contact), and Department will receive a DISTRICT PERMIT CONFIRMED confirmation. 28 P a g e
29 ATHLETIC FACILITIES REQUEST Intended for requesting Use of Facilities and Services by the Department of Kinesiology, Athletics, and Dance with a minimum of 20 days advanced notice. Athletic Facilities Request PROCESSING: Three (3) days for Community and Contract Education to contact you and confirm the details of your request Three (3) days to confirm the availability of the location of your request. Seven (7) days to confirm resources (e.g., Custodial, Grounds, Media Services, Security, lifeguard, etc.). Seven (7) days to confirm the date of an event walkthrough and all paperwork (e.g., certificate of insurance, food service waivers, fundraising forms, etc.) has been received. ABILITY TO REQUEST Kinesiology, Athletics, and Dance staff and faculty with an @santarosa.edu authentication. SERVICE REQUESTS SCJCD requires a minimum of 7-days advance notice for all Service Requests, including Custodial, Grounds, Media Services, and Security. 1050 - Outdoor Pool 1055 - Indoor Pool/Outdoor Pool 1105 Walter Haehl Pavilion - Gymnasium Tauzer Gymnasium - 905 951 Tauzer Gymnasium - Dance Room 958 Tauzer Gymnasium 999 Tauzer Bailey Field Track Bailey Field/Football Golf/Putting Green Soccer Field PERSONNEL FEES ASSOCIATED WITH THE USE OF FACILITIES Softball/Practice Fields The college may assign personnel to an event, including custodial, grounds, Sypher Field warehouse, technical, audio/visual, security, supervisory or any other as necessary. The organization will be billed, and agrees to pay, for personnel at current rates or Tennis Courts overtime rates (depending on the date/time of the event) and in an amount sufficient to cover all costs to the college. The organization agrees to abide by directives issued by college supervising staff in regard to health and safety compliance issues. SR MEDIA SERVICES The Athletic Facilities Request allows the reservation maker to request Media Services audio, staff, and visual. SR GROUNDS The Athletic Facilities Request allows the reservation maker to request Grounds Services packages specific for KAD events. SR CUSTODIAL The Athletic Facilities Request allows the reservation maker to request Custodial Services packages specific for KAD events. SR WAREHOUSE The Athletic Facilities Request allows the reservation maker to request Warehouse Equipment for KAD events. DISTRICT POLICE In order to provide access to the room, District Police are an automatic service included in every reservation. CONFIRMATION WORKFLOW 1. Employee submits reservation request a. Status submitted as RESERVED PENDING PERMIT 2. A Summary Request message from District Use of Facilities is sent to the following recipients: e. Everyday User, First Contact, Temporary Contact, Department 29 P a g e
30 3. Location Scheduler receives Notification outlining basic information of the request 4. Location Scheduler will also receive a report detailing the usage of the space (daily/weekly/monthly) 5. Community and Contract Education (CCE) will confirm the availability of the room and resources 6. CCE will update Status from RESERVED PENDING PERMIT to DISTRICT PERMIT CONFIRMED or DISTRICT PERMIT DECLINED 7. Everyday User, First Contact, Second Contact (Temporary Contact), and Department will receive a DISTRICT PERMIT CONFIRMED confirmation 30 P a g e
DISTRICT/STUDENT SPECIAL EVENT REQUEST Intended for requesting Use of Facilities and Services by employees, departments, student club advisors with a minimum of 20 days advanced notice. PROCESSING: Three (3) days for Community and Contract Education to contact you and confirm the details of your request Three (3) days to confirm the availability of the location of your request. Seven (7) days to confirm resources (e.g., Custodial, Grounds, Media Services, Security, lifeguard, etc.). Seven (7) days to confirm the date of an event walkthrough and all paperwork (e.g., certificate of insurance, food service waivers, fundraising forms, etc.) has been received. ABILITY TO REQUEST All district employees with a @santarosa.edu authentication. SERVICE REQUESTS SCJCD requires a minimum of 7-days advance notice for all Service Requests, including Custodial, Grounds, Media Services, and Security. PERSONNEL FEES ASSOCIATED WITH THE USE OF FACILITIES The college may assign personnel to an event, including custodial, grounds, warehouse, technical, audio/visual, security, supervisory or any other as necessary. The organization will be billed, and agrees to pay, for personnel at current rates or overtime rates (depending on the date/time of the event) and in an amount sufficient to cover all costs to the college. The Analy Law n District/Student Special Event Request B. Robert Burdo Culinary Arts Center - 4929 B. Robert Burdo Culinary Arts Center - 5020 B. Robert Burdo Culinary Arts Center - 5021 Bertolini East Patio Bertolini Quad Bertolini West Patio Bussman Law n Dining Commons - 4612 Doyle - 4228 Media