The RG 750 form is required for events that are hosting non-University of Texas participants and/or charging a fee for admission or registration to the event. The RG 750 reflects Rule 80105 in the Regents' Rules and Regulations, which can be found here: http://www.utsystem.edu/bor/rules/80000Series/80105.pdf

Instances that Require an RG 750

The RG 750 will need to be filled out in the below scenarios:

• If a fee is charged for the event, or donations are taken at the event
• If there will be minors attending the event
  • A minor is classified as anyone under the age of 18 who has not accepted admission to UT Austin (for example, RG 750 form would not be necessary for minors during an orientation event, as these students have been admitted to UT, and plan to attend in the fall).
• If attendees who are not affiliated with the university will be attending the event

The RG 750 needs to be filled out, signed by the dean or director of the unit making the request, and forwarded to the Office of the Provost for approval which usually takes 3-5 business days. Approved forms will be emailed to our office by evpp-approvals@austin.utexas.edu. If someone wishes to check on the status of their form once it's been received by the Provost Office, they should contact the Office of the Provost for more information.
Scheduling cannot sustain holding a room for an event with a pending RG 750. The RG 750 must be signed by the Provost before the room reservation request can be processed. The RG 750 can be found on our website here: https://utexas.app.box.com/RG750

Exceptions to the RG 750

• We do not require an RG 750 for departments whose mission (purpose) is to host non-University of Texas participants, such as:
  • Admissions
  • Division of Diversity and Community Engagement
  • Career Services
• Official publicized university-wide events:
  • Explore UT
  • Gone to Texas
  • Commencement
  • Orientation
  • Family Weekend

Why do we need this form?

• Responsible stewards of a state-funded resource
• Insurance
• Coordinating Board
• Efficient use of rooms
• Must be a supplement to educational purposes of UT
• Ensure UT will not be a joint sponsor for political or sectarian gatherings

Youth Protection Program

Leekeshia (Keshia) Williams has been following up on every approved RG 750 to approve per the YPP. We do not need to wait for her/their approval before scheduling events- the only approval we need is from the Office of the Provost. If, however, we receive an email stating an event is not approved by the YPP, the event needs to be reconsidered.

Processing an RG 750

Room Reservation Requests

1. When processing room requests, keep an eye out for events that sound like they will have non-UT affiliated attendees.
   • Check previous RG 750 folders to see if they have submitted RG 750s in the past for this event
   • Look up the event online
2. If you suspect the event will need an RG 750, respond to the email asking for more information.
   • Attach an RG 750 form and instructions to the email (See Template 1), and inform requestor that you have not processed request
3. Save the original email requesting the room to the pending RG 750 folder in the CCYYS when they will be having the event.
   • Make sure there is sufficient information in the email to process the request once we receive the form.
   • We cannot 'hold' rooms for requests pending an RG 750. We need the signed and dated form from the office of the Provost before we can reserve any rooms.
4. Keep the pending folder manageable by reviewing it periodically:
   • Check the approved RG 750 folders, and existing room reservations to see if we have received their request/form and it has already been processed.
   • Check back in with requestors after about a month if we have not received their signed RG 750.
     • If they have decided to not use a GPC, move all correspondence into the 'completed correspondence' folder.
   • If the date requested has passed, you can also move the email out of the pending folder.

Received from the Office of the Provost

1. Approved RG 750s will be sent as an attachment to our office via UTBox from the Provost's Office (academicspace@utlists.utexas.edu). MUST RECEIVE EDITOR STATUS FOR UTBOX PAGE FIRST AND CHANGE SETTINGS TO GET NOTIFIED BY EMAIL
2. Open the attached file, and confirm that it is signed both by the department head or director, and by a designee of the office of the Provost.
3. Save the file on the server using the following format:
   • Event name – Department or Academic Unit – Contact person/Person in charge of the event
     • We want to include as much identifying information as possible to help in the future when searching for these forms.
   • Save the form on the Registrar server in the CCYYS for the event dates listed. If the dates span more than one semester, save it in all applicable folders.

1. Search in the scheduling inbox to see if we have already received a room request for the RG 750 in question.
   • A good place to start would be the pending RG 750 folder
   • You can also search for the event name, department/academic unit, or the person in charge's name
2. If there is no room request on file, respond to the person in charge/contact person and let them know that their form has been processed, and inquire about preferred rooms or areas on campus. (See template 2)
   • Move the email with the attached RG 750 to the 'approved RG 750s' folder in the CCYYS folder that corresponds the closest to the event date listed. If the dates span more than one semester, save the email in all applicable CCYYS
3. Once the reservation has been made, move the confirmation email to the corresponding CCYYS in Room Reservation folder of the Inbox
   • This includes any corresponding correspondence.

Processing UT Faculty/Group Organization Registrations

Occasionally, UT Faculty/Staff Organization forms are delivered to the Office of the Registrar. To process these:

1. Scan the original documents and send them to the scheduling email.
2. Once the scans are received, save them in the appropriate locations.

1. Save the hard copies in a file in your desk for future reference.