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 theuniversity community and the world.

 

Guide to Chartering New Student Organizations

Office of Student Activities, July 2014

 

The principle vehicles for student activities atThe 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 there to. 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 advisor ,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 orthe National Pan-Hellenic Council, which are chartered through a process originating in the Greek Life office.

 

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 will ensure continuity and stability of the organization.

3. The group does notorganize under the sponsorship of an existing organization.

4. If non students 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 Committe on Student Organizations and by the Recreational Sports department for sports.

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 Office of Student Activities together with proper supporting documents.

1. Completed application for chartering a new student organization by visiting www.usm.edu/student-activities and clicking on “Start a New Organization”.

2.  Items to be uploaded with the application:

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

b. In the eventthe group seeks to affiliatewith a state,regional ornational organization,a copyofthatconstitution must also beuploadedto the application.

c.Letterofsupport fromthe advisorofthe proposed student organization d.Aletter fromthe departmentwith whichthe proposedorganization will

affiliate(Ifno affiliation is planned,no letterisrequired.)

3. Submit Organization Information Form (OIF) at www.usm.edu/student-activities

4. Health andHuman Servicesform, which states the proposedorganization,does not have any statement in its charter,bylaws orother regulations that restrict

membershipon the basis of sex, race,religion,colorornational originunless allowedto do so underfederal exemption.This form is built into the chartering application and will besignedandturnedinatthe Student/Faculty Committeeon StudentOrganizations regardingthe proposedorganization meeting.

5. The organization has anadvisor who is a member ofthe full-time faculty orstaff.

     *Required of all groups each year in order to remain active on campus.

6. The organizational president andadvisormeetwith the Student/Faculty Committee on Student Organizations regardingthe proposedorganization (or their designated contacts; must be approved by Chair of the committee ahead of time.)

 

ORGANIZATIONAL MEETINGS

Three meetings maybe 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. *Absolutely no events will be registered until the group is an officially chartered organization.

 

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 inquestion.

 

ORGANIZATION STEPS

A.    The associate 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 advisor of the proposed group to be present to answer any questions that might arise. *Failure to show up to your assigned meeting could result in your organization not being chartered. Organizations have 6 months from time of charter application to complete the process or be denied organization status.  Organizations would then have to re-file paperwork to start the chartering process over again the following semester.

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

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

D.  The organizational president is responsible formeeting with the assistant director for

Student Activities to review campus policies and procedures.

 

 

Code of Ethics for Student Organizations

Office of Student Activities, January 2008

 

Relationship of Student Organizations to theUniversity: 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 advisor, 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

affect 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 universityas 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.

H.  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.

 

 Student Activities Policies, Procedures and Guidelines

Office of Student Activities, July 2014

 

The Office of Student Activities strives to educate and advise all students and advisors of the policies, procedures and guidelines for student activities. For organizations to be registered each year and gain event approval during the 2014-2015 academic year, the following must be completed:

A.    Two members of each organization must attend a Student Activities Orientation (SAO).  Times and dates of the sessions will be emailed to the organization’s president listed on the Organization Information Form (OIF) kept on file at the Student Activities office and posted on the Student Activities website at www.usm.edu/student-activities.

B.  Each organization must updatethe Organization Information Form (OIF).

 It is the organization’s responsibility to keep all officer contact information current and complete by updating the form throughout the year, as necessary.

    C.    Organizations must have an on-campus advisor with a usm.edu email address who is a   

            full-time faculty or staff member.

 

A copy of this Policies, Procedures and Guidelines manual can be found online at the

Student Activities website:www.usm.edu/student-activities under “Forms and Policies”.

 

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 adistance 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 boisterou snoise 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.

    A.   Solicitors are subject to the rules and regulations of the university and the laws of the state of Mississippi. A permit may be suspended or canceled by the Union and Programs director for just cause.

B.  Noncompliance with any of the provisions of these guidelines shall constitute a violation.

C.   Appropriate legal action may be taken against individuals and non-university affiliates refusing to comply with regulations.


 

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 before events scheduled and approved during times allowed by the Office of Student Activities.

*Note: See Special Events section for guidelines andprocedures, page 33.

 

Beginning and endingtimes for outside non-amplified sound events:

1.Monday – Thursday  8a.m.- 10p.m.

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

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

4.Sunday                       1- 10p.m.

Beginning and endingtimes for outside amplified soundevents:

1.Monday – Thursday  5:15-6:15p.m. ** see Outside Socials Policy, pg. 29

2.Friday                         4-10p.m.

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

4.Sunday                       1-10p.m.

            Beginning and endingtimes for indoor events:

                     1.Sunday – Thursday   8a.m.- midnight

 

                     2.  Friday– Saturday     8a.m.- 1a.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 request form found at (www.usm.edu/student-activities), a staffmember from the Office of Student activities will schedule the meeting time with the person who completed the eventform. Two members from your organization will be required to attend in order for the committee to vote on whether or not to approve the request.


