Campus Programs and FacilitiesAnonymous (not verified) August 17, 2015
Printed from: https://handbook.rhodes.edu/college-handbook/campus-programs-and-facilities
Published on Rhodes College: College Handbook (https://handbook.rhodes.edu/)
Printed from: https://handbook.rhodes.edu/college-handbook/campus-programs-and-facilities
The purpose of the Alumni Office is to promote Rhodes, to deepen the loyalty of the alumni, and to encourage a mutually beneficial relationship between Rhodes and its alumni. Alumni programs are designed to encourage former students to continue to participate in the development of the College. Annual events and programs include Homecoming celebrations, class reunions, regional alumni events and publications. The Alumni Office provides volunteer opportunities for alumni to serve the College in such capacities as member of the Executive Board of the Rhodes International Alumni Association, class president, regional event host, admissions volunteer, and other ad hoc volunteer positions to involve them in the life of the College.
Alumni Awards. The Distinguished Alumni Award, the Outstanding Alumni Volunteer Award, and induction into the Athletic Hall of Fame are presented annually to alumni to recognize outstanding professional achievements and/or leadership and service to the College. The Alumni Office also instills the responsibility and honor of alumni status to Rhodes students through student volunteer opportunities such as the Rhodes Ambassadors and by activities that build class identity such as the annual senior toast and induction to the Alumni Association during Commencement weekend.
Alumni Office. The Alumni Office assists in the evaluation of institutional effectiveness by surveying Rhodes alumni periodically. Up-to-date records are maintained on the location of former students to ensure that alumni are kept well-informed about the activities, achievements, and needs of the campus community.
Records of Alumni and Friends. The records of alumni and friends of the College are to be kept confidential and for the official use of the College and its departments.
Through limited access to the records in the form of personalized lists, the College encourages the strengthening of its alumni network. Alumni may request a list containing classmates, alumni in a particular profession, or alumni in a geographic area, etc. These lists are to be used only to build the Rhodes network and are not to be used by the individual for solicitation of his or her own business or funds.
All other requests for lists must be made in writing and must be approved in writing by the Alumni Director. A copy of the intended correspondence must be included with the request. Lists used by volunteers in service to Rhodes are provided without change; others will be provided at cost.
Printed from: https://handbook.rhodes.edu/college-handbook/campus-programs-and-facilities/alumni-office
The Physical Plant Department is committed to energy conservation wherever possible. The Department has a computer-based energy management system. The system monitors campus buildings and is designed to optimize energy consumption and expenditures where possible. In order to optimize energy consumption, the Department will utilize night, weekend and holiday temperature “setbacks.” Buildings not generally open to the public during nights, weekends or holidays will be monitored closely to determine if HVAC systems need to be running. Thermostats in buildings will be raised/lowered by the Energy Management System to the appropriate “setback” to achieve energy savings. Temperature set points of 68 degrees in the winter and 74 degrees in the summer will be utilized campus-wide as a general rule.
Printed from: https://handbook.rhodes.edu/college-handbook/campus-programs-and-facilities/campus-energy-policy
Employees of the College may cash personal checks at Rhodes Express in Burrow Hall. For the safety of the Rhodes Express personnel, so that large amounts of cash do not have to be kept on hand, a $100 per day maximum has been established. A charge of $25 will be assessed for any returned check; any second offense will be subject to disciplinary action by the supervisor or appropriate Dean/VP.
Printed from: https://handbook.rhodes.edu/college-handbook/campus-programs-and-facilities/cashing-checks
The Clough-Hanson Gallery, located in Clough Hall, is under the direction of the Chair of the Art Department during the months of October through May, and under the direction of the Curator of the Clough-Hanson Collection during the months of June through September. This schedule allows for a variety of exhibits to be seen including traveling exhibits, student work, items in the Clough-Hanson College, and special exhibits such as in connection with Memphis In May.
Persons wishing to show their work must have permission in writing from the appropriate director of the Clough-Hanson Gallery, depending upon the month in which they request space. Persons wishing to make suggestions for exhibits should contact the Chair of the Art Department or the Curator of the Clough-Hanson Collection.
