Student Organizations Handbook 15-16 Final · Student Organizations Handbook Fall 2015 ......
Transcript of Student Organizations Handbook 15-16 Final · Student Organizations Handbook Fall 2015 ......
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Student Organizations Handbook
Fall 2015 – Spring 2016
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Welcome!.....................................................................................................................................................................4EducationalMissionofUSD.................................................................................................................................5USDCoreValues........................................................................................................................................................5WhatistheAssociatedStudents(A.S.)?.........................................................................................................5ToreroOrgs..................................................................................................................................................................5AssociatedStudentsSenate.................................................................................................................................5StudentOrganizationRegistration...................................................................................................................6RegistrationPrivilegesandExpectations.................................................................................................6Requirements........................................................................................................................................................7ClubStanding........................................................................................................................................................7HowtoStartaNewStudentOrganization................................................................................................9Non-RegisteredOrganizations...................................................................................................................10
StudentOrganizationResources....................................................................................................................10StudentLeadershipandInvolvementCenter(SLIC)........................................................................10StudentOrganizationFunding....................................................................................................................11StudentOrganizationRepresentatives(SOR)......................................................................................11CreativeZone......................................................................................................................................................11Mailboxes.............................................................................................................................................................11LoungeArea&MeetingSpace....................................................................................................................12Storage..................................................................................................................................................................12
EventPlanning........................................................................................................................................................12EventRegistrationandApprovalForm..................................................................................................12ReservingFacilitiesandClassrooms.......................................................................................................12SportsFieldsReservations...........................................................................................................................15InformationDistributionandSaleofItems..........................................................................................16EventPlanningandProgrammingTips..................................................................................................16FoodatStudentOrganizationEvents......................................................................................................16RiskManagement.............................................................................................................................................17TicketHandlingProcedures........................................................................................................................17EventsInvolvingGambling..........................................................................................................................17ExpectationsforPhilanthropicandFundraisingEvents.................................................................17FoodatEventswithAlcohol........................................................................................................................17BringingSpeakerstoCampus.....................................................................................................................17FundraisingandSolicitingSponsorshipPolicy...................................................................................18ProgramCo-SponsorshipwithAssociatedStudents/ToreroProgramBoard.......................21SLICEmergencyContact...............................................................................................................................21
Marketing..................................................................................................................................................................22PostersandPublicity......................................................................................................................................22KiosksandBulletinBoards..........................................................................................................................22
TravelTips................................................................................................................................................................23InternationalTravel........................................................................................................................................23
CampusResources................................................................................................................................................26CenterforAwareness,Service,andAction(CASA)............................................................................26CenterforStudentSuccess...........................................................................................................................26OutdoorAdventures........................................................................................................................................27UnitedFrontMulticulturalCenter............................................................................................................27
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Women’sCenter................................................................................................................................................27DiningServices..................................................................................................................................................27TheVista...............................................................................................................................................................29USDOfficeofPublicRelations.....................................................................................................................29USDtv.....................................................................................................................................................................29USDRadio............................................................................................................................................................29
USDPoliciesGoverningStudentOrganizations.......................................................................................29TheStudentCode..............................................................................................................................................29RiskManagement.............................................................................................................................................30
StudentOrganizationDisciplineBoardProcedures..............................................................................31Jurisdiction..........................................................................................................................................................31RoleoftheDirectorofStudentOrganizationsandGreekLife......................................................31RoleoftheAssistantVicePresidentforStudentLife.......................................................................32RoleoftheAssistantDeanofStudents....................................................................................................32Role/PurposeoftheStudentOrganizationDisciplineBoard........................................................32StructureoftheStudentOrganizationDisciplineBoard.................................................................33Witnesses.............................................................................................................................................................33Decisions..............................................................................................................................................................34OrganizationRights.........................................................................................................................................34AppealProcess...................................................................................................................................................35Sanctions..............................................................................................................................................................35DisciplineRecordsandNotice....................................................................................................................36
TitleIX………………………………………………………………………………………………………………………….36CampusSecurityAuthority–StudentOrganizationAdvisors……………………………………….36SexualMisconductandRelationshipViolence……………………………………………………………..37
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Welcome!
AssociatedStudentswelcomesyouandyourorganizationmemberstoabrandnewschoolyear.Weinviteyouandyourorganizationtoparticipate,andtakeadvantageofresourcesavailableintheStudentLeadership,InvolvementandChangemaking(SLIC)areaintheStudentLifePavilion(SLP3rdfloor)aswegoforwardinaccomplishingtheeducationalmissionofUSD.FormoreinformationaboutUSDStudentOrganizationsorthisdocumentpleasecontact:AssistantDirectorofStudentOrganizations&InvolvementMandaSayeghOffice:SLP308Phone:909-528-3023Email:[email protected]:SLP316Phone:619-260-4802E-mail:[email protected]&EngagementMandyWomackOffice:SLP301Phone:619-260-2253E-mail:[email protected]
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EducationalMissionofUSDTheUniversityofSanDiegoisaRomanCatholicinstitutioncommittedtoadvancingacademicexcellence,expandingliberalandprofessionalknowledge,creatingadiverseandinclusivecommunity,andpreparingleadersdedicatedtoethicalandcompassionateservice.
USDCoreValues• AcademicExcellence• Knowledge• Community• EthicalConduct• CompassionateService
WhatistheAssociatedStudents(A.S.)?• UndergraduatestudentgovernmentoftheUniversityofSanDiego• OfficialstudentvoicetoUniversityadministration• Studentserviceprovider• UmbrellaorganizationforALLstudentorganizations
TheAssociatedStudents’LeadershipTeamservesUniversityofSanDiegoundergraduatesasofficialstudentrepresentativeswhopromoteopportunitiesforgrowthandexpression,addressstudentissues,andenrichadiverse,inclusive,andengagedcommunity.
AllregisteredstudentorganizationsthatarenotSportsorRecreationClubsaremembersofInterClubCouncil(ICC).StudentorganizationsthathavethemainpurposeofparticipatinginateamorrecreationalsportarepartoftheSportsClubCouncil(SCC).
ToreroOrgsToreroOrgs(TO)isanonlineserviceprovidedbytheUniversitythatgrantseachregisteredstudentorganizationanindividualwebsite.OrganizationswillregisterthroughTO,requestfunding,managerosters,communicatewithmembers,advertiseevents,postbylaws,forms,picturescompletesocialeventpaperworkandotherimportantinformation.Theorganization’srosteronTOwillbeusedtodeterminemembershipsizeforfundingrequestsforGeneralBodyMeetingsandotherevents.www.sandiego.edu/ToreroOrgs
AssociatedStudentsSenateTheA.S.Senatemeetsbi-weeklytodiscussstudentissues.IncludedintheA.S.SenateistheStudentOrganizationsCommittee,whichmeetsbi-weekly.Thecommitteewillreviewallorganizationsthatareneworwishtore-registerinthefallbeforebeingpresentedtoA.S.
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Senateforapproval.NewstudentclubsarerequiredtohaveonememberattendtheStudentOrganizationCommitteemeetingtoanswerquestionsabouttheproposedclub.Oncetheorganizationhasbeenreviewed,hasmetalltherequirementsandisapprovedbythecommittee,itwillbepresentedwitharecommendationforformalapprovalatthefollowingA.S.Senatemeeting.AcompletetextoftheA.S.ConstitutionisavailablefromtheStudentLeadership,InvolvementandChangemakingwebsite,http://www.sandiego.edu/associatedstudents/about/constitution.php.
ContacttheA.S.SpeakeroftheSenateforadditionaldetails:[email protected].
StudentOrganizationRegistrationAtthestartofeachacademicyear,everyundergraduatestudentorganizationmustregisterwithAssociatedStudents(A.S.).A.S.continuestoacceptregistrationapplicationsfromnewstudentorganizationsthroughouttheacademicyear.Registrationdefinesanorganization’srelationshiptotheUniversitythroughaffiliationwithA.S.Registeredstatusgivesanorganizationcertainprivilegesandresponsibilities.A.S.recognizesstudentorganizationsthroughtheInter-ClubCouncilandtheSportsClubCouncil.
RegistrationPrivilegesandExpectationsStudentorganizationsthathaveregisteredwithA.S.areentitledtothefollowingtangibleUniversitybenefits:
• AuthorizationtoreserveUniversityspace,servicesorequipment.• Ifrequested,amailboxintheStudentLeadership,InvolvementandChangemakingarea
(StudentLifePavilion,3rdFloor)• Eligibilitytosetuporprovideinformationatdesignatedlocationsoncampus,eitherby
displayorbydisseminatinginformationaccordingtothestandardsandpoliciesendorsedbyA.S.andtheUniversity.
• AccesstoservicesofA.S.,suchastheCreativeZone.• EligibilitytoseekfundsthroughA.S.BudgetCommittee(ASBC)• RepresentationonInterclubCounciland/orSportsClubCouncil,asappropriate.• EligibilitytoopenastudentorganizationbankaccountthroughA.S.• Eligibilitytoseekauthorizationtoraisefunds,developaprogram,orsponsoraneventto
promoteawarenessaboutaparticularcauseafterithasbeendeterminedthatauthorizationwillnotimplyapprovalbytheUniversity,orconstituteaviolationofanyprovisionoftheStudentCode.
• AuthorizationtousestudentorUniversitymediaforadvertisingordisseminationofinformation.
• AuthorizationtousethenameorlogooftheUniversityofSanDiegoinamannerthatisapprovedbytheVicePresidentforStudentAffairsorhis/herdesignee.
• EligibilitytouseUniversityadministrativeprocessessuchascomputerhardware,softwareormailingsystems.
• EligibilityforotherservicesprovidedbytheUniversityasdeterminedbytheVicePresidentforStudentAffairsorhis/herdesignee.
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RequirementsThefollowingaretherequirementsforstudentorganizationstoobtainregistrationstatusfromA.S.Thesestandardsaretobeupheldbyallstudentorganizations.TheVicePresidentforStudentAffairsorher/hisdesigneemaygrantexceptionsonacase-by-casebasis.
• Thepurposeoftheorganizationislegal.• Theorganizationhasaminimumoftenundergraduatemembers.• TheorganizationhasafullorparttimefacultyorstaffmemberofUSDtoactasa
Universityadvisor.• ActivitiestobeengagedinconformtotheUniversitymission,rules,policiesand
procedures.• Activitiestobeengagedinarecompatiblewiththeeducationalgoalsofthe
University.• Activitiestobeengagedinareconsistentwiththemoralandsocialteachingsofthe
RomanCatholicChurchandtraditionoftheUniversity.(Ifthereisaquestionaboutconformitywiththiscriterion,theVicePresidentforStudentAffairsfollowingconsultationwiththeVicePresidentofMissionandMinistryortheirdesignee(s)willdecideonthematter.)
• TheorganizationhasawrittenconstitutionsubmittedandapprovedbyA.S.StudentOrganizationCommittee.
• Theorganizationmustre-registeronlineannuallyandattendtheClubRegistrationMeeting.