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

 

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

 

Natatorium                                        -  330

Seymour's                                          -  680

CochranCenter Grand Ballroom    -1,000

Union Lobby                                      -  600

 

B.  Outside

Outside areas on campus are reserved through Event Services. They are typically considered a “special event” and require the form to register events be submitted no later than ONE MONTH prior to the event. Outdoor spaces available for event reservations include, but are not limited to, Shoemaker Square, Centennial Lawn, 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, the front porches 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, health and welfare of students, Student Activities and/or Event Services reserves the right to recommend alternate areas. No vehicles are allowed on the brick areasof 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 all prohibited. Only pedestrian traffic is allowed.

 

C. Outside Socials Policy

1. Student organizations are permitted to hold outside socials should they fall within the sound and time guidelines provided in the Policy and Procedures Manual as well as the group submitting the form to Student Activities on time.

2. Amplified sound is ONLY allowed from 5:15-6:15 p.m. When the event is over, students must clear the area. It’s not a bad idea to have the DJ or a member of the group announce that the event is now over and everyone should clear the area. University staff working the event will ensure that students leave the area after 6:15 p.m.

3. Events of this nature should be advertising on-campus only as a student event. Off campus guests are not permitted. University personnel reserve the right to shut down the event or ask someone to leave the event at any time.

4. The only approved location for these events is between the Union Plaza and outside entrance to the Student Activities Hub.

5. Student Activities nor Event Services provides any equipment or services for this type of program. All trash and any equipment brought to the area should be picked up immediately following the event or subject to Event Services fines and/or penalties.

6. The DJ or sound system speakers must face the stadium or down towards the Union Plaza and not facing the Residence Halls. The volume of the music must be played at a tolerable level. University staff working the event reserve the right to tell the organization or the DJ to turn the sound down.

7. UPD provides security for these events.  They reserve the right to shut down the event at any time should university policy be violated in any way.

8.  All groups must attend a pre-event meeting prior to the date of their event in order for it to be registered. The sponsoring organization’s advisor must make every attempt to attend the pre-event meeting as well as the event.

9. Outside socials require the approval and attendance of the organization’s advisor.  The advisor reserves the right to request changes, alter or shut down the event at any time.

10.  Student Activities and/or Event Services reserve the right to change the location, day and/or time of the event,  if necessary. Rain location is not provided.


MANNER

Organizations' officers assume full responsibility for the conduct of their members, guests and entertainers.

A.   All on-campus student activities, except regularly scheduled meetings, must be approved by the Office of Student Activities by submitting the request form. This is found at www.usm.edu/student-activities. 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 approvaldeemed“special in nature”must submit the

Event Registration Form onemonth 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. A special event is one where money is exchanged, held outside, has amplified sound, etc. When in doubt, always contact Student Activities as early as possible to determine the nature of your proposed event. Failure to appear at the pre-event meeting will automatically prevent your activity from being registered.  *All events where exchange of money is present require the sponsoring group to pay for a UPD officer before the event can be approved.

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 illicit drugs and alcohol by students on The University of Southern Mississippi 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 activities.

  G.   Request forms are to be submitted online at www.usm.edu/student-activities by 4p.m. Monday for activities occurring

the following Monday through Friday.  

H.  Parades, marches or runs are allowed on campus only with approval from 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.

      K. University officials reserve the right to request a student organization select a different day, time or location for their event due to extenuating circumstances or if it is within the best interest of the campus community.

 

 

Privileges, Obligations and Due Process of all Chartered Organizations

Office of Student Activities, July 2013

 

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 officebox.

B.  Each organization’s officers are required to register their organization (with a minimum of 10 full-time students and an on-campus advisor) with the Office of  Student Activities annually by completing the Organization Information Form (OIF). Otherwise, the organization will become inactive and will lose its privileges mentioned above. Immediately following each election, lists of new officers or advisor(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 the 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 Recreational Sports department for sports clubs. Any payment for ongoing instruction must be provided through Recreational Sports or Continuing Education Office of Professional Development and Educational Outreach, which ever is appropriate.

 

RECALL

The approval of a student organization at The University of Southern Mississippi is made on the basis that the organization will comply with 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 Organizations or the Fraternity/Sorority Committee. Recall may result in the president and advisor 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 student organizations violate 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 advisor of the organization will be advised by the assistant director for Student Activities of the charges against the organization. The president and advisor 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 advisor of that organization will have 72 hours from the time of written or e-mailed 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's and advisor's 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 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 Greek Council 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 e-mailed 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 Greek Council Judicial Board. Decisions involving other student organizations may be appealed to the Student Activities Committee. Decisions rendered by these committees will befinal.

