Student Activities Policies

The Office of Student Activities at The University of Southern Mississippi aspires to provide superior customer service and valuable resources by fostering community, educating servant leaders, and giving guidance to student organizations that will initiate and maintain effective student leadership as well as life-changing experiences in the university community and the world.

GUIDE TO CHARTERING NEW STUDENT ORGANIZATIONS

The principle vehicles for student activities at The University of Southern Mississippi are student organizations. Student organizations at The University of Southern Mississippi are chartered by the university and, when chartered, become officially recognized organizations that may avail themselves of all privileges relating thereto. An officially chartered student organization will not use its official status for any purpose other than its own organization; this shall include, but is not be limited to, financial gain for individuals, sponsoring activities for an unchartered group, and reserving facilities and conducting business for an unchartered group.

Student organizations are characterized by a written constitution and bylaws, officers, an adviser, and a program of projects and activities through which they attempt to carry out their objectives. The following chartering policies apply to all student organizations except social fraternities and sororities that are current or past members of the Interfraternity Council, College Panhellenic Council or the National Pan-Hellenic Council, which are chartered through a process originating in the Office of Greek Life.

Requirements

A. A group of 10 or more full-time students wishing to form an organization and seek official status from the university by obtaining a charter may do so, provided the following requirements are met:

1.The group does not duplicate an existing organization.

2.The purpose is to ensure continuity and stability of the organization.

3.The group does not organize under the sponsorship of an existing organization.

4.If nonstudents are affiliated with the organization in a capacity other than an advisory role, they may only be associate members. Associate members may not hold office or vote.

5.If any person is paid for instruction through a student organization, a budget must be approved by a majority vote of the members, by the Student/Faculty Committee  on Student Organizations and by the Department of Recreational Sports for sports clubs. Any payment for ongoing instruction must be provided through Recreational Sports or the Office of Professional Development and Educational Outreach, whichever is appropriate.

6. A formal constitution is submitted outlining the purpose of the group seeking the charter and framework of the organization.

B. The application for chartering a new student organization is completed and filed with the director of Union and Programs together with proper supporting documents.

1.Completed application for chartering a new student organization: www.usm.edu/student-activities/chartering-new-student-organization

2.Items to be uploaded with the application:

a. Upload a copy of the proposed constitution to the online Chartering a New Student Organization application.

b. In the event the group seeks to affiliate with a state, regional or national organization, a copy of that constitution must also be uploaded to the application.

c. Letter of support from the adviser of the proposed student organization

d. Letter from the department with which the proposed organization will affiliate (If no affiliation is planned, no letter is required.)

3.Submit officer information form at www.usm.edu/student-activities.

4.Health and human services form, which states the proposed organization does not have any statement in its charter, bylaws or other regulations that restrict membership on the basis of sex, race, religion, color or national origin unless allowed to do so under federal exemption. This form will be printed from the Student Activities website and will be signed and turned in at the Student/Faculty Committee on Student Organizations regarding the proposed organization meeting.

5.The organization has an adviser who is a member of the full-time faculty or staff.

6.The organizational president and adviser meet with the Student/Faculty Committee on Student Organizations regarding the proposed organization. 

Organizational Meetings

Three meetings may be held prior to the official chartering of a student organization. Business during these meetings should be limited to constitution drafting and forming the structure of the organization. A member of the Student Activities staff will meet with the group for aid and counseling in the forming of the new organization, if necessary.

Constitution

Once a constitution has been approved by the Student/Faculty Committee on Student Organizations, said constitution is filed and becomes the official reference copy. No changes will be recognized without committee approval, and in the event of any controversy within the group, the official office copy will be used to determine points in question.

Organization Steps

A. The director of Union and Programs will present the request to the Student/Faculty Committee on Student Organizations at its next meeting; he or she will request the president and adviser of the proposed group to be present to answer any questions that might arise.

B. The recommendation of the committee is forwarded to the associate vice president for student affairs for final action.

C. The director of Union and Programs will advise the president and adviser of the proposed organization of final action.

D. The organizational president is responsible for meeting with the assistant director for Student Activities to review campus policies and procedures.

CODE OF ETHICS FOR STUDENT ORGANIZATIONS

Relationship of Student Organizations to the University: Recognition of, or registration of, an organization does not mean that the university supports or adheres to the views held or position taken by registered or recognized student groups. Responsibility for any action that violates federal, state or local laws or university regulations is assumed by the individual group and its adviser, officers and members.

