Reservation Policies and Procedures A.Y. 2008-2009 Office of Administrative Services – Loyola Schools
Reservation Procedures ( for Online Viewing) Office of Administrative Services – Loyola Schools 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 ( for Online Request) Office of Administrative Services – Loyola Schools 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 Procedures ( for Making Inquiries and Securing Approval) Office of Administrative Services – Loyola Schools 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 Office of Administrative Services – Loyola Schools 1. Reservations will be entertained on a first-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)
Reservation Policies 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.)
Reservation Policies 5. For Loyola Schools, a letter of request for facilities and equipment is required for Sundays, holidays and beyond regular office work hours’ requests. These will be charged accordingly.
Reservation Policies 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.
Reservation Policies 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.
Reservation Policies 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 Roofdeck , Escaler Hall, MVP-CSL Roofdeck and West Basement Lobby, Ching Tan Room, etc.).
Reservation Policies 10. Reference to Article II Section 2, item iii and iv of the Magna Carta of Undergraduate Student Rights: Regular classes shall not be scheduled during co-curricular activity hours (i.e. Wednesdays and Fridays, 4:30PM to 6PM). But, requests for facilities during these schedules may only be allowed during the two-week period prior to finals week.
Reservation Policies 11. For approved reservations that will not be used, please return issued Certificate with notation to cancel at least two (2) working days prior to the approved reservation date. Failure to do so will be reported to the Dean’s Office or Office of Student Activities (OSA).
Reservation Policies 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:
Guidelines on 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.
Guidelines on the Exchange of Venues 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.
Guidelines on the Exchange of Venues 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.
Guidelines on the Exchange of Venues 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 <ul><li>Why? </li></ul><ul><li>Exponential increase in utilities rates </li></ul><ul><li>Standardization across University units </li></ul><ul><li>For what? </li></ul><ul><li>Utilities cost </li></ul><ul><li>Use cost of space </li></ul>
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
Categories of Charging II. Loyola Schools / University-wide Non-Academic Activities a. Selling Activities b. Non-Selling Activities c. Activities falling on Sundays/Holidays A B B
Categories of Charging III. University-wide / Loyola Schools Office/Department-sponsored/organized activities with no fees collected from participants IV. University-wide / Loyola Schools Office/Department-sponsored/organized activities with fees collected from participants V. Non- LS activities, Outside groups but co-sponsored by Ateneo LS Departments / Offices A B B
Facilities and Equipment Rates 300 With Airconditioning units 200 Without Airconditioning units PhP/Hour Conference Rooms/Classrooms/Meeting Areas Rate Facility
Facilities and Equipment Rates 2000 Rizal Mini Theatre 400 Fine Arts Theatre 400 Exhibit Hall 200 Dance Studio 3000 Leong Hall Auditorium 1500 Escaler Hall (SEC Lec 1) 700 SEC Lecture Hall 2/3 (SEC Lec B/C) 700 Chng Tan Room (SOM111) 700 Faura AVR Rate Lecture Halls / AVR / Auditorium
Facilities and Equipment Rates 1000 Leong Hall Roofdeck 1000 Colayco Hall (MVP Roofdeck) 500 MVP Basement 500 Colayco Pavilion 150 Social Sciences / SEC Foyers 150 Quad 1 Stage / Doghouse 150 Kostka Extension PhP/Hour Event Areas
Facilities and Equipment Rates 750/ ¼ /hr 3000 Bellarmine Field 150/day/stall 600 SEC Field 500 Matteo Ricci Field 500 JGSOM Garden PhP/Hr Open Space
Facilities and Equipment Rates 100 Computer for Power Point Presentations 100 Encoder 300 LCD Projector 50 Microphones 50 Karaoke 100 VHS Player 100 Colored TV 100 Slide Projector and Screen 100 DVD Player 50 Tape deck 50 Overhead Projecton and Screen 125 Basic Sound System PhP/Hour AV Equipment
Facilities and Equipment Rates 1000 Iwata Evaporative Fans 20 Long Table 10 Short Table 7 Monoblock Chair (based on 8 hours use) PhP/Day Fixture / Appliance