Services Internal Use Doyle - 4244 Conference Room Doyle - 4245 Media Teaching Room Doyle - 4246 Media Teaching Room Doyle - 4401 Conference Room Doyle - 4520 Quiet Room Doyle Library Law n Emeritus Hall - 1564 New man Auditorium Emeritus Plaza New man Auditorium Lobby Outdoor Stage Race Law n Richard and Saralee Kunde Show case Arena - 5602 Shuhaw Law n So Co Vintners Conference & Learning Ctr A & B - 5603 So Co Vintners Conference Ctr (A only) - 5603A So Co Vintners Conference Ctr (B Only) - 5603B Student Activities Center - 4608 organization agrees to abide by directives issued by college supervising staff in regard to health and safety compliance issues. SR - MEDIA SERVICES The Special Event Request allows the reservation maker to request Media Services audio, staff, and visual. SR GROUNDS The Special Event Facilities Request allows the reservation maker to request Grounds Services packages specific for special events taking place outdoors. SR CUSTODIAL The Special Event Facilities Request allows the reservation maker to request Custodial Services packages specific for special events taking place indoors. 31 Harry Merlot and Joe Vercelli Kitchen - 5613 Hyde Park Mendocino Front Law n Dining/Student Activities Center -Rotary Center for Student Leadership - 4608/4612 4643 Doyle - 4227 Conference Room Walter Haehl Pavilion - Gymnasium Wegman Senate Chambers - 4638 Weller Associates Dining Room - 4614 31 P a g e
SR WAREHOUSE The Special Event Facilities Request allows the reservation maker to request Warehouse Equipment for special events DISTRICT POLICE In order to provide access to the room, District Police are an automatic service included in every reservation. CONFIRMATION WORKFLOW 1. Employee submits reservation request a. Status submitted as RESERVED PENDING CONFIRMATION 2. A Summary Request message from District Use of Facilities is sent to the following recipients: f. Everyday User, First Contact, Temporary Contact, Department 3. Location Scheduler receives Notification outlining basic information of the request 4. Location Scheduler will also receive a report detailing the usage of the space (daily/weekly/monthly) 5. Community and Contract Education (CCE) will confirm the availability of the room and resources 6. CCE will update Status from RESERVED PENDING CONFIRMATION to DISTRICT PERMIT CONFIRMED or DISTRICT PERMIT DECLINED 7. Everyday User, First Contact, Second Contact (Temporary Contact), and Department will receive a DISTRICT PERMIT CONFIRMED confirmation 32 32 P a g e
CO-SPONSORSHIP REQUEST Intended for requesting Use of Facilities and Services by employees and departments with a minimum of 20 days advanced notice. Co-Sponsorship must be a: Fundraising opportunity for SRJC program. Professional development opportunity for SRJC staff (i.e. statewide association meetings, etc.). Recruitment opportunity for department (event attracts potential students to SRJC). Co-sponsoring department agrees to: Provide a department representative (a full time regular employee) who has the authority to act on behalf of the department that will be present at the entire event, from set up through clean up, and will be responsible for ensuring that the facility is secured after everyone has left. Pay applicable processing/personnel fees, if organization being co-sponsored does not cover those expenses. Complete a fundraising form report available through SRJC Business Services, if money is being accepted at this event. Will arrange for all special services (example: media equipment/services, furniture set-up, etc.). PLEASE NOTE: facilities, equipment and personnel are funded by the California taxpayer. Employees may not gift these facilities to organizations because of their personal preferences, friendships or affiliations. PROCESSING: Three (3) days for Community and Contract Education to contact you and confirm the details of your request Three (3) days to confirm the availability of the location of your request. Seven (7) days to confirm resources (e.g., Custodial, Grounds, Media Services, Security, lifeguard, etc.). Seven (7) days to confirm the date of an event walkthrough and all paperwork (e.g., certificate of insurance, food service waivers, fundraising forms, etc.) has been received. ABILITY TO REQUEST All district employees with a @santarosa.edu authentication 5603A So Co Vintners Conference Ctr (A only) 5603B So Co Vintners Conference Ctr (B Only) Analy Law n B. Robert Burdo Culinary Arts Center - 4929 Bertolini East Patio Bertolini Quad Bertolini West Patio Bussman Law n Dining Commons Dining/Student Activities Center Doyle - 4227 Conference Room Doyle - 4228 Media Services Internal Use Doyle - 4244 Conference Room Doyle - 4401 Conference Room Doyle - 4520 Quiet Room Doyle Library Law n Co-Sponsorship Request Small Classrooms Large Classrooms Emeritus Hall - 1564 New man Auditorium Emeritus Plaza Harry Merlot and Joe Vercelli Kitchen Hyde Park Mendocino Front Law n New man Auditorium Lobby Outdoor Stage Race Law n Richard and Saralee Kunde Show case Arena Rotary Center for Student Leadership Shuhaw Law n So Co Vintners Conference & Learning Ctr A & B Student Activities Center Walter Haehl Pavilion - Gymnasium Wegman Senate Chambers Weller Associates Dining Room 33 33 P a g e
