Purpose The purpose of this policy is to state Susquehanna University’s expectations in creating a safe and healthy environment at on and off campus events hosted by organizations affiliated with Susquehanna University. Additional Definitions Applicable to this Policy • “Organization” is defined as a fraternity, sorority, athletic team, association, corporation, order, society, corps, club or service, social or similar group, who members are primarily students or alumni of an organization or institution. • “Formal” or “Semi-Formal” is defined as an organized social event taking place on or off campus where alcohol may or may not be served. Enforcement of this Policy Any violation of this policy shall be deemed a violation of Susquehanna University’s Student Code of Conduct. All organizations may be held accountable as outlined in the Student Code of Conduct should they be found in violation of this policy.
EVENT AND PROGRAM GUIDELINES FOR ORGANIZATION ACTIVITIES
Contracts Susquehanna University does not accept financial responsibility for contracts negotiated by students individually or as representatives of student organizations. Any student organization contemplating a contractual agreement is urged to confer with the Office of Leadership & Engagement prior to finalizing and signing a contract. Reading Days and Examination Periods No co-curricular or extracurricular activities or programs by students, faculty or staff, are permitted during the period reserved in the academic calendar each semester for Reading Days and Examinations. Please see the Academic Calendar for Reading Days and Examination schedules. Co-Curricular Events, Activities and Programs Date Reservation & Registration All co-curricular events and activities must be scheduled on the master calendar with the Office of Event Management by reserving a space on the Event Reservation Form located on the mySU Event Management (EMS) page or the Office of Leadership & Engagement. This is necessary so that conflicts can be avoided in facility/resource usage. Because the University Calendar, the Calendar of Public Events, The Quill and other publicity depend upon the Office of Leadership & Engagement and the Office of Event Management for accurate information concerning co-curricular programs, it is essential that the information the office receives be as accurate and complete as possible. Programs will be scheduled in accordance with the following policies: • All requests must be submitted within three working days prior to the event using the Presence Event Registration Form. For all student-sponsored social events, the names of two persons (preferably officers or program chairs and the advisor of the sponsoring organization) who assume responsibility for the event and will be present for the entire event must be listed Event Registration Form. • All events held on campus must be sponsored by a recognized student organization or university department or the event will be treated as a non-university sponsored activity and contracted as such. • Permission for events can be denied by the Office of Leadership & Engagement or the Office of Event Management. Valid reasons may include conflicts with other activities, inappropriate nature of the event, no completing registration by the deadline, or other circumstances. • The person who schedules the event is responsible for notifying the Office of Leadership & Engagement (ole@susqu.edu) and the Office of Event Management (oem@susqu.edu) as soon as it is known that an event is to be canceled or has been changed. • The Quill newspaper must receive all promotional information (for non-Social Events) no later than Tuesday at 4 p.m. for the event to be included in that Friday's edition. • A current list of registered activities calendar is available on Presence. • Any scheduling conflicts, problems or questions should be referred to the Office of Leadership & Engagement who, in conjunction with the Office of Event Management, has final authority for all scheduling issues. • Note: Once approved, the nature of the event may not be altered without approval from the Office of Leadership & Engagement, in conjunction with the Office of Event Management.
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