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 Dean of Students office, which may refer them to the Student Judicial Council. Officers acting in their capacity as representatives for the organization maybe dealt with as individuals and official representatives of the organization.

 

RESPONSIBILITY

The responsibility of interpretation and enforcement of university regulations rests with the president and advisor 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.

 

 

Event Request Form

Office of Student Activities, July 2014

 

A.   Registered student organizations wishing to hold on-campus events should visit the Student Activities website to complete the request form.

B.  There is one form to register all events EXCEPT regularly scheduled meetings in the Union Complex which do not need an event form to be registered. Students should visit the Event Services website to make their reservation at www.usm.edu/event-services.

C.   Categories of events:

·         Academic Space Request- meeting or event held in an academic building on campus (does not include Bennett Auditorium, The Union Complex, or the Mannoni Performing Arts Center). *ABSOLUTELY NO AMPLIFIED SOUND OR FOOD/DRINK is allowed in Academic Space per the Registrar’s Office.

·         Event Request- ALL other types of events excluding meetings, including but not limited to: retreat, workshop, fashion show, outside event, events with amplified sound, ticketed event, pageants, etc.

·         IFC House Party Request- registered IFC organizations use ONLY for traditional Thursday, Friday, and Saturday house parties.

o   Thursday night party hours are 9pm-midnight

o   Friday and Saturday night party hours are 9pm- 1 a.m.

1.      Tabling Request- bake sale, fundraiser, membership recruitment, information table, event promotion ONLY.

a.       Approved tabling locations: Library Plaza, Shoemaker Square, TCC Lobby*, Union Lobby*. *1 table and 2 chairs provided with reservation approval.

b.      Tables and chairs are available to check out from Student Activities for tabling in Shoemaker Square ONLY.

c.       Other locations may be approved by assistant director for Student Activities, as necessary.

 

 

 

Special Event Guidlines

Office of Student Activities, July 2014

 

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 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 pre-event meeting at least four weeks in advance to discuss event procedures, police procedures, event checklist and event evaluation forms. Student organization should visit the Student Activities website and first complete the Event Registration Form to start the process of registering a special event.

 

*No special events will be registered until a group attends a pre-event meeting. Failure to show up to a meeting will result in the cancellation of the proposed event. There will be NO re-scheduled or makeup meetings.

 

 

 

Pre-Event Requirements for Special Events

Office of Student Activities, July 2014

 

A.   The request form should be completed from the Student Activities website (www.usm.edu/student-activities) between 4-6 weeks from the date of the proposed event.

B.  The host organization must attenda 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 have proper officers attend the meeting. This means the person(s) planning the event MUST be the ones attending the meeting. Failure to show up to a meeting or failure to schedule a meeting will result in the cancellation of your proposed event.

C.   Provide each participant the rules and regulations for participating in the event at The University of Southern Mississippi, when necessary. A copy of these, when necessary, will be provided at the pre-event meeting.

 

 

Day-Of-Event Requirementsfor Special Events

Office of Student Activities, July 2013

 

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. 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.

B.  Three lines may be required at the entrance to allow for easier access into the event. The sponsoring group must contact the Department of Parking Management to make arrangements for delivery of stanchions.

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, name tags, 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 University 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.

    I.    Special events in the Union Complex or Bennett Auditorium are subject to additional

          day-of-event procedures and requirements. These will be discussed at the pre-event

           meeting.


University Police Officer Procedures for Special Events

Office of Student Activities and University Police Department, July 2013

 

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

A.   The requesting organization shall submitan Event Registration Form online no later

       than one month before the date of the proposed event.

B.  The Office of Student Activities will contact the organization to attend a pre-event

       meeting. At this meeting, the cost and number of police officers needed for the event will

       be determined. *Organizations that do not attend the meeting or fail to set one up will

       have their proposed event cancelled. There will be NO rescheduled or makeup meetings.

C.   The student organization will then have until 4p.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 beaccepted. Those requesting student organizations funded by the university may use an Interdepartmental Invoice. *If payment is not made on time, the event will be cancelled.

D.  The University Police Department will e-mail the Student Activities office with the approval and confirmation that all fees were paid and officers are available.

E.   Should an event exceed the original time indicated on the Event Registration Form, the student organization will have three days to pay University Police for the overage. No further activities requiring police officers will be approved until the balance is paid.

F.   Refunds for no officer must be picked up within three business days following the activity, or money will be forfeited.

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

 

 MINIMUM POLICE OFFICERS FOR AN EVENT

 

A.  The assistant director for Student Activities and/or the Chief of Police reserve the right to require a minimum of one bonded police officer at any campus activity sponsored by anofficially chartered organization. All police officers will be requested through the Office of Student Activities by filling out the Event Registration Form.

