Oas Reservation Policies 2008

Reservation Reservation Policies and Policies and ProceduresProcedures

A.Y. 2008-2009A.Y. 2008-2009

Office of Administrative Services – Loyola Schools

Office of Administrative Services – Loyola SchoolsOffice of Administrative Services – Loyola Schools

Reservation Procedures Procedures((for Online Viewing)for Online Viewing)

Get a number card and wait outside for your number to be called

Enter the room and do the online

viewing

Check for the availability of the

facility

Fill out the request form

Return the number card to the counter

before leaving

Secure necessary approval


Reservation Procedures Procedures((for Online Request)for Online Request)


Get a number card and wait outside for your number to be called

Enter the room and do the

online request

Fill out all the necessary fields

and get the request number

Submit your request form to the Coordinator

for approval

Return the number card to the counter before

leaving


Reservation ProceduresReservation Procedures((for Making Inquiries and Securing for Making Inquiries and Securing

Approval)Approval)

Get a number card and wait outside for your number to be

called

Enter the room and proceed immediately to the counter and do necessary transaction

Claim your Certificate of Reservation (For

those who secure approval)

Return the number card to the counter

before leaving


Reservation Policies

1. Reservations will be entertained on a 1. Reservations will be entertained on a first-come, first-serve basisfirst-come, first-serve basis

2. Requests should comply with the two (2) working day policy (Example: If you wish to reserve a venue for Thursday, request should be made, at the latest, by Monday)



3. No certificate, no reservation.3. No certificate, no reservation.

4. Only one reservation for facility and/or equipment is allowed per given timeslot for class, department or student organization activities. (This is waived for class/ department/ organization-sponsored activities that will require multiple use of venues/equipment.)



5. For Loyola Schools, a letter of request 5. For Loyola Schools, a letter of request for facilities and equipment is required for facilities and equipment is required for Sundays, holidays and beyond for Sundays, holidays and beyond regular office work hours’ requests. regular office work hours’ requests. These will be charged accordingly.These will be charged accordingly.



6. A letter of request is also needed for important /special activities and big events and if there are visitors from outside Ateneo that are coming in regardless of the day of the event. To be attached therewith LS Facilities / Equipment Requirement Submission Checklist.



7. For non-Loyola Schools offices/units, auxiliary units and affiliated units the requesting group is required to submit a letter of request for facility regardless of the day and nature of their event. To be attached therewith LS Facilities / Equipment Requirement Submission Checklist. Requests are subject for review and approval.



8. For greater efficiency, requests made over the telephone or email will not be entertained.

9. Refer to the individual guidelines sheet for detailed policies on the use of special venues in the Loyola Schools (i.e. Leong Hall Auditorium and Roofdeckand Roofdeck, Escaler Hall, MVP-CSL Roofdeck and West Basement Lobby, Ching Tan Room, etc.).



10. 10. Reference to Reference to Article II Section 2, item Article II Section 2, item iii and iviii and iv of the of the Magna CartaMagna Carta of of Undergraduate Student Rights: Undergraduate Student Rights:

Regular classes shall not be Regular classes shall not be scheduled scheduled during co-curricular during co-curricular activity hours (i.e. activity hours (i.e. Wednesdays Wednesdays and and

Fridays, 4:30PM to Fridays, 4:30PM to 6PM).6PM).But, requests for facilities during these But, requests for facilities during these schedules may only be allowed during schedules may only be allowed during the two-week period prior to finals week.the two-week period prior to finals week.



11. 11. For approved reservations that will not For approved reservations that will not be used, please return issued Certificate be used, please return issued Certificate with notation to cancel at least two (2) with notation to cancel at least two (2) working days prior to the approved working days prior to the approved reservation date. Failure to do so will be reservation date. Failure to do so will be reported to the Dean’s Office or Office of reported to the Dean’s Office or Office of Student Activities (OSA).Student Activities (OSA).