Introduction of Code of Ethics: The extension of privileges by the university as detailed in this document requires all student organizations to be registered and to conduct their organizations and activities as responsible bodies in their relationships with their members, other students, the community and the university. Organizations and their members are subject to being governed and sanctioned by the same rules and regulations established for individual students. This Code of Ethics has been established for all registered and recognized student organizations. Each registered student organization must adopt and abide by this Code of Ethics.

Specific Standards

A. Scholarship: In accordance with the academic mission of the university, a portion of an organization’s activities should reflect a conscious effort to enrich each member’s academic development.

B. Character Development: The moral conduct and personal behavior of each member affects the organization’s image. This makes it important for the individual to act at all times with self-respect and integrity.

C. Community Relations: All organization members will conduct themselves in a supportive positive relationship with the community, as their actions reflect upon the university as a whole.

D. Financial Management: All funds shall be used in a judicious manner. Members shall not incur debts (either individually or in the name of the organization) that result in organizational disability. All financial debts must be paid to maintain active status.

E. Wellness: Members shall take basic precautionary measures to ensure individual and group safety. An appropriate program would encompass a concern for mental, emotional and physical well-being.

F. Leadership Development: The continuing existence of the organization requires a regular succession of effective leaders. An appropriate program would provide for the development of the members’ leadership skills for future positions in leadership roles.

G. Legal Responsibility: Each organization’s members have a responsibility to know and uphold all federal, state and local laws and university policies. Students should be knowledgeable of and comply with the expectations set forth for individual students and for organizations as stated in the Code of Ethics for Student Organizations.

M. Multicultural Sensitivity: Both the university community and the larger society are diverse with persons from different ethnic and cultural backgrounds. Organizations must recognize and respect the cultural heritage of others. Compliance with The University of Southern Mississippi Equal Educational Opportunity Policy is required. Guidance regarding the interpretation of this policy is always available from the university’s affirmative action officers.

PRIVILEGES, OBLIGATIONS AND DUE PROCESS OF ALL CHARTERED ORGANIZATIONS

Upon official recognition by The University of Southern Mississippi, there are certain privileges afforded a new student organization and certain obligations the new organization is expected to discharge. These privileges and obligations are as follows:

A. Upon official recognition by the university, an organization becomes eligible to participate in university-approved student activities, to sponsor activities that may be included on the master calendar, to reserve university facilities and to rent a university post office box.

B. Each organization’s officers are required to register their organization (with a minimum of 10 full-time students and an on-campus adviser) with the Office of Student Activities annually by completing a student organization commitment card (organization information card). Otherwise, the organization will become inactive and will lose its privileges mentioned above. Immediately following each election, lists of new officers or adviser(s) with addresses should be submitted to the Office of Student Activities.

C. Each organization commits itself to sponsor only such projects as will benefit both the group and the university and to uphold university regulations, including the Student Code of Conduct, Code of Ethics for Student Organizations, the Student Activities Policy, city ordinances, and all state and federal laws.

D. If any person is paid for instruction through a student organization, a budget must be approved by a majority vote of the members, by the Student/Faculty Committee on Student Organizations, and the Department of Recreational Sports for sports clubs. Any payment for ongoing instruction must be provided through Recreational Sports or the Office of Professional Development and Educational Outreach, whichever is appropriate.

Recall

The approval of a student organization at The University of Southern Mississippi is made on the basis that the organization will conform to the Privileges and Obligations of Chartered Organizations as stated above. Failure on the part of the organization to conform to the above-mentioned obligations, to conditions of approval, and any breach of Student Activities or university policy may subject the organization to recall by the Student/Faculty Committee on Student Activities or the Fraternity/Sorority Committee. Recall may result in the president and adviser of the organization having to appear before the appropriate committee to answer any charges that have been brought against the organization.

Due Process

In the event that a student organization violates the Student Activities policies, the Privileges and Obligations of Chartered Organizations, the Code of Ethics for Student Organizations or other university regulations, certain disciplinary procedures will be instituted against the organization initiated by the assistant director for Student Activities or the appropriate administrator in the following manner:

A. The president and adviser of the organization will be advised by the assistant director for Student Activities of the charges against the organization. The president and adviser will be further advised of the action the assistant director for Student Activities is taking against the organization. The assistant director for Student Activities may impose disciplinary measures on the organization or may refer the charges to the appropriate body.

