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Facilities Use Policy for the Miller Center and Associated Areas

Purpose:

In keeping with the goals of Learning Resources and Technology Services (LR&TS), the purpose and function of the James W. Miller Learning Resources Center (Miller Center) shall be to provide an environment where innovation and excellent patron service will flourish.  The use of the facilities and space in the Miller Center shall be available to St. Cloud State University students, faculty, administrators, staff and the surrounding learning community.

Various rooms throughout the Miller Center can be reserved for classes and other activities according to the following guidelines.  This document addresses the policies and procedures related to all areas within the Miller Center, along with certain rooms in Centennial Hall and the Education Building.

Community groups, such as community organizations, governmental organizations and associations, regional, state and national organizations, and related state and federal government agencies are encouraged to make reservations in the Atwood Memorial Center.

Day-long and multi-day events are generally beyond the purpose of these facilities, and requests for such events will only be granted under extraordinary circumstances and by permission from the Dean of LR&TS.

Policy:

Categories of Users

  1. University and college courses and programs according to the defined set of priorities.
  2. All Minnesota state agencies without cost, except for those charges which might accrue as a direct result of some special meeting requirement [as per the policies of Minnesota State Colleges & Universities (MnSCU)].
  3. Groups outside the university community who have a special need for specific facilities.

Room Reservation Priorities

The Center for Information Media’s and the Department of Foreign Languages and Literature’s initial reservation priority extends to the final date that departments are able to key course information into ISRS.  After that point, the rooms will be available to other departments.  Copies of any course maintenance forms submitted to Records and Registration affecting these rooms should also be submitted to the MC Scheduling Coordinator to assist with tracking changes in room schedules.

Ringsmuth Family Auditorium – MC 122 priorities

  1. Large-group Library Instruction for selected dates and times.
  2. Center for Information Media courses.
  3. Semester-long SCSU courses with enrollment of 80 – 178 students, and with technology needed on a regular basis.
  4. SCSU courses with intermittent technology needs.
  5. SCSU-affiliated non-course requests with technology needs, excluding SCSU student organizations.
  6. Recognized SCSU student organizations with technology needs (organization faculty/staff advisor must make the reservation).
  7. Large-group requests without technology needs.
  8. Groups outside the university community – fee based.

NOTE: Semester-long scheduled courses may be bumped up to three times a semester for large-group Library Instruction courses or special events.  Instructor will be notified well in advance so that the instructor can make other room arrangements.

Computer Classrooms – MC 206, MC 207 and MC B31 priorities

  1. Center for Information Media courses.
  2. Semester-long SCSU courses with technology needed on a regular basis.
  3. LR&TS technology training program needs.
  4. SCSU courses with intermittent technology needs.
  5. Overflow for general purpose computer lab scheduling.
  6. SCSU-affiliated non-course requests with technology needs, excluding SCSU student organizations.
  7. Recognized SCSU student organizations with technology needs (organization faculty/staff advisor must make the reservation).
  8. Groups outside the university community with technology needs – fee based.

Computer Classroom – MC 218 priorities

  1. LR&TS Library Instruction program needs.
  2. LR&TS technology training program needs.
  3. Overflow for general purpose computer lab scheduling.
  4. Other special activities with technology needs on a case by case basis.

Computer Classroom – MC 102 priorities

  1. Department of Foreign Languages and Literature courses.
  2. Center for Information Media courses.
  3. Semester-long SCSU courses with technology needed on a regular basis.
  4. LR&TS technology training program needs.
  5. SCSU courses with intermittent technology needs.
  6. SCSU-affiliated non-course requests with technology needs, excluding SCSU student organizations.
  7. Recognized SCSU student organizations with technology needs (organization faculty/staff advisor must make the reservation).
  8. Groups outside the university community with technology needs – fee based.

NOTE: Foreign Languages and Literature (FLL) will schedule class time and lab time as needed as a first priority.  Software and hardware needs for FLL will be coordinated with LR&TS ITS staff.   Hours posted outside the room will identify the schedule for the room.  MC 102 will be used for extended study when not in use for the activities listed above.  To keep the space available for student use, MC 102 is not available for scheduling when the library is closed.

Conference Rooms – MC 114, MC 115, MC 117, MC 204P priorities

Daytime Priority List:

  1. LR&TS meetings and events.
  2. University affiliated meetings and events on a non-reoccurring basis and of no more than 2 hours.  Any request outside of LR&TS of more than 2 hours or for a reoccurring meeting will be considered on a case by case basis.
  3. Groups outside the university community – fee based.