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

 

POLICE OFFICERSFOR AN EVENT CHART

 

Attendance

 

 

 

 

 

SOUTHERN MISS

STUDENTS/FACULTY/ STAFFONLY

 

 

SOUTHERN MISS

STUDENTS/FACULTY/ STAFFAND VISITORS

0– 400

2 officers

2– 4 officers

401–800

2–4 officers

4– 6 officers

801–1,000

2–8 officers

6– 8 officers

1,000+

Determined by nature of event

Determined by nature of event


Ticket Requirements for Special Events

Office of Student Activities, July 2012

 

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

 

Conferences and Conventions

Office of Student Activities, January 2008

 

In the event that a registered student organization desires to host a conference or convention on campus where by persons outside of the Southern Miss community are in attendance,they must meet with the coordinator 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 coordinator for Event Services and assistant director for Student Activities.

 

Relief  Days/ “Dead  Days” Policy

Office of Student Activities

 

A.  All pre-planned social activities or events that are held by student organizations are forbidden Thursday, Friday, the weekend before exams and the week of exams.

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

C.  A student organization wishing to appeal this policy should contact the assistant

      director for Student Activities to submit a request in writing to be submitted to

      the director of  Union and Programs.

 

Car Bashing Policy

Office of Student Activities

 

A.   Complete a Request Form onlinethrough the Student Activities officeat www.usm.edu/student-activities.

B.  Car-bashing may only occur in designated space on campus.

 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.

    D.  General guidelines for the activity:

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

       transmission.

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

3.   The entire area under and surrounding the vehicle must becovered 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 participatinginthe 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 Policy

Office of Student Activities, January 2008

 

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 8a.m. and 10p.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 Policy

Office of Student Activities, January 2012

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

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

C.      Fundraising efforts are allowed so long as they benefit the organization or university’s educational or philanthropic efforts.

D.  The assistant director for Student Activities may request a financial statement of the fund- raising project from the sponsoring organization after the event is completed.

E.   Fund-raising events that are in competition with other university fundraising

       will not be allowed without approval from the assistant director for Student

       Activities.

F.   Fundraising “Give Back” nights sponsored by Eagle Dining and other similar

      type events still require an event request form on file in the Office of Student Activities.

 

Blood Drive Policy

Office of Student Activities, July 2013

 

 

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

       Union Complex each semester, first-come, first-serve. Organizations must first

       complete the event request form on the Student Activities website at

        www.usm.edu/student-activities.

B.  The blooddrive must be approved by the Center for Community and Civic

       Engagement.  Student Activities will pass the form to CCCE for approval.

 C.  Outside blood drives using the Blood Mobile are unlimited per semester

           provided organizations complete the Event Registration form to register

           the event by the deadline. Organizations will have to be in touch with

           Parking Management and Event Services regarding the location of the

           mobile.

 

Movie/Film Viewing Policy

Office of Student Activities, July2013

 

A.   Due to federal copyright guidelines for showing movies and films on campus, public showings of such audiovisual works will only be permitted to be shown on campus when the student organization can provide that they have purchased the licensing rights to view the film on campus during an event.

B.  You can obtain a license to view a movie on campus by renting the movie from an approved distributor or contacting the copyright holder (generally the studio)

directly. Contact Student Activities at least one month before your proposed event date for direction on obtaining a license.

C. Groups requesting to view movies on campus will be contacted by Student Activities to provide a copy of the license agreement before their event will be registered. 

D. If student organizations can prove an educational purpose in an academic setting for viewing films, viewed within the presence of the group’s advisor, films can be shown on campus without obtaining a license to view the film. A meeting with the advisor and president of the organization will be required before the event can occur.

 

 

Runs/5K Policy

OfficeofStudent Activities, July2013

 

A.   Registered student organizations are permitted to have runs/5K’s on campus provided they complete the Request Form at least one month prior to the event.

B.  For safety purposes, all runs/5K’s will start and stop on Pride Field. Student

       organizations will be advised to contact Recreational Sports to assist with the

          planning of the event. Rec Sports will advise groups on start and stop locations,

          water stations, race maps, etc.  *Note: the event is the sole responsibility of the

          sponsoring student organization. Rec Sports will provide guidance and

          advisement on how to facilitate a successful event but will not be responsible

          for the execution of the event.

C.   It is the responsibility of the student organization to meet with Rec Sports in

       order for their event to be registered with Student Activities.

 

 

Food and Amplified Sound in Academic Space

OfficeofStudent Activities, July2013

 

A.    The Registrar’s Office has issued the following policy statement regarding the  

        assignment of academic classrooms for student organizations:

     

      When assigning academic classroom space to non-academic entities the Registrar’s

      Office official position is it will not knowingly assign academic classroom space to meetings requiring amplified sound.  This position will help to ensure the optimum

       environment for instruction is provided to the campus community.    

 

 B. Additionally, per university policy, no food or drink is permitted in academic space on campus.