B. In the event of disciplinary action imposed by the assistant director for Student Activities, the president and adviser of that organization will have 72 hours from the time of written or emailed notification during which time they may (a) accept the assistant director for Student Activities’ penalty and waive their rights to a formal hearing on the matter by the president and adviser signing a statement of acceptance that will be filed in the Office of Student Activities or (b) not accept the assistant director for Student Activities’ penalty and request a hearing. In the event of a hearing, it will be held at a time and in a place so designated by the assistant director for Student Activities. The hearing will be held before the appropriate body such as the Student Activities Committee or IFC Judicial Board.

C. Any student organization referred to a governing body has the right to due process.

D. In all judicial decisions, either party shall have and will be notified of the right to appeal the decision of the judicial body entering judgment. If the decision is appealed, no action shall be taken except those measures necessary to ensure the safety of the university community, to protect university property, and to ensure an academic atmosphere until the appellate process has been exhausted.

E. The request for appeal shall be filed within 72 hours of the written or emailed notification of the decision. The request shall be filed with the assistant director for Student Activities.

F. Decisions involving social fraternities and sororities may be appealed to the Fraternity/Sorority Committee. Decisions involving other student organizations may be appealed to the Student Activities Committee. Decisions rendered by these committees will be final.

G. In any hearing resulting from a violation by a student organization in which it is determined that the violation was caused by the action of individuals rather than official action of the organization, the council hearing the matter reserves the right to refer those individuals to the Office of the Dean of Students, which may refer to them to the Student Judicial Council. Officers acting in their capacity as representatives for the organization may be dealt with as individuals and official representatives of the organization.

STUDENT ACTIVITIES POLICIES, PROCEDURES AND GUIDELINES

The Office of Student Activities strives to educate and advise all students of the policies, procedures and guidelines for student activities.  For organizations to gain activity request approval during the 2012-13 academic year, the following must be completed:

A.   One member of each organization must attend a policy review session.  Times and dates of the policy review session will be emailed to the organization’s president listed on the organization information card kept on file at the Office of Student Activities and posted on the Student Activities website under Student Activities Hub Helpers.

B.  Each organization must update the organization information card found on the Student Activities Web site under Student Activities Hub Helpers.  It is the organization’s responsibility to keep all officer contact information current and complete.

A copy of the Policies, Procedures and Guidelines Manual can be found online at the Student Activities website, www.usm.edu/student-activities.

Time, Place and Manner (Including Amplified Sound Events)

The University of Southern Mississippi prohibits the disruption or disturbance of the campus community by the operation of sound devices. It shall be a violation of the University Noise Policy for any person to play, use or operate any device for reproducing or amplifying sound on university property if the sound generated is audible at a distance of 50 feet from the device producing the sound.

The purpose and intent of this policy is to prohibit within the campus community the making of any and all unnecessary or boisterous noise that unreasonably annoys, disturbs or disrupts the comfort, work, quiet or general welfare of our campus community.  This policy shall not apply to any regularly scheduled and approved university event.

TIME

A. Beginning and ending times for activities and their duration will be under the general supervision of the assistant director for Student Activities. Organizations should specify their desired time and sound requirements when seeking activity approval.* The consideration for approval of “special events” and the use of amplified sound (radio, loudspeaker or any device used to increase audible volume level) will be for events scheduled and approved during times allowed by the Office of Student Activities.

*Note: See Special Events section for guidelines and procedures.

Beginning and Ending Times for Outside Non- Amplified Sound Events:     

            Monday-Thursday                                 8 a.m.-10 p.m.

            Friday                                                   8 a.m.-10 p.m.

            Saturday                                               10 a.m.-10 p.m.

            Sunday                                     1-10 p.m.

Beginning and Ending Times for Outside Amplified

Sound Events:

            Monday-Thursday                   5:15-6:15 p.m.

            Friday                                      4-10 p.m.

           Saturday                                   10 a.m.-10 p.m.

            Sunday                                     1-10 p.m.

Beginning and Ending Times for Indoor Events:

            Sunday-Thursday                                 8 a.m.-midnight

            Friday-Saturday                                    8 a.m.-1 a.m.

Beginning and Ending Times for Noon Day, Amplified Sound Indoor Events:

            Monday-Friday                          11:30 a.m.-1 p.m.