SERVICE REQUESTS SCJCD requires a minimum of 7-days advance notice for all Service Requests, including Custodial, Grounds, Media Services, and Security. PERSONNEL FEES ASSOCIATED WITH THE USE OF FACILITIES The college may assign personnel to an event, including custodial, grounds, warehouse, technical, audio/visual, security, supervisory or any other as necessary. The organization will be billed, and agrees to pay, for personnel at current rates or overtime rates (depending on the date/time of the event) and in an amount sufficient to cover all costs to the college. The organization agrees to abide by directives issued by college supervising staff in regard to health and safety compliance issues. SR - MEDIA SERVICES The Co-Sponsorship Request allows the reservation maker to request Media Services audio, staff, and visual. SR GROUNDS The Co-Sponsorship Request allows the reservation maker to request Grounds Services packages specific for special events taking place outdoors. SR CUSTODIAL The Co-Sponsorship Request allows the reservation maker to request Custodial Services packages specific for special events taking place indoors. SR WAREHOUSE The Co-Sponsorship Request allows the reservation maker to request Warehouse Equipment for special events. DISTRICT POLICE In order to provide access to the room, District Police are an automatic service included in every reservation. CONFIRMATION WORKFLOW 8. Employee submits reservation request a. Status submitted as RESERVED PENDING CONFIRMATION 9. A Summary Request message from District Use of Facilities (Community and Contract Education) is sent to the following recipients: g. Everyday User, First Contact, Temporary Contact, Department 10. Location Scheduler receives Notification outlining basic information of the request h. Location Scheduler will also receive a report detailing the usage of the space (daily/weekly/monthly) 11. District Use of Facilities (Community and Contract Education) will confirm the availability of the room and resources 12. District Use of Facilities (Community and Contract Education) will update Status from RESERVED PENDING CONFIRMATION to DISTRICT PERMIT CONFIRMED or DISTRICT PERMIT DECLINED 13. Everyday User, First Contact, Second Contact (Temporary Contact), and Department will receive a DISTRICT PERMIT CONFIRMED confirmation 34 34 P a g e
35 LOCATION SCHEDULER Intended for requesting Use of Facilities and Services by employees with same day reservation access. PROCESSING: Reservation is confirmed, but permit will not be issued until Community and Contract Education can confirm the details of the request. Community and Contract Education requires three (3) days to review Location Scheduler reservations. ABILITY TO REQUEST Employees with a @santarosa.edu authentication and permission to confirm reservations. SERVICE REQUESTS SCJCD requires a minimum of 7-days advance notice for all Service Requests, including Custodial, Grounds, Media Services, and Security. PERSONNEL FEES ASSOCIATED WITH THE USE OF FACILITIES The college may assign personnel to an event, including custodial, grounds, warehouse, technical, audio/visual, security, supervisory or any other as necessary. The organization will be billed, and agrees to pay, for personnel at current rates or overtime rates (depending on the date/time of the event) and in an amount sufficient to cover all costs to the college. The organization agrees to abide by directives issued by college supervising staff in regard to health and safety compliance issues. SR - MEDIA SERVICES The Location Scheduler may request Media Services audio, staff, and visual. SR GROUNDS The Location Scheduler may request Grounds Services packages specific for special events taking place outdoors. SR CUSTODIAL The Location Scheduler may request Custodial Services packages specific for special events taking place indoors. SR WAREHOUSE The Location Scheduler may request Warehouse Equipment for special events DISTRICT POLICE District Police are automatically added to all reservation in order to provide access. SHONE FARM The Location Scheduler may request services available at Shone farm. CONFIRMATION WORKFLOW 1. Employee submits reservation request a. Status submitted as RESERVED PENDING PERMIT 2. A Summary Request message from District Use of Facilities is sent to the following recipients: i. Everyday User, First Contact, Temporary Contact, Department 3. Location Scheduler receives Notification outlining basic information of the request 4. Location Scheduler will also receive a report detailing the usage of the space (daily/weekly/monthly) 5. Community and Contract Education (CCE) will confirm the availability of the room and resources 6. CCE will update Status from RESERVED PENDING PERMIT to DISTRICT PERMIT CONFIRMED or DISTRICT PERMIT DECLINED 35 P a g e