GraduateStudentParticipation
GraduateStudentsattheUniversityofSanDiegoarepermittedtoparticipateinundergraduatestudent-ledorganizationsthatarerecognizedbyAssociatedStudentsasallowedbytheorganization.GraduatestudentsarenotabletoactasthePresidentofanundergraduateorganization.Ifagraduatestudentwantstobeginanewundergraduateorganization,anundergraduatestudentmustleadit.GraduatestudentorganizationsarecoordinatedthroughtheGraduateStudentCouncil.Formoreinformationvisit:http://www.sandiego.edu/gsc/.
ClubStandingClubstandingisdeterminedbytheAssistantofStudentOrganizationsandInvolvementortheA.S.Senate.AllorganizationsmustbeingoodstandingtorequestandaccessAssociatedStudentsfunding.
GoodStanding:
• AdheringtotheCoreValuesandMissionoftheUniversityofSanDiegoandallUniversityandAssociatedStudentspolicies.
• Upholdingtheirclubororganization’svalues,constitution,andregulations.• Activelyusingandupdatingallinformationconcerningtheclub/organizationonthe
studentorganizationregistrationwebsiteToreroOrgs.
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• Re-registeringannually• Maintainingapositivebalanceinanystudentorganizationaccounts.• ReportinganystudentissuesorconcernstotheAssociatedStudentsStudent
OrganizationsSenateCommittee.
BadStanding:
• Organizationsnotfulfillingrequirementsasoutlinedhereorinthemissionwillbeconsideredinbadstanding.
• AnyorganizationinbadstandingrisksthelossofprivilegesasdeterminedbytheStudentOrganizationsDisciplineBoardortheAssistantDirectorofStudentOrganizationsandInvolvement.
ProceduresforRegistrationofNewandContinuingClubs
Allstudentorganizationsmustre-registereveryfallsemestertobeconsideredaUSDregisteredstudentorganizationfortheacademicyear.Allregistrationcanbedoneonlineathttp://www.sandiego.edu/ToreroOrgs.
Step1
AllstudentorganizationsregisteredforthepreviousacademicyearwillreceiveanotificationviaemailtoattendtheStudentOrgConferenceoraMandatoryClubRegistrationMeetingsavailabletoattendinSeptember.Atleastonerepresentativeofeverycontinuingstudentorganizationmustattend.Eachexistingclubthathasnotcompleteditsregistrationbytheexpediteddeadlinemustfilea“NewOrganizationRegistration”formandgothroughtheNewClubRegistrationProcess.(SeeHowtoStartaNewClub,followingthissection).Linkstotheregistrationwebsite,ToreroOrgs,canbefoundathttp://www.sandiego.edu/ToreroOrgs.
Step2
CompletetheonlineregistrationformanduploadtheorganizationconstitutionviaToreroOrgs.AsampleconstitutionisavailableontheToreroOrgswebsite.Forclubsre-registering,thepastconstitutionandpastinformationshouldalreadybesavedonline.Pleaseverifyandupdate,ifnecessary.TheVicePresidentforStudentAffairsorhis/herdesigneeandtheA.S.ActivitiesandBudgetCoordinatorwillreviewallregistrationformsandconstitutionstoensurecompliancewithUniversitymissionandpolicy.
Inthecaseofreligiousorganizations,apanelcomposedoftheVicePresidentforStudentAffairsorher/hisdesignee,arepresentativefromMissionandMinistry,andastudentappointedbytheAssociatedStudentsPresidentwillreviewtherequest.ThepanelwillreviewtherequesttoensurethattheactivitiesengagedinareconsistentwiththemoralandsocialteachingoftheRomanCatholicChurchandtraditionoftheUniversity.Thepanelwillthendetermineiftheorganizationisachurch-affiliatedgrouporastudentclub.Ifitisdeterminedthattheorganizationisastudent-runclubwithan
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on-campusadvisorandnoexternalaffiliation,thenthegroupwillbepresentedtotheA.S.Senate.Ifitisdeterminedthattheorganizationisachurchaffiliatedgroup,thentheorganizationmustcompleteanapplicationforrecognitionwithintheDivisionofMissionandMinistry.FinalapprovalforreligiousorganizationswithoutsideaffiliationrestswiththeVicePresidentforMissionandMinistry.Onceapproved,religiousorganizationswithoutsideaffiliationmayalsoapplytobearegisteredstudentorganization.
Step3
TheA.S.SenateStudentOrganizationCommitteewillreviewtheconstitutionofthepetitioningneworganizationandiftheorganizationmeetstheexpectationsindicatedabove,registrationwillbeforwardedtoA.S.Senateforapproval.TheVicePresidentforStudentAffairsorhis/herdesigneereservestherighttograntprovisionalregistrationstatustoorganizations.
Tomaintaina“GoodStanding”status,clubrepresentativesMUSTfollowtherequirementsoutlinedonpages6-7.
HowtoStartaNewStudentOrganizationStep1
FollowtheNewOrganizationRegistrationlinksontheA.S.StudentOrganizationswebsite,http://www.sandiego.edu/asssociatedstudents.Completetheonlineformwiththeproposedorganization’spurposeandsubmititviatheToreroOrgswebsite.TheStudentOrganizationsHandbookisavailableonlineat:http://www.sandiego.edu/ToreroOrgs.
TheVicePresidentforStudentAffairsorher/hisdesigneeandtheA.S.StudentOrganizationsCommitteewillreviewallNewOrganizationRegistrationformstoensurecompliancewithUniversitymissionandpolicy.
Inthecaseofreligiousorganizations,apanelcomposedoftheVicePresidentforStudentAffairsorher/hisdesignee,arepresentativefromMissionandMinistry,andastudentappointedbytheAssociatedStudentsPresidentwillreviewtherequest.ThepanelwillreviewtherequesttoensurethattheactivitiesengagedinareconsistentwiththemoralandsocialteachingoftheRomanCatholicChurchandtraditionoftheUniversity.Thepanelwillthendetermineiftheorganizationisachurch-affiliatedgrouporastudentclub.Ifitisdeterminedthattheorganizationisastudent-runclubwithanon-campusadvisorandnoexternalaffiliation,thenthegroupwillbepresentedtotheA.S.Senate.Ifitisdeterminedthattheorganizationisachurchaffiliatedgroup,thentheorganizationmustcompleteanapplicationforrecognitionwithintheDivisionofMissionandMinistry.FinalapprovalforreligiousorganizationswithoutsideaffiliationrestswiththeVicePresidentforMissionandMinistry.Onceapproved,religiousorganizationswithoutsideaffiliationmayalsoapplytobearegisteredstudentorganization.
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Step2
Duringthe30-dayNewOrganizationRegistrationperiodofprovisionalapproval,organizationmemberswillbeabletoreserveroomsoncampus,publicizeformationoftheclub,andrequestamailboxintheStudentLeadership,InvolvementandChangemaking(SLIC)office301.
Step3
OrganizationsarerequiredtohavearepresentativeattendameetingwiththeA.S.StudentOrganizationsCommitteetopresentthemissionandvaluesofthestudentorganizationandanswerquestionsthatthecommitteemayhave.TheorganizationisthenforwardedtoA.S.Senatewitharecommendationforapproval.OnceA.S.Senatehasvotedtoapproveregistration,thatclubisaregisteredUSDstudentorganization,withalltheprivilegesandresponsibilitiesoutlinedinthishandbook.TheVicePresidentforStudentAffairsorher/hisdesigneereservestherighttograntprovisionalregistrationstatustoorganizations.
Non-RegisteredOrganizationsGroupswhichchoosetoexistinformallyandnotbecomeregisteredorganizationsaresubjecttobasicstandardsofbehavior.Thosestandardsinclude,butarenotlimitedto:
1.Thegroupmustbecompletelytransparentaboutitspurposeandgoalsfortheorganizationinallofitsmarketingandpublicity.
2.Ifthegrouprepresentsaparticularreligiousview,itmustbeinaccordwiththepolicyregardingreligiousorganizationsoutlinedinthisHandbook.Inaddition,thefollowingcriteriamustbemet:a)Therewillbenoproselytizingofanymemberoftheuniversitycommunity.b)Therewillbenodenigration,norharassment,ofanyindividual,group,ororganization.Failuretocomplymayresultindisciplinaryactionagainstthegrouporanindividual.c)ActivitiestobeengagedinareconsistentwiththemoralandsocialteachingoftheRomanCatholicChurchandtraditionoftheUniversity.(Ifthereisaquestionaboutconformitywiththiscriterion,theVicePresidentforStudentAffairsorher/hisdesigneewilldecidethematter.)
StudentOrganizationResources
StudentLeadership,InvolvementandChangemaking(SLIC)TheStudentLeadership,InvolvementandChangemakingareaislocatedonthe3rdFlooroftheStudentLifePavilion316,isavailabletoservetheneedsofstudentorganizations.TheSLICInvolvementConsultantsareavailabletoanswerquestions,directindividualstomeetingsandconnectorganizationmemberswithresourcesoncampus.Therearecomputersavailableforstudentuse.Mailboxesforstudentorganizationsarelocatedin301.Besuretomakefulluseofthisstudentleaderareaandtocheckmailweekly.
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StudentOrganizationFundingAllstudentorganizationsingoodstandinghavetheabilitytoapplyforfundingfromAssociatedStudentsthroughtheASBudgetCommittee(ASBC).MoreinformationandBy-Lawscanbefoundat:http://www.sandiego.edu/associatedstudents/finance/.RequestsaremadeviatheToreroOrgsWebsiteat:http://www.sandiego.edu/ToreroOrgs
StudentOrganizationRepresentatives(SOR)AllstudentorganizationswillbeassignedaSOR.ThispersonisaUniversitystaffmemberwhoactsasanon-siteresourceforeventplanning,consulting,andgeneraladvising.SORsarenotinplaceofafaculty,stafforadministratoradvisor,butratherservetosupplementthestudentorganizationadvisor.
CreativeZoneTheCreativeZone(CZ)isaresourceforstudentorganizationstoadvertiseandenhancetheirprograms/eventsfortheUniversityofSanDiegocommunity.Studentscancreatebanners/flyers,haveaposterprinted,andrentequipment(suchasapopcornmachineorA-Frames)fortheirevents!TheCreativeZonealsooffersgraphicdesignservices.Studentgraphicdesignerscanhelporganizationscreateprofessionalprintandelectronicmaterialsthatbestsuittheirmarketingneeds.Otherservicesincludescanning,faxing,printing,copyingandballoonordering.Inaddition,theStudentStaffcanofferadviceonuniquetechniquestoadvertiseoncampusandgivesuggestionsonhowtocreateandmakeaneventmemorable.PleasevisittheCZin302.
