General Services

Building Use Fees

Fee schedules are available upon request from the Office of Conference Services. Requests for special fee consideration must be submitted in writing to Conference Services for review by the appropriate vice chancellor. Conference Services will notify the individual or group whether the request to use a facility has been granted or denied. The appropriate fees will be included in the notification. Decisions of Conference Services may be appealed in writing. Guidelines for University facilities usage, including fee assessment and support service fees are outlined on the Conference Services site.

Business Hours

TCU’s normal business hours are Monday - Friday 8 a.m.–5 p.m. Central Time. Each department is responsible for determining adequate staffing to provide essential services related to (1) health and safety, (2) the presence of our residential student community, and (3) university commitments for the use of facilities during those times. Some positions/shifts require employees to provide services associated with TCU business outside or beyond these hours. Any modifications to deliver services, programs or business operations outside TCU’s normal hours shall be made in consultation with the Provost, Vice Chancellor, Chief, or other business unit executive leader.

Conference Services

The use of TCU facilities by outside groups or by TCU groups holding events open to the entire campus or community must be approved by Conference Services. By policy, the needs of the university come first. Outside groups receiving preference are those that share the educational goals of TCU. Regularly scheduled college and departmental programs do not require use of facilities application and approval. Faculty or student membership in an organization does not necessarily make a meeting of such a group an integral part of the TCU program.

In order to ensure facility availability and university authorization, groups must submit an application to Conference Services. Written approval from Conference Services is required before a group publicizes the event and facilities.

Application for use of a facility should be made at least 30 days before a proposed event. Application forms are available from Conference Services, TCU Box 298310, (817) 257-7641 or online at https://forms.tcu.edu/cs/cs.

Conference Services will assist the project sponsor in working out details with the TCU representatives responsible for different facilities and services.

The use of Robert Carr Chapel for weddings is governed by a separate policy. Information regarding use of the chapel for weddings is available from the Office of Religious & Spiritual Life.

Contracts

A contract is a legal agreement between two or more parties that may or may not be memorialized in writing. A vendor’s document may not contain the label “contract” but would still meet the essential elements of a contract, such as an obligation to perform and exchange of payment. Examples of these documents include, but are not limited to, quote, proposal, letter agreement, memorandum of understanding, and, in some cases, an invoice.

GENERAL REQUIREMENTS - A written contract is required when a member of TCU’s faculty or staff needs to secure services (including the purchase of goods that require installation, service and/or maintenance) on behalf of the University. Having a written contract sets expectations, rights and obligations for both TCU and the vendor, and protects TCU’s Important contract elements include price, quantity, payment terms and description of services, as well as the dates of service.
INSURANCE COVERAGE – TCU often requires insurance protection and indemnification from a vendor to protect the University in the event of personal injury and/or property damage. TCU’s Risk Management Department is responsible for determining the adequacy of vendor insurance coverage.
CONTRACT REVIEWS AND COMPLIANCE –There are multiple laws and regulations with which TCU must comply. TCU’s Contract Administration Department will determine if additional departmental approvals are required as a part of the contract review process.

1. Non-financial Contracts. There are other types of contracts related to TCU business that may not include a financial obligation, but for which a TCU Authorized Signatory is required. These include, but are not limited to, educational affiliation, revenue-generating arrangements, use of trademarks, sharing confidential information and TCU consultation to third parties.
2. Authority to Contract. TCU is a non-profit corporation established under the laws of the State of Texas. As a corporation, contractual obligations and other official corporate actions may only be undertaken by TCU’s Board of Trustee’s or those person’s authorized by the Board of Trustees to act on behalf of the University. For those reasons, very few people at TCU have the authority, either by Board resolution or administrative delegation, to obligate the University, including executing contracts, on behalf of the University. The Board of Trustees has granted contractual signature to the Chancellor and Vice Chancellor for Finance and Administration, as well as designated members of TCU management for specific functions. The Board of Trustees has also granted to the Vice Chancellor for Finance and Administration authority to delegate all or parts of his signature authority to support efficient University operations. A memorandum from the Vice Chancellor for Finance and Administration memorializes each signature authority delegation and information related to these delegations is maintained by the Associate Vice Chancellor and Controller.

Those employees who have been granted contract signature delegation authorities are informed of such and are required to follow certain administrative procedures which are overseen by TCU’s Contract Administration and Internal Audit departments. An employee who signs a TCU contract without the appropriate signature authority, assumes personal responsibility for unauthorized signing of a contract on behalf of TCU.