Printed from: https://handbook.rhodes.edu/college-handbook/campus-programs-and-facilities/clough-hanson-gallery
Scheduling and College Events Office. The Events Management System is the responsibility of the Associate Director of Scheduling and College Events who acts as the Facilities Administrator for Rhodes. Any questions concerning the system should be directed to the Scheduling and Events Office, 901-843-3888.
How to Reserve Space.
On-Campus Requests. Requests by on-campus groups/individuals for the use of campus facilities throughout the calendar year must be initiated by completing a space reservation request on the Events Management System. Instructions are available on the Schedule and Events webpage.
For personal use of College facilities see Fees for Space and Service.
Off-Campus Requests. Requests should be initiated with the Scheduling and Events Office, 901-843-3888.
Not-For-Profit Space Requests. Not-for-profit groups are normally offered discounted rental rates for space. Requests may be made up to six months in advance of the proposed event date. On a space available basis and for appropriate purposes, recognized not-for-profit organizations may request special permission for use of Rhodes facilities without rental fees. However, if approved, groups are responsible for actual costs incurred for special services.
Contractual Use of Campus Facilities. Rental of campus facilities is contracted through the Scheduling and College Events Office. Off-campus organizations may contract for facility use if the use is consistent with the purposes of the College and there is written agreement as to the specific use of the facilities, dates, times, anticipated numbers and fees. Any contract with an off-campus group for regular extended use during the academic year will contain a caveat that an occasional substitution of rooms may be necessary if a conflict for use of space arises because of academic need. In all such instances, academic needs of the College have priority. The College reserves the right to substitute rooms if necessary.
A group contracting for the use of Rhodes facilities for a public event must include in any printed materials or advertisements the statement: “Facilities for this meeting are provided as a service by Rhodes College. This service in no way implies College sponsorship or endorsement.”
Special note: Non-Rhodes events are required to carry adequate liability insurance.
Fees For Space and Service. The College does not charge Rhodes student groups, faculty or staff for their official use of College facilities. Individuals or groups outside their official capacity who request special services from such departments as Maintenance, Housekeeping, Housing, Campus Safety, Rhodes Dining Services, Information Technology Services, or the Meeman Center will be charged a rental fee and are expected to cover the costs for any additional expenses incurred by the College. Groups who wish to use space on campus should contact the Scheduling and College Events Office for fee information (901-843-3888). While the College does not rent space indiscriminately to all who request, the College is willing to rent its facilities to organizations whose purposes are consistent with the purposes of the College.
Special note: Non-Rhodes events are required to carry adequate liability insurance.
Printed from: https://handbook.rhodes.edu/college-handbook/campus-programs-and-facilities/scheduling-and-events
WHO MAY REQUEST A SPACE RESERVATION
Academic classes have first use priority in Rhodes College facilities. The Office of Scheduling and College Events will consider the following list when scheduling space (other than regularly scheduled academic classes) on Rhodes campus:
USE OF ATHLETICS FACILITIES
Athletics facilities are the responsibility of the Director of Athletics and all requests for use of these facilities should be addressed to the Assistant Athletic Director for Facilities. Intercollegiate, intramural and club sport events, physical education classes, individual student, faculty and staff activities and other College programs have priority for use of the athletic facilities. When not used for the foregoing reasons, the following provisions apply:
USE OF THE BRYAN CAMPUS LIFE CENTER (BCLC)
Reservation of Space in the Bryan Campus Life Center (Excluding Crain Reception Hall and McCallum Ballroom). The following areas of the Bryan Campus Life Center may be reserved:
Rhodes users can request space in the BCLC through the Events Management System. Instructions are available on the Schedule and Events webpage.
For personal use of BCLC facilities, see Fees for Space and Services.
Off-campus users may contact the Scheduling and Events office at (901) 843-3888. All requests for space in the BCLC are subject to the approval of the Assistant Athletic Director of Facilities.
Fees. In some cases, fees may apply to the reservation of space in the BCLC. For specific information, contact the Assistant Athletic Director for Facilities.
BCLC Outdoor Facilities. A variety of outdoor field and courts are available for events. Authorized users of the BCLC may utilize the outdoor facilities. Reservation policies are the same as those for the BCLC, with priority given to Intercollegiate Athletics, Intramural and Club Sports, and Physical Education classes.
