16.8 Guest Room Use and Scheduling

Responsibility

The responsibility for overseeing a Guest Room resides with the Student Development Office. This office shall manage use, scheduling, and payment. All requests are to be forwarded to this office for action.

Use

There are very limited guest rooms available on campus. With increasing requests for use, it is important that priorities be established for use of a guest room. The priorities for guest room use are:

• First priority is given to individuals when the College has agreed to provide either a campus room or off-campus hotel accommodations. This includes new employees requiring a temporary room while locating suitable housing. Rooms should be scheduled as far in advance as possible. Although unusual, some situations may prevent us from providing scheduled boarding at the last minute. In such situations, accommodations may be acquired off-campus if the supervising administrator approves. Guests should provide reservations at least five days in advance. In some cases, a reservation may be canceled and the person relocated off-campus in order to accommodate another guest who has a greater need for on-campus housing. There is no guest fee for such individuals.
• Second priority for guest room use will be given to visitors as related to institutional advancement, recruiting, and development. However, up to five days prior to the date of arrival, the room may be reserved by visitors with a higher priority. Likewise, length of stay will depend upon future room requirements and priorities. Should a room not be available or should a reservation be canceled for a higher priority, the College will not provide nor reimburse for off-campus lodging. Guest fee for room use in $15.00 per night. If paying guests need to be bumped in order to accommodate “first priority guests.”
• Third priority will be given to College visitors and employees on a space-available basis. However, up to five days before the date of arrival, the room may be reserved by other visitors with a higher priority. In this situation, the college will not provide nor reimburse for off-campus lodging. Likewise, length of a stay will depend upon future room requirements and priorities. Guest fee for room use in $15.00 per night.
• Fourth priority will be given to students approved for special housing needs. However, student use will not take priority over any guests with a higher priority. Students may be required to move out at any time to accommodate other visitors. Guest fee will be on an individual basis to cover cleaning, utilities, linens, etc.

Procedures

Reservations should be requested in writing to the Events Coordinator using the Guest Room request Form.

Special circumstances will be evaluated by the Events Coordinator. Check-in time for room use shall be after 3:00 p.m. Checkout time is 11:00 a.m. Weekend use of the room should be coordinated with the Events Coordinator on the Friday preceding use to ensure keys are available and the room is prepared for use.

Occupants must provide their own linens, bath, and personal articles. Additionally, no Saturday or Sunday cleaning services is available.