TCU utilizes a contract management system (“Jaggaer”) to facilitate the review and signature of contracts. All contracts should be input into Jaggaer, per established procedures, which are located on TCU’s Contract Administration website.

Energy Conservation

TCU is dedicated to a program of energy conservation. The University community is encouraged to use energy wisely - to use what they need, but need what they use. Goals have been established to conserve energy and reduce consumption through optimum use of facilities and the elimination of wasteful practices. Building managers are encouraged to support energy conservation goals and to report malfunctioning systems to the Facilities Customer Service Center, (817) 257-7956. During unoccupied hours, heating and air conditioning will be reduced in campus buildings controlled by the Energy Management Control System.

Questions about energy conservation and suggestions for improvement should be made directly to the Campus Energy Manager at 817-257-4928.

Facility Maintenance, Repair, or Modification; Furniture, Finishes, Interior Plants

Facilities is responsible for accomplishing all facility maintenance, repair, space modification and new work.

Requests for maintenance and repair are submitted by Building Managers/Hall Directors using the AiM maintenance management system, or by phone to the Customer Service Center at ext. 7956.
Requests for space modification or new work require a Facilities Department cost estimate form (PPD 45). The requestor must obtain the dean/unit head’s approval prior to submitting the request to Facilities for a cost estimate.
All furniture purchases must be coordinated through Facilities Planning, Design & Construction, ext. 5897. Assistance will be provided to assure furniture meets University standards of quality, durability and maintainability.
All carpet purchases, installation, replacement or repair is accomplished by Facilities in accordance with carpet standards. Limited funds are budgeted by Facilities for requests costing $5,000 or less. Requests costing more than $5,000 are handled on a special request basis, or department funded.
Exterior and interior signage that is installed or fixed to the building or grounds is provided by Facilities in accordance with University signage standards. Requests for new signs should be submitted via Building Managers to the Customer Service Center. No other symbols or graphics should appear on signs identifying buildings or offices.
All interior plants that are provided and maintained by a contract maintenance agreement must be obtained through Facilities and will be funded by the requesting department.
Contact General Maintenance for procedures related to key control, key assignments and replacement of lost keys.
Prior to performing or authorizing any excavation, trenching or digging on TCU property to a depth exceeding four inches below grade, the initiating party is required to obtain an excavation permit. For assistance with permit procedures, contact the Facilities Customer Service Center, ext. 7956.
For assistance with office relocation, submit a Facilities Project Request through AiM.
Storage of unused furniture and equipment , submit a customer request in AiM.

TCU Printing & Copying (Frog Prints)

Employee personal copying, including color copies, faxes, and bindery services are available from Frog Prints Copy Center, which is located in the GrandMarc Building at 2865 West Bowie (across from Tucker Technology Bldg.). The Frog Prints manager is available to work with faculty members in planning support for special projects, special printing needs and other required student projects. For specific information and hours of operation, call (817) 257-5992.

KTCU-FM Radio

KTCU-FM 88.7, “The Choice,” is a non-commercial, student-staffed, 10,000-watt FM radio station. The station serves the TCU campus as well as greater Fort Worth, and streams worldwide 24/7. It is licensed by the Board of Trustees at TCU and is operated by the Department of Film, Television and Digital Media. Music programming is a mix of indie/alternative rock, electronic, classic rock, and local artists. In the evenings and weekends, KTCU additionally features music specialty programs, as well as student-hosted talk shows and educational podcasts.

KTCU-FM also serves as the exclusive radio home for TCU baseball and TCU women’s basketball by airing games on 88.7 FM. A primary role of the station is to provide a learning laboratory for all students interested in radio and audio production. The station can be heard via the internet at ktcu.tcu.edu and Online Radio Box, or streamed on the TCU Mobile app (iOS). Listeners can listen to KTCU on smart speakers by saying “Play KTCU, The Choice.”