Alburty Swimming Pool. The Alburty Swimming Pool is to be used only during posted hours of operation when pool staff is present. Unauthorized use will result in a $100 per person fine, and is a punishable trespassing offense. Violators may be prosecuted.
Crain Reception Hall and McCallum Ballroom. Reservation requests for Crain Reception Hall or the McCallum Ballroom should be directed to the Scheduling and Events Office. Rhodes users can request space through the Events Management System. Instructions are available on the Schedule and Events webpage.
On a space available basis that presents no conflict with use by the campus community (1) Trustees, Full-Time Faculty, Staff and alumni may make requests for personal use of Crain Reception Hall or McCallum Ballroom for their immediate family; or (2) current students may make requests for personal use of Crain Reception Hall or McCallum Ballroom for themselves. Such requests may be made up to six months in advance of the proposed event and should be directed to the Scheduling and Events Office who will coordinate all arrangements in accordance with Rhodes’ policies and procedures. Fees will be incurred for personal and/or private use of space. Trustees, faculty, staff, students and alumni will be charged 50% of the facility rental rate charged to off-campus individuals and groups. All other direct charges for special set-ups, equipment, audio-visual aids, food service, catering and miscellaneous fees will be charged at standard rates applicable to all clients.
USE OF PAUL BARRET, JR. LIBRARY
The use of the Barret Library is limited to Rhodes students, faculty, and staff; the spouses and children of faculty and staff; certain friends of the College; and members of the Memphis Colleges and Schools Library Consortium. Use of the computer network is restricted to Rhodes students, faculty and staff.
The Director of the Barret Library shall develop the rules governing the use of the Barret Library by Library Consortium members.
Use of Barret Library by spouses and children of faculty and staff. Spouses of faculty and staff members are encouraged to use the Barret Library. The stacks are open to them with proper identification at the Check-Out Desk. They may check books for a three-week period with the privilege of one renewal. They are subject to fines on overdue books as is the case with all patrons except members of the Rhodes faculty.
While children of faculty and staff members are welcome to use the library, it is requested that those below senior high school age be accompanied by their parents and that books be checked out in their parents’ name. Children who are in high school may register in their own names at the Check-Out Desk and will be granted limited library privileges. Since the Barret Library cannot encourage high school students throughout the city to use its facilities, faculty and staff children are requested not to bring their friends who have no Rhodes connection.
USE OF HARDIE AUDITORIUM
The first priority for use of Hardie Auditorium is the Music Department. Food and drink are prohibited in the auditorium at all times. Rhodes users can request use of the space through the Events Management System. Instructions are available on the Schedule and Events webpage. Use of Meeman Center (First Floor in King Hall)
Meeman Center for Lifelong Learning is one of Rhodes’ most active links to the Memphis community. The Center’s objective is to involve the public in programs consistent with the educational goals of the College. Income is generated through facility use and by providing service for conferences and meetings of organizations whose activities are consistent with the College’s mission.
To promote the fullest utilization of King Hall, the following procedures and policies have been established for use of the building. This is not to discourage use of the building by faculty, staff and student groups, but to assure that those uses are planned in advance and are flexible enough to be consistent with the mission of Meeman Center. Rhodes users can request use of the space through the Events Management System. Instructions are available on the Schedule and Events webpage.
Priorities. The first priority for use of Meeman Center (first floor in King Hall) is for Meeman Center students enrolled in institutes, seminars, continuing education classes and meetings and receptions for clients. These uses are occasional and Rhodes College departments are encouraged to use these facilities for meetings when the space is available. Regularly scheduled meetings are discouraged from using the first floor of King Hall and those that do must be willing to move or reschedule when an income-producing client requests a space. Meeman Center is client/service oriented and may substitute another space when conflicts arise.
USE OF ROLLOW AVENUE OF OAKS, FISHER GARDEN AND OTHER OUTDOOR FACILITIES
Rhodes alumni, Rhodes Trustees, full-time members of the Rhodes faculty, students and staff may request use of Rollow Avenue of Oaks or Fisher Garden for private functions. Rental equipment (e.g., chairs, tables, etc.) is the responsibility of the client. A rental fee is charged for use of facilities. Contact the Scheduling and Events Office at ext. 3888 for more information.
