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Note: As UC Berkeley Academic Classes have the highest priority during the Fall and Spring Semesters, it is only in extremely rare circumstances that other groups will be permitted to reserve the labs during these times. During Summer Session and semester breaks, all labs may be reserved on a "first come, first served" basis.
Rates and Fees (Cancellation and Installation)
UC Berkeley departments are charged $2 per seat per hour to use the facilities for purposes other than UC Berkeley academic
instruction. Berkeley departments are defined as those who can pay the reservation fee with a Business Unit "1" BFS COA, and
participants using the facility are exclusively UC Berkeley students, faculty, or staff. (Exceptions are the Summer Session
office and University Extension).
All non-UC groups, such as UCB departments sponsoring a conference or seminar where attendees are from outside the university community, private organizations or vendors are charged the rate of $4 per seat per hour. Non-profit groups conducting outreach programs to youth may qualify for a special rate. Please contact the Instructional Scheduler for more information.
There is a minimum fee of $160 that will be charged if the reservation fee estimate falls below $160. This fee does not apply if the reservation includes payment for at least 15 seats (i.e. If you have at least 15 people attending and you do not require special software installation, then the minimum fee is not imposed, so a reservation for 16 people for two hours would be charged 16 x $4/per person x 2 hours= $128). The $160 minimum fee includes custom software installation, if applicable. If the configuration, installation, and testing of software that W&MF does not already support requires more than 4 hours, fees will be assessed at $40 per hour thereafter.
Cancellations require advanced notice of at least five business days so that the slot can be released to other classes or lab staffing cancelled. Classes that fail to cancel with adequate notice will be charged a $160 late cancellation fee.
Lab Priority and Availability
During the Summer semester, all labs operate on a "first come, first served" basis. Reservations must be confirmed ten business
days in advance of the reservation through a signed contract with valid BFS-COA or deposit. External groups must provide a deposit
of 30% of the contract estimate by check no later than ten business days in advance of the reservation. The three week lead time
still applies for facility reservations requiring special software, hardware, or class folders on our server.
Cancellation
Please contact the Instructional Scheduler at reserve@berkeley.edu or call 643-6248
if you do not plan to hold class on your reserved day. Advanced notice of at least five business days
is required so that the slot can be released to other classes or lab staffing cancelled. Classes that fail to cancel with
adequate notice will be charged a $160 late cancellation fee. Classes that appear more than 15 minutes after the scheduled
reservation may forfeit their reservation for that day.
Class Folders
Write access to the server is only available for instructors. An instructor account can be created that allows full access to the class
folder. This lets an instructor modify, add, or delete files in the class folder. Students then have the ability to view and copy files in
the class folder without being able to alter any of the folder contents. The instructor account information must not be distributed and all
changes made to the class folder when using this account are permanent. You may request a class folder at the time of your reservation.
Student accounts will not be given write access to a class folder. However, they can utilize USB devices, CD-R, or file storage service on the web (such as WebFiles) to save coursework.
Printing
Printing is available upon request for all reservations and is limited to 200 pages per student. Printing is for reservation use only and not
for personal purposes. Monitoring of this policy will be the responsibility of the instructor. Once the printing allocation is reached,
printing will be turned off for the class. Instructors must contact reserve@berkeley.edu to request
additional credit at a rate of $12.00 per student for another 200 pages each (the total charge will be $12 multiplied by the total number of students).
Billing
Following the completion of a Summer reservation, fees are calculated based on enrollment, cancellation, printing, and any damage done to the facility during
class time. UC affiliates who included a valid BFS COA (Berkeley Financial Systems Chart of Account) string on the Reservation
Request Form will receive a Non-Payroll Expenditure Adjustment Request (UFIN 120) for approval of final costs at the close of the Summer semester.
External groups paying by check will receive a separate billing invoice, less the 30% deposit used to hold the reservation, upon completion of the class. All checks must be made payable to "UC Regents."
Liability and Insurance
UC Berkeley Risk Management requires that
"Before an off-campus group can hold its event, it also must [provide] a Certificate of Insurance naming The Regents of the University of California as an additional insured...The University's self-insurance programs do not cover on-campus events held by off-campus groups. If the off-campus group does not have insurance, it may be able to purchase coverage through [the risk management] office. We currently work with Driver Alliant Insurance Services to provide $1,000,000 in general liability coverage for certain events. Premiums start at $82.50 and depend on the nature of the event, the duration of the event, and attendance. Coverage must be paid for in advance with checks made out to The Regents of the University of California."A Facility Use Permit must be signed and submitted to the University accompanied by a Certificate of Insurance naming “UNIVERSITY OF CALIFORNIA REGENTS” as additionally insured with General Liability coverage of not less than One Million Dollars ($1,000,000) per occurrence. The Certificate of Insurance MUST be attached to the Facility Use Permit in order for Permittee’s event to be approved. Note: For additional fee, Permittee may purchase insurance coverage through University’s Risk Management Office by calling (510) 643-9318. Required coverage may be increased depending on proposed use. Consult with Risk Management for guidance. Please see the UC Berkeley Risk Management website for more information: http://riskmanagement.berkeley.edu/
External groups will be asked to return a signed copy of the University's Facility Use Permit along with proof of insurance as specified by UC Berkeley Risk Management for Off Campus Groups when faxing or mailing the signed rental contract. A signed rental contract with deposit AND a signed copy of the Facility Use Permit are required to reserve a W&MF computer lab beginning February 1, 2007.
If you need assistance or have questions about this policy, please contact the Instructional Scheduler: Nicole Sattler, reserve@berkeley.edu or (510) 643-6248.