SU Policies.The following is a list of commonly applied policies, procedures, and practices for the Student Union.
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Building-Wide
Lost & FoundItems that are believed to have been lost by an owner, may be returned to Suite 309 or Student Union Information Desk. To inquire about a lost item that may have been turned in you can visit Suite 309 during weekdays or you complete on online inquiry report anytime. All high valued (e.i. cash, jewelry, debit/credit cards, Government Issued Identification, electronics) and unlawful items turned in to the Student Union will be surrendered to University Police Department.
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Emergency ClosingWhen classes are officially canceled, scheduled events are subject to cancellation and the Student Union will determine how scheduled events and services are concluded. Hosts of events are responsible for directly notifying participants of the status of events impacted by cancellations or campus closures. The Student Union reserves the right to limit access to its facilities or cancel an event due to safety, security, disruptive conduct, and/or suspected violations of law or College policy.
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Posting & DecorationsThe Student Union hosts a wide variety of events and the success of these events often involves decorating the space involved. Decorating should not cause harm to the facility in any way, it should not cause undue or uncompensated labor for the Student Union, and it should not impact on other events occurring in the building. Parties will be held financially responsible for damage caused by the installation or removal of decorations. (Please see here for the decorating procedure.)
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Open FlameSafety and security are primary concerns in the Student Union, therefore candles, incense
and open flames are not allowed in the Student Union unless approval is secured in advance from Student Union Operations Staff. |
Fire SafetyThe subject of fire safety is one that is taken seriously. Access to fire extinguishers, fire sprinklers, smoke detectors and doorways are to be unobstructed. Fog, mist, or haze machines are not permitted unless approved by Student Union Operations Staff. At the first indication of a fire, whether it is persistent smoke, flame, or a fire alarm, individuals are to evacuate the area.
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Rotunda PianoThe Student Union reserves the right to restrict access to the piano; ensuring use does not conflict with the daily business of the Student Union. Pianists are expected to be courteous of others by monitoring their noise level and by responding promptly and politely when asked to cease playing. The piano cannot be relocated from its original location in the Rotunda.
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Furnishings & EquipmentProperty is reserved on a first-come, first-serve basis. Property of the Union may not be removed from the building or moved from its original location without obtaining permission in advance from Student Union Operations Staff. Individuals or groups are held financially responsible for damages to furniture and equipment and for relocating property from/to its original location.
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SmokingFor reasons of health, the use and sale of lit or smokeless tobacco products is not permitted on College property.
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Mobility DevicesIn order to ensure safe passage and to protect buildings, the use of bicycles, rollerblades and skateboards is not permitted in the Student Union. Personal assistive mobility devices may be used in order to accommodate a disability or on College business
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Fog/Hazer MachinesFog/hazer machines and other like devices are prohibited due to the fire suppression systems in College facilities.
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Audibility and Noise ControlEvents which use loud amplified sound, or other form of high level sound, may infringe upon classes, programs, and other events/activities taking place on campus. The College reserves the right to monitor, adjust the volume levels, or discontinue any activity that interferes with the classes, programs, events, or other activities.
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AnimalsAnimals, other than those trained to assist with disabilities, are not permitted in any College event spaces or classrooms.
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Student Club/Organizations
Event Reservations
All student organization programs – meetings, informational, tabling, etc. – need to be requested through the online form. The Director of CSLI will review for student clubs and fraternities/sororities. The Student Union Operations and Events Manager will review and give final approval for the event afterward. Programs scheduled by other means are NOT recognized or covered by CSLI. Unauthorized programs can result in the club/organization losing space reservation privileges, fees, and/or probation.
- Forms should be submitted at least 4 weeks in advance for all events except tabling events, which should be submitted 2 weeks in advance. Space is limited so be prepared to provide room and date alternatives.
- Specific spaces require signature approval beforehand. You will receive an email if you need an additional signature.
- All room set-ups for the MPR and Rotunda that are outside the standard setups on the events request form must schedule a meeting with the Student Union Events and Operations Manager 2 weeks before your scheduled event to create a diagram of your space. Anything submitted afterward will become a “best effort” request. We will do everything we can ensure your space is set up properly, but it will not be guaranteed.
Postings & Advertising
All postings should be of good taste and positively promote the organization or a sponsored event. All postings must be sent to SU Operations and Events Manager the Wednesday 2 weeks before your event for approval. You may not post or advertise until your flyer is approved. Items that are posted without authorization will be removed, can lead to event cancellation or club sanctioning.
All postings are required to have the following information:
Once approved, you will receive the posting with a digital watermark that you will use to post around campus and/or online. If you forget to print out the version with the digital watermark, you can receive a stamp from the SU Operations and Events Manager.
Organizations may not advertise off-campus for events unless approved by CSLI and/or Media and Public Relations.
All postings are required to have the following information:
- Sponsoring organization’s name
- Event title
- Event Blurb (explaining what people should expect at this event)
- Time, location and date of the event
- Contact Information
Once approved, you will receive the posting with a digital watermark that you will use to post around campus and/or online. If you forget to print out the version with the digital watermark, you can receive a stamp from the SU Operations and Events Manager.
Organizations may not advertise off-campus for events unless approved by CSLI and/or Media and Public Relations.
Event Cancellation
We request that users cancel any reservation that will not be utilized. This will ensure that all faculty, staff, and student organizations have an equal opportunity to host events If you need to cancel your event, you must inform the SU Operations and Events Manager three business days prior to the scheduled event. Please send an email to the SU Operations and Events Manager with your reference number and the date(s)/space(s) you wish to release. Those who do not cancel their reservation requests at least three business days prior to an event’s start time will incur a non-cancellation fee of $25.00 plus incurred setup charges.
Additional Event Policies & Procedures
Policy ReviewThe Student Union reviews and updates policies and practices throughout the year. Input is solicited through interested individuals, groups, evaluations, and committees. Individuals or groups with concerns about any policy or interpretation of policy are encouraged to contact the Operations and Events Manager (SU 309)
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