MailboxesEachregisteredstudentorganizationmayrequestandhaveamailboxintheStudentLeadership,InvolvementandChangemaking(SLIC)area,301.Mailisdistributeddaily.Ifapackagearrivesforanorganizationanddoesnotfitinamailbox,thepackagewillbeplacedinthecupboardsbelowthemailboxes,andanotewillbeplacedintheorganization’sboxtocheckbelowforthepackage.Mailboxesareassignedinalphabeticalorderoftheorganizationnamesandgroupedtogetherbasedontypeoforganization.Asnewclubsareaddedthroughouttheacademicyeartheirboxesareaddedattheendofeachdifferentsection.Studentorganizationsthatareinthe“NewOrganizationRegistration”periodareassignedmailboxesinthelastrowofboxes.Herearesomethingstorememberaboutmailboxesandmail:
Checkmailboxesatleastonceeachweek!WhileemailistheSLIC’sprimarypointofcommunication,assignsomeonereliabletopickupmail,sortitandbringtheinformationbacktotheorganization.
Twiceeachyear,staffgoesthroughthemailboxesanddiscardsanyitemsthatarenotspecificallyaddressedtotheorganization(flyers,junkmail).Themailboxesareassignedwithanumberbelowthemailbox.Pleasebecarefultotakeonlyyourorganization’smail.
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LoungeArea&MeetingSpaceWithintheSLIC(SLP3rdFloor),workareasareprovidedforstudentorganizationleadersandforgraduateassistants.Loungespace,computerstationsandmeetingareasareavailableforstudentuse.ToschedulemeetingsintheSLIC,contactoneoftheDirectorsatx4802.FulltimeUniversitystaffhasofficesinthisareaaswell.
Storage• TheSLIChasalimitedamountofstoragespacesfororganizations.• StudentOrganizationsmayrequestaMobileFileCabineteachyeartostorepaperwork,
supplies,etc.PleaseemailyourrequesttotheASBudgetandActivitiesCoordinator.
EventPlanningEventRegistrationandApprovalFormAllonandoffcampuseventsmustberegisteredthroughtheEventRegistration(EvR)Process,locatedonVirtualEMS.(https://reservations.sandiego.edu/virtualems/)
OnandOff-CampusEventRegistration• Gotohttps://reservations.sandiego.edu• ClicktoLog-InusingyourUSDUsernameandPassword• Onceloggedin,clickonReservations• SelecteitherOnorOffCampusEvR• Completetherequestedinformationandsubmityourrequest• YouwillbecontactedthroughtheVirtualEMSsystemregardingthestatusofyour
event• Pleasenotethatyourreservationwillbeconfirmedoncethecontentisapproved
andanyadditionallyrequestedinformationisreceivedthroughVirtualEMS
ReservingFacilitiesandClassroomsAllschedulingisdonedirectlythroughtheEventRegistrationProcess.Studentorganizationsshouldnotcontactindividualareasforscheduling/spacerequests.
AllUniversityfacilitiesaregenerallyavailabletoallsegmentsoftheUniversitycommunityforUniversity-relateduses.TheUniversitylikewiseleasesitsfacilitiesattimestooutsideorganizationsandgroups.Dependingonthefacilityinquestion,afeemaybechargedforuse.
Academicusestakeprecedenceoverallotherusesofcampusspacesthataretraditionallyusedforacademicclasses.Thesespacesaredefinedaslecturerooms,laboratories,sportsfields,theatrestages,etc.Spacesforacademicusearescheduledyearlyduringtwomajorperiods.Thefirstoftheseismid-Fallsemesterforspringclasses.Thesecondisduringlatespringandearlysummerforfallclasses.
Priorityintheeventofaschedulingconflictisasfollows:1)Academicuse2)Administration,facultyandstudentsponsoredevents3)University-sponsoredevents
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involvingoutsidepersons4)Rentaloffacilitiestooutsideorganizations
TheseschedulingprioritiesandproceduresdonotapplyinalldetailstotheManchesterConferenceCenterortheInstituteforPeace&Justice,whoseprogramsserveprimarilytoextendprofessionaldevelopmentopportunitiestoexternalgroupsandtosupporttheUniversity’scommunityoutreachefforts.AcompletestatementofpoliciesandproceduresgoverningtheuseofManchesterConferenceCenterortheInstituteforPeace&Justiceisavailablefromtherespectivebuildingmanager.
AllUSD-cateredserviceswillbeprovidedbytheUniversity’sBanquetsandCateringoffice.TheDirectorofDiningServicesmustapproveexceptionsforoutsidecaterers(seeDiningServicessection).
Ifanyaudio/visualequipmentisneeded(projector,television,flipchart,etc.),itshouldberequestedontheEventRegistrationForm.RoomsintheUCandSLPfillupquickly,sorequestsshouldbemadewellinadvanceofthedateneededandflexibilityisencouraged.Meetingroomsfortheentireacademicyearcanbereservedforregularmeetingsatonetime.OrganizationswhowishtohavethesamemeetinglocationthroughouttheacademicyearcanmakereservationsintheSpringforthefollowingacademicyear.Thesefacilitiesmaybereservedforthefollowingpurposes:• StudentDiningandUniversityCommunityDining.• All-Universityfunctions.ThesefunctionsaredefinedasUniversity-sponsoredprograms
whichhavetodirectlydowiththeeducationalmissionoftheUniversityandwhichinvolveseveraldepartmentsoftheUniversityintheirexecution.
• StudentactivitiessponsoredbyA.S.officersanddirectorsandbyofficiallyregisteredstudentorganizations.
• ActivitiessponsoredbyotherUniversitydepartments.• Off-campusgroupsapprovedbytheDirectoroftheUniversityCenter.Pleaseseebelow
forroomsavailableintheUniversityCenterandStudentLifePavilion.• ThefollowingroomsareavailableintheUniversityCenterandStudentLifePavilion:
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ClassroomsinallofthebuildingsoncampusarereservedthroughtheEventRegistrationandApprovalFormfoundontheStudentLeadershipandInvolvementCenter’swebsite(www.sandiego.edu/slic).Classroomsarealwaysmadeavailableforacademicusefirst,butiftheyarenotbeingusedforclasses,organizationscanreservethem.Classroomsaresetup“asis,”meaningthatthetypicalsetupforthatclassroomandthefurniture,whichisalwaysthereiswhatisavailable.Nospecialset-upsarepossible.IfA/Vequipmentisneeded,afaculty/staffadvisorwillneedtoreserveitandcheckitoutthroughtheMediaCenterinthebasementofMaherHall.TheMediaCenterdoesnotcheckoutequipmenttostudents.
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MovieViewingsonCampusPlease follow the following procedures when your student organization would like to show a movie here on campus. Check with the CatholicNews.com website to see if the movie they would like to show is acceptable in the Catholic Community: http://www.catholicnews.com/movies.htm
MinorsonCampusUniversity-operatedactivitiesandprogramsinwhichMinorswillbephysicallypresentandparticipating(bothonUSDpropertyoratoff-campuslocations)areconsidered“CoveredPrograms”andarerequiredto:
• RegistertheprogramwithHR• Completecriminalbackgroundchecks,and• CompleteChildSafetytrainingrequirements
CoveredProgramsdonotinclude(1)UniversityundergraduateorgraduateacademicprogramsinwhichtheonlyMinorsparticipatingintheprogramsarestudentsenrolledattheUniversityoranotherinstitutionofhighereducation;(2)Universityevents(e.g.fairs,festivals,athleticevents,artisticevents)thatareopentothegeneralpublicandpeopleofallagegroups,butatwhichchildrenmaybepresentorparticipate;(3)Universityevents,programsandactivitiesatwhichchildrenareexpectedtobeaccompaniedandsupervisedatalltimesbytheirparent(s)orlegalguardian(s);or(4)activitiesorprogramsinwhichtheonlyMinorswhoparticipateareUniversityemployees.ThefollowingrequirementsgovernparticipationinCoveredPrograms:ProgramRegistration:TheUniversityemployeeresponsiblefortheCoveredProgram(ordesignee)shallregistertheCoveredProgramwithHRthroughtheProgramRegistrationSystem.Theregistrationprocessincludeslistingallcoordinators,employees,andvolunteerswhowillbeinvolvedintheprogram(s).Thissystemprovidesacentralizedtrackingsystemforbackgroundchecksandtrainingfortheemployeesandvolunteerswhoworkwithacoveredprogram.Formoreinformation,visitProgramRegistrationSystem.CriminalBackgroundChecks:Acomprehensivebackgroundinvestigationisanimportantstepinprovidingasafe,secureandproductiveworkandeducationalenvironmentforemployees,students,visitors,andothermembersoftheuniversitycommunity.AllUniversityemployees(withoutregardtodateofhirebytheUniversity)whoworkinaCoveredProgram,andallvolunteerswhoareexpectedtoworkmorethaneight(8)hoursfortheCoveredProgramorwhowillhaveunsupervisedcontactwithMinors,arerequiredtosubmittoacriminalbackgroundcheckandtoreceiveclearancetoparticipatebeforetheymaycarefor,supervise,workwith,orotherwisecomeintocontactwithMinorswhoparticipateintheCoveredProgram.Previousemployeeswhoarereturningtoworkafterabreakofone(1)yearormorewillbesubjecttoanotherbackgroundinvestigation.ThecriminalbackgroundcheckwillbeadministeredunderthedirectionoftheHR.Formoreinformation,pleasevisitPre-EmploymentBackgroundChecks.
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ChildSafetyTrainingRequirements:ACoveredProgramwillrequireallofitsemployeesandvolunteerstobetrainedonappropriateconductwithoraroundchildren,protectingchildrenfromabuseandneglect,andreportingofknownorsuspectedchildabuseorneglect.TheChildSexualAbusePreventionTrainingmustbecompletedbeforetheemployeeorvolunteermaycarefor,supervise,workwith,orotherwisecomeintocontactwithMinorswhoparticipateintheCoveredProgram.TheChildAbusePreventionTrainingandGuideareintendedtoprovideinformationaboutyourconductinordertopreventabuseorunfoundedallegationsofabuse;defineabuseanddescribesignstolookfor;andexplainhowtorespondtoabuseorsuspicionsofabuse.Trainingmustbecompletedannually.Formoreinformation,pleasevisitTraining.ReportingChildAbuseandNeglect:AllUniversityemployeesandvolunteersarerequiredtoimmediatelyreportanyknownorsuspectedchildabuseorneglectthatoccursoncampus,inanyoff-campusUniversitybuildingorproperty,orinconnectionwithanyCoveredProgramoranyotherUniversity-relatedprogramoractivity.Inaddition,allUniversityemployeeswhoaremandatedreportersundertheCaliforniaChildAbuseandNeglectReportingActarerequiredtomakereportsasrequiredbylaw.Failuretocomplywiththispolicymayresultincorrectiveaction,asappropriateunderthecircumstances.Formoreinformation,pleaseseetheUniversity’sPolicyonReportingChildAbuseandNeglect.
SportsFieldsReservationsReservationsforfieldsandsportsfacilitiesaredonethroughtheEventRegistrationandApprovalProcessfoundontheStudentLeadershipandInvolvementCenter’swebsite(www.sandiego.edu/slic)formoreinformation.Athleticsandintramuralshavefirstpriorityfortheuseofthesefacilities.
InformationDistributionandSaleofItemsStudentOrganizationswishingtodistributeinformationorsellitemsmustindicatesoontheirEvRform.TheStudentLeadershipandInvolvementCenterwillseektheproperapprovalsfromtheVicePresidentforBusinessServicesandAdministrationandUniversityRelationsonbehalfofStudentOrganizations.
