Dean's Administrative Suite Operations

Effective Fall 2025: all conference reservations for events involving food must include a 10-minute buffer before and after the event start/end time to facilitate setup and thorough break down. 

All meeting spaces must be cleaned after use. Please remove used glassware and dishes and place (rinsed) items in the dishwasher. All trash should be removed and placed in the appropriate receptacle. Surface spaces should be wiped clean — the front desk team can provide cleaning supplies, if needed.

Spaces in the admin suite in DFA 2.4*

• DFA 2.402 Conference Room (capacity: 20 – 14 seated and 6 along banquette; AV connection, display screen and Owl 360): The deans suite conference room (DFA 2.402) must be reserved in advance for meetings and events. Please email requests to dfa2.402conferenceroom@austin.utexas.edu
• DFA 2.424 Huddle Room (capacity: 5 seated; AV connections, display screen): The deans suite huddle room (DFA 2.424) must be reserved in advance for meetings and events. Please email requests to dfa2.424huddleroom@austin.utexas.edu

First-floor DFA spaces*

• DFA 1.101K Collab Room (capacity: 16;  AV connections, display screen, wall mounted camera): DFA 1.101K must be reserved in advance for meetings and events. Please email kscreservations@austin.utexas.edu to inquire about availability.
• Visit this page for more information about reserving space in the Kendra Scott Center.

*Dean's Office staff will receive priority for reserving these spaces.

Parking Pass Requests

All requests for parking passes and borrowing the COFA car must go through cfdo-operations@austin.utexas.edu. Please be as timely as possible when requesting parking passes and please plan for alternative arrangements if one is not available. Your unit should also have chaser tickets for garage parking needs.

COFA Car

All requests for borrowing the COFA car must be submitted through Qualtrics. Only approved drivers may request the COFA car. Please email Paola Garcia-Villalva (paola.garciavillalva@austin.utexas.edu) if you are unsure of your status or if you’d like to sign up for training.

If gas is low in the COFA car, please let front desk staff know. Drivers should not use personal funds to re-fuel the vehicle unless previously authorized. 

COFA Cart

As of Fall 2025, the dean’s office has a new golf cart. 

Please review the below policies and procedures. As a reminder, only approved drivers may use the COFA cart. If unsure of status or, if wanting to enroll in cart training, please email Paola Garcia Villalva (paola.garciavillalva@austin.utexas.edu) Note: a Texas drivers license is required.

• Cart Requests: All cart requests must be submitted in a timely manner via Qualtrics. A staff member will follow up with additional instructions once your request is reviewed and approved. Absent any extenuating circumstances, at least 24 hours’ notice is required.
• Parking locations:
  • DFA: the designated parking spot is to the left of the DFA celebrated entrance; please do not park the cart in the service drive to ensure TPA production activities are not disrupted
  • Around campus: Carts are considered university vehicles and should park in designated areas only.
  • Carts may never be parked in a way that:
    • Block ingress or egress to any building, including stairs and ramps.
    • Blocks pedestrian ways, including sidewalks and handicap accessible walkways
    • Blocks fire lanes, handicap parking, or reserved parking spots
  • Seating/storage capacity info: 4 passengers maximum (2 in the front and 2 in the rear); a storage compartment is available to transport small items (maximum weight for cargo truck: 300 lbs). Total maximum weight capacity (including cargo) is 1000 lbs.
  • Usage rules: See policies and procedures regarding use here: Section V: Campus Cart Operations
  • Traffic control arms: Traffic control arms are located along the Speedway pedestrian malls at 21st and 24th streets. The cart is equipped with a windshield tag that allows passage through these access points. Simply approach the control arm slowly, place your hand behind the bar code on the windshield tag, and the reader will activate and allow the cart to pass. If you experience access issues, please report to CFDO staff immediately.
  • Stewardship: All drivers agree to use the cart in a manner consistent with established safety and university guidelines. Please ensure the longevity and cleanliness of the cart by wiping down any spills and removing any trash after use. Should any damage to the cart occur during use, report to CFDO staff immediately.

The suite will be unlocked between 8 a.m. and 5 p.m. on Monday through Friday. All Dean's Office staff access the suite after hours by scanning their UT ID on the BACs reader at the suite entrance. 

To avoid meeting/workflow disruptions, staff may not enter or exit the suite via the exterior patio doors on the north side of the building.

Dean's Office staff mailboxes are located just inside the suite entrance, near the supply cabinets. Please be sure to check your designated slot regularly.

If  you receive a package, you’ll receive an email from front desk staff once it’s ready to be picked up. Available storage space in our package room is limited, so please pick your packages up promptly.

Basic office supplies (e.g., paper, pens, folders, etc.) and first aid/hygiene products are available in cabinets just inside the suite. Please feel free to use what you need. If you notice we are low on (or lacking) stock of a particular kind of product, please email cfdo-operations@austin.utexas.edu. 

For any office supplies unique to your personal use, please order those items separately using the instructions under "Purchasing Procedures" on the Accounting office's page.

Trash collection

We are participating in a new waste and recycling pilot program intended to streamline UT’s waste collection process.  Each of you has been provided with a deskside recycling can with integral waste bin.  Please place all recyclable materials in the blue bin, and non-recyclables in the black bin.  Custodial will no longer collects office waste from individual offices.  Each staff member will be responsible for emptying their bins daily into the central receptacles in the kitchen or outside the conference room 2.402.

Composting 

As participants in the Zero Waste Workplace (ZWW) program, we have been provided with a breakroom compost bin. Please place compostable items (food, food soiled & compostable paper, compostable plastic ) in this bin. If you are unsure, place in landfill trash. The compost bin is emptied each day at 4 p.m.. If you have compostable items after 4 p.m., please place them in the trash instead.

The kitchen area is available for everyone’s use, and we ask that you be respectful of the space and of others who also use it. A few reminders:

• Please clean up after yourself when using the microwave, toaster oven, fridge, or any other appliances.
• Please use the provided coasters when placing drinks on table surfaces.
• To properly clean dishes, glassware and utensils, be first wipe off any food debris and dispose into the compost bin prior to gently hand washing —we request that you load rinsed items into the dishwasher. We will run it every afternoon at 4 p.m. Please do not open the dishwasher once its cycle has begun; place any plates, glassware and utensils in the sink for the next wash.
• Any food items that are obviously spoiled and/or past their best-by date that are left in the fridge will be disposed of on the last Friday of the month.

All tables should be wiped down and food waste should be properly disposed of. As a safety precaution, outdoor tables and chairs should not be moved.

If holding an event in our space, please take care to ensure the space is left as you found it. Please re-set all furniture in the suite (a re-set map is available at the front desk) and remove all food waste and trash from the space. 

To maintain a clean and presentable building, all groups hosting catered workshops or luncheons with disposable items (e.g., foil trays, boxed lunches, paper plates, and cutlery) are now responsible for disposing of their own trash and recycling.

• Event coordinators can check out trash and recycling bins from the Dean’s Office. There are four 20-gallon cans available—two for trash and two for recycling. After the event, please ensure that trash bags are sealed and disposed of in the appropriate university dumpster located at the PAC loading dock. To request a can, please email cfdo-operations@austin.utexas.edu with the event date, time, location, and appropriate event contact.
• Deans Office break room supplies, dishware, and utensils should not be used for events.
• Please note: for any large-scale events that are after-hours and/or very food-heavy, Facilities Requests are recommended to ensure a thorough clean up. More info on that is here: https://facilitiesservices.utexas.edu/services/event-support