Policies and Procedures
More complete policies and guidelines are within this
PDF.
Before planning your
conference or event at South Dakota School of Mines, please read the
following policies and procedures that the University and their guests must
adhere to:
Restrictions
Your request for conference
services will be reviewed for dates and facilities requested, purpose and
compatibility with the mission of the South Dakota School of Mines and
Technology. Departments wishing to co-sponsor an external conference or
event, please review the policy
Assessing User Fees for Scheduling and Events.
Due to the nature and
extended use of facilities and services on campus during certain times of
the school year, it is necessary to restrict and/or prohibit non-academic
scheduling. Please see the Academic Calendar for a listing of dates in which
the campus is less accessible to outside guests.
Non-Discrimination Policy
South Dakota Tech does not
discriminate on the basis of race, color, religion, sex, sexual orientation,
national origin or citizenship status, age, disability or veteran’s status
and shall comply with section 504, Title IX, and the ADA in employment,
education and all other areas of the university. The university provides
reasonable accommodations to qualified individuals with disabilities upon
request. Requests for reasonable accommodations must be received four weeks
prior to the event.
Taxes
South Dakota Tech is
required to collect the following South Dakota state and local taxes. These
taxes are in addition to the regular cost of facilities and services.
Dining: 7.0%
Equipment:
6.0%
Lodging: 8.0%
(unless lodger’s stay is 28
days or more)
Meeting Space: 6.0%
South Dakota sales and use
taxes apply to all groups or individuals who do not provide Surbeck
Scheduling with a copy of a “South Dakota Sales Tax Exempt Certificate.”
Insurance
Before detailed planning of
your conference begins, a copy of occurrence based commercial general
liability insurance or equivalent form with a limit of not less than
$1,000,000 each occurrence must be on-file with Surbeck Scheduling. If such
insurance contains a general aggregate limit, it shall apply separately to
this agreement or be no less than two times the occurrence limit. Such
insurance shall include state employees and their agents as other additional
insured. It shall contain no special limitations on the scope of its
protection afforded to state employees or agents and shall be primary with
respect to any insurance or self-insurance programs covering these employees
or agents.
Liability Waivers
The state of South Dakota’s Office of Risk Management requires that
individually signed waivers of liability for each participant must be on
file with the university. All participants are required to complete this
waiver and submit it to Surbeck Scheduling for our records. All participants
under the age of 18 must have this waiver signed by a parent or legal
guardian prior to arrival. These forms are available on-line or through the
Surbeck Scheduling office.
Minors
All minors (younger than 18
years of age) require a chaperone. Chaperones are responsible for the
behavior of minors. Minors must be supervised by an adult at all times while
on-campus. Summer Conferencing Services will determine the
appropriate ratio of minors per chaperone based on the age of the minors,
their activity, and the type of housing accommodations requested. The
chaperones will be housed with minors to achieve the desired ratio. All
chaperones must be 18 years of age or older (chaperones 21 years of age or
older may be required if the minors are 15 to 18 years of age), be mature,
responsible, capable, and willing to serve in leadership roles. Chaperones
will be expected to abide by and actively enforce university policy
governing behavior on campus and in the residence halls. Chaperones will be expected to
respond to any and all emergencies. Chaperones must be identified for Summer
Conferencing staff so that they can be contacted, if necessary.
Additionally, we request that all chaperones while on-campus supervising
minors be easily recognized as staff (such as wearing staff clothing or
badges). All minors
must have parental consent forms on file with the purchaser (your group) to
be admitted to university housing or have access to university facilities.
Parental consent forms must be approved in advance by Surbeck Scheduling and
must contain the participant’s health insurance information and an emergency
contact. Minors must be in their assigned rooms between 11 p.m. and 7 a.m.
unless prior arrangements are made.
Summer
Conferencing Services reserves the right to assign rooms that best meet the
needs of all guests; this includes keeping groups of minors together and
separate from adult groups. Groups age 17 and above with the consent of
their group supervisor may be housed within adult group areas.
Quiet Hours
Evening activities should
not conflict with the ability of guests to have uninterrupted periods of
sleep. Depending upon the age of guests, their activity and needs of other
residents, quiet hours may be established by Summer Conferencing Services.
Chaperones will be expected to enforce quiet hours established for minors.
Accuracy, Changes and Cancellations, and
Transferability
The individual who initiates
the reservation on behalf of an organization will serve as the contact
person for Summer Conferencing Services and is responsible for the accuracy
of all information provided. Inaccurate or delayed information may result
in planning difficulties or cancellation.
Scheduled programs and
activities can be changed or cancelled only by the contact person. All
changes and/or cancellations must be made through Summer Conferencing
Services. Reasonable effort will be made to accommodate last-minute changes
that require additional services or facilities.
Reserved facilities are
authorized for use by the contact person indicated on the "Agreement for
Conference Services and Facilities" only. This authorization cannot be
transferred, assigned or loaned to another group or individual without the
approval of the Vice President of Business and Administration for the
university.
Alcohol Use
Alcohol
and illegal drugs are prohibited on campus. This includes possession and
consumption. Persons or groups in violation of this policy will be asked to
leave campus. Fees and rent charges are non-refundable. On an individual
basis, an exception might be made for groups wanting beer and wine with
dinner or for a hospitality room. Application for this exception must be
made at least three (3) months in advance and requires approval of the
University President. Exceptions that are granted are limited to the
Christensen Hall of Fame room.
Advertising/Posting Signs
If your group has signs that
need to be posted for your conference, we will be happy to direct you to the
most visible locations. Surbeck Scheduling reserves the right to review and
approve any sign, posting, brochure, flyer and other advertising and
marketing material and/or their quantity and location of display. Any item
that uses the name SDSM&T, South Dakota Tech or the School of Mines must be
approved by University and Public Relations before distribution.
Fundraising
Any revenue generated by a
person or group contracting to use university facilities must have the
permission of the Vice President of Business and Administration or designee.
Ideas or samples must be given to Summer Conferencing Services for review.
Examples include the sale of any merchandise or services, including
souvenirs, raffles, drawings, and gaming of any sort. If approved, this
activity must conform to all university regulations and applicable state and
federal law. Additional fees may apply.
Additional Charges
Additional costs, including,
but not limited to, scramble fees, dining services, manager’s fees, set-up requirements and
overtime staff salaries will be billed within 2-3 weeks. In addition, all
groups and individuals are expected to pay for any extra cleaning or damages
to facilities incurred as a result of their activity. All invoices are due
within 30 days of receipt.
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