{"id":124,"date":"2020-08-04T13:43:27","date_gmt":"2020-08-04T17:43:27","guid":{"rendered":"https:\/\/www.yorku.ca\/tuus\/?page_id=124"},"modified":"2023-11-20T16:58:18","modified_gmt":"2023-11-20T21:58:18","slug":"internal-departments-guidelines","status":"publish","type":"page","link":"https:\/\/www.yorku.ca\/tuus\/internal-departments-guidelines\/","title":{"rendered":"Internal Departments - Guidelines"},"content":{"rendered":"\n<div style=\"height:20px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n<style>.kt-accordion-id_b62a52-e6 .kt-accordion-inner-wrap{column-gap:var(--global-kb-gap-md, 2rem);row-gap:0px;}.kt-accordion-id_b62a52-e6 .kt-accordion-panel-inner{border-top-width:0px;border-right-width:0px;border-bottom-width:0px;border-left-width:0px;padding-top:var(--global-kb-spacing-sm, 1.5rem);padding-right:var(--global-kb-spacing-sm, 1.5rem);padding-bottom:var(--global-kb-spacing-sm, 1.5rem);padding-left:var(--global-kb-spacing-sm, 1.5rem);}.kt-accordion-id_b62a52-e6 > .kt-accordion-inner-wrap > .wp-block-kadence-pane > .kt-accordion-header-wrap > .kt-blocks-accordion-header{border-top-color:#555555;border-right-color:#555555;border-bottom-color:#555555;border-left-color:#555555;border-top-width:0px;border-right-width:0px;border-bottom-width:0px;border-left-width:0px;border-top-left-radius:0px;border-top-right-radius:0px;border-bottom-right-radius:0px;border-bottom-left-radius:0px;background:#f2f2f2;font-size:18px;line-height:24px;color:#555555;padding-top:10px;padding-right:14px;padding-bottom:10px;padding-left:14px;}.kt-accordion-id_b62a52-e6:not( .kt-accodion-icon-style-basiccircle ):not( .kt-accodion-icon-style-xclosecircle ):not( .kt-accodion-icon-style-arrowcircle )  > .kt-accordion-inner-wrap > .wp-block-kadence-pane > .kt-accordion-header-wrap .kt-blocks-accordion-icon-trigger:after, .kt-accordion-id_b62a52-e6:not( .kt-accodion-icon-style-basiccircle ):not( .kt-accodion-icon-style-xclosecircle ):not( .kt-accodion-icon-style-arrowcircle )  > .kt-accordion-inner-wrap > .wp-block-kadence-pane > .kt-accordion-header-wrap .kt-blocks-accordion-icon-trigger:before{background:#555555;}.kt-accordion-id_b62a52-e6:not( .kt-accodion-icon-style-basic ):not( .kt-accodion-icon-style-xclose ):not( .kt-accodion-icon-style-arrow ) .kt-blocks-accordion-icon-trigger{background:#555555;}.kt-accordion-id_b62a52-e6:not( .kt-accodion-icon-style-basic ):not( .kt-accodion-icon-style-xclose ):not( .kt-accodion-icon-style-arrow ) .kt-blocks-accordion-icon-trigger:after, .kt-accordion-id_b62a52-e6:not( .kt-accodion-icon-style-basic ):not( .kt-accodion-icon-style-xclose ):not( .kt-accodion-icon-style-arrow ) .kt-blocks-accordion-icon-trigger:before{background:#f2f2f2;}.kt-accordion-id_b62a52-e6 > .kt-accordion-inner-wrap > .wp-block-kadence-pane > .kt-accordion-header-wrap > .kt-blocks-accordion-header:hover, \n\t\t\t\tbody:not(.hide-focus-outline) .kt-accordion-id_b62a52-e6 .kt-blocks-accordion-header:focus-visible{color:#444444;background:#eeeeee;border-top-color:#eeeeee;border-right-color:#eeeeee;border-bottom-color:#eeeeee;border-left-color:#eeeeee;}.kt-accordion-id_b62a52-e6:not( .kt-accodion-icon-style-basiccircle ):not( .kt-accodion-icon-style-xclosecircle ):not( .kt-accodion-icon-style-arrowcircle ) .kt-accordion-header-wrap .kt-blocks-accordion-header:hover .kt-blocks-accordion-icon-trigger:after, .kt-accordion-id_b62a52-e6:not( .kt-accodion-icon-style-basiccircle ):not( .kt-accodion-icon-style-xclosecircle ):not( .kt-accodion-icon-style-arrowcircle ) .kt-accordion-header-wrap .kt-blocks-accordion-header:hover .kt-blocks-accordion-icon-trigger:before, body:not(.hide-focus-outline) .kt-accordion-id_b62a52-e6:not( .kt-accodion-icon-style-basiccircle ):not( .kt-accodion-icon-style-xclosecircle ):not( .kt-accodion-icon-style-arrowcircle ) .kt-blocks-accordion--visible .kt-blocks-accordion-icon-trigger:after, body:not(.hide-focus-outline) .kt-accordion-id_b62a52-e6:not( .kt-accodion-icon-style-basiccircle ):not( .kt-accodion-icon-style-xclosecircle ):not( .kt-accodion-icon-style-arrowcircle ) .kt-blocks-accordion-header:focus-visible .kt-blocks-accordion-icon-trigger:before{background:#444444;}.kt-accordion-id_b62a52-e6:not( .kt-accodion-icon-style-basic ):not( .kt-accodion-icon-style-xclose ):not( .kt-accodion-icon-style-arrow ) .kt-accordion-header-wrap .kt-blocks-accordion-header:hover .kt-blocks-accordion-icon-trigger, body:not(.hide-focus-outline) .kt-accordion-id_b62a52-e6:not( .kt-accodion-icon-style-basic ):not( .kt-accodion-icon-style-xclose ):not( .kt-accodion-icon-style-arrow ) .kt-accordion-header-wrap .kt-blocks-accordion-header:focus-visible .kt-blocks-accordion-icon-trigger{background:#444444;}.kt-accordion-id_b62a52-e6:not( .kt-accodion-icon-style-basic ):not( .kt-accodion-icon-style-xclose ):not( .kt-accodion-icon-style-arrow ) .kt-accordion-header-wrap .kt-blocks-accordion-header:hover .kt-blocks-accordion-icon-trigger:after, .kt-accordion-id_b62a52-e6:not( .kt-accodion-icon-style-basic ):not( .kt-accodion-icon-style-xclose ):not( .kt-accodion-icon-style-arrow ) .kt-accordion-header-wrap .kt-blocks-accordion-header:hover .kt-blocks-accordion-icon-trigger:before, body:not(.hide-focus-outline) .kt-accordion-id_b62a52-e6:not( .kt-accodion-icon-style-basic ):not( .kt-accodion-icon-style-xclose ):not( .kt-accodion-icon-style-arrow ) .kt-accordion-header-wrap .kt-blocks-accordion-header:focus-visible .kt-blocks-accordion-icon-trigger:after, body:not(.hide-focus-outline) .kt-accordion-id_b62a52-e6:not( .kt-accodion-icon-style-basic ):not( .kt-accodion-icon-style-xclose ):not( .kt-accodion-icon-style-arrow ) .kt-accordion-header-wrap .kt-blocks-accordion-header:focus-visible .kt-blocks-accordion-icon-trigger:before{background:#eeeeee;}.kt-accordion-id_b62a52-e6 .kt-accordion-header-wrap .kt-blocks-accordion-header:focus-visible,\n\t\t\t\t.kt-accordion-id_b62a52-e6 > .kt-accordion-inner-wrap > .wp-block-kadence-pane > .kt-accordion-header-wrap > .kt-blocks-accordion-header.kt-accordion-panel-active{color:#ffffff;background:#444444;border-top-color:#444444;border-right-color:#444444;border-bottom-color:#444444;border-left-color:#444444;}.kt-accordion-id_b62a52-e6:not( .kt-accodion-icon-style-basiccircle ):not( .kt-accodion-icon-style-xclosecircle ):not( .kt-accodion-icon-style-arrowcircle )  > .kt-accordion-inner-wrap > .wp-block-kadence-pane > .kt-accordion-header-wrap > .kt-blocks-accordion-header.kt-accordion-panel-active .kt-blocks-accordion-icon-trigger:after, .kt-accordion-id_b62a52-e6:not( .kt-accodion-icon-style-basiccircle ):not( .kt-accodion-icon-style-xclosecircle ):not( .kt-accodion-icon-style-arrowcircle )  > .kt-accordion-inner-wrap > .wp-block-kadence-pane > .kt-accordion-header-wrap > .kt-blocks-accordion-header.kt-accordion-panel-active .kt-blocks-accordion-icon-trigger:before{background:#ffffff;}.kt-accordion-id_b62a52-e6:not( .kt-accodion-icon-style-basic ):not( .kt-accodion-icon-style-xclose ):not( .kt-accodion-icon-style-arrow ) .kt-blocks-accordion-header.kt-accordion-panel-active .kt-blocks-accordion-icon-trigger{background:#ffffff;}.kt-accordion-id_b62a52-e6:not( .kt-accodion-icon-style-basic ):not( .kt-accodion-icon-style-xclose ):not( .kt-accodion-icon-style-arrow ) .kt-blocks-accordion-header.kt-accordion-panel-active .kt-blocks-accordion-icon-trigger:after, .kt-accordion-id_b62a52-e6:not( .kt-accodion-icon-style-basic ):not( .kt-accodion-icon-style-xclose ):not( .kt-accodion-icon-style-arrow ) .kt-blocks-accordion-header.kt-accordion-panel-active .kt-blocks-accordion-icon-trigger:before{background:#444444;}@media all and (max-width: 767px){.kt-accordion-id_b62a52-e6 .kt-accordion-inner-wrap{display:block;}.kt-accordion-id_b62a52-e6 .kt-accordion-inner-wrap .kt-accordion-pane:not(:first-child){margin-top:0px;}}<\/style>\n<div class=\"wp-block-kadence-accordion alignnone\"><div class=\"kt-accordion-wrap kt-accordion-wrap kt-accordion-id_b62a52-e6 kt-accordion-has-4-panes kt-active-pane-0 kt-accordion-block kt-pane-header-alignment-left kt-accodion-icon-style-basic kt-accodion-icon-side-right\" style=\"max-width:none\"><div class=\"kt-accordion-inner-wrap\" data-allow-multiple-open=\"false\" data-start-open=\"0\">\n<div class=\"wp-block-kadence-pane kt-accordion-pane kt-accordion-pane-1 kt-pane_929eca-65\"><div class=\"kt-accordion-header-wrap\"><button class=\"kt-blocks-accordion-header kt-acccordion-button-label-show\"><span class=\"kt-blocks-accordion-title-wrap\"><span class=\"kt-blocks-accordion-title\">Instructions<\/span><\/span><span class=\"kt-blocks-accordion-icon-trigger\"><\/span><\/button><\/div><div class=\"kt-accordion-panel kt-accordion-panel-hidden\"><div class=\"kt-accordion-panel-inner\">\n<p>Internal departments include academic and administrative offices, research units and employee groups<\/p>\n\n\n\n<p>Adhoc events outside the regular academic schedule must be approved by a department\/unit's signing officer (e.g. EO, Director, Chair)<\/p>\n\n\n\n<ul class=\"wp-block-list\"><li>The amount of time it takes to process an application is dependent on the scale of an event and the volume of applications in queue.&nbsp;&nbsp; Please allow a minimum of 10 business days (small scale events)&nbsp;for your application to be processed.&nbsp; Large scale events\/conferences, depending on size and scope, may require anywhere between 15 - 90 business to process - this may involve meetings with the organizers and various campus services.<\/li><li>Complete the&nbsp;<a href=\"https:\/\/tuus.apps01.yorku.ca\/machform_py\/view.php?id=15798\" target=\"_blank\" rel=\"noreferrer noopener\">TUUS Application Form<\/a>&nbsp;and click the submit button at the bottom of the form.