12. Activities will be charged for use of facilities and equipment and utilities based on the Categories of Charging.

13. Requests will be entertained during:

Mondays to Fridays : 9:00AM to 11:00AM 1:30PM to 4:00PM

Saturdays : 9:00AM to 11:00AM


Guidelines on the Exchange of Venues

Exchanging of venues is allowed only for more important/special events or activities. The following procedure must be followed for the exchange of venues:



1. The group who wished to exchange venues needs to negotiate and talk over it with the other group who is officially reserved on the facility they wished to use.



2. The group who wish exchange venues is responsible to look for an alternative venue for the other group for them to use in exchange to their original reserved facility. The alternative venue should, if not almost the same as the facility they originally requested, at least satisfy the needs and requirements of the group for their specific event/activity.



3. OAS will not be responsible for doing negotiations between the two parties nor looking for alternative facilities.

4. A letter of agreement (signed by both parties) must be submitted to OAS as a proof that they agreed to the exchange of venues and presupposes that it undergone proper procedures.



5. Failure to submit a letter of agreement would mean that the exchange of venues is not official and therefore the original reservation should be followed.


NEW RATES FOR LS FACILITIES

Why?

1. Exponential increase in utilities rates

2. Standardization across University units

For what?

1. Utilities cost

2. Use cost of space


Categories of Charging

A – no venue/equipment rental but with Overtime charge if applicable

B – with venue/equipment rental and with Overtime charge if applicable



I. Official Loyola Schools’ Academic-related Activities

a. Classes

b. Class-sponsored

1. Presentations

2. Reporting

3. Film-viewing

4. Talks

5. Seminars

A



II. Loyola Schools / University-wide Non-II. Loyola Schools / University-wide Non-Academic ActivitiesAcademic Activities

A

B

Ba. Selling Activities

b. Non-Selling Activities

c. Activities falling on Sundays/Holidays



III. University-wide / Loyola Schools III. University-wide / Loyola Schools Office/Department-sponsored/organized activities Office/Department-sponsored/organized activities with no fees collected from participantswith no fees collected from participants

IV. University-wide / Loyola Schools IV. University-wide / Loyola Schools Office/Department-sponsored/organized activities Office/Department-sponsored/organized activities with fees collected from participantswith fees collected from participants

V. Non- LS activities, Outside groups but co-V. Non- LS activities, Outside groups but co-sponsored by Ateneo LS Departments / sponsored by Ateneo LS Departments / OfficesOffices

A

B

B


Facilities and Equipment Rates

Facility RateConference Rooms/Classrooms/Meeting Areas PhP/Hour

Without Airconditioning units 200

With Airconditioning units 300



Lecture Halls / AVR / Auditorium Rate

Faura AVR 700

Chng Tan Room (SOM111) 700

SEC Lecture Hall 2/3 (SEC Lec B/C) 700

Escaler Hall (SEC Lec 1) 1500

Leong Hall Auditorium 3000

Dance Studio 200

Exhibit Hall 400

Fine Arts Theatre 400

Rizal Mini Theatre 2000



Event Areas PhP/Hour

Kostka Extension 150

Quad 1 Stage / Doghouse 150

Social Sciences / SEC Foyers 150

Colayco Pavilion 500

MVP Basement 500

Colayco Hall (MVP Roofdeck) 1000

Leong Hall Roofdeck 1000



Open Space PhP/Hr

JGSOM Garden 500

Matteo Ricci Field 500

SEC Field 600 150/day/stall

Bellarmine Field 3000 750/ ¼ /hr



AV Equipment PhP/Hour

Basic Sound System 125

Overhead Projecton and Screen 50

Tape deck 50

DVD Player 100

Slide Projector and Screen 100

Colored TV 100

VHS Player 100

Karaoke 50

Microphones 50

LCD Projector 300

Encoder 100

Computer for Power Point Presentations 100



Fixture / Appliance PhP/Day

Monoblock Chair (based on 8 hours use) 7

Short Table 10

Long Table 20

Iwata Evaporative Fans 1000


Maraming Salamat

po!

Technology

Oas Reservation Policies 2008