ࡱ> QOR#` *bjbj 8>"0xxxx40"2L!!!!!!!$#hf&N!   !!6 ! !V cY[|x! y !""x&+&&L?6u,j!!"    000 d000 000  Facilities Event & Billing Procedures Generally, any event conducted for or by the university, regardless of division or department is chargeable under current recharge policies and procedures. No work can be done until Facilities Management (FM) Help Desk receives a complete work order at:  HYPERLINK "http://fmhelp.ucmerced.edu/" http://fmhelp.ucmerced.edu . A complete work order has a Financial Accounting Unit (FAU) number included. If this event is for an external agency, no FAU is required but the sponsoring department is responsible for loss/damages that occur as a result of the event. A Facilities Use Agreement is prepared for all events for external agencies. If an event is reasonably broad in scope or requires more than one functional area of support, a special event request form must be filled out completely. This form is available at the above website. Any event that occurs must have a UC Merced sponsor that is responsible for all aspects of coordination, preparation, execution, and clean up of the event. This sponsor is responsible for the actions of the groups invited on to campus. Any damages that occur can be billed to the sponsor. This sponsor must be a member of the faculty or staff and cannot be a student and must be present for the entire event, monitoring all activity. Generally, student club events that are small in scope only require a responsible person be present for the entire event and that person may be a club officer. Current recharge polices and rates can be found at:  HYPERLINK "http://bfs.ucmerced.edu/policies/default.aspx?menu:RMenulink=policies" http://bfs.ucmerced.edu/policies/default.aspx?menu:RMenulink=policies Billing practices FM must and does abide by all University of California polices and procedures as they relate to recharging internal UC organizations and direct charging external organizations. Many labor rates and polices are governed by bargaining agreements with multiple unions and cannot be abandoned. Premium rates for non university organizations are allowed and practiced. Generally, customers are billed for actual hours worked down to the closest hour of work. Breakdowns lower than hour are not allowed. Any work required outside of the normal workday (generally 8am-5pm, M-F) will be charged at 1.5 time on weekdays and weekends and 2.0 time on holidays recognized by the UC. Weekend or holiday work requires a 4 hour minimum, no exceptions. For this work, if workers must come in and set up and then break down an event there is a charge for each 4 hour block in which work was done. Please clarify charges with fmhelp desk prior to your event. Work that abuts a normal workday, either earlier than 8am or later than 5pm can be charged in hour increments. FM will work with customer to determine the best mix and timing of workers for events. Top priority is given to accomplishing all tasks in a timely manner and to standard. FM reserves the right to determine the most economical mix of resources for all events for the customer but will not sacrifice employee well being or safety. Any task requested of a worker that the worker does not feel qualified to do or presents safety concerns will be elevated to the appropriate supervisor immediately. EH&S and or Fire Marshal can be brought in at customers or FMs discretion. No abuse of any university employee will be accepted from any person or group. If this occurs, it will be reported immediately and the appropriate supervisor will be contacted. Any person or group abusing employees can be asked to shut their event down and/or leave campus. Any group or person that does not comply with previously coordinated event rules or directions from FM can be asked to leave campus. Safety of all workers is paramount. Please inform all event attendees to follow all directions from Parking Attendants and to obey all traffic signs and barricades. Speed limits around Parking Attendants, regardless of the posted limit are always 5 mph. Any person observed moving or disregarding traffic signs, barricades or acting in an unsafe manner will be asked to leave campus. UC Merced Police will be called at FMs discretion. FM does not have a robust staff to support events. Please plan your event as far in advance as possible. Events are normally supported on a first come, first served basis. FM reserves the right to prioritize work. If an event requires equipment such as tables and chairs, FM will provide them in numbers up to our current stock. If demand exceeds our supply, the customer will be referred to a rental agency for all equipment. FM will not mix any university equipment (generally chairs and tables) with any rented equipment. Any university equipment used for an event is the responsibility of the event sponsor. If lost, stolen or damaged, sponsor will be charged appropriately for all repairs and/or replacement. Customers should communicate directly with the senior FM worker present for their event, monitor their work, agree on any changes in scope or time in advance, and initial all work orders once complete. All changes, additions, or subtractions should be annotated in writing. Generally, if work requested of FM is not done, there is no charge. If any work is done, and the customer has a concern with the quality or scope, that should be raised immediately by the customer with the senior FM worker present and resolved. If work is done and issues are raised after the fact, FM will make every effort to address quality concerns but all charges will stand and must be paid. The event planner/coordinator is fully responsible to be in attendance or have a designated staff/faculty representative in attendance for the entirety of the event there are responsible for (See above exception for small student club events). This includes all setup, break down, and clean up. This is especially important as it relates to monitoring of people entering unlocked areas. Parking and Transit Parking and campus circulation for all events is at the discretion of the Transportation & Parking Services (TAPS) Manager who works in concert with the UC Merced PD. For all campus visitors, it is the responsibility of the university host/event planner to give explicit instructions/maps to direct visitors to the proper parking area and inform them of any applicable charges. Hosts/planners are highly encouraged to plan well in advance and can provide parking passes to visitors via mail. This is by far the most efficient and effective way to ensure there are no misunderstandings on parking. Generally, at this time, events that occur after normal business and class hours, on weekends and holidays are not charged for parking places. This policy will change in the future. All events that occur on campus will be charged for parking and wear and tear on lots. Staff, Faculty, and Students have priority for parking in their designated areas during normal business and class hours. Customers will be charged current university rates for parking and will be directed to appropriate lots during these times. If an event predicts more than 25 external cars during a normal work day or 100 cars after hours or on weekends, or has any special needs such as oversized vehicles, events in and around parking lots, FM will work with the TAPS Manager to determine the minimum number of parking attendants required for the event. Generally, student volunteers or external agencies are not permitted to direct parking for events. TAPS persons only can do this. Event participants and attendees will only be able to park as directed and must abide by all current UC Merced Parking Regulations found at:  HYPERLINK "http://taps.ucmerced.edu/2.asp?uc=1&lvl2=21&contentid=19" http://taps.ucmerced.edu/2.asp?uc=1&lvl2=21&contentid=19 . Generally, the Scholars Lane and areas around the Library, Classroom, and Science & Engineering buildings must be kept clear to allow for bus and emergency vehicle traffic. Scholars Lane can be closed to pedestrian traffic only but no obstructions of any kind can temporarily or permanently block any fire lane. Fire lanes are usually 20 feet wide. The absolute key to success of any event is planning and communication well in advance of the event. This means planning that includes all departments affected by an event, good proactive communication, properly filling out a request form, and meeting with FM early to coordinate all support. We stand committed to providing you the best possible service at a reasonable rate. 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