<\/li><\/ul>\n<\/div><\/div><\/div>\n\n\n\n<div class=\"wp-block-kadence-pane kt-accordion-pane kt-accordion-pane-2 kt-pane_1fd111-87\"><div class=\"kt-accordion-header-wrap\"><button class=\"kt-blocks-accordion-header kt-acccordion-button-label-show\"><span class=\"kt-blocks-accordion-title-wrap\"><span class=\"kt-blocks-accordion-title\">Event Details<\/span><\/span><span class=\"kt-blocks-accordion-icon-trigger\"><\/span><\/button><\/div><div class=\"kt-accordion-panel kt-accordion-panel-hidden\"><div class=\"kt-accordion-panel-inner\">\n<p><strong>Date Type<\/strong><\/p>\n\n\n\n<ol class=\"wp-block-list\" type=\"1\"><li>Single Date Event \u2014 for events with just one date.<\/li><li>Multiple Date Event \u2014 Events such as weekly meetings or events with multiple dates (e.g. a speaker series, a series of dance classes) can be processed with a single application form. Select the \"Multiple Date Event\" checkbox and use the \"+\" button to add your dates.<\/li><\/ol>\n\n\n\n<p><strong>Time<\/strong><\/p>\n\n\n\n<ul class=\"wp-block-list\"><li>Indicate the start and end time of your event. Don't forget to allow yourself set up and clean up time.<\/li><\/ul>\n\n\n\n<p><strong>Specify Location<\/strong><\/p>\n\n\n\n<ol class=\"wp-block-list\" type=\"1\"><li>Classrooms\/lecture halls \u2014 indicate the name of building\/s where you would like to hold your event. Include any additional requirements of the room in the body of the email (e.g. seminar style room).<ul><li>Classroom cannot be reserved during exam periods.<\/li><li>Rooms cannot be booked when the University is closed (e.g. on Canada Day, December holidays, etc.)<\/li><\/ul><\/li><li>Non-Academic Space<ul><li>Colleges - (e.g. Common Rooms, Assembly Hall), contact the College BEFORE submitting the TUUS form to confirm availability. The College will hold the space.<\/li><li>Most open and thoroughfare spaces (lobbies, Vari Hall Rotunda, etc.) and outdoor spaces can be reserved directly through the Office of Temporary Use of University Space (TUUS).<\/li><li>Physical activity spaces (gyms, sport fields, etc.), must be booked through Athletic and Recreation.<\/li><\/ul><\/li><\/ol>\n<\/div><\/div><\/div>\n\n\n\n<div class=\"wp-block-kadence-pane kt-accordion-pane kt-accordion-pane-3 kt-pane_1d6c09-55\"><div class=\"kt-accordion-header-wrap\"><button class=\"kt-blocks-accordion-header kt-acccordion-button-label-show\"><span class=\"kt-blocks-accordion-title-wrap\"><span class=\"kt-blocks-accordion-title\">Application Information<\/span><\/span><span class=\"kt-blocks-accordion-icon-trigger\"><\/span><\/button><\/div><div class=\"kt-accordion-panel kt-accordion-panel-hidden\"><div class=\"kt-accordion-panel-inner\">\n<ul class=\"wp-block-list\"><li>Sponsoring (Dept.\/Org.\/Unit\/Rec. Stud. Grp) ---Name of department\/Faculty\/etc.<\/li><li>Signing authority --- name of signing officer (Chair, Director, etc.)<\/li><li>Contact --- the person completing and submitting the TUUS Form. This is the person who will be contacted regarding the event.<\/li><li>Email and Telephone --- for the contact person \u2013&nbsp;<em>the permit will be emailed to this address, with copy to the signing officer<\/em><\/li><\/ul>\n<\/div><\/div><\/div>\n\n\n\n<div class=\"wp-block-kadence-pane kt-accordion-pane kt-accordion-pane-4 kt-pane_e1d4f7-1d\"><div class=\"kt-accordion-header-wrap\"><button class=\"kt-blocks-accordion-header kt-acccordion-button-label-show\"><span class=\"kt-blocks-accordion-title-wrap\"><span class=\"kt-blocks-accordion-title\">Additional Information<\/span><\/span><span class=\"kt-blocks-accordion-icon-trigger\"><\/span><\/button><\/div><div class=\"kt-accordion-panel kt-accordion-panel-hidden\"><div class=\"kt-accordion-panel-inner\">\n<p><strong>Food\/Beverage <\/strong><\/p>\n\n\n\n<ul class=\"wp-block-list\"><li>On-campus caterer \u2013 indicate the name (e.g. YU Eats).