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John Muir College Reservations Policy

Reviewed: August 28, 2024

Effective: August 28, 2024

Reservations Policy

John Muir College has a variety of facilities and spaces available exclusively for registered Muir College Student Organizations and Muir College use. Non-Muir student organizations and offices are not able to reserve Muir College facilities and spaces.

Facility requests should include the date, time, expected attendance, accommodation needs (kitchen, T.V., etc.), and preferred space. After submitting your request, a Muir College staff member will respond to confirm your request or offer an alternative. Your reservation is not confirmed until a staff member has contacted you and explicitly confirmed the reservation. 

Muir College Units and Registered Muir College Student Organizations may request space for regularly occurring meetings. Calls for weekly and biweekly reservations occur at the beginning of the academic year and from Weeks 8 through 10 of Fall and Winter Quarters. Muir Student Organizations must submit reservation requests each quarter during this period. Requests in advance of the current quarter will not be granted. Muir Student Organizations should contact their advisor to discuss potential exceptions.

One time reservation requests for Muir College Student Organizations or Muir College administrative and academic units must be submitted at least two weeks prior to the requested date. Exceptions may be granted by the Muir College Office of Student Affairs. 

Note that Muir College reserves the right to rescind reservation confirmations and provide alternative or remote accommodations as needed. Muir College  may provide notice of a change to a reservation as early as reasonably possible, but typically at least one week prior to a confirmed reservation.

If you belong to a Muir College Student Organization or Muir College administrative/academic unit, reservations for the Mariposa Room, Half Dome Lounge, or the Sequoia Room can only be made through the Muir College Facilities and Resources Form. 

Any questions regarding reservations should be sent to muirreservations@ucsd.edu.

Any inquiries for College Partnership should be sent to mdeansoffice@ucsd.edu.

 

Student Organizations

Muir College Student Organizations may reserve rooms on a regular basis during Weeks 1 through 10 of any Academic Quarter. Rooms are only available by exception during Week 0 and Finals Week (student organizations should contact their advisor to discuss potential exceptions). For facilities reservations in the Summer, please contact the Office of Student Affairs (mdeansoffice@ucsd.edu).

Registered Muir College Student Organizations may reserve up to 3 hours for standing meetings per week on a regular basis in Muir College facilities. Additional hours may be reserved for events, programs, or other meetings by exception only (student organizations should contact their advisor to discuss potential exceptions).

Muir College reserves the right to rescind reservation confirmations and provide alternative or remote accommodations as needed. Muir College may provide notice of a change to a reservation as early as reasonably possible, but typically at least one week prior to a confirmed reservation.

  

Muir College Administrative and Academic Units

While Muir spaces are designated for student activities, they may also be utilized by Muir College staff for college programming, events, and activities. Note that Muir Student Organizations and Residential Life programs are prioritized and that some spaces are unavailable during the summer sessions.

Muir College administrative and academic units must submit reservation requests at least two weeks before the requested date. Requests will be fulfilled based on availability and accommodation needs.Regularly occurring requests (weekly & biweekly) require approval of the Dean of Student Affairs. Please contact the Executive Assistant to the Dean of Student Affairs for more information. 

 

College Partnership

Reservation requests for John Muir College facilities can only be made by registered Muir College Student Organizations and Muir College administrative and academic units. Non-Muir entities may not request reservations. Non-Muir entities may partner with Muir College Student Organizations and Muir College administrative/academic units, who may in turn submit reservation requests.

 

Facility Limitations and Restrictions

  • John Muir College facilities are to be used primarily by registered Muir College Student Organizations, Muir Residential Life, and specifically for Muir Events and Programs.

  • Facilities can be used for General Body meetings, Executive Board meetings, other meetings, and Muir student organization events.

  • Facilities MAY NOT be utilized for personal use.