EventPlanningandProgrammingTipsEventplanningtipsandtoolscanbefoundonthewebsite,http://www.sandiego.edu/scheduling/event-planning/.Forassistance,theStudentLeadershipandInvolvementCenterstaffisavailabletogiveadviceandinformationonotherresourcesavailable.
FoodatStudentOrganizationEventsPleasenotethatsomereserveablelocationsoncampusrequiretheuseofUSDCatering,regardlessofthetotalcost.
Costunder$500:PerUniversityCenter/StudentLifePavilionpolicy,StudentOrganizationsmaybringinoutsidefoodwithacostofunder$500withoutadditionalpermission.
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Costover$500:PleasenotethatUSDDiningServiceshasthefirstrightofrefusalforallfoodandcateringwithacostofover$500.Outsidefoodwithacostover$500mustbeapproved,inadvance,bytheDirectorofDiningServices.OrganizationsshouldemailCarolNorman,DirectorofDiningServices,[email protected],withtheirrequest.Pleaseallow5businessdaysforapproval.
*Note:SomebuildingsrequireexclusiveuseofUSDCatering.
RiskManagementRiskmanagementincludestheprocessofidentifyingandassessingrisks,anddevelopingstrategiestoavoidpersonalinjury,propertydamage,reputationaldamage,andresultingfinancialloss.Allstudentorganizations’activities–receptions,athleticcontests,andotherevents–carrythepotentialofsomerisk.Forthisreason,studentorganizationsmustlearntotakereasonablestepstoidentifyandreduceopportunitiesforlossand/orinjury.OrganizationsshouldcontacttheirSORorSLICStaffforassistance.
TicketHandlingProceduresTheUSDTicketOfficeisthepreferredmethodofticketsalesforevents.OrganizationsmaysellticketsoutsideoftheUSDTicketOfficewithpermissionfromtheAssistantDirectorofStudentOrganizationsandInvolvement.
EventsInvolvingGamblingOrganizationssponsoringaneventinvolvinggamblingmustcontacttheStudentLeadershipandInvolvementChangemakingareaforapprovaltoensurecompliancewithCalifornialaw.
ExpectationsforPhilanthropicandFundraisingEventsAllphilanthropicandfundraisingeventsareexpectedbealcoholfree.Organizationsareresponsiblefortheconductofpeopleparticipatingandattendingtheirevents.TheStudentLeadershipandInvolvementCentercanapproveanexceptionforalcoholtobepresentateventswhentheattendanceisnotexclusivelyundergraduates.
FoodatEventswithAlcoholAtalleventswherealcoholicbeveragesareconsumed,provisionsshallbeprovidedforthefreeandconspicuousdistributionofnon-alcoholicbeveragesinadequatesupply.An“adequatesupply”isdefinedasaquantitysufficienttoprovideatleastonebeverageservingperhourforallmembersandguests.Alleventsservingalcoholmustalsoprovidesubstantial,highinprotein,non-saltyfood,especiallyduringthefirstandlasthoursoftheevent.AdditionalpaperworkisrequiredtoreceiveapprovaltohosteventswithAlcohol.
BringingSpeakerstoCampusAspartofitsefforttohelpmembersoftheUniversitycommunitymakeinformed,responsibledecisionsinthepolitical,social,professionalandpersonalareasoftheirlives,theUniversityofSanDiegoencouragesthehostingofspeakersandprogramsfromoutsidethecampus.Thefollowingpolicypertainstotheinvitationofoff-campuspersonswhowillmakepresentationsattheUniversityofSanDiegotowhichthepublichasbeeninvited.The
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intentofthispolicyistoprovideabroadexposuretoadiversityofissuesandperspectives,andtoensurethatallmembersoftheUniversitycommunityengagethoseissuesandperspectivesinamannerconsistentwiththemissionandgoalsoftheUniversity.• Asmembersoftheacademiccommunity,students,facultyandstaffshouldbefreeto
discussquestionsofinteresttothemandtoinvitenon-Universityspeakersoftheirchoosing.
• Sponsorshipofoff-campusspeakersisrestrictedtoacademicdepartments,theadministrationandofficiallyregisteredstudentandstafforganizations.
• ThereservationoftheUniversityfacilitiesforguestspeakersisrequiredtoensurethatthereisorderlyschedulingoffacilitiesandadequatepreparationfortheevent,andthattheoccasionisconductedinamannerappropriatetotheacademiccommunity.TheUniversity’scontrolofcampusfacilitieswillnotbeusedasadeviceofcensorship.ReservationoffacilitiesmustbemadeontheEventRegistrationandApprovalformavailableontheStudentLeadershipandInvolvementCenter’swebsite.
• ThesponsorshipofguestspeakersdoesnotimplythatthesponsoringorganizationortheUniversityapprovesorendorsestheviewsexpressed.ThesponsoringorganizationmustmakethispositioncleartotheUSDcommunity.
• Thispolicyandproceduredoesnotapplytospeakersinvitedbyfacultytoaddressstudentsenrolledinacoursetheyareteaching,tointernalfaculty,studentsand/orstaffseminars,workshopsorcolloquia.Formoreinformationsee:http://www.sandiego.edu/legal/policies/community/public/speakers.pdf.
FundraisingandSolicitingSponsorshipPolicyNogeneralregistrationoffundraisersisrequiredattheUniversityofSanDiego.IfthefundraiserisaneventitmustregisterthroughtheEventRegistrationprocess.However,therearesolicitationrestrictionsandfoodsafetyandliabilityissuestobeawareof.Raffles,donations,andgrantsalsohaveuniquereportingorconsultationrequirements.
Definitions
Forpurposesoftheseguidelines,fundraisingisdefinedasthecollectionofmoneythroughdonations,sales,and/oreventprogrammingforthepurposesofcharitabledonationororganizationalbudgetenhancement.Note:Monetarycompensationsecuredbyprovidinggrouplaborrequestedbyanemployer,suchasworkingwithstadiumclean-uporstaffingUniversityevents,isnotconsideredafundraisingactivity.Off-campussolicitationsfordonations,cashoritems,maybeconductedfacetofaceorbyletterfromtherecognizedorganizationrequestingthedonation.
Sponsorshipisdefinedasanycontributionofgiftsinkind(food,beverages,equipment,etc.)toastudentorganizationforthepurposesofenhancingaspecificprogram,event,orsuppliesownedbythestudentorganization.
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Fundraising/SponsorshipGuidelines:
1.Fundraising/SponsorshipbyRegisteredStudentOrganizations(“RSO”)tosupporttheRSO’sorganizationalbudgetortosupporttheRSO’sprogrammaticefforts.• Thefundraising/sponsorshipactivityisrequiredtoofferabenefittotheUniversity
communitythatisconsistentwiththeUniversity’seducationalmission.• Thepurposeforwhichthefundswillberaised,ortheproductdonationmademustbe
consistentwiththepurposeoftheRSOandtheCodeofRightsandResponsibilitiesandotherapplicablepoliciesoftheUniversityofSanDiego.Further,thefundraisingactivitymustnotviolatelegal,tax,orcorporaterestraintsupontheUniversity.
• Acurrentlyenrolledstudentmember(s)ofthesponsoringregisteredstudentorganizationmustbepresentduringtheentiretimeoffundraisingevents.
• RSO’sareresponsibleforensuringthatproposedactivitiescomplywithallapplicablefederal,stateandlocallaws,rulesandregulations.
• UniversityofSanDiegoreservestherighttorequirethirdpartiesparticipatinginorconductingfundraising/sponsorshipactivitiestomeetadditionalrequirements,includingwithoutlimitationrequirementsthatsuchpartiesfurnishevidenceofinsurancecoverageacceptabletotheUniversityand/oragreetoindemnifytheUniversityandUniversitypersonnelagainstliabilitiesarisingfromtheiractsoromissions.
• UniversityofSanDiegoreservestherighttoapproveanyproposeddonororsponsorandthecontentofmaterialsassociatedwithafundraising/sponsorshipactivity.
• Thedonatedfunds/productsmustbeusedforthepurposeoutlinedtothedonor.• Whenrequestingdonations/grantsfromindividualsorbusinesses,RSOsmustadhereto
thefollowingguidelines: i.FundraisingorSponsorshipActivityof$1,000+IftheRSO’sgoalistoraiseanetof$1,000ormoreindonationsineithercashorproductfromUSDaffiliatedalumni,parents,trustees,businessesorfriends,theRSOshouldnotifytheOfficeofDevelopmentoftheproposedfundraisingactivitybeforeanyfundsareactuallysolicited.ThepurposeforthisnotificationistomaketheOfficeofDevelopmentawareoftheactivityandtogivethemtheopportunity,onacasebycasebasis,toprovideassistancewhichmayincludealumnioutreach,studentorganizationalumnicontactlists,callingnights,letterwritingandgiftprocessing.TheOfficeofDevelopmentcanbereachedat619-260-4639.SolicitationsshouldnotconflictwithanyentitywithwhichtheUniversityhasacurrentcontract.Specialconsiderationshouldbegiventobeveragedistributors,athleticequipment,apparel,banksandotherfinancialservices.IfRSOshavequestionsaboutthis,theyshouldcontacttheOfficeofMarketingandStrategicPartnershipsat619-260-4690.
Note:SponsorshipsusingproductsorretailersthatwouldbedeemedinconflictwiththeUSDmissionwillnotbeapproved.• DepositoryAccounts
FundsraisedtosupporttheRSO’sorganizationalbudgetshouldbedeposited
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intotheUSDClubAccount(“AgencyAccount”).AgencyAccountsarenonRestrictedFundAccountsandthereforethereisnominimum$fundingrequirement.Nooff-campusaccountsarepermitted.ForinformationonhowtosetupanAgencyAccount,contacttheStudentLeadership&InvolvementCenterat(619)260-4802.
• ReceiptingDonors InaccordancewithIRSPublication1771,anindividualdonorwhomakesa
singledonationof$250ormoremustbeprovidedwithataxreceipt.Inaddition,areceiptmustbeprovidedtoanydonorwhorequestsareceiptatthetimeofthegift.RSOsmustsubmitalldonations,forwhichtheabovecriterionapplies,alongwiththeUniversityRelationsGiftProcessingFormtotheUniversityRelationsOfficeofInformationManagementwithinfivebusinessdaysaftertheevent.TheOfficeofInformationManagementwillprocessthesefundsanddepositthemintotheappropriateAgencyAccount.
• SolicitationClearance RSOsarenotpermittedtosolicitanyUSDaffiliatedalumni,parents,trustees,
businessesorfriendswithoutfirstcontactingtheOfficeofDevelopmentandtheOfficeofMarketingandStrategicPartnershipsifthesolicitationshallbefor$250orgreater.
• AccountingofFundsRSOsmustprovideanaccountingofanyfundsraisedtotheStudent Leadership&InvolvementCenterAdvisors’SuiteSLP(301)withinfive
businessdaysafterthefundraisinghasoccurred.ItistheresponsibilityoftheRSOtokeeprecordsofthefundsraisedandthefundraisingeventthatgeneratedthesefunds.Also,theRSOisresponsibleforrecordingthenameandaddressofanydonorwhohasgiven$250ormore.