USE OF BURROW REFECTORY FACILITIES (CAMBRIDGE, BROOKS AND ALBURTY ROOMS)
Rhodes’ dining complex is a major center of student and campus life. As such, when the College is in regular session, all use of dining areas including Neely Hall (south hall of the refectory), Hyde Hall (north hall of the refectory), and Rollow Hall (west hall of the refectory) by any groups must be approved by the Scheduling and Events Office, who will coordinate with the Director of Food Services. Rhodes users can request use of the space through the Events Management System. Instructions are available on the Schedule and Events webpage.
On a space available basis that presents no conflict with use by the campus community:
Such requests may be made up to six months in advance of the proposed event and should be directed to the Scheduling and Events Office, who will coordinate all arrangements in accordance with Rhodes’ policies and procedures. Fees will be incurred for personal use of space. Trustees, faculty, staff and students will be charged 50% of the facility rental rate charged to off-campus individuals and groups. All other direct charges for special set-ups, equipment, audio-visual aids, food service, catering and miscellaneous fees will be charged at standard rates applicable to all clients.
Printed from: https://handbook.rhodes.edu/college-handbook/campus-programs-and-facilities/scheduling-and-events-addendum
Mail Services Department is located in the Briggs Student Center.
The staff of the Mail Services Department coordinates and manages the provision of all mail services to the entire College—faculty, staff, student organizations, and students, including commuters students. Departments of the College are responsible for communicating their mailing needs to this staff, including plans for bulk mailings which necessitate money being on deposit with the United States Post Office.
Incoming mail (all classes, including parcels) is received and distributed on a daily basis. Mail Services staff coordinates a morning delivery to departments and offices of the College. All mail is secured daily. Outgoing mail is also collected and prepared by this facility, Monday through Friday by 3:30 p.m.
Correct Address Information — 9 digit Zip Codes
To expedite handling, all incoming correspondence should include name of the department associated with addressee. In addition, due to the revised rules and regulations of the United States Post Office, all mailers are encouraged to use 9-digit zip codes. Those assignments are as follows:
General College Mail
The Meeman Center
Commercial Window Services
Individuals and departments may purchase stamps, postage, and other services (UPS, Express Mail, Federal Express Stamp, inc.) using cash, check or an established Rhodes College credit account during retail business hours 8:00 a.m. to 3:30 p.m. – only Monday through Friday.
All departments must complete the below linked approval form when requesting the purchase or postage stamps or when requesting mail to be metered.
Postal Approval form - Rhodes Mail Room
Postal Approval Form (Doc)
Mail Services is not ‘central receiving’ for shipments addressed to Rhodes. These shipments should be delivered to the Purchasing Department in the Physical Plant Building.
The mailbox facilities require key access. One key is distributed to each boxholder at no charge. There is a $15 fee for replacing lost or broken keys. Student boxholders will retain the same box the entire time they are enrolled at Rhodes. They will be asked to return key to the Manager of Mail Services when they graduate, withdraw, or transfer. Inability to do so will result in a $15 charge.
Students required to turn mailbox keys in upon completion of the Spring Semester are graduating students, transfer students, or students withdrawing. Students who withdraw from school during the school year are required to process out through the mailroom and complete a Change-of-Address card authorizing the mailroom to forward mail to their designated address.
Students are encouraged to notify Mail Services of any address changes during the year.
Students planning to stay in the local area during the summer months may apply for a summer box. Please notify Mail Services during the last week of the Spring Semester to register for a summer box. The cost of a summer box is $15. Student mail will be forwarded during the summer months unless Mail Services is notified and a summer mailbox is reserved.
To facilitate College business and campus-wide communication, an intra-campus/non-stamped mail service is provided for faculty, staff and students.
Note: No money should be placed in the Intra-campus Mail System at any time.