  • Organizations/Groups reserving ANY Muir Facility agree to:

    1. Thoroughly clean and disinfect the facility after its use and return it to the state in which it was received. This includes wiping down all tables with cleaning supplies, cleaning off all whiteboards, removing trash, and resetting tables and chairs to the specifications in the diagrams for the rooms.
    2. Ensure all attendees abide by UC San Diego and Muir College regulations and policies
    3. Report any issues to mdeansoffice@ucsd.edu and the appropriate office (i.e. Facilities & Maintenance or Housing, Dining, & Hospitality)
    4. Abide by the room capacity in each location
    5. Return keys to the appropriate location at the conclusion of the reservation
    6. Inform their advisor of any issues that arose while using a facility
    7. To cancel, if needed, at least 3 days prior to the reservation date.
    8. Provide Personal Protective Equipment (extra and clean face coverings, hand sanitizer, disinfecting wipes) for attendees. Student Organizations should contact their advisors for more information on obtaining PPE.
    9. Keep a list of all attendees.
    10. Ensure all unvaccinated individuals wear face coverings. Vaccinated individuals may also wear face coverings if they choose to do so.
    11. Provide food only through HDH catering, please contact your advisor for more information.

     

  • If a Student Organization does not pick-up their keycard from MOM, Muir Residential Life is not responsible for and WILL NOT unlock the room.

  • Facilities may be reserved from 7:00am to 11:00pm, 7 days a week.  If your organization plans to extend past those hours, the reservation must be approved by the organization advisor and by the Muir College Office of Student Affairs.

  • Failure to abide by the above may result in:

    • Inability to reserve facilities in the future
    • Repair costs charged to the student organization/group/department
    • Cleaning fee charged to the student organization/group/department

    Charges will also be reported to Muir College Council and may affect future funding for the student organization.

  • Exceptions to this policy may only be granted by permission of the Dean of Student Affairs, or their designee. 

     

    Checking Out and Checking In Keys/Key Cards & Primary Contact List

    After your reservation has been confirmed, please follow the guidelines below for obtaining the key or keycard for the space:

    • Muir College Student Organizations
      • Primary Contact - Muir College Office of Student Affairs (googledoc)
      • Check Out Location - Middle of Muir
    • House Advisors & Residential Life Staff
      • Primary Contact - Muir College Residential Life Office
      • Check Out Location - Muir College Residential Life Office
    • Muir College administrative and academic units (see note below)
      • Primary Contact - Muir College Office of Student Affairs (googledoc)
      • Check Out Location - Muir College Office of Student Affairs OR Muir College Provost's Office

    If your reservations begin after hours, it is YOUR responsibility to arrange and check out the key or keycard prior to the closure of the appropriate office. Keys must be returned within one business day.

     

    Kitchen Usage

    Two facilities, the Mariposa Room and Half Dome Lounge, have kitchens that may be used for programs, events, or meetings.  By request only, the refrigerators may be used to store food or drinks for use by student organizations up to 24 hours prior to the event.  Exceptions may be considered.  Contact your advisor to request an exception.

  • Kitchen must be explicitly reserved when making reservation request; it is not included in general request.

  • All kitchens are cleaned out at the end of every quarter.  Please remove all refrigerated items after your program and ensure that the kitchens are kept clean and organized.

     

Facilities Overview  

The Mariposa Room: 

Occupancy Max: 56

Room Size: 38’ x 23’

Description: Conference Style Room featuring 15 tables, 46 chairs, projector with sound, whiteboards, lectern, heat, A.C., and small kitchen. Kitchen includes a sink, refrigerator, microwave, cooking range, and moving island (6’ x 2.5’). 

 

The Sequoia Room: 

Occupancy Max: 16

Room Size: 24’ x 14’

Description: Small Conference Style Room featuring two tables, 16 chairs, large television, whiteboards, heat, and A.C.

 

The Half Dome Lounge: 

Occupancy Max: 42

Room Size: 45’ x 22’

Description: Lounge Style Room featuring 7 couches, 7 coffee tables,  a large television, whiteboards, and demo kitchen. Demo kitchen includes a sink, refrigerator, microwave, cooking range, demo table (11’ x 4 ‘), and six barstools. Note that the refrigerator and stove require keys to access.