Unit Policy
Title
Department of Family Medicine: Policy on Conference Facility Usage
Introduction
Purpose
To preserve adequate educational facilities for the department’s teaching missions by defining the circumstances under which departmental conference space and facilities may be utilized.
Scope
Conference space and facilities located in the William B. Aycock Family Medicine building.
Policy
Policy Statement
1. Availability
Availability of conference facilities is subject to the approval of the Manager of Programs and Operations or Vice Chair for Administration.
Outside conferences will be considered only after Departmental needs have been met.
2. Scheduling
Once approved, responsibility for scheduling falls on the requesting department/user (the “Users”) and is to be done through the Department of Family Medicine (“DFM’) conference resources person.
Reservations may not be made more than 3 months in advance for one-time users. For ongoing academic programs, up to 6 months of academic scheduling will be permitted and only after clearing that none of the DFM’s academic programs are requesting usage at that same time.
Ongoing classes or events sponsored by DFM faculty held after hours and/or weekends require the presence of the sponsoring faculty or its support person.
Users will be responsible for notifying conference/meeting attendees of any changes in time, location and/or parking changes.
After hours, the sponsoring faculty or its support person will be responsible for manning the entry door and checking in conference personnel ONLY. It is also the responsibility of the faculty or the support person to ensure the door is locked after the event begins and that all meeting attendees are escorted out of the building at the end of the event, and the exit doors are locked.
3. Checking In
Visitors to the Aycock building are required to check in at the front desk. Checking in conference attendees is strictly the responsibility of the Users’ designated person. The DFM’s receptionist may not be used for that purpose.
It is the DFM’s expectation that the Users’ designee will be stationed near the front desk and take care of the check in process. Attendees need to sign in their name and their time of arrival as well as departure at the end of the day. A copy of the check-in list should be given to the conference resources person after check-in is completed.
The Users’ designee is responsible for handing out a temporary identification, which should be worn in a visible location on the attendee’s clothing. The temporary identification should indicate that the person is a conference attendee with the date of the conference.
Conference attendees, including the Users’ working personnel, must always wear an ID badge while in the building.
4. Code of Conduct
Users shall conduct themselves in a manner which will not disrupt members of the Department of Family Medicine
Users shall be responsible for setting up the facility in the desired fashion and returning it its prior set up when the conference is over. The area should be left in a reusable fashion. If necessary, contact the Physical Plant Spot Crew to clean up.
Users are limited to the conference wing and the conference wing rest rooms. The rest of the building is off limits to non-departmental employees.
Users shall be responsible for personal equipment and/or materials that are left in the room.
Departmental equipment/supplies may not be used.
The William Aycock Family Medicine Building is a non-smoking facility. Smoking is prohibited in the building and its grounds.
No weapons are permitted in the building.
Recreational drugs are not allowed in the building.
Facility may not be used for individual or social functions.
Children are not allowed to attend conferences during the hours of 8:00am - 5:00pm.
Abuse of these rules will result in the discontinuation of privileges to use the facility.
If facility property is found damaged after an event, the user shall be charged a fair and reasonable replacement/maintenance fee.
5. Telephone/Faxes
Participants should only receive urgent messages or faxes.
Telephone service is provided for campus and local calls only.
6. Audio/Visual Needs
Outside users should arrange for audiovisual needs through the conference resources person.
7. Parking
Users shall coordinate all parking arrangements through Transportation and Parking Office. The Department of Family Medicine will take no responsibility for parking. There will be absolutely no parking in the Family Medicine Center patient parking lot. Violators will be ticketed or towed.
Unless conference attendees are riding the hospital shuttle, there should be absolutely no access or egress through the downstairs area of the building (Family Medicine Center).
The User/Department sponsoring a meeting or event is responsible for the actions of its attendees and informing them of the Code of Conduct. All communication and correspondence with attendees should include the Department of Family Medicine’s policy of parking, the no-smoking policy, and usage of conference room and conference wing rest rooms only.
8. Food Arrangements
Users shall be responsible for coordinating any food functions. Large dinners are not permitted. If food is served, the Users will provide all utensils and serving pieces and ensure that all food is removed, and area cleaned (including the kitchen area). If a caterer is used, Users are responsible for greeting and/or directing caterers where to set up. The conference center area is equipped with a microwave, refrigerator, icemaker, and large service cart which may be used by the Users.
Alcoholic beverages are prohibited in conference rooms.
9. Signage
Users will be responsible for creating, posting and removing temporary signs that must be professional in appearance. Large groups should have signage outdoors as well as indoors.
10. Facility Usage Fee
A $500 facility usage fee will be charged and invoiced after the event.
A $100 deposit fee is required and will be applied toward the usage fee.
Definitions
- Grid - The department’s faculty time management spreadsheet, which details each faculty member’s responsibilities and corresponding FTE.
Related Requirements
Unit Policies, Standards, and Procedures
Contact Information
Primary Contact
Name: Dan Chegash, MA – Manager of Program Operations
Telephone: 984-974-4655
Email: Dan_Chegash@med.unc.edu
Other Contacts
Name: Kevin Tate, MHA – Vice Chair for Administration
Telephone: 984-974-4669
Email: ktate@med.unc.edu