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Office of Student Activities

Office of Student Activities

The Office of Student Activities offers a variety of fun, entertaining and interactive events throughout the academic year.

Home > Student Life > Student Activities > Student Organizations > Policies

Policies

Amplified Sound
Decorations
Display Cases
Distribution of Liturature
Film & Video Copyrights
Fire Safety
Fundraising
Hazing
Insurance
Mailboxes
Posting
General Guidelines
Wakehurst Student Center Guidelines
Secuity
Tabling
Theme Event Guidelines
Use of University Facilities
Use of University Name
Web Sites

Amplified Sound

Amplified sound at events held on campus must be maintained at a reasonable level and should not disrupt academic instruction, other campus activities or residents living in the surrounding area.

A permit must be obtained from the office of student activities for the use of amplified sound at outdoor events. Permits will not be granted if the sound will interfere with classes, disrupt or delay official university business or disturb local residents. The level of amplified sound should be limited to reach only the immediate audience, and must fall within noise ordinance guidelines established by the City of Newport.

Speakers and monitors should be positioned carefully in order to prevent sound from disturbing people not in the immediate area. The surrounding terrain and buildings can influence the effect of amplification, so set-ups should be monitored before and during each event by the sponsor. Sound checks may be conducted only during the hours amplified sound is allowed.

In addition to university policies and city sound ordinances, student organizations need to consider the following:

Contracts with artists or performance groups must contain a statement which allows the organization or the university to regulate the level of amplified sound.
Organizations are responsible for assuring that amplified sound does not disrupt normal university activities, including regularly scheduled classes. The organization must be sensitive to the fact that others become unwilling participants in an event if amplified sound is produced at an excessive level.
University staff will monitor the level of amplified sound and take appropriate measures to prevent disruptive noise.
Complaints about amplified sound will result in an assessment of the situation by university staff who will determine whether to allow the sound to continue, reduce the volume, or terminate the use of amplified sound.

Decorations

When planning an event, a student organization may decide to decorate the activity area to create a festive, colorful and inviting environment. Groups must use caution to insure decorations do not pose a fire or safety hazard for persons attending the activity. Any event which involves the use of decorations must adhere to the following guidelines:

Paper streamers are not permitted unless they are made of flame retardant material (check label).
Dry organic materials, cloth and other woven or synthetic materials are not permitted unless treated with flame retardant and approved by the safety and security department.
Cloth and paper materials are not permitted to be draped across ceilings.
Use of scotch tape, staples, tacks, nails, duct tape, glue and screws are not permitted. Masking tape is permitted on certain surfaces with prior approval from the appropriate office or department.
Decorations are not permitted which would obstruct the use of exits or fire protection equipment.
Open flame devices, candles and pyrotechnics are prohibited in university buildings. Exceptions for fixed open flame devices must be approved by the safety and security department.

Any damage sustained to an activity area resulting from decorations will be charged to the responsible individual or organization.

Display Cases

The office of student activities maintains enclosed display cases for recognized student organizations to promote their activities. Display cases are located in the Wakehurst Student Center and O'Hare Academic Center. Organizations may reserve display case space for a maximum of two weeks per semester on a first-come, first-served basis.

Reservations for the fall and spring semesters may be made as early as the first day of the preceding semester. Reservations are accepted at the office of student activities during regular business hours. Reservations must be made in person.

Organizations are asked to remove their displays at the conclusion of their reservation period or they will be removed and discarded by student activities.

Distribution of Literature

Student organizations are permitted to distribute literature on campus provided the literature is in keeping with the mission of the university. The distribution of literature is permitted under the following guidelines:

Literature must be of a non-commercial nature.
Literature must clearly indicate the name of the sponsoring organization.
Distribution of literature should not obstruct the free flow of pedestrian or vehicular traffic.
Distribution of literature should not disrupt the normal operations of the university.
Materials may be offered to, but not forced upon members of the university community.
Organizations may reserve tables and chairs to distribute literature. Reservations must be made a minimum of three business days in advance of the desired distribution date. Tables should remain staffed at all times.
Materials may not be distributed by placing copies on or in vehicles.
Materials should not be left at on-campus locations without prior approval from the appropriate office or department.

Film & Video Copyrights

Student organizations that plan to show films or videos on campus must comply with all federal, state and local laws that govern the presentation and viewing of these materials. The use of copyright-protected films and videos, other than for private in-home viewing, requires a license from the copyright holder or their authorized representative.

