UTEP Campus Partners

The Student Engagement & Leadership Center Presents
RSO
ORIENTATION:
UTEP Campus
Partners/Resources

Union Services
Scheduling & Events for RSOs
UNION SERVICES
747-5711 | unionscheduling@utep.edu
Union Building East, Rm. 307

UNION SERVICES
The Union Services Office is the central point of contact for the reservation of
facilities and equipment for all events held at the following locations:
Union Building (East & West)
Union Plaza
El Paso Natural Gas Conference Center (EPNGCC)
We look forward to helping you make your upcoming event a success. Our buildings offer some of the finest rental
facilities for meetings, conferences, banquets, and a wide variety of other events.
These facilities are available to Registered Student Organizations (RSOs), University departments, and third-party
organizations that provide educational programs and services to the greater El Paso community.
Please visit our website for more information
Who are we?

Cynthia Barrera-Martinez
Building Scheduling Coordinator
UTEP Departments (Faculty & Staff)
and Outside Groups
UNION SERVICES
Who Makes Reservations and for Who?
Maria Fernanda Avila
Student Scheduling Assistant
Registered Student Organizations
and Individual Students
Evelyn Martinez
Student Scheduling Assistant
Registered Student Organizations
and Individual Students

UNION SERVICES
UTEP Recovery Levels
Restricted Campus Operations
All student organization in-person events (meetings, tabling, fundraisers, etc.) must be reformatted to a virtual format or postponed to a later
date.
Limited Campus Operations
All RSO events must be submitted for approval in Mine Tracker and have a safety plan. Face coverings required and 6-feet separation.
 RSO meetings/activities allowed on-campus with 10 people or less
 Union Building meeting rooms will be available for student organizations to reserve with limited capacities and fixed room set-up
 No tabling events allowed inside or outside the Union Building
 No food or beverages allowed
Low Density Operations
All events must be submitted for approval in Mine Tracker and have a safety plan. Face coverings required and 6-feet separation.
 RSO meetings/activities allowed on-campus with 50 people or less
 Union Building meeting rooms will be available for student organizations to reserve with limited capacities and fixed room set-up
 Limited 1st & 3rd floor meeting rooms
 University Suite, Templeton Suite and Tomas Rivera Conference Center will be available with reduced capacities and a fixed
room set-up
 No tabling events allowed inside or outside the Union Building
 No food or beverages allowed

UNION SERVICES
UTEP Recovery Levels
Medium Density Operations
All events must be submitted for approval in Mine Tracker and have a safety plan. No Face coverings required only 6-feet separation.
 RSO meetings/activities allowed on-campus with 50 people or less due to 6-feet separation
 Union Building meeting rooms will be available for student organizations to reserve with limited capacities and fixed room
set-up
 Limited 1st & 3rd floor meeting rooms
 University Suite, Templeton Suite and Tomas Rivera Conference Center will be available with reduced capacities and fixed
room set-up
 Tabling events allowed in Union Plaza Only observing 6-feet separation
 Bottled water and boxed meals following safety guidelines
Open Campus
All events must be submitted for approval in Mine Tracker.
On-Campus Events:
 All events of any size allowed. Union Building meeting rooms back to Pre-COVID capacities

UNION SERVICES
• Registered Student Organizations follow a very specific room request procedure:
Mine Tracker
Mine Tracker
Mine Tracker!
• RSOs can only request meeting room/space with Union Services through Mine Tracker.
• Union Services requires RSOs to submit a yearly “RSO Authorized Member Form” before they can reserve any meeting
rooms/spaces in the Union Building.
• The “RSO Authorized Member Form” is submitted once every academic year (fall, spring & summer) to Union Services.
The electronic form is found on the Union Services Mine Tracker page.
Guidelines for RSOs

UNION SERVICES
Guidelines for RSOs

UNION SERVICES
The Union Building Guideline Sheet
should be reviewed and boxes
checked as an understanding that
RSOs will comply with the terms and
policies of Union Services.
The person completing the form is
responsible to make sure their
membership is aware of the terms
and policies.
Union Services Guideline Sheet