<\/li><li>Off-campus caterer - Contact Food Services for information on using an off-campus caterer.<\/li><li>Barbecues - contact Food Services for a list of on-campus BBQ vendors<\/li><\/ul>\n\n\n\n<p><strong>Audio\/Visual equipment<\/strong> - booked directly through University Information Technology (UIT).<\/p>\n\n\n\n<p><strong>Facilities Service <\/strong><\/p>\n\n\n\n<ul class=\"wp-block-list\"><li>Custodial, Grounds and Maintenance Services are reduced on the weekends. Submit a Facilities Service Request so that staff is assigned specifically to your event. This will ensure that furniture is set up to you liking, rooms are cleaned and garbage is cleared.<\/li><\/ul>\n\n\n\n<p><strong>Music<\/strong><\/p>\n\n\n\n<ul class=\"wp-block-list\"><li>If you plan on playing music for non-educational purposes, such as for background music at a conference or in an athletic facility, a license must be obtained from the copyright collectives SOCAN and Re:Sound.<\/li><\/ul>\n\n\n\n<p><strong>Consultation<\/strong><\/p>\n\n\n\n<p>TUUS staff will review the application and initiate a consultation where necessary, with the relevant service areas (Security, Risk, Food Services, Facilities, etc.); the contact and signing authority on the application form will be copied on the consultation e-mail. <\/p>\n\n\n\n<p>A Temporary Use of University Space Permit will be issued electronically.<\/p>\n<\/div><\/div><\/div>\n<\/div><\/div><\/div>\n\n\n\n<div style=\"height:20px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n","protected":false},"excerpt":{"rendered":"","protected":false},"author":55,"featured_media":0,"parent":0,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"","meta":{"_kad_blocks_custom_css":"","_kad_blocks_head_custom_js":"","_kad_blocks_body_custom_js":"","_kad_blocks_footer_custom_js":"","footnotes":""},"tags":[],"class_list":["post-124","page","type-page","status-publish","hentry"],"taxonomy_info":[],"featured_image_src_large":false,"author_info":{"display_name":"ninabui","author_link":"https:\/\/www.yorku.ca\/tuus\/author\/ninabui\/"},"comment_info":0,"_links":{"self":[{"href":"https:\/\/www.yorku.ca\/tuus\/wp-json\/wp\/v2\/pages\/124","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/www.yorku.ca\/tuus\/wp-json\/wp\/v2\/pages"}],"about":[{"href":"https:\/\/www.yorku.ca\/tuus\/wp-json\/wp\/v2\/types\/page"}],"author":[{"embeddable":true,"href":"https:\/\/www.yorku.ca\/tuus\/wp-json\/wp\/v2\/users\/55"}],"replies":[{"embeddable":true,"href":"https:\/\/www.yorku.ca\/tuus\/wp-json\/wp\/v2\/comments?post=124"}],"version-history":[{"count":7,"href":"https:\/\/www.yorku.ca\/tuus\/wp-json\/wp\/v2\/pages\/124\/revisions"}],"predecessor-version":[{"id":1302,"href":"https:\/\/www.yorku.ca\/tuus\/wp-json\/wp\/v2\/pages\/124\/revisions\/1302"}],"wp:attachment":[{"href":"https:\/\/www.yorku.ca\/tuus\/wp-json\/wp\/v2\/media?parent=124"}],"wp:term":[{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/www.yorku.ca\/tuus\/wp-json\/wp\/v2\/tags?post=124"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}