 

 B. University-sanctioned and philanthropic events that occur outside the designated hours for activities must request approval from the Student Activities Committee.  Once your organization submits the event form found at www.usm.edu/student-activities, a staff member from the Office of Student Activities will schedule the meeting time with the person who completed the event form.  All SAC meetings are held on Tuesdays starting at 9:30 a.m.  Two members from your organization will be required to attend.

PLACE

A. Inside: On-campus facilities are reserved with the area or department of the university having jurisdiction over said facility.  Policies governing the facilities will differ from place to place, and care should be taken to become aware of this.  Attendance at events should not exceed the maximum capacity in order to meet all safety and fire regulations.

            Bennett Auditorium                                1,000

            Natatorium                                            330

            Seymour’s                                            680

            Thad Cochran Center Ballroom  1,000

            Union Lobby                                         600

Fraternity Houses

            Alpha Tau Omega                                 425

            Delta Tau Delta                         166

            Kappa Sigma                                        136

            Phi Kappa Tau                          248

            Pi Kappa Alpha                         484

            Pi Kappa Phi                                         40

            Sigma Alpha Epsilon                             425

            Sigma Chi                                           184

            Sigma Nu                                             80

            Sigma Phi Epsilon                                 228

 

 B. Outside: Outside areas on campus are reserved through the Union Event Services office.  Areas of this nature should be discussed with the assistant director for Student Activities well in advance of publicity and invitations concerning the proposed event. Outdoor spaces available for event reservations include, but are not limited to, Shoemaker Square, Weathersby lawn, Kennard-Washington lawn, Lake Byron and the Union Plaza.  Not all outdoor space is available for event reservation.  Outdoor spaces not available for event reservation include but are not limited to West Memorial, in front of the Hub and the Lucas Administration Building, the area surrounding the Lucas Administration Building, unloading zones, service zones and handicapped parking spaces.  In the interest of public safety and the health and welfare of students, the assistant director for Student Activities reserves the right to schedule those outdoor facilities and recommend alternate areas.  No vehicles are allowed on the brick areas of Shoemaker Square and West Memorial except at designated times per university officials.  Coke wagons and vehicles that are used for loading and unloading Coke wagons are prohibited.  Only pedestrian traffic is allowed.

 MANNER

The Office of Student Activities aspires to provide superior customer service and valuable resources by fostering community spirit, educating servant-leaders and giving guidance to student organizations that will initiate and maintain effective student leadership as well as life-changing experiences at the university. The policies mentioned below are in place to ensure the safety of our students as well as our community. The responsibility of interpretation and enforcement of university regulations rests with the president and adviser of the organization sponsoring the event. Organizations’ officers assume full responsibility for the conduct of their members, guests and entertainers.

 

A.   All on-campus student activities, except for regularly scheduled meetings, must be approved by the assistant director for Student Activities or his or her designated representative.  The assistant director for Student Activities or his or her designated representative reserves the right to approve or not approve any activity.  When the activity is not approved, the sponsoring organization may make an appeal to the director of Union and Programs to request a hearing before the Student Activities Committee.  This may be done by making a request in writing within 24 hours after the original approval is denied.

 

B.   All organizations seeking approval deemed “special in nature” must submit the activities request form labeled “Event Form” one month prior to the event and attend a pre-event planning meeting with all departments involved.  A representative of the Office of Student Activities will contact the organization to schedule the pre-event meeting.

 

C.   Any activity involving food must adhere to the University Snack Policy located within this handbook.

 

D.   The Office of Student Activities holds the officers of organizations responsible for the planning, scheduling and overall conduct of the activities of their organizations.  The president of the organization has primary responsibility in seeing that these activities are in accord with university regulations.

 

E.   The university prohibits the unlawful possession, use or distribution of illegal drugs and alcohol by students on The University of Southern Mississippi’s property or as part of any of its activities.  For more information on the alcohol policy, please refer to the Student Code of Conduct.

 

F.   Only approved student organizations or university departments may sponsor student activities.  If an individual student wishes to hold an event on campus, they must complete the department or student organization sponsorship form. 

 

G.  Activity request forms are to be submitted online at www.usm.edu/student-activities by 4 p.m. Monday for activities occurring the following Monday through Friday.  Any activity form must be completed with the electronic signature of two approved members.

 

H.   Parades, marches or runs are allowed on campus only with the approval of the assistant director for Student Activities or his or her designated representative and the chief of operations of University Police. 