Mailing and Contact Lists for Alumni and Friends of the University, Procedures for Requesting, Using and Updating

University Advancement maintains a database of all alumni and friends of the University. This database is used extensively by a variety of offices on campus including the Chancellor, President, and many departments outside of University Advancement. Information about TCU’s alumni and friends changes rapidly, and thousands of updates (names, addresses, email addresses, phone numbers, employers, etc.), are made to TCU’s alumni and friends’ records each year. It is imperative that the most current information be used when a department needs to contact all or part of TCU’s constituency. To insure this result, the following policies have been adopted:

Addie (TCU’s alumni/development database) is the University’s official repository of information about alumni, parents, friends, corporations, and When updates are made to this system, the information is available to everyone on campus. There are to be no departmental mailing or contact lists maintained for University use other than University Advancement’s alumni/development database (Addie).
Information on alumni, parents, and friends constantly changes making information pulled from Addie out of date within a few days.
Requests for new lists should be made to Advancement Operations through the Addie Report Request on my.tcu.edu at least 14 business days before the data is needed. The list will be provided as close as possible to the date the information will be used. This will ensure the information is as up- to-date as possible. Any data list questions should be directed to extension 4338 or reports@tcu.edu.
New or updated information (address, telephone, email address, etc.) received from alumni and friends should be sent to Advancement Operations, so it can be entered into Addie for campus use. New information should be emailed to updates@tcu.edu or sent to Advancement Operations, TCU Box 298240.
In the event that friends of the University are not in Addie, records for the individuals and/or organizations will be added to and maintained in Addie.
Any mass communication, especially solicitations, must be planned and coordinated with University Advancement well in advance of the mailing date. This is to ensure we are interacting with our constituents in a professional, well-coordinated way to avoid alienating them with too many contacts at one time.

Questions regarding this policy should be directed to the Associate Vice Chancellor for Advancement Operations (extension 7706).

On-campus Filming and Photography

External (non- university) groups wanting to use TCU as a filming or photography location must receive approval from the Office of Marketing & Communication and follow the requirements outlined on the Filming Location Requests webpage.

News media outlets should contact the TCU News Team at news@tcu.edu or 817-454-0996.

On-campus Unmanned Aircraft Systems Policy (Drones)

The use of unmanned aircraft systems (UAS, also known as drones) is prohibited on the TCU campus unless approved by the administration. The drone request form and institutional usage policy can be found on the Drone Policy & Requests webpage.

Painting, Self-Help

Facilities is responsible for painting campus facilities. Proper preparation of surfaces is important and selection of standard high quality, durable, low VOC paint is essential. Standard colors reduce costs of maintenance. Self-help painting is discouraged. However, if desired, faculty and staff must have the approval of the Dean and/or appropriate Vice Chancellor. An approved Facilities Project Request submitted through AiM must be submitted to Facilities with proposed colors. Facilities will return the Request to the requestor with the required paint specifications. The requestor must agree to do the work at no cost to the University, repair any damage that might result from the work and return it to the original color when he/she moves out of the space. This space will not be included in routine painting in the future unless it has been returned to the original color.

Post Office Services

TCU Post Office and Mailing Services provide convenient, cost-effective, and secure on-campus postal and shipping services.

Hours of Operation: Monday - Friday
Mailing Services - 8 a.m. - 4:30 p.m.
Post Office - 8 a.m. - 4:30 p.m.

Mailing Deadlines: Monday - Friday
First class departmental mail for metering: 3 p.m.
Mail with stamps already affixed: 4:30 p.m.

U.S. Mail
Postage for all official University business is paid by each University department. Mailing Services located in the Brown-Lupton University Union (BLUU) Suite 1200 is equipped to meter all business mail. The deadline for daily mail processing (Monday through Friday) is 3 p.m.

TCU Mail Addresses
The manager of mailing services assigns box numbers. Mail is sorted by the TCU box number not department or individual names. It is the responsibility of each department to notify correspondents of their correct mailing address, which must include the appropriate TCU box number. When departments divide into new departments or when employees move from one department to another or leave the University, it is the responsibility of the originating department to forward mail to the new department or old employee by placing the new box number on the mail piece and returning it to the post office for processing.

Special Services
TCU Mailing Services provides the following special services: USPS Express Mail, Federal Express, and International Mail. Contact Mailing Services regarding these services and for assistance in selecting the best service available. To receive the University’s Federal Express shipping discount, all departments must reference the TCU account number. Do not open individual accounts with Federal Express or other mailers without contacting the Mailing Services Coordinator.

Note: The shipment of hazardous materials must be coordinated with the TCU Hazardous Material Safety Manager.

Interoffice Mail
All interoffice mail is handled through the U.S. Post Office Contract Station in Suite 1200 of the BLUU. Envelopes must be clearly marked “Interoffice Letter” and MUST bear the return address of the originating department. Other names on reusable envelopes should be MARKED OUT to avoid any confusion. To avoid delays in delivery, the complete name, department and box number must be provided in the address section of the envelope. Interoffice mail improperly addressed will be “returned to sender.”

