ASTAF 101


Number: ASTAF 101
Section: Student Affairs
Subject: Student Social Events
Date: April 26, 2010
Authorized by: Vice Chancellor for Student Life and Services
Issued by: Vice Chancellor for Student Life and Services

The following policies have been adopted to protect USCA students and property.  These policies are intended to regulate any social events held on the USCA campus by student organizations.   Failure to abide by these policies could result in disciplinary action as outlined in the USCA Student Handbook under "Student Organization Non-Academic Discipline System Procedures".  

Pre-Planning 

  1. All on-campus parties/dances/new member presentation/socials sponsored by student organizations must be held in the Student Activities Center.  If the organization would like to hold an event on campus at another location special permission must be obtained from the Director of Student Involvement or designee.  A facility request form must be filled out at least two weeks prior to the event. 

 

  1. The sponsoring organization will be required to hire and pay for one or more University Police Officer(s) if needed.  The University Police Department will determine the number of officers necessary to ensure the safety of those attending the event.  Security needs will be discussed at the pre-planning meeting. 

 

  1. Each sponsoring organization will meet with the Director of Student Involvement, the Chief of University Police, or designee(s) at least two (2) weeks prior to the event for a pre-planning meeting.  The meeting will review room arrangements, staffing needs, security needs, and event policies.  Each sponsoring organization should have at least two representatives attend the meeting.  Failure to schedule and attend this meeting will result in cancellation of the event. 

 

  1. If the sponsoring organization wishes to invite special outside groups (such as a student organization from another college) to attend their event, they must indicate this on their original facilities request form.  A list of potential groups who will be invited must be attached to the facilities request form.  The Director of Student Involvement or a designee will approve or disapprove this request and will communicate the decision to the sponsoring group.   The sponsoring organization must have a sign in sheet for each visiting approved group.  Members of these approved groups must sign in on the appropriate sign in sheet and show an ID verifying their identity.  No one under the age of 18 will be admitted unless they are a USCA student or a member of an approved outside group. 

 

Event Management

  1. The entry table for the event must be located near the Student Life Suite and it must be supervised by the advisor (or designated faculty/staff person) and one student at all times.  All other entrances into the building need to be locked in order to provide only one entrance into the building during the event.

 

  1. All persons entering the event must show a valid USCA ID.  Only USCA students and their guests (one guest per student) will be permitted to enter the event. The USCA student must sign in his/her guest and will be held accountable for the guest's behavior.

 

  • 3. Sponsoring organizations will need to write down the name and driver's license number of any guest (a valid military or state picture ID may be used if a driver's license is unavailable). If the guest does not have a valid ID, he/she will not be admitted into the party. Sponsoring organizations must use the standard guest list/driver's license forms provided by the Office of Student Involvement.

 

  1. Advisors must keep a copy of the guest sign in sheet for at least four weeks after the event in case of any issues.

 

  • 5. No alcohol will be served at or brought in to any student event. Also, no outside containers will be permitted into the party.

 

  1. The sponsoring organization, advisor (or designee) and/or University Police will deny entrance to any person who is deemed to be under the influence of drugs or alcohol.

 

  1. No weapons of any kind will be permitted at events. 

 

  1. Once a person leaves the event (leaves the building), he or she may not re-enter.

 

  1. Non-alcoholic beverages must be available (free or for a reasonable fee) at the event.

 

  1. The sponsoring organization will be responsible for monitoring the party area and surrounding areas and reporting any problems immediately to the advisor (or designated faculty/staff member).  Any vandalism that occurs during or immediately following the event will be the responsibility of the sponsoring organization (if the person who is responsible for the vandalism is not identified). 

 

  1. The advisor or designee and/or University Police may shut down any event/program if necessary.

 

  1. The sponsoring organization will be responsible for cleaning up the area (including the bathrooms and the parking lot) after the event.  Failure to do so may result in the assessment of a fine or cleaning fee. 

 

  1. The advisor or designated faculty/staff member must be present for the entire dance/party.

 

  1. All social events (Sunday - Thursday) must end by 12:00am and guests must vacate the facility by 12:15am.  The facility must be clear of all equipment and cleaned up by 1:00am.  Social events held on Friday and Saturday must end by 1:00am and guests must vacate the facility by 1:15am.  The facility must be clear of all equipment and cleaned up by 2:00am.  Requests for a later closing time (which may include break down needs) must be made to the Director of Student Involvement or designee no later than (10) working days in advance of the event.