Guest Rooms (B-11)
Original Implementation: January 21, 1986
Last Revision: April 21, 2009
The provisions of the policy on the Use of University Facilities, B-1, govern the use of all buildings, facilities, equipment, and grounds, hereafter referred to as facilities, under the control of Stephen F. Austin State University. That policy provides that the university may establish additional procedures for the reservation and use of specific facilities; therefore, the following provisions apply to Hall 20 Guest Rooms.
Three guest rooms are available in Hall 20 for use by individuals who are engaged in university related business/activities that are sponsored by a department/office and require overnight lodging. . Requests from university departments for use of these rooms for their guests will be approved/disapproved according to the two criteria listed below.
1. The guest must be one for whom the university, the sponsoring department in particular, would pay lodging expenses if the guest rooms did not exist. University departments requesting use of the rooms should do so only when lodging is a normal, reimbursable travel expense to the visitor. "Free lodging" should not be offered to individuals who are providing a service/performance for the university for a specified fee when travel expenses, in addition to the fee, were not a part of the contract or agreement.
2. The length of stay should not exceed three consecutive nights.
The guest rooms are located on the ground floor of Hall 20. Furnishings are hotel/motel style; available rooms have either a king bed or twin beds. Guests have access to ice and vending machines. Reserved parking is available in the small lot adjacent to Hall 20. University staff provides daily custodial service.
Decisions regarding eligibility for use of these accommodations and reservations for the guest rooms are made through the Residence Life Department, 936-468-6601. Details and responsibilities of the university department reserving guest rooms are given below.
1. The department requesting a room reservation should complete the Guest Room Reservation (Hall 20) Form on the SFA Business Forms link on the SFA web site. The following information will be needed:
- name of University guest;
- dates of stay;
- name of university sponsor and the department responsible for the guest (see 2 below);
- purpose of visit, (i.e., job interview, performance, etc.);
- name of the department who will be financially responsible for damages and/or lost keys.
2. Each guest must have a university sponsor who serves as the contact person regarding any change in arrival/departure or special needs. The sponsor is responsible for communicating such information to the Residence Life Department, and for the pick-up and return of room keys and the parking permit to the Residence Life Department.
3. Guests may check into Hall 20 after 3 p.m. and check out time is 11 a.m.
Cross Reference: University policy B-1, Use of University Facilities
Responsible for Implementation: Vice President for University Affairs
Contact for Revision: Residence Life Department
Forms: None