Travel Regulations • All student organization travel must be registered using the online Presence Event Registration Form. This includes transportation to formals, conferences, other universities, etc. Provide travel details within the form including but not limited to the names and contact information of those traveling, travel details (time leaving, time returning, type of travel, lodging location, etc.). This information will be used in case of emergency. • All student organization travel shall be arranged by the organization’s advisor or the Office of Leadership & Engagement. • Student organizations should not sign any contracts without having them first reviewed by the Office of Leadership & Engagement and/or the organization advisor. • University vans and vans rented in the university name may only be requested by a department or registered student organization and must be approved by an advisor, department chair, or the Office of Leadership & Engagement. The driver must be certified by the university. The driver certification takes at least 2-3 weeks to complete. Contact the Office of Leadership & Engagement to learn how to become a certified driver. • The university can restrict or eliminate travel at any time due to health and safety guidelines.
Trax
For policies and procedures for Trax, including alcohol control, reserving the venue for private events for student organizations, student employees, and appropriate conduct, please see the Office of Leadership & Engagement.
POLICIES FOR CAMPUS EVENTS AND ADVERTISING
Guest Speakers and Programs Philosophy Susquehanna University affirms open inquiry and free discussion as necessary provisions for freedom to learn and for educational development. Therefore, a recognized student organization or faculty or administrative unit may invite any speaker or performer to campus. With this freedom goes the responsibility to prepare adequately for the event so that it is conducted in a manner appropriate to the academic community. Guidelines • All guest speakers and programs must follow the policies outlined under Co-Curricular Events, Activities and Programs Date Reservation & Registration. • All publicity must clearly identify any and all sponsors of the event. • The sponsoring group should make clear to the public that the views expressed by their guest speaker(s) do not necessarily imply approval or endorsement either by the sponsoring group or by the university. • An opportunity should be provided for questions and statements of opposing views. Also, any speaker who is a guest of the university is entitled to a courteous hearing regardless of their position. • Appropriate scheduling arrangements must be made through the Office of Event Management and the Office of Leadership & Engagement. • The sponsoring group has the responsibility for hospitality (e.g., housing, transportation, meals, entertainment) when a guest speaker or group is invited to campus. When an honorarium and expenses have been promised, a check for this amount should be ready before the guest leaves the campus. • The sponsoring group has the responsibility of notifying the President. the Provost and/ or the Vice President for Student Life and Dean of Students and the Office of Leadership & Engagement of any guest speaker at the time of scheduling, and before final arrangements are completed. Facility Usage Responsibilities Groups utilizing university facilities for program and meeting purposes are responsible for returning the space to its original condition after the program: • Decorations and trash removed. • Area, including floors, must be clean. • Furniture reset in original set-up. • Windows closed. • Lights out. • Technology turned off and/or returned per arrangement with IT and Event Management.
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