Evening (after 5 pm M-F) Priority List:

  1. *Center for Information Media courses delivered via ITV (114/115 only, no more than 10 local students).
  2. *Campus courses taught via ITV (no more than 10 local students).
  3. *Center for Information Media non-ITV courses (10 students or less).
  4. SCSU-affiliated faculty/staff meetings and events.
  5. Groups outside the university community – fee based.

* no more than one of these rooms may be scheduled for a class at any given time.

Conference Rooms – MC 204P priorities

  1. LR&TS meetings and events.
  2. LR&TS technology training program needs.

  3. Other special activities with technology needs on a case by case basis.

ITV Classrooms – MC B17 and MC B18 priorities

  1. Center for Information Media courses.
  2. Campus courses taught via ITV/video conferencing.
  3. LR&TS meetings and events.
  4. Non-ITV/video conferencing campus courses on a one-time or non-reoccurring basis.
  5. University affiliated non-course requests with technology needs, excluding SCSU student organizations.
  6. Groups outside the university community with technology needs – fee based.

ITV Classrooms – CH 106, CH 111, CH 115, EB A230 priorities

  1. Campus courses taught via ITV/video conferencing.
  2. Non- ITV/video conferencing campus courses on a one-time or non-reoccurring basis.
  3. University affiliated non-course requests with technology needs, excluding SCSU student organizations.

Room Reservation Procedures

There are several rooms in the Miller Center that are available for general University use.  All room reservations, except for the Student Study Rooms, can be made by contacting the Miller Center Reservations Coordinator at 320.308.2086 or by email at mcrooms@stcloudstate.edu.  Student Study Rooms can be reserved by contacting the Circulation Desk, first floor of the Miller Center, 320.308.3083 (see http://lrts.stcloudstate.edu/about/policies/studyroom.asp).

  1. Classrooms and conference rooms may be reserved only by SCSU faculty, staff, and LR&TS graduate assistants.
  2. MC 102, MC 122, MC 206, MC 207, and MC B31 may be reserved for recognized SCSU student organizations with technology needs, however, the reservation must be requested by the organization’s official university advisor and the advisor must be present during the time the room is used by the student organization.
  3. Unless prior arrangements are made for a technician, equipment problems should be referred to the HelpDesk, 320.308.2077.
  4. As a consideration, groups are strongly encouraged to cancel their reservation(s) as soon as known.  Habitual offenders may be denied the right to schedule the facilities for future activities.  If the event does not convene within ten minutes of the scheduled start time, the room will become available to other users.
  5. The individual/group making the reservation is responsible for any damages to the room.  Replacement fees will be assessed for any damaged equipment.  Cases of deliberate vandalism or abuse will result in charges for repair or replacement, with a minimum charge of $50.00.

Charge For Use of Facilities

The Miller Center facilities and associated areas may be used by groups outside the university community on a fee basis.  This rental fee schedule covers the only rooms available for use; other spaces in the Miller Center may not be rented. The room rental fee does not include charges for special accommodations, extra custodial or technical help, and telecommunications or software installations (estimates for these will be provided upon request).  There will be charges for use of additional personnel.

A minimum of two (2) hours will be billed for each reservation. All relevant information must be provided prior to receiving a confirmation on the room reservation.  Requests will be denied when facilities are already scheduled for SCSU courses and programs.

Auditorium – MC 122
$125 an hour

Computer Classrooms – MC 102, MC 206, MC 207, MC 218, MC B31
$150 an hour (includes one technician for support)

Conference Rooms – MC 114, MC 115, MC 117, MC 204P
$50 an hour

ITV Classrooms – MC B17, MC B18, CH 106, CH 111, CH 115, EB A230
$75 an hour

Technical and/or support personnel are available at $40 - 100 per hour per support person, depending on time of day and level of service needed.

A cost estimate for the room use will be provided via e-mail or fax, and must be acknowledged and accepted prior to confirmation of the reservation.  An invoice for the charges will be sent via mail following the event and must be paid within 30 days.

Appendix A - Room Descriptions
Appendix B - General Use Policies

Approved by LR&TS Dean Advisory Council: February 20, 2008
Last reviewed: February 26, 2008
Last revised: February 26, 2008

LR&TS Policies and Procedures