2.FundraisingbyRegisteredStudentOrganizations(“RSO”)tosupportanon-USDcharitableorganization(“outsidecharitableorganization”)(e.g.,TheRedCross,SalvationArmy,etc.)• Theoutsidecharitableorganizationshouldsubmitastatementofsupportonits
letterheadtotheStudentLeadership&InvolvementCenterAdvisors’Suite(SLP301)acknowledgingthatthefundraisingwilloccuronitsbehalfandindicatingtheexpecteddateofthereceiptofthedonation.
• TheoutsidecharitableorganizationshouldprovidethestudentorganizationwithacopyofitsInternalRevenueServiceexemptionletterasproofofitsfederaltax-exemptstatusandthatitsproposeduseofUniversityowned,operated,orcontrolledpropertyisinfurtheranceofitstax-exempt,charitablepurpose(s).IntheabsenceofanIRSexemptionletter,pleasecontacttheAssociateVicePresident,DevelopmentinUniversityRelationsat(619)260-2720.
• Donationsthatsupporttheoutsidecharitableorganizationshouldgodirectlytotheoutsidecharitableorganizationwhenpossible.Donationsintheformofchecksshouldbepayabledirectlytotheoutsidecharitableorganization.IfcashdonationsorchecksmadepayabletoUSD(thatareintendedforthecharitableorganization)arereceivedbytheRSO,itispermissibletodepositthesemoniesintotheUSDClubAccount(“AgencyAccount”.)Suchdepositsmustbemadewithin5businessdaysof
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receipt.Within30daysofthedeposit,theRSOisresponsibleformakingtheappropriaterequest(s)inordertoallowforthetransferofthesefundstotheoutsidecharitableorganization.TheRSOisresponsiblefortheaccountingofallfundsdepositedintoitsAgencyAccount(see1.d.v.above)includingaccountingforfundstobeusedfortheRSO’sorganizationsupportandfundsthataretobedistributedtoanoutsidecharitableorganization.
• TheRSOplanningtheeventisresponsibleforallcostsincurredinconnectionwiththeevent,otherthanthosebornebytheoutsidecharitableorganization.
• Educationalinformationabouttheoutsidecharitableorganizationandtheservicesitprovidesismadeavailableattheevent.
• Theoutsidecharitableorganizationisresponsibleforensuringthatitsactivitiescomplywithallapplicablefederal,state,andlocallaws,rules,andregulations.
• RSOsarenotpermittedtosolicitanyUSDalumni,parent,businessorfriendwithoutfirstcontactingtheOfficeofDevelopmentat(619)260-4639ifthesolicitationshallbefor$250orgreater.
AdditionalRestrictionsandRequirements
UniversityofSanDiegoacknowledgesthataguidelineofthisnaturemaynotanticipateeverypossibleissuethatmayarisewithrespecttofundraisingandsponsorshipactivities.Asaresult,theUniversityreservestherighttoimposereasonablerestrictionsand/orrequirementswithrespecttothetime,place,andmanneroffundraisingactivities.Theserestrictionsmaybeinadditionto,orinlieuof,thosesetforthintheguidelines.TheseguidelinesareinadditiontoanypoliciessetbytheUniversityofSanDiego.
ProgramCo-SponsorshipwithAssociatedStudents/ToreroProgramBoardAnytimeanorganizationsponsorsacampuseventthatispartiallyorcompletelyfundedbyA.S.,itisco-sponsoringaprogramwithA.S.Oneoftheconditionsofreceivingfundingisthattheorganizationindicatestheco-sponsorshipofA.S.onanypromotionalmaterials.
Studentorganizationsmayalsowanttoco-sponsorprogrammingwithdirectorsoftheToreroProgramBoard,inwhichtheeventwouldbejointlyplannedandcoordinatedwiththeA.S.committeeandtheorganization.PleasefeelfreetoapproachtheChairoftheToreroProgramBoardforguidanceonhowtomakesucheventsareality.Rememberthatjointplanningrequireslotsoflead-time—startplanningwellinadvance.
SLICEmergencyContactAllprogramsadvisedoutoftheSLIChavestudentleadersthatareresponsibleforreportingissuestothestaff.Examplesofissuesinclude,butarenotlimitedto:policeinteraction;studentinjury;andstudenthospitalization.Intheeventofemergencysituations,studentleadersshouldcallaprofessionalmemberoftheSLICstaffviatheEmergencyPhone.
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Marketing
PostersandPublicityMembersandnon-membersoftheUniversitycommunitymaypostnoticesonthecampus.Pleaseseehttp://www.sandiego.edu/udesign/protocols/signs_and_protocols.phpformoredetails.PertheUSDPostingPolicy,allnoticesaresubjecttothefollowingregulations:• Postingsarenotallowedonsidewalks,buildings,walls,doors,windows,displaycases,
furnishings,fountains,fences,treesandshrubs,planters,poles,cars,permanentsignage,oranyotherarchitecturalfeatures,withexceptionsnotedbelow
• Postedmaterialsmustincludethename(s)ofthesponsoringorganizationordepartment,date,time,location,andcontactinformationfortheevent.(Flyerssaying“tonight”or“everyWednesday”willberemoved.)
• Materialsmaybeposteduptooneweekpriortoaneventandmustberemovedwithin24hoursafterthecompletionoftheevent.Removalandrecyclingaretheresponsibilityofthegrouppostingthematerials.
• Bluetapemustbeusedtohangpostersandbanners.• Eventbannersmaybesizedupto3x6feet,andmaybehunginthefollowingareas:
MissionCrossroads,MissionsParkingStructurerailing,Camino/Founderscourtyardgates,SerraHallthird-floorrailing,MaherHallthird-floorrailing,andOlinHallbridgerailing.
• Flyersorbannersthatgetwet,ordonotadheretotherules,willberemoved.• PostingsintheResidenceHallsmustbeapprovedthroughMissionsCrossroads.• NodoorhangersareallowedwithoutpermissionfromResidentialLife.
KiosksandBulletinBoards• Kiosksareforthepurposeofpostinginformationforcampusevents.Thesearelocatedat
theStudentLifePavilion,Camino/FounderspatioandinfrontoftheKrocInstituteforPeace&Justice.GuidelinesforpostingonthesekiosksareoutlinedontheStudentLifeFacilitieswebsite:http://www.sandiego.edu/ucslp/
• AllstudenteventandorganizationpostingsmustbeapprovedandstampedbyStudentLifePavilion,FlyersforeventssponsoredbyacademicdepartmentsrequireapprovalandstampbytheappropriateDeansoffice.
• FlyersmustbeforeventsopentotheCampusCommunityandsponsoredbyaregisteredstudentorganizationorUniversitydepartment.
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• Campusbulletinboardsareforthepurposeofpostinginformationforcampuseventsandsponsoredprograms.ThesebulletinboardsarelocatedintheHahnUniversityCenterandStudentLifePavilionaswellasSerra,CaminoandFoundersHalls.
• Thesizeofflyersoncampusbulletinboardsshouldnotexceed11x17andarelimitedtooneperbulletinboard.Flyersarenotallowedoninteriorfloors,walls,windows,doorsorfurnishings.
• Publicityshouldnotbedistributeduntiltheeventisapproved.OrganizationsarenotallowedtoreservepromotionaltablesunlesseventshavebeenapprovedthroughtheEvRprocess.Besuretoincludeallnecessaryinformation(i.e.cost,dates,sponsor,deadlinesandphonenumbers)onallpublicity.AllwrittenpublicitymustbewithintheparametersoftheUSDPostingPolicy,http://www.sandiego.edu/scheduling/event-planning/students/marketing.php.
TravelTips
GenericwaiversareavailableontheUniversityRiskManagementwebsite:http://www.sandiego.edu/eventplanning/securityriskmanagement.php.Ifnecessary,amoredetailedorspecificwaivercanbedeveloped,dependinguponthenatureofthetrip.FormoredetailedinformationonbothdomesticandinternationaltravelpleasevisittheUSDRiskManagement’swebsite:http://www.sandiego.edu/administration/businessadmin/humanresources/risk/AllstudentorganizationsinterestedintravelingasagrouptoparticipateinaconferenceorotherwiseeventshouldconsulttheStudentLeadership,InvolvementChangemaking’sadvisingstafflocatedinSLP301.
InternationalTravelForDayTripstoMexicoNotInvolvingOvernightStay• StudentorganizationsarerequiredtocompleteanOffCampusEventRegistrationat
http://www.sandiego.edu/slic/events/off_campus_event_registration.php• Onceapproved,participantsmustcompletetheAssumptionofRiskandReleaseof
LiabilityformforTravelToandInMexicoathttp://www.sandiego.edu/administration/businessadmin/humanresources/risk/documents/AssumptionofRiskandRealeaseofLiability(Mexico).pdf.ForTripsInvolvingOvernightStayStudentorganizationsarerequiredtocompleteallstepsintheregistrationprocessinordertotravelonbehalfoftheirorganization.
• StudentorganizationsmustsubmittheStudentOrganizationInternationalTravelTripProposaltotheStudentLeadershipandInvolvementCenter(SLIC)tobegintheapprovalprocess.TheSOITTPisavailableat:www.sandiego.edu/slic
• StudentorganizationsshouldbeincontinualcommunicationwiththeiradvisorandtheSLICthroughouttheprocesswithanyquestionsandtokeepthemupdated.
• Noexpenditurescanbemadeforthetrip(purchaseofairlinetickets,transportationon-
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site,eventtickets,etc.)untilsteps1-4havebeencompletedandorganizationhasreceivedapprovalfortrip.TheUniversitywillnotreimburseorauthorizefundsforstudentsandorganizationsnotfollowingthispolicy.
• AllstudentorganizationsarerequiredtohaveaUSDfacultyorstaffmembertravelwiththemforinternationaltravel.TheSLICinconsultationwithUSDRiskManagementmaygrantexceptionstothispolicy.Thesponsoringstudentorganizationisresponsibleforcoveringthecostofthefaculty/staffparticipationunlessotherarrangementshavebeenagreedupon.
• FailuretomeetthetimelinesoutlinedinthisStudentOrganizationsPolicywillresultinthecancellationoftheevent/trip.
• ItisstronglyrecommendedthatallparticipantspurchaseTravelInsurance.Steps1-4ofthisprocessmustbecompletedATLEASTELEVEN(11)WEEKSPRIORtothedeparturedateofthetrip.Steps5-7ofthisprocessmustbecompletedATLEASTEIGHT(8)WEEKSPRIORtothedeparturedateofthetrip.StepsintheInternationalTripRegistrationProcess:Step1:StudentorganizationtripleadercompletestheStudentOrganizationInternationalTravelTripProposal.ThetripleaderwillmeetwiththeAssistantDirectorofStudentOrganizationsandInvolvementintheSLICtodiscussproposedtravel.
