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STUDENT ORGANIZATIONS
CLUB AND ORGANIZATION POLICIES
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:
<Name of Organization>
Office of Student Activities
Salve Regina University
100 Ochre Point Avenue
Newport, RI 02840
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.
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