Policy for Use of University Facilities

Policy for Use of University Facilities

POLICY STATEMENT

 

 

PURPOSE

            To establish policies governing the registration of events (Occurrence happening at a determinable time and place involving students) held by student groups on the Millersville University campus.

 

SCOPE

            Applies to all student groups and the student events that offices or departments host in conjunction with or on behalf of student groups at Millersville University may plan.  This policy does not apply to student protests nor prohibits them; such events are governed by state and university policy.

 

OBJECTIVE

            Currently, there is no formal campus wide policy in place governing the registration of events held by student groups at Millersville University.  Implementing a policy that requires student groups to register all events will provide a process to ensure student groups are achieving the desired learning outcomes associated with Student Leadership, and adhering to University policies and procedures as outlined in the Student Organization Handbook and Student Code of Conduct.   It will ensure safety and risk management measures are adhered to during such events. Additionally, requiring all student groups to register their events will aid in the tracking of events for assessment purposes, and assist in providing greater customer service to the University community for inquiries about events held by student groups. 

 

DEFINITIONS

1.       Student group is defined as any student group that originates from a University office/department, and or receives recognition from the Student Senate. Groups MUST be registered with the Center for Student Involvement and Leadership.

EVENT DEFINITIONS:

  1. Competition defined as an act of two or more groups competing for a prize, honor or award Advisors must be present for duration of event. 
  2. Educational Program defined as  a Program whose primary purpose is instruction or education not characterized as Lecture and Speakers
  3. Fundraising defined as activities or events where funds are collected for profit or charity. Events including food sales must be approved through university catering with a waiver
  4. Lecture or Speaker defined as a discourse given for class or audience for purpose of instruction, education, rallying. Advisors must be present for duration of event.
  5. Meeting defined as a group of students coming together for discussion of various items up to 50 students.
  6. Movie\ Film defined as a form of entertainment that enacts a story by music motion and sound in a sequence of images made for cinema.    
  7. Performance defined as Visual Arts, Music, Theater or other related activities like Recitals, Fashion Shows, Step Shows that are held before an audience. Advisors must be present for duration of event.
  8. Rehearsal/Practices defined as  a practice or trail performance of an artistic or athletic activity for later performance or competition
  9. Service defined as volunteer work intended to help people in a particular area
  10. Socials defined as all events include Primary Purpose of the event is social interaction, community building organizational promotion.  Advisors must be present for duration of event.
  11. Sporting defined as events with competitive or exhibitions of physical activity. Advisors must be present for duration of event.
  12. Trips defined as sponsored outings to off campus sites regardless of transportation mode.


 

POLICY STATEMENT:

Various students groups and offices or departments host in conjunction with or on behalf of student groups wish to use Millersville University’s facilities to hold an event. This policy outlines the procedures that student groups, university offices and departments, and affiliated outside groups would need in order to hold an event on campus.

PROCEDURES

1.       All student groups must register their event(s) using the Student Group Event Registration Form located at the Center for Student Involvement and Leadership.

2.       For all Social, Performance and Competitions, with attendance of  150 persons or more, or promoted to or admit non-MU students must be registered at least eight-(8)  Business weeks in advance with the Center for Student Involvement and Leadership. These events may require security and must be determined in advance.  These events must adhere to the Social Event Policies & Procedures outlined in the Student Organization Handbook and Student Code of Conduct. These events are also subject to all Federal, State and Local Laws.

3.       All other Student Group Event Registration Forms must be submitted for approval at least ten-(10) business days prior to the scheduled event.

4.       Completing the Student Group Event Registration Form does not serve as a confirmation that a group has reserved a facility for the event(s) or received approval for their event. Groups must complete the necessary paperwork to reserve facilities on campus.  Students completing the Student Group Event Registration Form will be informed by Center of Student Involvement and Leadership of approval to host events.

5.       All events where a movie/film screening is open to the public, such as showing a foreign-language film to the community for cultural enrichment; is in a public space where access is not restricted, or if persons attending are outside the normal circle of family and acquaintances, such as showing a film to an organization, or showing a film for class but inviting others to attend must adhere to all copyright and piracy laws, or utilize a licensed film company.  

6.       All student groups are responsible for being familiar with, and adhering to, all University policies, rules, and regulations outlined in the Student Organization  Handbooks and Student Code of Conduct.

This policy does not preclude the exercise of authority by University officials within the scope of their responsibilities under established policies or the publication of more detailed documents implementing policies such as manuals, memoranda, or information letters on specific subjects.

 

RESPONSIBILITIES

1.       Student Group and University offices/departments

(1)    Shall complete Student Group Event Registration Forms, as defined in the Procedures section at least ten-(10) business days prior to their scheduled event or 8 business weeks prior for specified Social Events, Performances or Competition.

(2)    Shall submit for review contracts/service agreements required for an event at least four-(4) full business weeks prior to an event(s).

(3)    Ensure organizations eligibility to host an event with Advisor the Center for Student Involvement and Leadership. 

(4)    Shall ensure they have completed the Student Host Safety Training administered by the Center for Student Involvement and Leadership. 

(5)    Ensure Understanding and adherence to all University policies and procedures, The Student Organization Handbook, Student Senate Guidelines,  Student Code of Conduct and all Local, State and Federal Laws

(6)    Ensure their Millersville Faculty Staff Advisor attends all Social, Performance and Competitions, with attendance of  150 persons or more, or promoted to or admit non-MU students, for the duration of the event. 

2.       Center for Student Involvement and Leadership

(1)    Shall collect oversee and approve Student Group Event Registration Forms.

(2)    Shall review contracts/service agreements required for an event at least four-(4) full business weeks prior to an event(s). The Center will not sign student contracts or assume liability for student events.

(3)    Shall provide assistance to student groups who need support and/or advice on how to program effectively or assistance with understanding University policies and procedures.

(4)    Shall contact the campus community and/or the President’s office regarding noise issues or potential issues presented by student events held on campus.

(5)    Shall review the Student Group Event Registration Forms and provide approval for events in a timely fashion

(6)    Provide Student Host Safety Training, and Necessary Leadership programs to students.

3.       Campus Dining Services

(1)    Shall meet with student groups who are having events on campus that include food or catering services.

(2)    Provide in writing confirmation of waiver for student food sales.

(3)    Generate all invoices for student events within 10 business days of event .

4.       University Police

(1)    Shall in conjunction with the Center for Student Involvement and Leadership meet with student groups who have events that are subject to the Social Event Policy  at least six-(6) weeks prior to the scheduled event(s).

(2)    Schedule safety and security personnel for events.

(3)    Generate all invoices for student events within 10 business days of event.

5.       Millersville University Student Services, Inc. (SSI)

(1)    Provide Student Events Staff as needed or contracted.

(2)    Generate all invoices for student events within 10 business days of event.

AUTHORIZATION

1.       Because of the wide-ranging impact of the policy outlined above, the Associate Vice President for Student Affairs shall approve and distribute this version to the Executive Management Team to coordinate with University offices/departments; including, but not limited to: Deans, Directors, Department Chairs, Student Senate, Campus Dining Services, University Police, and Student Services, Inc. (SSI).

2.       After the review and revision phase, the policy outlined above will be placed on the agenda of the President’s Cabinet for final review and approval.