36 7. Everyday User, First Contact, Second Contact (Temporary Contact), and Department will receive a DISTRICT PERMIT CONFIRMED confirmation 36 P a g e
37 Making Reservations Single Reservation To make a reservation, begin at either My Home or Create Reservation Click book now next to the template you wish to use *NOTE The templates are designed for different kinds of bookings. Use the one that best matches your reservation needs. The about button will tell you the rules of the template 37 P a g e
38 Select your date and time SCJCD requires a 20-day advance notice for all Special Events reservation requests. Select any filters (Floors, Setup Types, Room Types, Features) to limit the number of rooms returned. To search by specific locations views select Add/Remove next to Locations. A pop up will appear to allow you to filter rooms by Buildings or Views. 38 P a g e
39 39 P a g e
40 Enter the Number of People to find a room that will best fit the size of your meeting. *NOTE If you don t wish to enter any filtering, you can click on either Search button for a quick search. Click Search to get your list of available rooms Open up a booking detail: 40 P a g e
41 Select a room by clicking on the Blue + next to the room name *NOTE clicking the room name will give you the room details Enter the number of attendees and desired setup (if prompted) Click Add Room 41 P a g e
42 You can click the Next Step button at the top right of the screen to add services *NOTE You can click on Reservation Details if you want to skip adding services 42 P a g e
43 By clicking the next the service you may find out additional information: 43 P a g e
44 Using Custodial Services as an example, click on the resource you wish to add and enter the quantity of the resource you need and any special instructions (if needed). Click OK when done adding the resource Media Service example: 44 P a g e
45 Select your item and add it to your cart: Your Service Summary will appear on the right hand side of the screen: 45 P a g e
46 Click Next Step to enter your reservation details Enter your Event Details *NOTE Anything with an * and highlighted in red is a required field. 46 P a g e
47 Select the Department/Club/Group: Choose from contacts: You may also add a second contact: 47 P a g e
48 If you know the location will require approval, you may add the person reserving the location as the temporary contact: You may add attachments to the reservation (Fundraising Form, Fresh and Natural Waiver, etc.): Attachments: User Defined Fields will allow location confirmers and Community and Contracts Education to have a understanding of the type of event you are requesting space for: 48 P a g e
49 User Defined Fields: 49 P a g e
50 User Defined Fields for Student Special Events: 50 P a g e
51 Terms and Conditions: Viola! Reservation is created. 51 P a g e
52 You may add this to your calendar and invite others: Edit your reservation: 52 P a g e
53 CONFIRMATION WORKFLOW Desktop Client Dashboard: Everyday User Reservations 53 P a g e
54 Status for reservations submitted through the Web App is 1Reserved Pending Confirmation Reservation Summary is sent to the location for confirmation: 54 P a g e
55 You may also send the Reservation Summary is sent to the location for confirmation: 55 P a g e
56 The Location will have three (3) days to confirm or deny the request depending upon the workflow. 56 P a g e
57 Service Groups will receive report notifications: 57 P a g e
58 Upon approval of the location and services, CCE will change the status to 1District Permit Confirmed and will issue a Permit: 58 P a g e
59 1. Calendaring Details = Outlook details. This information will be displayed on your Outlook calendar and will be included in any invitation sent out to Outlook attendees (see Adding Outlook Attendees). a. Add this reservation to my calendar: This will add the reservation to your Outlook calendar. If unchecked, it will not be linked or added to your Outlook calendar. b. Private: Marks the reservation as a private reservation in Outlook c. Subject: Subject of your Outlook reservation/invitation d. Show Time As: How your time will display on Outlook e. Reminder: Set an Outlook reminder f. Message: The message in the body of your Outlook reservation/invitation g. Attach File: This file will be attached to your Outlook reservation/invitation 2. Add the Organization/Individual Details this is who will be hosting the event. a. Your information will be in the drop-down menu or auto-populated. 3. 