 

I.    Two working days preceding the week during which final exams begin will be “dead week.”  No campus activities will be scheduled unless authorized by the assistant director for Student Activities or his or her designated representative.

 

J.   Events cannot be advertised until the officers have been paid, the event has been approved, and the location has been secured.  Then, all advertising material and media has to have the sponsoring student organization displayed within the material.  Posters, signs or circulars may only be placed in locations designated in the Sign Policy.

Responsibility

The responsibility of interpretation and enforcement of university regulations rests with the president and adviser of the organization sponsoring the event.  Organizations’ officers assume full responsibility for the conduct of their members, guests and entertainers.

Cancellation of Events

A. The Office of the Dean of Students, responsible for the overall safety of the university community, may exercise the authority to cancel an event when conditions arise that may not be in the best interest of the university.  Cancellation notification will be through the Office of Student Activities.  The sponsoring organization and the Event Services office shall be notified immediately upon the decision to cancel.

B. In the course of an approved activity/event, the University Police Department or an acting university official can discontinue a sanctioned activity/event.

On-Campus Event Request Forms

A. Event Request Form: Your event is anything other than a meeting, such as a retreat, pageant/fashion show, Friday Night at the Fountain, has a DJ, multiple UPD officers required, ticketed event, off-campus guest, Bennett Auditorium, or other event of the same nature

B. Greek Life Request Form: Your event is held by a registered Greek organization on campus (this includes Greek organizations’ tabling/sales as well)

 

C. Academic Space Request: Your event is a meeting not held in the Thad Cochran Center, the Union, Student Activities Hub, Bennett Auditorium or MPAC

D. Tabling/Sales: Your event is a bake sale, money drop, information table, promotion about an upcoming event or other event of the same nature

All event forms can be found at www.usm.edu/student-activities under “Forms.”

Special Event Guidelines

A special event is classified as any approved event other than meetings, tabling, bake sales or retreats/training. Events are deemed “special in nature” by the assistant director for Student Activities. This can include events for the student population, invited attendees from off campus, community services projects, or other events held on campus at facilities that require reservations and special department requirements.  The Office of Student Activities will assist you with setting up the required pre-event meeting found in the special events requirements listed below.

While most student activities will operate under the previously mentioned Student Activities policies, some events will require additional guidelines and police officers to ensure the safety of all participants and to allow for a successful event. These additional guidelines will be based on the following: facility capacity, past history of event, crowd size, clientele from on or off campus, type of event, tickets sold or money collected at the event, and nature of event (social or educational). Consequently, before planning any major event, it is necessary to consult with the assistant director for Student Activities, who will determine if these guidelines are required of an activity.  If special event guidelines and others deemed necessary by governing bodies are required, the organization must attend a Student Activities Committee meeting at least four weeks in advance to discuss event procedures, police procedures, event checklist and event evaluation forms.

PRE-EVENT REQUIREMENTS FOR SPECIAL EVENTS

A.   Correct paperwork must be submitted online to the Office of Student Activities, such as event request forms. When reserving officers, it is the organization’s responsibility to have them there 30 minutes prior to the doors opening.

 

B.  The host organization must attend a pre-event planning meeting a month before the event, with a representative from the Office of Student Activities and all departments involved, to discuss the planning of the event. It is the responsibility of the organization to schedule and have proper officers attend the meeting. One week before the event, the organization is responsible for scheduling another meeting with the Office of Student Activities to confirm all event details. Their adviser should be present at one of these meetings.

 

C.   Provide each participant the rules and regulations for participating in the event at The University of Southern Mississippi.

 

D.  Provide a complete schedule for the event to the assistant director for Student Activities and the facility manager at least 48 hours before the event.

 

E.   It shall be the responsibility of the sponsoring group to reserve and check out a special event kit, which includes

the following:

 

1.     Metal detector

         2.     Facility regulation sheets (to be read aloud at the beginning of program in certain facilities)

         3.     Handheld counters/electronic I.D. card swipe

         4.     Signs that indicate the following, if applicable:

        Greek member entrance door, metal detector in use, must have ticket to enter, no re-entry, sold out and use other door

Please note:Special event kit should be checked out by an officer of the organization holding the event.  This person will be required to sign a contract indicating that the special event kit will be returned to the Office of Student Activities within 24 hours of the event and that they are responsible for replacing damaged or missing items.  If kit is not returned in its entirety, the organization responsible will be placed on activity suspension until the kit is returned or paid for in full.

