CSU Office of Internal Affairs and Events Management

Facilities Management coordinates, schedules, and confirms the use of university building facilities for all activities. (Excluded are academic and community education classes, the New Academic Library, Cordell Reed Student Union and the Emil and Patricia A. Jones Convocation Center.) Facilities Management is located in Room 208 of the Cook Administration Building. Office hours are 8:30 a.m. to 4:30 p.m., Monday through Friday.

Groups eligible to use Chicago State University facilities area characterized as being either “university” or “non-university.” (University groups are those which are officially recognized academic, student, and administrative units of CSU.)

The University may make its facility available to the public (non-university groups)
on a restricted basis. This use must be consistent with the policies established
by the university and it’s mission related to teaching, research and community service.

This office is also responsible for the setup and breakdown of all rooms booked.

Yolanda Kippers
Manager, Facilities Management
Phone: (773) 995-2407
E-mail ykippers@csu.edu

Chardel Bush
Secretary, Facilities Management
Phone: (773) 995-2407
E-mail cbush@csu.edu

1. Complete the Room Reservation Request Form 15 business days prior to an event. Include the date, time and location requested along with the appropriate signatures from the Department Supervisor, Fiscal Officer and/or Vice President.

2. Upon receipt of your written confirmation, you may receive an invoice for overtime charges, if necessary, which must be paid in-advance of your event.

3. Submit the work order request for the room set-up arrangement within seven (7) business days prior to event. These arrangements can include chairs and registration tables.

4. Final consultation by phone is given to the sponsor two (2) days prior to ensure the event has not been cancelled and to finalize any changes.

Scheduling Procedures and Conflicts

All requests for facilities, with the exception of academic classes, community education classes, labs and administrative and departmental conference rooms, must be put in writing by completing the Room Reservation Request Form obtained from the OIAEM. Should the desired facility be unavailable, alternate dates and times will be suggested and/or alternate facilities selected and assigned, if available.

When requesting space for an event in the Jacoby Dickens Athletics Center and Physical Education Complex and/or on an athletics field, signatures must be obtained from the Director of Athletics and the Chief of Campus Police prior to submitting your Room Reservations Request Form for approval.

In the event that the signature(s) cannot be obtained because of discrepancies regarding services needed, forward the form to the Office of Facilities Management and request an interpretation and/or exception. The Office of Facilities Management will work with you to resolve the issues so that your request can be processed in an expeditious manner. You will be notified by written confirmation as to the status of your request. Your space is not reserved until you have received written confirmation.

On occasion, it may be necessary to place a facility on “tentative hold” while your event is in the planning stages. The Office of Facilities Management will place a facility, if available, on tentative hold for three working days. On the fourth day, the hold will be cancelled without prior notification to you, if the Office of Facilities Management has not received a completed Room Reservation Request Form. It is suggested that during the tentative hold period, you discuss your event with the person(s) required to sign the form to resolve any issues that may arise.

When arrangements are verified, written confirmation will be returned to the clients. The following guidelines govern utilization of university facilities and must be followed.

1. All groups using university facilities must designate a representative as supervisor during the activity and insure that this individual is present to implement and assure compliance with the provisions of the manual. Assistants representing Internal Affairs & Events Management will staff the program to enforce safety and facilities usage policies and to handle emergencies.

2. A facility is reserved only after you have received written confirmation, sent from the Office of Facilities Management.

3. Any alteration or additional preparation of a scheduled facility (i.e., physical set-up, audio-visual equipment, etc.) must be approved by the Office of Facilities Management.

4. The Office of Facilities Management will not be responsible for physical set up arrangements if the deadlines for submission of diagrams are not met. Furthermore, any unauthorized alterations will be corrected at the expense of the group using the facility.

NOTE: Cancellations or Revisions: To cancel or change an approved request, the applicant must notify the Office of Facilities Management in writing at least three (3) working days prior to the event. When cancellations are received less than three working days, the Office of Facilities Management reserves the right to assess charges for any services which may have been rendered for this event prior to the cancellation.

1. Events may not be openly publicized prior to receiving written approval/confirmation.

2. Prior to posting authorization, the OIAEM Editing Service Request Form must be approved.

3. Posters and flyers must be posted only on approved bulletin boards. There are 30 locations approved for posting on campus.

All such announcements must be approved for posting by the OIAEM, denoted by the official Internal Affairs & Events Management stamp. (OIAEM does not post these announcements.) This approval does not imply participation in or endorsement of any posted material. Posters are to measure no larger than 14” x 22,” and to be displayed only on approved bulletin boards. Materials may not be displayed on doors, walls, windows or unauthorized University property. Materials not in compliance with the University’s policies will be removed.