• Duringthemeeting,thefollowingitemsintheTripProposalwillbediscussed:o Datesoftravelo Purposeoftripo Modesoftransportationforalllegsoftripo Location(s)oftravelo Lodgingarrangementso Contactinformationforallvendorsinvolvedintripo Personalandemergencycontactinformationforalltripparticipantso Itineraryo Countrysecurityrisklevelo Countrymedicalrisklevelo Whethervisa(s)arerequiredo Whethervaccination(s)arerequiredo DiscussionofUSDfacultyorstaffparticipatingo ApprovalfromtheUSDfaculty/staffadvisor
TheTripProposalrequiresthatorganizationsassessthesecurityandmedicalriskratingofthedestinationcountry.Forinstructionsonhowtocompletethisrequirement,referto
• http://travel.state.govor• www.ACETravelAssistance.com(UserName:aceahPassword:security)TheTrip
ProposalPacketrequiresthatorganizationshaveeverymemberattendingthetripsignanAssumptionofRiskandReleaseofLiabilityform.
• Ifthedestinationhasarisklevelof“low”or“moderate,”studentsarerequiredtosigntheAssumptionofRiskandReleaseofLiabilityform.
• Ifthedestinationhasarisklevelof“high”or“extreme,”thetripcoordinatorwill
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needtosupplywrittenjustificationforthegrouptogotothisdestination.Thejustificationmustinincludearrangementsthatareinplacetoprotecttheparticipants.Ifthetripisapproved,allwhoparticipatewillberequiredtosignanAssumptionofRiskandReleaseofLiabilityformapprovedforthetripbyRiskManagement.
• USDRiskManagementandtheSLICwillreviewthejustificationandmitigationplan.Asneeded,theSLICwillcontactthestudentcoordinatorsforadditionalinformationabouttheproposal.
• Tripparticipantsarerequiredtoprovidetheirdomesticemergencycontactinformation,includingtheemergencycontact’snameandphonenumber(home,work,and/orcellandemailaddress).
Step2:TheAssistantDirectorofStudentOrganizationsandInvolvementreviewstheTripProposalpreparedbystudentorganization.
• TheDirectorreviewspackettoensureallnecessaryinformationwassubmitted.• Ifallrequiredinformationisincludedinpacket,theDirectorforwardstheTrip
ProposaltoUSDRiskManagementforapproval.• Ifallnecessaryinformationisnotinpacket,theDirectorwillworkwiththestudent
organizationtosecurenecessaryinformation.Step3:TheDirectorofStudentOrganizationsandGreekLifesubmitsTripProposalPackettoUSDRiskManagementforreviewandapproval.
• Tripwilleitherbegrantedconditionalinitialapproval,conditionalapprovalwithreservationsorwillnotbegrantedapprovalbyUSDRiskManagement.
• USDRiskManagementwillnotifythestudentorganizationandtheSLICofthedecision.IftripisgrantedinitialapprovalbyRiskManagement:
• USDRiskManagementordesigneesetsmeetingwithstudentorganizationandcontactsclub/organization’sAdvisor
NOTE:MeetingwithUSDRiskManagementisrequiredforallstudentorganizationswishingtotravelinternationally
• RiskManagementwillnotifytheSLICandInternationalCenterofinitialtripapproval.
• Noexpenditurescanbemadeforthetrip(airlinetickets,travelarrangements,eventpasses,etc.)untilsteps1-3havebeencompleted.
Step4:StudentorganizationtripleadersmustregistertheirtravelwiththeU.S.ConsulateoStudentsarerequiredtoregistertheirtravelwiththeU.S.consulateincountrythroughtheU.S.DepartmentofState.Thiscanbedoneusingthefollowingwebsite:https://step.state.gov/step/NOTE:Thiscannotbedoneuntilsteps1-3arecomplete.Step5:AllstudentorganizationtripmembersmustregisterthroughtheInternational
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StudyAbroadOffice.o**Thismustbedoneatleasteight(8)weekspriortotripdeparture.NOTE:Thiscannotbedoneuntilsteps1-4arecomplete.Step6:Studentorganizationtripleadercheckstobesurethatalltripparticipantshavenecessaryvaccines
• LeadermustemailtheSLICindicatingthatallhavenecessaryvaccinesrequiredfortravelinproposedlocation.(Thisisalsorequestedonlinebutsomecountrieswillrequirespecificimmunizations.)
• Step7:Studentorganizationtripleaderverifiesthatallparticipantshaveacopyoftheinternationalemergencymedicalinsuranceinformationandemergencycontacts.
• UndergraduateandgraduatestudentsarerequiredtocarrythefollowingUSDemergencycontactinformationthroughoutthetrip:
o USDPublicSafetyo USDRiskManagemento InternationalStudyAbroadOfficeo StudentLeadershipandInvolvementCenter
Step8:StudentOrganizationTripleaderwaitsforfinalapprovaloftrip.• Oncesteps1-7havebeensatisfiedbythestudentorganization,theDirectorof
StudentOrganizationsandGreekLifewillinformtheirFaculty/StaffAdvisorandtheTripCoordinatorthatstepshavebeencompleted.
• DirectorofStudentOrganizationsandGreekLifeorhis/herdesigneeholdspre-triporientation(requiredvaccinations,visas,risks,etc.)andafinalpre-triporientationwithParticipants.
USDRiskManagementmaycancelanytripduetoachangeinthecountry’ssecurityormedicalrisk.Itisstronglyrecommendedthatallparticipantspurchasetravelinsurance.EmergencyProceduresAllaccidentsshouldbereportedtolocalauthorities,theUniversityOfficeofPublicSafetyandtheDirectorofRiskManagementinHumanResources.Pleaseremembertobringimportantphonenumbersincaseofanemergencyduringthetrip.
CampusResources
TheMulvaneyCenterforCommunity,AwarenessandSocialAction(CASA)CASAprovidessupportservicestocommunityprojectsinitiatedbystudents,facultyandstaff.Throughateamapproach,manyopportunitiesareavailabletolearnaboutandbeinvolvedincommunityservice.CASAwelcomesstudentstovisittheCASAOfficeinSLP320,extensionx4798.
CenterforStudentSuccessTheCenterforStudentSuccess(CSS)providessupportservicesforstudents.TheCSS
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coordinatesprogramsandservices,primarilyforfirst-yearundergraduatestudents,toenhancestudentlearningandpromotestudentsuccessinandoutoftheclassroom.TheStudentDevelopmentMentoringandTranscriptProgramisadministeredfromthisoffice.
Formoreinformationvisitthewebsiteathttp://www.sandiego.edu/usdcss/,call(619)260-5995orstopbyUC114.
OutdoorAdventuresTheOutdoorAdventuresislocatedonthelowerleveloftheUniversityCenter.ItoffersstudentsandstudentorganizationstheopportunitytoexperienceawidevarietyoftripsandoutingsledbytrainedandexperiencedOutingguides.OutdoorAdventurescanhelpclubssetupanouting,providememberswithresources,rentcampingequipment,orhelpmembersgetinvolvedinsomeoftheregularlyscheduledoutings.
Formoreinformation,visitthewebsiteathttp://www.sandiego.edu/oa/orcontactthemat260-4709.
UnitedFrontMulticulturalCenterTheUnitedFrontMulticulturalCenterislocatedinSLP418.Thecenteroffersofficespaceforstudentorganizationsthatworkcollaborativelyasacoalitionunderthe“UnitedFront.”TheCenteroffersavarietyofprograms,servicesandsupport.TheCenterhasanextensivelibraryofmulticulturalfocusedbooks,videos,articlesandresources.
Formoreinformationvisitthewebsiteathttp://www.sandiego.edu/unitedfront/orstopbySLP418.
Women’sCenterInsupportoftheDivisionofStudentAffairs’Mission,theWomen’sCenterinviteswomentofindvoice,developskillsfortransformationandunderstandwhotheyarecalledtobe.TheWomen’sCenteroffersprogramming,retreats,andeducationalsessionforallmembersofthecampuscommunity.Itempowerswomentoengageasleadersinadiverseandchangingworldandadvocatesforasafe,supportivecampusenvironmentthatcreatesequityamongallvoices.TheWomen’sCenterisastudent-centeredlearningcommunitythatprovidesresourcesandengageswomenandmenineducationaldialoguearoundgender-relatedissues.Formoreinformationvisitthewebsiteathttp://www.sandiego.edu/womenscenter/about/orstopbySLP420.
DiningServicesTheUSDDiningServicesstaffisdedicatedtoprovidingstudentswithwholesome,creativemealsandrefreshmentsforclubevents.Theirservicesareconvenient,diverse,andofhighquality.
Therearesomespecificconsiderationstorememberwhenplanningtohavefoodatanevent:
• IfanorganizationwishestohaveUSDcateringataneventoncampus,theevent
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plannermustsubmitanonlinerequestat:http://www.sandiego.edu/catering/request-form.phpatleasttwoweekspriortotheeventdate.TheorganizationmustfirsthaveanEvRsubmittedwithdetailsofthefoodrequestthroughcampusscheduling.
• TheDirectorofDiningServicesmustapproveoff-campusfoodservicescostinginexcessof$500fortheeventforon-campusevents.Groupsmayuseoff-campusfoodcostinglessthan$500fortheeventwithoutapproval.Organizationswhoprovidetheirownfoodareresponsibleforallset-up,clean-upandsuppliesassociatedwiththeevent.DiningServiceswillnotsupplynapkins,plates,utensils,tableclothsetc.
• Beforepermissiontouseanoutsidevendormaybeobtained,organizationsmustprovidethefollowinginformation.ThisinformationmustbesubmittedwiththerequesttotheDirectorofDiningServicesatleasttwoweekspriortotheevent.
• Proofofinsurance• SanDiegoHealthDepartmentpermitwithan“ARating”oIfanorganizationis
planningtouseadiningfacilitysuchasLaGranTerrazaor
O’Toole’sforanevent,therequestsbeginbyfillingoutanEventRegistrationForm(EvR).Followingthat,theymayneedtocontactaDiningServicesRepresentativeatextensionx8811tocheckforavailability.
• Providingfoodatanevent/programshouldbeindicatedontheOn-CampusEventRegistrationForm(EvR).Approvalofoff-campusfoodservicemustbereceivedbeforeanEvRmovesforwardforconfirmation.PleaseindicateontheEvRwhatadditionalservicesyouwillneedfromUC/SLPOperations(e.g.tables,trashcans,recyclingbins,etc.)whenprovidingfoodatanevent/programintheUCorSLP.
• ConfirmanyCateringrequestswithUSDCateringtwodayspriortotheevent.Topostordisplayanymaterialsinthediningareasoncampus,youmustfirstreceiveapprovalfromAuxiliaryServicesMarketing(DirectorofMarketingforAuxiliaryServices,LorynJohnson).Youmayemailyourrequestto:[email protected],contactname,phonenumberandthedatesyouwouldlikeyourmaterialstobeposted.
USDCateringisafull-servicecateringoperation,includingserversifneeded,linens,etc.ForCateringmenus,visitwww.sandiego.edu/cateringore-mailCateringatusdcatering@sandiego.edu.Organizationrepresentativeswillneedtogiveanon-campusaccountnumberwhentheyorderthefood.Theaccountwillbechargeddirectly.