Organizations may contract with a commercial licensing company that holds the copyright; however, licensing fees typically involve a significant cost. Groups should not enter into an agreement with a licensing company without first reserving an appropriate campus space and securing the necessary funding to cover the cost of the license. All contracts must be signed by the director of purchasing.

Groups or individuals that enter into contracts without following established university guidelines will be held responsible for all charges or fees.

Fire Safety

The university requires individuals and student organizations to strictly adhere to all fire safety regulations. While not intended to be a comprehensive list of regulations, organizations that sponsor activities on campus must:

Prevent persons from sitting or standing in doorways and aisles designed as a means of emergency exit from the activity area.
Monitor the number of participants so as not to exceed the maximum occupancy of the activity area.
Obtain prior approval from the appropriate office or department before making any alterations to the activity area.
Provide a minimum 16" clearance between rows when setting chairs for theatre-style events.
Adhere to all decorating policies (see Decorations).

Fundraising

Recognized student organizations are permitted to fundraise on campus provided they adhere to the following guidelines:

Organizations must have prior approval to fundraise on campus from the office of student activities.
Fundraising activities must be in good taste and reflect the mission and standards of the university.
Organizations must clearly identify themselves when raising funds.
Money generated from approved fundraising activities must be deposited at the university's business office.
Individual members of an organization can not profit from a fundraising activity held on campus.
Organizations that charge admission or request donations for admission to a sponsored event must arrange and report ticket sales and receipts through the office of student activities.
Organizations that plan to use an off-campus or commercial vendor to help sponsor or organize an on-campus fundraising event must contact the office of student activities before making final arrangements or contractual agreements.
Student organizations may not sign contracts on behalf of the university or act as its agent.
All fundraising activities must comply with federal, state and local laws and university guidelines.

Hazing

Student organizations are prohibited from engaging in or otherwise practicing any physical or psychological hazing behaviors. Hazing includes any method of initiation or pre-initiation into a student organization or any activity which causes, or is likely to cause, physical harm or personal degradation or disgrace. Hazing is a violation of university policy and may result in loss of recognition as a student organization and/or action by the office of student life. Activities that may constitute hazing include, but are not limited to, the following:

Forms of physical activity not part of an organized, voluntary athletic contest or not specifically directed toward constructive work.
Any activity that might reasonably bring physical harm to the individual.
Paddling, beating, or otherwise permitting someone to hit another individual.
Requiring one to wear any degrading or uncomfortable garments.
Depriving one the opportunity for sufficient sleep, decent and edible meals, or access to means of maintaining body cleanliness.
Activities interfering with one's academic efforts by causing exhaustion, loss of sleep, or reasonable study time.
Requiring one to consume large amounts of alcohol.
Forcing, coercing, or permitting one to eat or drink foreign or unusual substances such as raw meat, raw eggs, salt water, onions, etc.
Having substances such as eggs, paint, honey, etc. thrown at, poured on, or otherwise applied to the bodies of individuals.
Morally degrading or humiliating games or any other activities that make an individual the object of amusement, ridicule, or intimidation.
"Kidnaps", road trips, etc., which are conducted in a manner that endangers the health or safety of an individual.
Subjecting one to cruel or unusual psychological conditions for any reason.
Any requirement which compels someone to participate in any activity which is illegal, perverse, publicly indecent, contrary to the individual's genuine moral and/or religious beliefs, or contrary to the rules, policies and regulations of the university.

Insurance

In general, approved on-campus events sponsored by recognized student organizations do not require additional insurance. However, non-university businesses or groups contracted to support on-campus events must provide proof of insurance and assumption of liability. The amount of liability insurance is established by the university's legal counsel and is based on the amount of potential liability for the university. The policy must contain a "hold harmless" clause and name the university as additionally insured. Contact the office of student activities for more information about insurance requirements.

Mailboxes

All recognized student organizations are provided a mailbox in the student center office. Mailboxes should be checked at least once a week for campus notices and federal mail.

Organizations are encouraged to have mail sent in the organization's name, and not in the name of an individual member. Mail should be sent to the following address:

Student organizations may distribute announcements in other club mailboxes provided they have received prior approval from the office of student activities. Material placed in mailboxes without approval will be removed and discarded. Mailboxes are emptied on the last business day of May and contents discarded unless organizations have made prior arrangements with student activities.