Mail is delivered to the TCU Post Office at 6 a.m. Mail pick-up is 4:30 p.m. TCU Post Office hours of operation are 8 a.m. to 4:30 p.m. Monday through Friday. Additional after hours pick up of student mail and packages is provided from 4:30 to 6 p.m. Monday-Friday and Saturday 9 a.m. to 2 p.m. Questions regarding policy and procedures for use of interoffice mail or incoming U.S. mail should be directed to the supervisor of the TCU Post Office in the BLUU, 817-257-7840.

Mailing Permits
The University has special permits for second class, third class (bulk and single piece), first class business reply mail and first class pre-sort. These may be used under specified conditions and in accordance with U.S. Postal regulations and University procedures. Bulk mail is sent to the U.S. Post Office every day at 1 p.m. After it leaves the campus, allow an average of two weeks for delivery. All address list files for permit mailings should be electronically transmitted to Mailing Services for certification and processing. Mailing Services must have a job ticket on file before we accept any materials or address files. All questions concerning use of permit mail should be directed to the coordinator of Mailing Services Office, 817-257-7899.

Special Notation
Materials printed for third class (bulk) mailing should never be deposited directly in any U.S. Postal facility. Postal regulations are not flexible. Surplus materials mailed in small numbers require additional postage and removal of all permit information.

Recycling

TCU is committed to protecting the environment and actively supports recycling. Designated gray recycling bins and tan recycling dumpsters are located throughout the campus. The custodial staff collects paper, plastic bottles and metal cans from designated bins in academic and administrative buildings and places the waste in the recycling dumpsters for collection by the waste contractor. Recyclable material from residence halls is collected by residential housekeeping and placed in the appropriate recycling dumpsters. The material collected is segregated and shipped to recyclers by the waste disposal company at their off-campus facility. Food waste and other similar non-recyclable waste materials are transported off campus to a commercial landfill. Facilities maintains a commercial sized dumpster for collection of metals and other recyclable construction material. For specific information on recycling, contact Facilities, 817-257-7957.

Soliciting Gifts for TCU

University Advancement has programs in place to develop relationships with a wide variety of stakeholders and to engender maximum support for the University. Thousands of gifts, both large and small, are solicited each year from alumni, parents, friends, corporations, and charitable foundations. Fund-raising efforts must be coordinated by the University Advancement office to achieve the desired results and ensure that gifts are processed and acknowledged promptly and according to IRS regulations. Individual mailings from departments, groups, or faculty to raise funds for special annual projects must first be approved by the University Advancement office. Such approval avoids duplicating mailing lists, making multiple requests to one donor, sending too many direct mail pieces to alumni, and other potentially embarrassing and counterproductive situations.

The University Advancement office is charged with the responsibility of raising funds to support TCU’s annual operations as well as gifts for endowment, scholarships, campus facilities and other projects. The final decisions about fund-raising initiatives are made by the Chancellor, President and Provost. Those decisions are based on the academic priorities of TCU and the potential for philanthropic support from the University’s constituent groups. (University Advancement maintains a comprehensive record of donor interests and giving patterns, which enables staff to make an accurate assessment of which programs most closely match a donor’s interests.)

Funds for programs and projects not approved in the budget or among the trustee-approved development objectives cannot be solicited without the approval of the appropriate academic department chair, the appropriate dean, and the Provost/Vice Chancellor of Academic Affairs. The staff in the University Advancement office can instruct faculty in the proper procedure for seeking approval to have a program or a project listed on the University fund-raising agenda. The Advancement office is not permitted to raise funds until the sign-off process is completed.

Receiving Unsolicited Gifts
From time to time a member of the faculty or administrative staff may be approached by a prospective donor who desires to make a gift to the University or one of its schools or departments. Such unsolicited gifts may be in the form of cash for a particular project or need, or they may be property, equipment, supplies, or works of art, etc.

Non-cash gifts pose special legal and technical challenges. For example, the donor must establish an accurate value at the time of the gift. Such gifts must be acknowledged in ways that satisfy both University and Internal Revenue Service policies. Also, some non-cash gifts call for adjustments in university insurance coverage.

To avoid potential embarrassment or legal complications, it is the policy that no faculty member or university representative may accept gifts, either cash or non-cash, without the involvement of the University Advancement office. Gifts to a school or department will be processed by the University Advancement office.

