Forms

EVENT FORMS & INFORMATION

Request for Solicitation on Campus / Use of University Facilities (online form) 

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.

Starting on Tuesday September 10, 2018, the solicitation request process will migrate from a website form/email based system into Astra Schedule. The purpose of this migration is to have a single database of special events on campus and a centralized process for how these events get scheduled/invoiced.

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.

If you have any questions or need help navigating the new form, please contact any of the following people for assistance:

Forrest Johnson – Astra Accounting Administrator

Auxiliary Enterprises

David.F.Johnson@uth.tmc.edu

713-500-8431

 

Valerie Buchanan – Astra Application Manager

MMS Conference Operations

Valerie.A.Buchanan@uth.tmc.edu

713-500-5047

 

Bill Severson – Astra Application Manager Backup

MMS Conference Operations

William.B.Severson@uth.tmc.edu

713-500-5045

 

Campus Facilities Usage Rates

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.

Request for Permission to Serve Alcoholic Beverages (Word)

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.

.Prior Approval Form for Official Functions (Excel)

To obtain approval for events which will cost more than $2,500, submit this form to the President's Office.

STUDENT FORMS

Guidelines for the Use of Student Government Funds (PDF)

These guidelines explain how to obtain approval to use student government funds and how to apply for reimbursement for approved student government expenditures.

Request to Use Student Government Funds (Encumbrance) (PDF)

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.

Request for Reimbursement for Approved Use of Student Government Funds (PDF)

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.

Request for Waiver of Student Fees (online form)

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.

Requirements & Procedures for Ordering Promotional Merchandise (PDF)

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.