Before submitting an event form, please read over the following policy in place in regards to scheduling and requesting overtime police personnel to work events.

Subject: SPECIAL EVENTS
Effective Date: November 14, 2008

Purpose:

To establish a reasonable procedure for UT Dallas organizations and personnel to follow in scheduling and requesting overtime police personnel to work special events on the UT Dallas Campus.

Policy:

The UT Dallas Police Department will provide security for special events to the UT Dallas campus and organizations when reasonably requested or when a determination is made by the Chief of Police that police are needed. Events on campus will be covered for security reason by the UT Dallas police and no other outside police or security agency will be involved unless prior approval by the Chief of Police.

Procedure:

1. Officers shall be requested for events by organizations at least ten (10) days in advance. If requests are received less than ten (10) business days in advance, organizations will be charged a service charge of $50.00 per officers. Requests received less than 48 hours in advance of an event shall be notified on a case by case basis that the Police Department will not be available to provide coverage for the event. All event requests shall be made on-line through the police website.
2. It is important all organizations requesting officers provide adequate notice because of potential conflicts with other events, staff schedules, and planning and scheduling considerations.
3. Events will be categorized by the nature of the event; rock concert, lecture series, speakers, attendees, etc. The "Event Registration" form will be completed online.
4. Each officer will be hired on a $35.00 per hour rate of pay unless the officers is required to received payment through payroll, this would then be the officers time and a half rate of pay.
5. Generally, each officer will be hired on a 3-hour minimum. If the officer is not needed for the entire 3 hours, they will be paid according to the 3-hour minimum. NOTE: If less than ten (10) business days notice was given for the request of overtime officer(s) there will be a 3-hour minimum for the officer(s) requested PLUS a $50.00 service charge per officer requested.
6. EMERGENCY situations will be dealt with on a case by case basis. Failure of organizations to properly plan and request officers in advance for an event will not constitute an emergency for these purposes.
7. If the UT Dallas Police Department finds an event that is scheduled to occur with NO overtime police officer scheduled and the Police Supervisor on duty deems it necessary to call in an officer(s) to cover the event, the department failing to contact the special events officer for coverage will be charge for the officers' overtime pay.
8. All scheduling of events will need to be made by completing the online Event Registration for on the www.utdallas.edu/police website.
9. DEADLINES: Applicable only for registration of events and request for overtime officers to work events.
   
   REQUEST: 10 business days prior to event - Required - $35.00 per hour or payroll rate - 3 hour minimum per officer.
   
   LATE REQUEST: Less than 10 business days prior to event - $35.00 per hour of payroll rate - 3 hour minimum per officer PLUS $50.00 service charge per officer.
   
   EXTREMELY LATE REQUEST: Less than 48 hours prior to event - No officers will be available.
   
   Failure on the part of organizations to properly plan and request officers in advance will not constitute an emergency for these purposes.