1 st contact this is the contact for the event (if it is someone different than the Organization/Individual) 4. Add any additional information (questions will vary depending on the template chosen) 5. Add Billing information 6. Click Create Reservation 7. You will be directed to a success page where you can immediately edit the reservation if needed. Recurring Reservation 1. Go to Create Reservation 2. Choose your template and click book now 3. When choosing your date/time, select the Recurrence button 4. Enter your recurrence details and click Apply Recurrence 5. Enter you filtering criteria and click Search to search for rooms 6. A list of open rooms will appear with the availability listed in the second column (see below 9/9 means the room is open for 9 out the 9 requested dates) 7. Click the blue + icon to add the room you wish to book. 8. Complete the reservation as outlined in Single Reservation above. Adding Outlook Attendees 1. When creating a reservation, you can add Outlook attendees from the Web App 2. Begin your reservation as outlined in Making Reservations 3. Under Attendees (on the main page, to the left of the date/time), start typing in the Find Attendee box and a list of matches will auto-fill below (this is pulling from YOUR Outlook address book) 4. Select your attendee by clicking the blue + sign next to the attendee name 5. Once you ve added attendees, you will see their free/busy (as long as they are a part of GP/Koch) along with the times of your meeting. 6. Continue making the reservation as outlined in Making Reservations (single or recurring) 7. Outlook invitations will be sent to all attendees added to the meeting. 8. The Outlook appointment will be added to your calendar. *NOTE Outlook attendees will receive an update if you edit the date, time or location of your booking. They will also receive a cancellation notice if you cancel the booking. Cancelling a Reservation 1. Go to My Events 59 P a g e
60 2. This will take you to your list of events. 3. Click on the Reservation Name you wish to cancel 4. Click either Cancel Reservation on the right side (cancels all bookings) OR 5. Click the cancel icon next to the booking (cancels that booking only) 6. You will be asked to confirm your cancellation. Editing a Reservation 1. From your home page, click on My Events 2. Click on the Reservation Name you wish to edit 3. You can edit Reservation Details (Event Name, Event Type, Organization/Individual, First Contact) by clicking on the pencil icon next to the Reservation Details. 4. You can edit the booking by clicking on the pencil icon next to the booking. 5. You can select a new Date, Time or Location by using the search tools to the left. 6. If the room is open for your new date or time, click Update Booking to change your information. Adding Services to an Existing Reservation 1. To add services to an existing booking, go to My Events 2. Select the Reservation Name to which you wish to add services 3. Click the Add Services link 4. Select the service and quantity you wish to add (A summary will display on the right of the screen) 5. Click Next Step 6. Identify the bookings to which you wish to add the service (for recurring reservations, you can add the service to multiple bookings at the same time). Browsing Events 1. Browse events allows you to see all reservations in your organization. This will link you to a reservation calendar. 2. If you click on a reservation, you will get details about that reservation including any related booking (other rooms booked or future occurrences of a recurring reservation). Locations 1. Location will show you a free/busy of all spaces. 2. You can make a reservation from any open spot by clicking on the start time of an open slot. Select your Template, set the End Time, and click continue to complete the reservation. Favorite Rooms 1. To make searching for space more efficient, you can add favorite rooms that will display during your room search. 2. To add Favorite Rooms start on the Home page, and select the dropdown next to your name in the upper right. Choose My Account. 3. From the next screen click My Favorite Rooms. 4. In the search box, enter the name of the room you would like to favorite. 5. After rooms are selected they will be saved. You can manage the list from this page. To see these Favorite Room selections during a room search, start by choosing a template and starting a reservation. 6. Once Search has been selected, the list can be narrowed to those Favorites. 7. Check the box next to Favorite Rooms Only. The favorite rooms will now display. 60 P a g e
Delegation 1. Users may find the need to allow another person to make reservations on their behalf. This is done through delegation. To add a user as a delegate begin on the Home page and select the dropdown menu next to your name and choose My Account. 2. From the My Account screen select Delegates. 3. In the Search box enter the name of the individual you would like to make a delegate. 4. When your selected delegate wants to make a reservation on your behalf they will go into their account. From the Home page, select the dropdown and choose Act As. Click on the delegate s name. 5. The delegate will now be able to select the user they would like to Act As and can begin making reservations for that user. 61 61 P a g e
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