DAY-OF EVENT REQUIREMENTS FOR SPECIAL EVENTS

 

A.   The sponsoring group is to designate a representative to meet with police, a building manager and a Student Affairs professional 30 minutes prior to opening the doors for the event. At this time, the police officer and sponsoring group will review responsibilities of both parties and jointly sign a contract. Also, a facility walk-through should be conducted with the facility manager, university police officer and organization representative at this time to protect an organization from any prior damage in the facility.

C.   Front entrances should be staffed by the host organization at all times. These individuals will have the responsibility of operating the counters, collecting tickets and checking the guest lists if applicable.

D.   Members of the host organization should be clearly identified throughout the event (e.g., badges, nametags, passes).

E.   No excessive profanity, vulgarity or nudity will be allowed.

F.   No organizations on probation or suspension will be allowed to perform. This also applies to professional guest artists.

G.  If Student Affairs personnel or facility management believes a performance exhibits poor taste and no regard for established university rules and regulations, the event will be stopped.

H.   Failure to comply with this policy, the special event policy or other required procedures may result in disciplinary action or organizational activity probation.

UNIVERSITY POLICE OFFICER PROCEDURES FOR SPECIAL EVENTS

Student organizations required to secure police officers for a function will adhere to the following guidelines:

 

A.   The requesting organization shall submit an Event Request form online at www.usm.edu/student-activities no later than Monday at 4 p.m. for activities occurring the following Monday through Friday.

 

B.  The assistant director for Student Activities will complete the necessary information on the officer request form and email it to the student organization and UPD with the necessary payment information completed.

 

C.  The student organization will then have until 4 p.m. no later than two weeks from the date of their event to make payment to University Police in the form of cash, cashier’s check or money order.  No chapter or personal checks will be accepted. Those requesting student organizations funded by the university may use an interdepartmental invoice.

 

D. The University Police Department will email the Office of Student Activities with the approval and confirmation that all fees were paid and that officers are available.  A printed copy of the UPD form and the email approval will be kept on file in the Office of Student Activities.

 

E. Should an activity exceed the original time indicated on the officer request form, the student organization will have three days to pay University Police for the overage. No activities requiring police officers will be approved until the balance is paid.

 

F. If the officer(s) assigned to work the event does not show up for the event, a refund can be picked up within three business days following the event. After three business days, the money will be forfeited.

 

G. The University Police Department requires 24-hour notification for canceling an event.

 

H. The University Police Department event packet must be completed for any approved on-campus event requiring UPD.  UPD packets can be picked up at the Student Activities Hub.

MINIMUM POLICE OFFICERS FOR AN EVENT

 

A. The assistant director for Student Activities reserves the right to require a minimum of one bonded police officer at any campus activity sponsored by an officially chartered organization. All police officers will be requested through the Office of Student Activities by filling out the event form.

 

B. The assistant director for Student Activities in conjunction with the facility managers will determine the number of police officers necessary for each event. The number of officers required for each event will fall within the following range.

 

Event Attendees

            No. of officers required when event is attended only by university faculty/staff/students

 

No. of officers required when event is attended by university faculty/staff/students and visitors

0-400

2

2-4

401-800

2-4

4-6

801-1000

2-8

6-8

1000+

Determined by nature of event

Determined by nature of event

If the event is deemed too large or special in nature, the organization should go through the Southern Miss Ticket Office to secure tickets. Contact information: Phone – 1.800.844.TICK (8425) or 601.266.5418; Email - ticket.office@usm.edu. The assistant director for Student Activities will work with the organization to determine the best ticket option.

Conferences and Conventions

In the event that a registered student organization desires to host a conference or convention on campus whereby persons outside of the Southern Miss community are in attendance, they must meet with the assistant director for Event Services and assistant director for Student Activities at least 12 weeks prior to the planned conference dates. All policy will be derived from current Student Activities policy and, depending on the nature of the conference or convention, might incur additional guidelines and fees which will be applied at the discretion of the assistant director for Event Services and assistant director for Student Activities.

Relief Days/”Dead Days” Policy

A. No test shall be given Thursday or Friday before final exams, “test” being defined as in-class examination of cumulative information presented from memory.  This is not to be confused with an out-of-class assignment that could possibly be finished and turned in before the date that it is due, which may fall during the week before finals.  Exceptions may be allowed for laboratory, performance/activity, and those regularly scheduled Thursday or Friday classes which meet one time per week.  Faculty should note exceptions on the course syllabus, which is distributed to students at the beginning of the semester.

