Reservation Reservation Policies and Policies and Procedures Procedures A.Y. 2008-2009 A.Y. 2008-2009 Office of Administrative Services – Loyola Schools
May 25, 2015
Reservation Reservation Policies and Policies and ProceduresProcedures
A.Y. 2008-2009A.Y. 2008-2009
Office of Administrative Services – Loyola Schools
Office of Administrative Services – Loyola SchoolsOffice of Administrative Services – Loyola Schools
Reservation Procedures Procedures((for Online Viewing)for Online Viewing)
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
Office of Administrative Services – Loyola Schools
Reservation Procedures Procedures((for Online Request)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
Office of Administrative Services – Loyola SchoolsOffice of Administrative Services – Loyola Schools
Reservation ProceduresReservation Procedures((for Making Inquiries and Securing for Making Inquiries and Securing
Approval)Approval)
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
Office of Administrative Services – Loyola SchoolsOffice of Administrative Services – Loyola Schools
Reservation Policies
1. Reservations will be entertained on a 1. Reservations will be entertained on a first-come, first-serve basisfirst-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)
Office of Administrative Services – Loyola Schools
Reservation Policies
3. No certificate, no reservation.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.)
Office of Administrative Services – Loyola Schools
Reservation Policies
5. For Loyola Schools, a letter of request 5. For Loyola Schools, a letter of request for facilities and equipment is required for facilities and equipment is required for Sundays, holidays and beyond for Sundays, holidays and beyond regular office work hours’ requests. regular office work hours’ requests. These will be charged accordingly.These will be charged accordingly.
Office of Administrative Services – Loyola Schools
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.
Office of Administrative Services – Loyola Schools
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.
Office of Administrative Services – Loyola Schools
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 Roofdeckand Roofdeck, Escaler Hall, MVP-CSL Roofdeck and West Basement Lobby, Ching Tan Room, etc.).
Office of Administrative Services – Loyola Schools
Reservation Policies
10. 10. Reference to Reference to Article II Section 2, item Article II Section 2, item iii and iviii and iv of the of the Magna CartaMagna Carta of of Undergraduate Student Rights: Undergraduate Student Rights:
Regular classes shall not be Regular classes shall not be scheduled scheduled during co-curricular during co-curricular activity hours (i.e. activity hours (i.e. Wednesdays Wednesdays and and
Fridays, 4:30PM to Fridays, 4:30PM to 6PM).6PM).But, requests for facilities during these But, requests for facilities during these schedules may only be allowed during schedules may only be allowed during the two-week period prior to finals week.the two-week period prior to finals week.
Office of Administrative Services – Loyola Schools
Reservation Policies
11. 11. For approved reservations that will not For approved reservations that will not be used, please return issued Certificate be used, please return issued Certificate with notation to cancel at least two (2) with notation to cancel at least two (2) working days prior to the approved working days prior to the approved reservation date. Failure to do so will be reservation date. Failure to do so will be reported to the Dean’s Office or Office of reported to the Dean’s Office or Office of Student Activities (OSA).Student Activities (OSA).
Office of Administrative Services – Loyola Schools
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
Office of Administrative Services – Loyola Schools
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:
Office of Administrative Services – Loyola Schools
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.
Office of Administrative Services – Loyola Schools
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.
Office of Administrative Services – Loyola Schools
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.
Office of Administrative Services – Loyola Schools
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.
Office of Administrative Services – Loyola Schools
NEW RATES FOR LS FACILITIES
Why?
1. Exponential increase in utilities rates
2. Standardization across University units
For what?
1. Utilities cost
2. Use cost of space
Office of Administrative Services – Loyola Schools
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
Office of Administrative Services – Loyola Schools
Categories of Charging
I. Official Loyola Schools’ Academic-related Activities
a. Classes
b. Class-sponsored
1. Presentations
2. Reporting
3. Film-viewing
4. Talks
5. Seminars
A
Office of Administrative Services – Loyola Schools
Categories of Charging
II. Loyola Schools / University-wide Non-II. Loyola Schools / University-wide Non-Academic ActivitiesAcademic Activities
A
B
Ba. Selling Activities
b. Non-Selling Activities
c. Activities falling on Sundays/Holidays
Office of Administrative Services – Loyola Schools
Categories of Charging
III. University-wide / Loyola Schools III. University-wide / Loyola Schools Office/Department-sponsored/organized activities Office/Department-sponsored/organized activities with no fees collected from participantswith no fees collected from participants
IV. University-wide / Loyola Schools IV. University-wide / Loyola Schools Office/Department-sponsored/organized activities Office/Department-sponsored/organized activities with fees collected from participantswith fees collected from participants
V. Non- LS activities, Outside groups but co-V. Non- LS activities, Outside groups but co-sponsored by Ateneo LS Departments / sponsored by Ateneo LS Departments / OfficesOffices
A
B
B
Office of Administrative Services – Loyola Schools
Facilities and Equipment Rates
Facility RateConference Rooms/Classrooms/Meeting Areas PhP/Hour
Without Airconditioning units 200
With Airconditioning units 300
Office of Administrative Services – Loyola Schools
Facilities and Equipment Rates
Lecture Halls / AVR / Auditorium Rate
Faura AVR 700
Chng Tan Room (SOM111) 700
SEC Lecture Hall 2/3 (SEC Lec B/C) 700
Escaler Hall (SEC Lec 1) 1500
Leong Hall Auditorium 3000
Dance Studio 200
Exhibit Hall 400
Fine Arts Theatre 400
Rizal Mini Theatre 2000
Office of Administrative Services – Loyola Schools
Facilities and Equipment Rates
Event Areas PhP/Hour
Kostka Extension 150
Quad 1 Stage / Doghouse 150
Social Sciences / SEC Foyers 150
Colayco Pavilion 500
MVP Basement 500
Colayco Hall (MVP Roofdeck) 1000
Leong Hall Roofdeck 1000
Office of Administrative Services – Loyola Schools
Facilities and Equipment Rates
Open Space PhP/Hr
JGSOM Garden 500
Matteo Ricci Field 500
SEC Field 600 150/day/stall
Bellarmine Field 3000 750/ ¼ /hr
Office of Administrative Services – Loyola Schools
Facilities and Equipment Rates
AV Equipment PhP/Hour
Basic Sound System 125
Overhead Projecton and Screen 50
Tape deck 50
DVD Player 100
Slide Projector and Screen 100
Colored TV 100
VHS Player 100
Karaoke 50
Microphones 50
LCD Projector 300
Encoder 100
Computer for Power Point Presentations 100
Office of Administrative Services – Loyola Schools
Facilities and Equipment Rates
Fixture / Appliance PhP/Day
Monoblock Chair (based on 8 hours use) 7
Short Table 10
Long Table 20
Iwata Evaporative Fans 1000
Office of Administrative Services – Loyola Schools
Maraming Salamat
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