UNION SERVICES
NO TAPE OR TACKS
Taping or hanging flyers/materials of any kind is not permitted
NO OPEN FLAMES
From candles, lighters, cigarettes, etc.
NO CONFETTI OR GLITTER
Union Building Guideline Sheet

UNION SERVICES
PLEASE DO NOT MOVE
ANY FURNITURE & A/V
EQUIPMENT
If changes are needed notify Union Services within
24 hours and we will work with you to accommodate
your requests.
REMEMBER THAT
DOORS &
WINDOWS CANNOT BE
BLOCKED AT ANY TIME
This includes papers, posters or people.

UNION SERVICES
 PLEASE LEAVE ROOMS LIKE YOU FOUND
THEM
Clean-up/set-up fee will be assessed if setups are
changed.
 VACATE THE BUILDING PRIOR TO THE
CLOSING TIME
If all attendees have not left the building, Closing
fees will be added. Arrangements can be made for
extended hours but fees will apply.
 REMEMBER TO ALWAYS REQUEST TWO
WEEKS PRIOR TO ANY EVENT/MEETING
 EXCHANGING ROOMS OR MAKING
RESERVATIONS ON BEHALF OF ANOTHER
RSO IS NOT ALLOWED

UNION SERVICES
 ALL FOOD MUST BE ARRANGED THROUGH SODEXO
This includes the Union Building East, West, Union Plaza and EPNGCC. Please reach
out to Alex Munoz at manuel.munoz@sodexo.com with any questions.
 EVENTS OPEN TO THE PUBLIC (NON-UNIVERSITY AFFILIATES)
WILL INCUR FEES
 A 24-HOUR CANCELLATION NOTICE IS REQUIRED
VIA EMAIL AT unionscheduling@utep.edu
Failure to do so will result in a $25 fee that will be due by the next
scheduled weekly meeting or future reservations will be placed on hold.

Last, First Name Title
UTEP Email Address
(required)
Phone Number
President
Vice President
Designated
Representative
Advisor
UNION SERVICES
The contact information for the RSO President, RSO Vice President, and one additional RSO representative must be
on the form. These individuals will be the only authorized members to make reservations and/or modifications on
behalf of the RSO.
The contact information of the RSO Advisor is also required even though the advisor is not permitted to make
reservations on behalf of the student organization. Change of Leadership = New Form
RSO Contact Information

UNION SERVICES
Requesting a Room
What type of request is this for?
There are two types of requests:
Weekly Meeting Request Special Event
Request

UNION SERVICES
Weekly Meeting Room Request
Weekly Meeting Room Request – Section A:
• RSO’s can request a room for their weekly meetings for the entire academic year
• Weekly meeting rooms are on a first-come, first-serve basis
• One room per week per RSO – Executive Committee meetings may be in the same week but not
but not same day
• In addition to this form, you will need to submit an Event Submission for your weekly meetings on
meetings on Mine Tracker
• Your event request/space is not approved until you receive an email confirmation from Union
Union Services with an attached Reservation Summary

UNION SERVICES
Weekly Meeting Room Request
Special Event Room Request – Section B:
• It is highly encouraged you submit your event request a minimum of two weeks in advance of your

UNION SERVICES
YOUR EVENT REQUEST/SPACE IS NOT APPROVED UNTIL YOU RECEIVE AN EMAIL
CONFIRMATION FROM UNION SERVICES WITH AN ATTACHED RESERVATION SUMMARY
Reservation Summary

UNION SERVICES
Helpful Tips
• Please complete one Mine Tracker submission for all dates of your weekly meetings
• Union Services holds conference rooms Monday and Tuesday nights for RSOs to use for their
meetings and/or events – The rest of the week may be requested based on availability
• Take into consideration Spring Break, Holidays & Final Exams when selecting dates for Meetings
and Event Requests
• Please update all event changes in Mine Tracker
• Union Cinema is held for Academic Classes Monday–Friday during the day
• Advertised events are considered open to the public and fees will apply
• No Shows will have a $25.00 fee – A 24-hour notice is required when cancelling an event
• To cancel your event, email unionscheduling@utep.edu or call (915) 747-5711
• Visit our website (utep.edu/union) for Union Services updates like building hours