To qualify for bulk rates, there must be 200 or more pieces of non-foreign mail, all weighing the same amount. The return address of the College must appear on the front of the mail piece. No personalized messages are permitted. When a bulk mailing is planned, a decision is made by the mailer to have the mail metered, or to use pre-printed #292 College permit number envelopes. Each department/mailer is responsible for scheduling bulk mailings with the Manager of Mail Services. The following information will be needed for scheduling:
Sealing and metering is a function of Mail Services. The present equipment seals letter-size mail only. Departments are responsible for inserting contents into envelopes. Do not overstuff letter size envelopes. Envelopes containing sheets of paper stapled together must have the paper inserted so that the staple is located in either the upper left or lower left side of the envelope to prevent damage to the campus meter.
If mail requires sealing; be sure not to overlap envelopes. Leave flaps down on all letter mail requiring sealing. Mail already sealed by a department, but requiring metering, must be separated from mail that requires sealing and metering to prevent envelopes from being torn while being processed through the meterhead in the sealing mode.
Permit (non-metered) Mail
All permit mail requires advance planning and coordination with Mail Services. This will assure that money is deposited with the USPS and that proper preparation is achieved.
Package Notification Procedures
Faculty, staff, and departments receiving packages that are too large or heavy for early morning delivery will be notified by phone for pickup arrangements. Students are notified with a package slip that is distributed into their individual mailboxes.
Overnight Package Notification Procedures
Faculty, staff, students, and departments who receive overnight packages/letters will be notified by phone to pick up mail at the Mailroom. This type of mail is considered urgent. It is extremely important that each person is notified immediately on receipt of this class of mail.
Business Reply Mailers
Departments who choose to use Business Reply Mailers at Rhodes must first receive approval from the United States Postal Director. The Manager of Mail Services and Desktop Publishing can help in obtaining approval and proper design of Business Reply Mailers. To receive approval you must submit 40 copies of your proposed Business Reply Mailer to the Manager of Mail Services. He will complete the application and submit to the USPS for final approval and use of the mailer at Rhodes. It takes approximately 14 working days to process an approval for use of a Business Reply Mailer. Upon receipt of approval from the USPS, Mail Services will notify the department by telephone or by email.
Postal Regulations and General Information
Questions concerning postal regulations, design of mailing pieces, or mail preparation should be directed to the Manager of Mail Services at ext. 3239.
Printed from: https://handbook.rhodes.edu/college-handbook/campus-programs-and-facilities/mail-services
This page has been redirected to the Student Handbook Animals on Campus Policy page.
Printed from: https://handbook.rhodes.edu/college-handbook/campus-programs-and-facilities/animals-campus-policy
Rhodes has specific guidelines for signs. To request signs for a department, contact the Physical Plant or Purchasing Department to obtain an order form. The Purchasing Department will coordinate all sign purchases. All signs must first be approved by the Director of Physical Plant before being purchased and installed. The College has a master plan for replacement of campus graphics coordinated by the Purchasing Office, upon the advice of the Campus Appearance Committee. No temporary signs or banners are to be placed on the fence surrounding the College property without the approval of the Vice President for Finance and Business Affairs.
Printed from: https://handbook.rhodes.edu/college-handbook/campus-programs-and-facilities/permanent-campus-signage
The Physical Plant is part of the Administrative Services Division and is comprised of five departments:
The goal of the Physical Plant Department is to provide a clean, comfortable, and safe environment for students, faculty, and staff.
Maintenance and special event requests are scheduled through two different methods.
For maintenance requests, from the Rhodes Express homepage, select “Work Order Reporting” from the Quick Links and follow the directions on the screen. In case of an emergency, do NOT send a work order! Instead, call the Physical Plant at 843-3870 during regular business hours (M-F 8am-4:30pm), or Campus Safety at 843-3880 for after-hours emergencies. Some examples of an emergency are a gas or burning odor, an overflowing toilet, or a power outage. Some examples of non-emergency situations are a burned-out light bulb, a slow-draining sink, or a pest problem.
Set-up requests for special events that require the moving of furniture or rental equipment should be made through the Events Management System.
Be as specific as possible when describing the required set-up. Set-up requests must be received five working days prior to the requested date of completion.
Printed from: https://handbook.rhodes.edu/college-handbook/campus-programs-and-facilities/physical-plant-and-work-orders