• Studentorganizationswithon-campusaccountscanobtainanorganization“AdvantageCard”iftheyfrequentlyservefoodattheirevents.SuchacardallowsthemtochargefoodatAromas,PavilionDining,Bert’sBistro,MissionsCafé,LaPalomaandLaGranTerrazadirectlytoanon-campusaccount.
Formoreinformation,pleasevisitthewebsiteathttp://www.sandiego.edu/dining/,orcall(619)260-8880.
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TheVistaTheVistahasacalendarsectionwhereitlistsupcomingstudentorganizationevents.Theywillalsoacceptguesteditorials,LetterstotheEditororpressreleasesonaclub’sactivities.StudentorganizationscanalsopurchaseadvertisingintheVista.Submitinformationatleasttwoweekspriortothedatethestoryoradvertisementistorun.
Formoreinformationoncoverageforanorganization’sevents,visitthewebsite,http://www.sandiego.edu/vista/,orcontacttheVistaat(619)260-4584.
USDOfficeofPublicRelationsIfanorganizationwouldliketheUSDNewsBureautoassistinpublicizinganupcomingeventfortheorganization,pleasepickupaformattheOfficeofPublicRelations,DegheriAlumniCenter103,completeandreturnitatleastthreeweeksbeforetheevent.Includeallpertinentinformationontheactivity—thenameoftheperformerorspeaker,thefocusorgoalofthesymposium,thebeneficiaryofthecommunityserviceactivity,whatevermightbeimportant.TheOfficeofPublicRelationswilldraftapressreleaseandreturnitwithintwodaysofthereceiptoftheform.Freeadvancepublicityforeventsisbecomingscarcer,andcompetitionforitisintense;USDcannotguaranteethatnewscoveragewillbegeneratedfromtheirpressrelease.
ForquestionsaboutanyofthewaysthattheOfficeofPublicRelationsmighthelp,pleasevisitthewebsite,http://www.sandiego.edu/administration/relations/pr/,orcall(619)260-4681.
USDtvUSDtvisanexcitingorganizationprovidingentertainment,informationandeducationalprogrammingtotheUniversityofSanDiegocommunity.Ifastudentisinterestedinwriting,acting,producing,advertising,marketing,editingorhaseverdreamtaboutbeinganon-aircorrespondent,heorshecancomebyandfilloutaninterestform.
TheUSDtvofficeislocatedonthe4thFlooroftheStudentLifePavilion.USDtvcanbereachedviaemailatusdtvstaff@gmail.comorvisitthewebsite:www.sandiego.edu/usdtv/.
USDRadioUSDRadiooffersstudentstheopportunitytobecomeregularorguestDJsandinformtheUniversityofSanDiego’scommunityofupcomingconcerts,musicnews,andalbumreviews.KeepintouchwithallthingsmusicbyvisitingtheUSDRadiooffice,locatedonthe4thFlooroftheStudentLifePavilion.Youcanalsovisittheirwebsitetoreceiveup-to-dateinformationathttp://www.usdradio.org/
USDPoliciesGoverningStudentOrganizations
TheStudentCodeTheStudentCodeguidesthebehaviorofallmembersofthecampuscommunity.ThefulltextoftheCodemaybeobtainedfromtheOfficeofStudentAffairs,UniversityCenter,
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Room232,orbyvisitingthewebsiteathttp://www.sandiego.edu/conduct/the_code/
AcademicStandardsforParticipatinginCo-CurricularActivities
InordertoserveinapositionontheAssociatedStudentExecutiveBoard,Senate,anappointedDirectorship,ToreroProgrammingBoardorasPresidentforanUndergraduateStudentOrganization,astudentmustbeafull-timeundergraduatestudentwhohasachievedandismaintainingafull-timeacademicload12unitsandminimum2.5cumulativeGPA.
UniversityApprovalofStudentGovernmentOrganizations
Universityapprovalisgrantedtostudentgovernmentorganizationswhoseleadershipiselectedbyavoteoftheappropriatestudentbody(undergraduate,graduate,orlaw).Theseapprovedorganizationsbecometheofficialrepresentativegroupsforundergraduates,graduates,orlawstudents.StudentgovernmentorganizationsareallowedtoassessfeestosustaintheiractivitieswithintheguidelinesestablishedbytheUniversity.StudentgovernmentorganizationsaretheonlystudentorganizationsofficiallyapprovedbytheUniversity.
PleasekeepinmindthatallstudentsoftheUniversityofSanDiegoandtheirguestsandvisitorsaresubjecttoCaliforniaStateLawandtheUniversityofSanDiego’sAlcoholPolicyregardingthepossessionandconsumptionofalcoholicbeverages.
StudentsandtheirguestsandvisitorsareexpectedtocomplywithallapplicableUniversitypolicies.ForalistofpoliciesintheUniversity’sStudentCodeofRightsandResponsibilities,pleaseseetheUniversity’swebsiteatwww.sandiego.edu/conduct
OtherImportantPolicies:
• AnonymousReportinghttp://www.sandiego.edu/safety/reporting/anonymous.php• CampusConducthttp://www.sandiego.edu/conduct/the_code/university_policies/• DisabilityServiceshttp://www.sandiego.edu/disability/• Non-Compliance
http://www.sandiego.edu/conduct/the_code/student_conduct_procedures.php• PostingMaterialsinOn-CampusDiningAreashttp://www.sandiego.edu/dining/
RiskManagement• LiabilityReleaseWaiverhttp://www.sandiego.edu/scheduling/event-planning//• TravelPoliciesandGuidelines
http://www.sandiego.edu/administration/businessadmin/humanresources/risk/vehicles.phpOthertravel-relatedinformationfurtheroutlinedinthestudentcode.
• AutomobileTravel• AccidentsInvolvingRentalVehicles
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• BusTravel• AirTravel• TravelAgents• EmergencyProceduresOff-Campus
StudentOrganizationDisciplineBoardProcedures
JurisdictionTheAssociatedStudentsSenatehasjurisdictionoverallstudentorganizationstoenforceAssociatedStudentspolicyandUniversityrulesandregulations.
Instancesofallegedmisconductmayresultinreferralofthegrouporofindividualmemberstotheappropriatebodyfordisciplinaryaction.ChargesofmisconductbyindividualswillnormallybereferredtotheDeanofStudentsorhis/herdesignee.ChargesofmisconductbystudentorganizationsarereferredtotheStudentOrganizationDisciplineBoard.ActionbytheDeanofStudentsorhis/herdesigneemayrunconcurrentlywithactionbytheStudentOrganizationDisciplineBoard;onetypeofdisciplinaryactiondoesnotnecessarilyaffecttheother.Studentorganizationmisconductneednotbeofficiallysanctionedbytheentiremembershipinordertobeconsideredgroundsforpossibledisciplinaryactionagainstorganizations.Thereisnominimumnumberofmemberswhomustbeinvolvedinanincidentbeforedisciplinaryactionmaybetakenagainsttheorganization;themisconductofasinglemembermayprovidesufficientgroundsforactionagainsttheentireorganization.
AcomplaintmaybeconsideredamatterforreferraltotheDisciplineBoardwhenevertheactionofmemberscouldreasonablybeexpectedtoreflectnegativelyupontheUniversitycommunityormaycauseconflictwithintheUniversitycommunity.ThedeterminationofwhetheracaseshouldbereferredtotheDisciplineBoardforpossibleactionagainsttheorganizationismadeonacasebycasebasisbytheAssistantDirectorofStudentOrganizationsandInvolvement,inconsultationwiththeDirectorofStudentLeadershipandEngagement.AllstagesoftheStudentOrganizationDisciplineBoardproceedingsaresubjecttoreviewandapprovalbytheAssistantVicePresidentforStudentAffairsorhis/herdesignee.
Actionstakenorpendingbyanorganization’sowninternaldisciplinebody,thenational/internationalofficeoftheorganization,orbytheStateofCaliforniacourtsystemwillnotnecessarilyaffectthedeterminationofwhetherornotacaseisreferredtotheStudentOrganizationDisciplineBoardortotheDeanofStudentsorhis/herdesignee.
RoleoftheAssistantDirectorofStudentOrganizations&InvolvementTheresponsibilitiesoftheAssistantDirectorofStudentOrganizationsandInvolvement,astheypertaintocomplaintsregardingstudentorganizationsare:(1)ToensurethatallorganizationsareinformedofrelevantAssociatedStudentspolicies,Universityregulationsandexpectations,andapplicablelocal,stateandfederallaws,(2)Toinvestigateallcomplaintsregardingstudentorganizations,(3)Tofacilitatetheresolutionofdisciplinary
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problems,(4)Toassistandadvisethe
StudentOrganizationsDisciplineBoardmemberswiththeirresponsibilities,(5)TocoordinatearrangementsforStudentOrganizationDisciplineBoardhearingsandtoserveastheadvisortotheBoard,(7)ToseethatappropriaterecordsaremaintainedintheStudentLeadership,Involvement,andChangemakingarea,includingacomplaintlogandStudentOrganizationDisciplineBoardminutes,(8)TopreparereportsasneededbytheAssistantVicePresidentforStudentAffairsorhis/herdesignee,(9)ToassistotherUniversityofficersindealingwithacomplaint,includingtheDepartmentofPublicSafety,OfficeofResidentialLifeandtheOfficeofStudentAffairs,(10)ToreferindividualmemberstotheAssistantDeanofStudentsorhis/herdesigneeand(11)ToperformotherdutiesasassignedbytheAssistantVicePresidentforStudentLife.
RoleoftheAssistantVicePresidentforStudentLifeTheAssistantVicePresidentforStudentLifeorhis/herdesigneehastheauthoritytoreviewallactionsoftheStudentOrganizationDisciplineBoardandwherenecessary,directthatfurtheractionbetaken.
TheAssistantVicePresidentforStudentLifeorhis/herdesigneealsoservesasthefinalavenueofappeal.OnAppeal,theAssistantVicePresidentforStudentAffairsorhis/herdesigneemayreverse,modifyorsustaintheBoard’sactionsorreferacasebacktotheBoard.
TheAssistantVicePresidentforStudentLifeorhis/herdesignee’sdecisionisfinal.
RoleoftheAssistantDeanofStudentsAllUniversitydisciplinaryactionagainstindividualmemberswillbereferredtotheAssistantDeanofStudents.Thisofficerwillreceivereportsofallegedstudentmisconduct.Examplesofmisconductcoveredbythesecodesaretheft,vandalism,assault,battery,lewdconduct,hazing,possession,useand/ordistributionofdangerousorrestricteddrugsornarcotics,possessionand/oruseofdeadlyweapons,andassistinganotherindividualinanyoftheabove.TheAssistantDeanofStudentswillinvestigateallcomplaintstodeterminewhetherUniversitydisciplinaryactionistobepursued.Incasesofmisconductinvolvingstudentorganizations,responsibilityforinvestigationisdelegatedtotheDirectoroftheStudentOrganizationsandGreekLife.