THANK YOU!
UNION SERVICES

Office of Student Conduct
& Resolution

The Office of Student Conduct & Conflict Resolution
(OSCCR) will help determine the safest way you can
lead your RSO and plan your activities. Instances of
hazing, bullying, and other potential issues that may
arise within your organization may be handled through
this office.
Contact Information
• 303 Union East
• 915.747.8694
• studentconduct@utep.edu
• www.utep.edu/osccr

ALL student organizations hosting events on campus
that include food must receive approval from UTEP Food
Services to ensure that all items are safe to serve.
Due to COVID, new food safety standards and
regulations will be implemented. Information will be
shared to RSOs as soon as possible.
For more information:
• Alex Munoz, Catering Director
• Phone: 915.747.7455

Student Government
Association

Elected Branches
Legislative
Eight (8)Collegiate
Senators
Business | Education
Engineering | Graduate
School
Health Sciences | Liberal Arts
Nursing | Science
Seventeen (17)
At-Large Senators
Represent the entire
student body and not
particular academic college
Get INVOLVED!
25
Legislative
Assistants
Each senator may have
one or more Legislative
Assistants appointed to
work with them to help
lead and assist the
student body

Appointed Branch
Judicial Branch
Supreme Court
1 Chief Justice*
6 Associate Justices*
1 Judicial Assistant
1 Attorney General
Two Year Terms*
Traffic Court
1 Chief Justice
2 Associate Justices
2 Alternate Justices
2 Prosecutors
2 Public Defenders
All One Year Terms
Please visit our
website for any
office
vacancies!

Additional Opportunities
EXCEL
SGA Prospective
Member
Leadership
Development
Program
Outreach
& Events
Committe
e
The Recruitment
& Programming
arm of SGA
Sustain
Ability
Committee
Team working
on utilizing $
from the UTEP
Green Fund
DRC
Committe
e
Team that
reviews, revises,
and re-writes
SGA’s governing
documents

Even More Ways to Get
Engaged & Connected
Faculty
Senate
Committee
Appointments
Academic Policy Teaching Effectiveness &
Development
Information Technology Student Welfare
Library Student Publications
Museum Student Conduct
Research Undergraduate Curriculum
Graduate Scholarship Undergraduate Scholarship

Get Funded
Student organizations or individual students can be
sponsored for events, professional development
opportunities, conferences or academic competitions
(as long as it’s not for academic credit).
https://www.utep.edu/student-affairs/sga/documents/appropriations.html
First Fall Session Senate Meeting August 27, 2020
SGA
Appropriations
Committee

Student Travel
• All RSO Travel where the RSO is representing the
University and is occurring 25 miles outside of the
University must be approved through the Student
Travel Office.
• This includes but is not limited to:
• Retreats
• Conferences
• Community Service

Requesting a Student Travel
Trip
• All advisors must contact the Student Travel Office to
request student travel
• Advisors will need to:
1. Email studenttravel@utep.edu
2. Be trained in new online student travel system
3. Will be added to system with proper credentials

Student Travel Office
• For up to date information on Student Travel, please
visit www.utep.edu/travel/student
• Contact information:
• Email: studenttravel@utep.edu
Phone: (915) 747-5648

Counseling &
Psychological Services

This department focuses on the mental wellness
of students. Along with several resources, students may
also use the University Counseling Center (UCC) if they
are having a difficult time managing their organizational
involvement.
Contact Information
• 202 Union West
• 915.747.5302
• caps@utep.edu
• https://www.utep.edu/student-affairs/counsel/

Center for Accommodations &
Support Services

Center for Accommodations &
Support Services
• The Center for Accommodations & Support Services
(CASS) can assist RSOs in making accommodations
for their members with disabilities, and guide the RSO
to operate within compliance of all ADA standards.
• Contact Information
• Email: cass@utep.edu
• Phone: 915.747.5148

UTEP Campus Partners

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