Student Access and Accommodation

TCU complies with the Americans with Disabilities Act and Section 504 of the Rehabilitation Act of 1973 regarding students with disabilities. A disability is defined as a physical or mental impairment that substantially limits one or more major life activities. TCU does not discriminate on the basis of disability, including in the admission process or with access to, or treatment of, or participation in, its programs and activities. No otherwise qualified individual shall be excluded from participation in, be denied the benefits of, or be subjected to discrimination in the services, programs and activities of TCU solely on the basis of a disability.

The University shall provide equitable access through reasonable services/accommodations for each eligible student who (a) has a physical or mental impairment that substantially limits a major life activity, (b) has a record or history of such impairment, or (c) is regarded as having such impairment.

Student Access & Accommodation (SAA) is located The Harrison, Suite 1200. Texas Christian University designates professionals in the SAA office to meet with students and to receive and review documentation in consideration of eligibility and requests for service/accommodations. For additional information on policies, procedures and guidelines, review the Student Access & Accommodation webpage.

TCU Travel Procedures for Domestic and International

A global perspective is essential to Texas Christian University’s academic mission, and the University has long supported domestic and international travel to study, conduct research, attend conferences, represent the University, engage in service activities; and, for other academic, administrative and sanctioned employee and student activities. TCU employees traveling on TCU business or using TCU funds must adhere to all policy and procedures related to travel. All travel including students or by students must also adhere to the Global Programs Policy In addition to this policy, TCU employees and students engaged in University-supported or University- sponsored programs and/or activities while traveling are expected, as applicable, to adhere to TCU’s Code of Student Conduct, Student Handbook, the Faculty Handbook, and the Employee Handbook as well as other policies of the University. Visit TCU Global - Register Travel for additional information.

TCU Vehicles

Facilities is responsible for managing the TCU vehicle fleet, including purchase and sale of authorized vehicles.

Tickets for Athletics Events

As designated by the Human Resources office, all benefits-eligible employees and retirees may purchase a maximum of four (4) discounted season tickets to all home football, baseball, men’s basketball, women’s basketball, volleyball and soccer games for a reduced rate as determined by Athletics. The reduced rate will be 20% off the full ticket price. If a donation is also required in the area requested by the faculty/staff member, the full donation amount will be required for each ticket. For example, if the full ticket price is $250 plus a $100 required donation to the Frog Club, the faculty/staff member will pay $200 for the ticket plus the $100 required donation. Additional tickets above the maximum of four (4) will be full price. Tickets in the club and/or suite areas will be full ticket price plus donation. There is no discount in the club or suite area.

Season tickets may be purchased through payroll deduction. The maximum number of tickets allowed for payroll deduction payment is four (4). Any required donation to the Frog Club for tickets and/or additional tickets above the maximum of four must be purchased at the time tickets are requested. Accepted payment methods will be cash, check or credit card.

All tickets for away games and postseason events are full price and subject to availability. Faculty/staff may not use their TCU ID card to receive free admission to athletic events even while enrolled in courses.

For information contact the TCU Athletics Ticket Office at 817-257-FROG (3764) or email tickets@tcu.edu.

Tobacco-free Campus

Policy: SA - Tobacco-Free Campus. Texas Christian University prohibits the use of all tobacco products and smoking on property or vehicles owned or operated by the University. To use tobacco as part of an established religious ceremony, academic or research activity, contact the Vice Chancellor for Student Affairs to request an exemption for those activities.

Use of TCU Logos, Marks and Images

TCU has exclusive rights to its logos and registered marks-including the TCU logo, Horned Frogs and university seal-and photography/video and prohibits their unauthorized use. All external (non-university) groups must obtain permission before using TCU marks.

Commercial use (i.e., use on a product directly or indirectly connected with any business or on an item intended for profit) is overseen by TCU Licensing. Requests must be made using the form available on the TCU Logo/Marks Requests site. Any commercial use of university marks requires prior approval and contractual or licensing agreement.

Non-commercial use (i.e., one-time use on items such as personal graduation gifts or baked goods) is overseen by University Marketing. Requests must be made using the form available on the TCU Logo/Marks Requests site.

Existing vendors wanting to display the TCU name or marks in their portfolio or website must first contact the department or TCU employee for whom they performed the work to submit this request. It is then the department’s responsibility to review the request and coordinate final approval from TCU Marketing & Communication (email marketing@tcu.edu).