Role/PurposeoftheStudentOrganizationDisciplineBoardThisDisciplineBoardisdesignatedtohandleorganizationalorgrouptypesofcasesorsituationsandnotindividualsituations.IndividualstudentswillalwaysbeaccountabletotheAssistantDeanofStudentsorhis/herdesignee.ThisBoardwillbeconcernedonlywithmattersconsideredsororityorfraternityrelated.Whilestudents’dueprocessrightswillberespected,itisnottheintentoftheStudentOrganizationDisciplineBoardtoincorporatealloftheprocessesasinanormalcourtoflaw.
Specifically,theStudentOrganizationDisciplineBoardwill:
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• Reviewallevidenceavailabletothem.
• MediatedisagreementinsidetheUniversitycommunityaswellasbetweenthecommunityandotherorganizations.
• DetermineresponsibilitybasedonevidenceofaviolationofAssociatedStudentsandUniversitypoliciesorregulations,and/orprovisionoftheUniversityofSanDiegoCodeofConduct.
• Imposeappropriatesanctionsorpenaltieswhennecessary.
TheStudentOrganizationDisciplineBoardshallconducthearingsoncasesreferredtotheBoard.AtsuchhearingstheBoardshallreviewallevidenceandmayquestionwitnessesinordertodeterminethefactsand,ifnecessary,imposesanctions.
Anaccusedorganizationispresumedtobeinnocent,andthispresumptionfollowstheorganizationuntilresponsibilityisprovedbya“preponderanceofevidence”.DisciplineBoardmembers,asfactfinders,mustconsiderallevidenceproperlybeforethem.Insodoing,itistheirresponsibilitytoweightheevidencecalmlyanddispassionately.Memberswillnotallowbias,sympathyorprejudiceanyplaceintheirdeliberations,forallorganizationsareequalbeforetheBoard.
StructureoftheStudentOrganizationDisciplineBoardTheBoardshallbecomposedofvotingmembers,allofwhomaretrainedhearingofficersfortheUniversity.TheAssistantDirectorofStudentOrganizationsandInvolvementwillserveastheadvisortotheDisciplineBoard,andhe/shewillberequiredtobeinattendanceatallinformalconferencesandhearings.
NoDisciplineBoardmembermayserveonthepanelhearingacaseinwhichhisorherownorganizationiseitherthecomplainantortheaccused.Quorumforahearingisthreevotingmembers.AllDisciplineBoardactionsrequireamajorityvoteofthepresentmembers.
WitnessesTheStudentOrganizationDisciplineBoardhastheauthoritytorequiremembersoforganizationstoappearaswitnesses.Amembershouldbeservedwithanoticetoappearatleast48hoursbeforethescheduledhearing.Ifamemberfailstoappearwithoutanadequatereasonandpriornotice,theStudentOrganizationDisciplineBoardmayreferthemtotheAssistantDeanofStudentsorhis/herdesignee.
Faculty/staffmembers,studentswhoarenotmembersoftheorganizationandothersmayberequestedtoappearaswitnessesathearings.
Althoughwitnessesarenotplacedunderoathduringhearing,everywitnessisexpectedtospeakthetruth.IfitcanbeproventhatamemberofanorganizationoranorganizationclearlyanddeliberatelyliedtotheBoard,theDisciplineBoardshalltakedisciplinaryactionagainsttheorganization,andtheindividualmaybereferredtotheDeanofStudentsor
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his/herdesignee.
DecisionsResponsibilitymustbeprovedbya“preponderanceofevidence”.Thestandardofproof,“preponderanceofevidence”doesnotmeanthattheStudentOrganizationDisciplineBoardmembersmaynothavedoubtsaboutresponsibility;thestandardrequiresonlythattheDisciplineBoardmembersbeconvincedthatitwasmorelikelythannottohaveoccurred.
AdecisionoftheStudentOrganizationDisciplineBoardmustbebymajorityvoteofthoseonthehearingpanelandmustbebaseduponevidencebroughtoutduringthehearing.
Awrittencopyofthedecisionshallbegiventotheaccusedstudentorganization.Thedecisionshouldbrieflystatethebasisofthefindingofresponsibilityorinnocence,thesanctionsimposed(ifany),andnoticeoftherighttoappealanydecision,includingsanctions,totheAssistantVicePresidentforStudentLifeorhis/herdesignee.
AcopyofthedecisionshallbegiventotheAssistantVicePresidentforStudentLife,theAssistantDirectorofStudentOrganizationsandInvolvement,DirectorofStudentLeadershipandEngagementandtheorganization’sUniversityadvisor.Inseriouscases,atthediscretionoftheAssistantVicePresidentforStudentAffairs,acopyofthedecisionshallbemailedtothenational/internationalheadquartersoftheorganization,ifapplicable.AcopywillberetainedintheStudentOrganizationDisciplinefile.
OrganizationRightsAnorganizationhastherightto:
• AtimelyhearingbeforetheStudentOrganizationDisciplineBoard.
• Reasonableandcompletenoticeregardingallchargesandthetimeforascheduledhearing.
• Examineallevidenceatthetimeofthehearingandhearalltestimonypresented.
• HaveaUniversityadvisorpresentatthehearing,asanobserver.
• Havetheirexecutiveboardpresentatthehearing,asanobserver.
• Respondtothecomplaint.
• Adecisionbasedonthefactspresentedandsupportedbya“preponderanceoftheevidence”.
• Receivetimely,writtennotificationoftheresultsofanyhearing.
• Anappellatereview.
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AppealProcessAnyStudentOrganizationDisciplineBoarddecisionissubjecttoappealtotheAssistantVicePresidentforStudentLifeorhis/herdesignee.
Theorganizationmuststateoneormoreofthefollowinggroundsforitsappeal,andalldiscussionduringtheappealmustrelatetothesegrounds:
• Thereissignificantnewevidence
• Violationofprocess
TheappealwillbeconsideredprovidedthattheappealisdeliveredinwritingtotheAssistantVicePresidentforStudentLifewithinfivebusinessdaysofnotificationoftheBoard’sdecision.
SanctionsTheStudentOrganizationDisciplineBoardshallhavetheauthoritytoimpose,butarenotlimitedto,anyoneoracombinationofthefollowingpenalties:
• Awarning.
• Probation,definedasaperiodoftime,nottoexceedoneyear,duringwhichanorganizationisorderedtoconformtoallestablishedpoliciesandregulation,withtheconsequencesofmisconductduringtheprobationaryperiodspecifiedinadvance.
• Monetaryfines.
• Socialservicesanction,withtheStudentOrganizationDisciplineBoarddeterminingthetotalhourrequirementandthecomplianceperiod.ThespecificsocialserviceprojectisdeterminedbytheorganizationandmustbeapprovedinadvancebytheDirectorofStudentOrganizationsandGreekLife.
• Suspensionofspecificstudentorganizationregistrationprivilegesforadefiniteperiodoftime.
• SuspensionfromtheInterClubCouncilinvolvingexclusionforallprivilegesofregistrationforadefiniteperiod.
• Dismissal,involvingexclusionfromallprivilegesofregistrationforanindefiniteperiod,
• ExpulsionfromInterClubCouncil,involvingfinalexclusionfromtheprivilegesofregistration
• Financialorotherrestitutionforpropertydamageorphysicalinjury
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• Lettertothenationalorinternationalofficeoftheorganization,ifapplicable
TheStudentOrganizationDisciplineBoardmayalsorecommendtotheDirectorofStudentOrganizationsandGreekLifethatindividualmembersbereferredtotheAssistantDeanofStudentsorhis/herdesignee.
ItisthepolicyoftheUniversityofSanDiego,AssociatedStudentstorevoketheregistrationstatusofanyorganizationdismissedorexpelledfromtheInterClubCouncil.IfanorganizationisexpelledfromtheInterClubCouncil,theUniversitywillrequestthatthenational/internationalofficersrevoketheorganization’scharter,ifapplicable.
DisciplineRecordsandNoticeAmemberoftheStudentOrganizationDisciplineBoardshallbedesignatedtotakeminutesatallhearings.Theminutesofthehearingshallincludeacopyoftheoriginalcomplaint,acopyofallwrittendocumentationpertainingtothecase,thedateandlocationofthehearing,alistofallwitnesseswhoappearedatthehearingwithabriefsummaryofthetestimonyofeach,acopyofallnoticestoappearthatweresentoutandacopyofthedecision.
MinutesofallDisciplineBoardhearingsshallbekeptonfileintheStudentLeadership,InvolvementandChangemaking.NoticeforallhearingsshallbesenttotheorganizationpresidentandtheUniversityadvisorinaccordancewithTheCode.Whendeemednecessary,theinter/nationalorganizationmayalsobenotified,ifapplicable.
CampusSecurityAuthority–StudentOrganizationAdvisorsUSDstronglyencouragesallmembersoftheuniversitycommunitytoreportinformationaboutanyincidentofSexualMisconductorRelationshipViolenceassoonaspossible,whethertheincidentoccurredonoroffcampus.ResourcesandreportingoptionscanbefoundontheCampusAssaultResources&Education(CARE)websitewww.sandiego.edu/care.
USDrequiresallfacultymembers,administrators,supervisors,andanyemployeeswhohaveresponsibilityforstudentwelfaretopromptlyreportinformationaboutanyincidentofSexualMisconductorRelationshipViolencetoUSDasprovidedbelow,unlesstheemployeeisrequiredbylawtokeepthatinformationconfidentialbyvirtueoftheirprofessionalrole(e.g.theemployeereceivedtheinformationintheirroleasapsychologicalcounselororapastoralcounselor).Inaddition,thoseemployeeswhohavebeeninformedbytheDepartmentofPublicSafetythattheyare"campussecurityauthorities"undertheJeanneCleryDisclosureofCampusSecurityPolicyandCampusCrimeStatisticsAct("CleryAct")arelegallyrequiredtoreportsuchincidentstotheDepartmentofPublicSafety.Allsuchemployeestowhomanincidentisreportedshouldstronglyencouragethereportingparty,whetheritistheindividualwhoallegedlyexperiencedtheactoractsofSexualMisconductorRelationshipViolenceorathirdparty,tospeakdirectlywiththeTitleIXCoordinator,aCAREAdvocate,ortheDepartmentofPublicSafety.
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SexualMisconductandRelationshipViolenceTitleIXisafederallawthatprohibitsdiscriminationbasedonsexineducationalprogramsandactivitiesthatreceivefederalfinancialassistance.Sexualharassment,includingsexualviolenceisaformofprohibitedsexdiscrimination.TheCampusSexualViolenceEliminationAct(CampusSaVE)requiresuniversitiestohaveproceduresinplacetorespondtoincidentsofsexualassault,domesticviolence,datingviolence,andstalking.
USDstronglyencouragesallmembersoftheuniversitycommunitytoreportinformationaboutanyincidentofsexualmisconductorrelationshipviolenceassoonaspossible,whethertheincidentoccurredonoroffcampus.ResourcesandreportingoptionscanbefoundontheCampusAssaultResources&Education(CARE)websitewww.sandiego.edu/care.