 

B. All preplanned social activities that are held by any university-affiliated groups are forbidden Thursday, Friday and the weekend before exams.

 

C. All regularly scheduled classes will be held as usual.

 

D. This policy is directed toward undergraduate classes on the Hattiesburg campus.

Car Bashing Policy

A.   Complete an Event Request form online through the Office of Student Activities at www.usm.edu/student-activities. Car-bashing events may only occur in the space designated.

 

B.   Pay the $150 cash deposit to the Office of Student Activities. This deposit is refundable in full if all guidelines are followed and the space is as the student organization found it prior to the event. If the Office of Student Activities does not find the space in satisfactory condition, the deposit will be used to pay Physical Plant to clean the space. In addition, all fees assessed for cleaning the space that exceed $150 will be the responsibility of the sponsoring student organization.

 

C.   Coordinate the delivery and removal of the vehicle with the Office of Student Activities.The sponsoring organization may place the vehicle in the designated space 24 hours prior to the event. The sponsoring organization has 24 hours to remove the vehicle and all debris after the event. If the vehicle and all debris are not removed within 24 hours of the event, the sponsoring organization will lose the $150 deposit.

 

D.   General guidelines for the activity:

 

1.     Any vehicle used must be stripped of all glass, all fluids, engine and transmission.

 

2.     The area around the vehicle must be sufficiently cordoned off to prevent debris from striking spectators.

 

3.     The entire area under and surrounding the vehicle must be covered by a tarp.

 

4.     Any graffiti on the vehicle must adhere to the community standards outlined in the university

        Sign Policy.

 

5.     All participants must wear goggles and gloves at all times.

 

6.     At no time may participants stand on top of any part

        of the vehicle.

 

7.     Participants must sign a waiver, provided by the sponsoring student organization, before participating

        in the activity.

 

8.     The sponsoring student organization is responsible for ensuring that all guidelines are followed.

 

9.     If any guidelines are not followed at any time, the event will be shut down immediately.

 

Date Auction Event Guidelines

A.   The event must be registered through the Office of Student Activities at www.usm.edu/student-activities.

 

B.   All participants in the event must do so willingly without coercion.

 

C.   Inappropriate conduct and gestures will not be allowed during the event.

 

D.   Participants will not be allowed at any time during the event to “strip down” to undergarments of any kind.

 

E.   Participants may withdraw from the date auction at any time during the event.

 

F.   If any guidelines are not followed at any time, the event will be shut down immediately.

 

G.  Participants are not required to attend a date with the highest bidder. If the event participant does not attend the date, the bidder may receive all money he or she paid during the date auction.

 

H.   The sponsoring campus organization will provide a gift certificate(s) for the event participant and bidder to use on the “date.” This date may only occur in public during the hours of 8 a.m. and 10 p.m., and it may not take place during class time of either party. The gift certificate is only valid within two weeks of the event.

 

I.    The date will end at the conclusion of the use of the gift certificate provided.

 

J.   The sponsoring campus organization is responsible for ensuring that all guidelines are followed. If any guidelines are not followed at any time, the event will be shut down immediately.

 

K.   All participants must sign a waiver, provided by the sponsoring student organization, prior to the event, showing that they understand the above policy.

 

 Fundraising Policies

A.   Raffles, lotteries and similar services and terminology are not allowed on campus by student organizations.

B.   Absolutely no gambling activities, terminology or events are allowed on campus by student organization

 

Blood Drive Policy

A.   Due to the nature of the event, only one (1) blood drive will be allowed in the Union Complex each semester.

B.   The blood drive must be approved by the Center for Community and Civic Engagement.

C.   Any student organizations wishing to sponsor a blood  drive shall be given the opportunity to co-sponsor the drive with the Center for Community and Civic Engagement and   will be included in the planning, advertising and execution of the event.

D.   Any student organization wishing to hold a blood drive should contact the Office of Student Activities.

The Office of Student Activities at The University of Southern Mississippi aspires to provide superior customer service and valuable resources by fostering community, educating servant leaders, and giving guidance to student organizations that will initiate and maintain effective student leadership as well as life-changing experiences in the university community and the world.