Posting

Recognized student organizations are authorized to post materials in designated areas on campus that pertain to or support the organization and its activities. All materials must be stamped by the office of student activities before they are copied and posted. Materials that do not bear a stamp mark will be removed and discarded.

Each university department, office and/or building may have its own posting policy. It is the responsibility of the group posting information to know and abide by the regulations that pertain to that office or building.

General Guidelines

Activities can not be advertised before the event location has been confirmed and the event has been scheduled on the university calendar.
Only one notice per event/activity per bulletin board is permitted.
Three-dimensional materials may not be posted on university bulletin boards (materials must lay flat on the board).
Posted materials must clearly identify the name of the sponsoring organization.
No poster, handbill, or any other form of advertisement may be placed on, attached to, or written on any structure or natural feature of the campus. This includes walls, fire doors, buildings, posts and directional signs, sidewalks, trash receptacles or trees.
Chalking is allowed on concrete university sidewalks.
Signs, banners and posters cannot be propped against or hung from trees, buildings, balconies, columns, etc. Banners are prohibited on the exterior of university buildings.
Organizations are responsible for removing all signs and materials within 24 hours of the conclusion of their event.

Wakehurst Student Center Guidelines

Recognized student organizations may post materials in designated areas of the building. All materials must be stamped by the office of student activities before they are posted. Materials that do not bear a stamp mark will be removed and discarded.

Tacks must be used to hang posters and fliers on bulletin boards, and string to hang banners on the main stairwell landing. Banners can not be hung from bulletin boards. Duct tape, packing tape, adhesive labels and similar items should not be used to post items on any surface.

Posters, fliers and banners can not be posted on fire doors, wood paneling and molding, drywall, light fixtures, windows, interior doors (with the exception of office doors), bathroom mirrors and stalls, floor surfaces (including stairs), and exterior building surfaces.

Items posted improperly will be removed, and any damage caused by an improperly posted item will be charged to the organization and/or individual responsible. Organizations are responsible for removing dated posters, fliers and banners within 24 hours of the conclusion of their event.

Security

Certain on-campus events, such as dances and large-scale activities, may require a university security detail. In some instances, organizations may be required to have Newport police and fire department details present in addition to a university safety & security officer. Sponsoring organizations are charged for security personnel assigned to their events. Contact the safety and security office in Tobin Hall for more information about security details.

Tabling

Recognized student organizations may reserve 3'x6' tables in the Wakehurst Student Center for disseminating information, recruiting members and conducting approved fundraising activities. Organizations must adhere to the following guidelines:

An online event planning form must be completed and submitted to the office of student activities a minimum of three business days prior to the desired date.
Tables must be staffed at all times by a member of the organization.
Displays and activities associated with the table reservation can not block the free flow of traffic or encroach on other scheduled activities.
Posting is not permitted on walls, windows, doors, trees or receptacles around or near the table location; signs may be attached to the table.
Tables should be cleared and trash disposed of before members of the organization leave the area.

Theme Event Guidelines

Recognized student organizations are strongly encouraged to insure any theme associated with a sponsored event does not promote degrading or demeaning social stereotypes based on race, ethnicity, national origin, gender, sexual orientation, religion or disability.

To determine if an activity is potentially degrading or demeaning to a specific population, organizations should consider the following:

Does the nature of the activity reinforce negative stereotypes?
Will the advertisements, decorations, costumes of the participants, etc., contribute to the reinforcement of negative stereotypes?
Does the information available suggest that the theme, advertisements, decorations or costumes were chosen to mock or degrade the group(s) associated with the theme?
Does the information available suggest that the theme, advertisements, decorations, or costumes of the activity were chosen to upset or offend specific members of the campus community?

Organizations that knowingly degrade or demean others may result in probation, loss of university recognition and/or referral to the office of student life for disciplinary action.

Use of University Facilities

Recognized student organizations are eligible to reserve university facilities for meetings and campus activities. Organizations must adhere to all university policies and event planning and scheduling guidelines. Contact the office of student activities for more information about reserving university facilities.

Use of University Name

Recognized student organizations may associate themselves with the university's name and use the university's official logo provided they do so in accordance with stated university policies and regulations. Contact the office of public affairs for more information about use of the university's name and design standards.

Web Sites

Recognized student organizations are encouraged to establish web sites that promote the purpose and activities of their group. Organization web sites are linked to the student activities web site. Contact the public affairs office for more information about developing and maintaining organization web sites.