To obtain permission to hold any activity or event on campus, including any which may involve or include representatives (or materials, supplies, publications or advertisements) from commercial entities (vendors, publishers, drug companies, medical equipment and device manufacturers, recruiters, etc.), submit this online form to Auxiliary Enterprises. Such activities ("solicitations") may not take place unless they comply with University rules and are approved in advance by the Vice President of Auxiliary Enterprises. For more information, see Handbook of Operating Procedures, Policy 11, Use of University Facilities and Policy 165, Solicitation on Campus.
All internal UTHealth customers will need to sign in to Ad Astra using your UTHealth LDAP login UID and password before filling out the request form. Logging into the system will import the customer’s contact information into the UTHealth Solicitation Form & Cooley Center Requests’ event request form. Non-UTHealth customers will still be able to access the new form without logging into Ad Astra. They will have to manually input their contact information.
Contacts
If you have any questions or need help navigating the new form, please contact any of the following people for assistance:
In some cases, users of campus facilities must reimburse the university for the cost of the space they use. Usage fees cover UTHealth’s actual costs for utilities, maintenance, housekeeping, etc., and are required to be reimbursed to the university as per the Board of Regents Rules and Regulations and Texas state law. If your request to use university facilities is approved, Auxiliary Enterprises will inform you of any usage fees that will apply. For more information, see Handbook of Operating Procedures, Policy 11, Use of University Facilities.
To obtain permission to serve alcoholic beverages at any event on campus, submit this form to Auxiliary Enterprises at least 10 business days prior to the event. This form must be signed by the appropriate school Dean and the Chief Financial Officer. For more information, see Handbook of Operating Procedures, Policy 9, Alcoholic Beverages.
To obtain approval for events which will cost more than $2,500, submit this form to the President's Office.
These guidelines explain how to obtain approval to use student government funds and how to apply for reimbursement for approved student government expenditures.
To get approval to use student government funds, send this form to Auxiliary Enterprises at least 10 business days before funds are needed. This form must be signed by an officer of the student government and the appropriate school Dean.
To be reimbursed for approved student government activities, send this form to Auxiliary Enterprises within 30 days after the event/use of the funds and with original receipts. This form must be signed by an officer of the student government and the appropriate school Dean.
To request a waiver of student service fees, fill in this online form. To be considered, this form and supporting documentation must be submitted to Auxiliary Enterprises by the 12th day of the fall/spring term or the 4th day of the summer term.
Effective November 1, 2013, all promotional items and apparel produced for UTHealth-related clubs, groups, activities, fundraisers and events -- whether the items are for sale or to give away -- must be purchased through UTHealth Bookstores. This document outlines the ordering procedures.
