Ohio Admin. Code 3342-5-12.402 - Operational procedures and regulations regarding conferences and events
(A)
Purpose. To maximize proper utilization of facilities
and services, each and every event must be properly arranged and scheduled
following the procedures outlined in this rule
below
.
(B)
Definitions.
(1)
Event. "Events" are those activities that require only
facilities and services, such as food, housing and meeting facilities. These
facilities and services might be extensive; minimal coordinated program
development and management is required.
(2)
Three types of
events that exist at the university.
(a)
"Type one" events are sponsored or held by an existing
academic unit of the university.
(b)
"Type two" events
are sponsored or held by an agency outside the university. Industry,
associations, civic and governmental organizations are included in this
category.
(c)
"Type three" events are sponsored or held by a
recognized student group or organization.
(3)
Conference.
"Conferences" are those programs that include some form of an instructional
component and require program development and management in addition to
facilities and services. A program contains an instructional component when
there is an expected educational outcome and activities are planned and
designed to achieve that outcome.
(4)
Types of
conferences.
(a)
"Type one" conferences are those conferences integrally
cosponsored by the division of continuing education and with other existing
units of the university.
(b)
"Type two" conferences are defined as those conferences
cosponsored by continuing education with an agency outside of the university.
Industry, associations, civic and governmental organizations and labor unions
are included in this category.
(C)
Procedures.
(1)
Operating
procedures for implementing a type one conference.
(a)
A conference is
initiated by a communication to or from the cosponsoring department, the
academic agency, which assigns a program chairperson via the "Program Proposal
Form, " the critical instrument of planning. The dean of continuing education,
in turn, assigns the program administrator.
(b)
The program
administrator and the program chairperson develop the "Program Proposal Form"
with details such as the plans and the budget.
(c)
The program
administrator obtains the required authorizing signatures. The program
chairperson is responsible for the conference content and
standards.
(d)
A program account is established by the comptroller at
the request of the division of continuing education.
(e)
A publicity
program is developed in concert with the program chairperson and carried out by
the division of continuing education.
(f)
All facilities
and services are arranged through the conference bureau. The conference bureau
director brings the various adjunct service units into the planning process as
deemed appropriate.
(g)
The division of continuing education registers the
participants and collects fees.
(h)
Fees are
deposited in the program account with the university treasurer by the division
of continuing education.
(i)
Payments and program expenses are expedited by the
division of continuing education.
(j)
Program
evaluation is conducted by the division of continuing education in cooperation
with the sponsoring department.
(k)
Recycling of the
planning process begins for the next related conference.
(2)
Operating procedures for implementation of a type two
conference.
(a)
A conference is initiated by a communication to or from the
external or nonuniversity base group, which assigns a program chairperson. In
many cases this is an educational director or association officer. The dean of
continuing education, in turn, assigns the program
administrator.
(b)
The program administrator and the program chairperson
develop the "Program Proposal Form" with details such as the plans and the
budget.
(c)
The program administrator obtains the required
authorizing signatures. The program chairperson is responsible for the
conference content and standards and often cooperatively with the program
administrator.
(d)
A program account is established by the comptroller at
the request of the division of continuing education.
(e)
A publicity
program is developed, in concert with the program chairperson and carried out
by the division of continuing education.
(f)
All facilities
and services are arranged through the conference bureau. The conference bureau
director brings the various adjunct service units into the planning process as
deemed appropriate.
(g)
The division of continuing education registers
participants and collects fees, in concert with the cosponsor when
arranged.
(h)
Fees are deposited in the program account with the
university treasurer by the division of continuing education after registration
and/or after the organization has been invoiced.
(i)
Payments and
program expenses are expedited by the division of continuing
education.
(j)
An evaluation of the conference is conducted by the
division of continuing education in cooperation with the program
chairperson.
(k)
Recycling of the planning process begins for the next
related conference.
(3)
Operating
procedures for implementing an event.
(a)
All events must
be scheduled through the university scheduling office. It is the applicant's
responsibility to contact the university scheduling office first and it is the
responsibility of all other university departments to insure that this is done
before arrangements are discussed.
(b)
An "Application
for Scheduling Events" will be completed. This application is a request to
reserve a location or room on university property. The location or room
preferred will be assigned if possible. If not, an alternate location will be
assigned.
(c)
After the application is completed and arrangements are
discussed with a university scheduling office representative, a confirmation
will be prepared and sent to the applicant confirming exactly what has been
requested regarding the event. Copies of the confirmation will be sent to all
units that will be providing services for the event, or which may be helpful to
the event.
Replaces: 3342-5- 12.402
Notes
Promulgated Under: 111.15
Statutory Authority: 3341.04
Rule Amplifies: 3341.01, 3341.04
Prior Effective Dates: 10/18/1982, 10/03/2005, 06/01/2007, 03/01/2015
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