Carolina Performing Arts: Guest and Employee Temporary Parking Policy and Procedure

The purpose of this document is to define the criteria for the use of Executive Director for the Arts (EDA) guest, vendor, and employee temporary parking and the procedure for temporary parking permit/fob reservation, pickup, and return.

Unit Policy

Title

Carolina Performing Arts: Policy on and Procedure for Guest and Employee Temporary Parking

Introduction

Purpose

The purpose of this document is to define the criteria for the use of Carolina Performing Arts (CPA) guest, vendor, and employee temporary parking and the procedure for temporary parking permit/fob reservation, pickup, and return.

Scope

The criteria and procedures for temporary parking for guests, vendors, and employees apply to all CPA employees and their guests.

Policy

Policy Statement

CPA provides access to two options for complimentary guest, vendor and employee temporary parking: 2-hour service permits for on-campus parking and gate fobs and permits for Carolina Square deck parking.

The production team maintains a separate gate card for vendor and artist access to the Hill Hall loading dock via the Swain Hall lot.

2-hour service permits may be used to park in any 2-hour service space on campus, or in any other available space if a service space is not open. These spaces are monitored by UNC-Chapel Hill Transportation and Parking, and citations may be issued if parking exceeds the 2-hour limit.

Carolina Square parking deck fobs and permits may be used to park in any space that is not reserved for a business or marked "Hourly Parking," preferably on the third or fourth level of the deck.

The temporary parking options may be used for:

• CPA guests: job candidates, artists, vendors, etc. when direct-pay parking is either unavailable or not appropriate
• CPA employees: loading/unloading, rental car parking, first-day onboarding, or other short-term business needs. Temporary parking is not to be used for employee convenience

The Executive and Artistic Director (EAD) maintains an assigned 2-hour service permit. Use of the EAD’s assigned service permit for a CPA need may be coordinated directly with the CPA Executive Administrator.

All other temporary parking options must be either reserved in advance or booked at the time of pickup on the CPA Fobs and Permits booking page. Reserved permits and fobs must be returned or renewed no later than 24 hours after the end of the reservation, and sooner if needed for another reservation.

The cost to replace lost, damaged or unreturned permits, UNC-Chapel Hill gate cards, and Carolina Square deck fobs will be the responsibility of the reserving employee at the current cost of replacement. The replacement cost for 2-hour service permits and UNC-Chapel Hill gate cards will be submitted by the employee in Concur as a personal expense to be processed as a payroll deduction. The replacement cost for Carolina Square deck fobs will be paid by the employee by personal check made payable to the Carolina Square leasing agent.

2-hour service permit parking citations will be the responsibility of the reserving employee and will be resolved by the employee directly with UNC-Chapel Hill Transportation and Parking.

Exceptions

The Executive and Artistic Director may, at their discretion, allow use of a temporary parking option outside the criteria outlined above. A reserving employee’s supervisor may request the EAD authorize an exception to the employee's responsibility for a parking citation or lost or unreturned permit, gate card or fob if the citation or loss is the result of extenuating circumstances.

Procedure

The reservable 2-hour service permit and Carolina Square fobs and permits are maintained by the CPA parking coordinator in conjunction with the CPA business office. The service permits and fobs are organized in a storage binder in the overhead storage bin at the Executive Administrator’s workstation.

Temporary parking availability is viewable on the CPA Fobs & Permits booking page.

Each parking option has an assigned name (i.e., Service Permit 1 or Carolina Square Fob 3) that is posted on the permit’s sleeve in the binder and on the back of each permit.

A gate card is attached to the 2-hour service permit to enable access to service spots in gated lots. Gate access is via card tap, and the card should not be removed from the pocket attached to the permit.

Temporary parking may be reserved in increments of 2 hours, half-days, or full days.

Reservations

1. Visit the CPA Fobs & Permits booking page any time in advance or scan the booking QR code on the front cover of the storage binder at pick up.
2. If you are not already signed into your Microsoft account, you will be prompted to login.
3. On the booking page, select the permit type in the "Select a Service" section.
   
4. Select the reservation date and start time.
   
5. If reserving at the time of pick up: In the “Select Staff” drop down list, select the specific service permit or Carolina Square parking fob you are removing from the binder.
   
6. Your name and email will auto-populate. Enter the reservation purpose then select “Book” to complete your reservation.
   
7. You will receive a confirmation email with the name of your reserved service permit or Carolina Square fob:
   
8. Repeat steps 2 through 6 if your reservation will span more than one day or contact the Executive Administrator for assistance.

Pick Ups

1. Retrieve the service permit or Carolina Square fob you reserved from the storage binder.
   1. You must take the specific permit you reserved in order to maintain tracking

Returns

1. Return the service permit or Carolina Square fob to its respective sleeve in the storage binder no later than 24 hours after the end of the reservation, sooner if it is needed for another reservation.
2. Scan the return QR code on the sleeve to confirm the return.
   1. The auto-reply may default to your personal email address -- the return confirmation is not required to originate from your work email address.

Renewals

1. If a permit or fob is not needed for another reservation, it may be renewed on the CPA Fobs & Permits booking page.

Definitions

• CPA employee: The term "CPA employee" refers to full-time permanent SHRA and EHRA employees reporting to Carolina Performing Arts.

Related Requirements

Unit Policies, Standards, and Procedures

• Carolina Performing Arts: Employee Parking Allocation and Assignment

Contact Information

Primary Contact

Name: Rachel Pittman

Title: Executive Administrator

Other Contacts

Unit: UNC-Chapel Hill Transportation and Parking

Web: https://move.unc.edu

Important Dates

• Effective August 1, 2023
• Revised January 31, 2025 by the CPA business office.
  1. Removed references to ArtsEverywhere
  2. Added that service permits are valid in other spaces if no service space is available
  3. Removed reference to "CBRE" and replaced with "Carolina Square leasing agent"
  4. Added instruction that gate cards should remain in the pocket attached to the service permit
  5. Replaced "parking coordinator" with "Executive Administrator"
  6. Revised "… supervisor may authorize an exception to employee responsibility for a parking citation or lost or unreturned permit, gate card or fob …" to "… supervisor may request the EAD authorize an exception to employee responsibility for a parking citation or lost or unreturned permit, gate card or fob …"
• Next Review Date: July 1, 2026