This summary of policies is intended to provide information to Residence Life staff, residence hall Community Council members, or any group interested in reserving space, distributing information to residence hall students, or posting information on residence hall bulletin boards.
Residence hall lounges and outdoor public areas are available for reservation by residents, Resident Student Organizations and representatives of University Offices for social, recreational, and educational activities. Representatives who make reservations will assume responsibility for the care and security of the space, including managing the behavior of guests who are present for the event.
To ensure that all lounges and outdoor public areas are reserved appropriately and fairly, each Hall Director is responsible for regulating the use of the lounges in their hall, and each Complex Coordinator is responsible for regulating the reservation of the outdoor areas. Groups interested in reserving a specific space controlled by Residence Life should contact the appropriate staff member. Complex Coordinator contact information can be found here: http://www.udel.edu/reslife/staff/staff.html. Each Complex Coordinator is able to provide contact information for his/her Hall Director staff.
In addition to lounge spaces within each residence hall, Complex Coordinators are authorized to approve outdoor reservations for the following areas:
- Laird tennis, basketball, and volleyball courts
- Green space behind Christiana Towers
- Dickinson green space and volleyball pit
- Rodney Basketball and Tennis Courts
- Rodney “Corner”
Lounge and Outdoor Residence Hall Public Area Use by Registered Student
Organizations or University Offices
When Hall Directors and/or the Complex Coordinators decide to permit the use of lounge and outdoor Residence Hall Public Areas, the following will apply:
- Requests for lounge use or outdoor public areas should be submitted to the Hall Director in writing (email is acceptable) at least two weeks prior to the date of the event. The Hall Director or the Complex Coordinator will determine if the lounge or outdoor area is available and if so the event may be held.
- Residence Life staff members will only provide access to the building to residents of the building and the event host(s). The event host(s) will be responsible for providing access to any non-resident event attendees.
- Prior to the start of the event, the ORL staff member will review the lounge reservation policy in its entirety as well as information regarding how to contact a staff member if needed.
- Events must be open to all residents living in the Complex.
- Any publicity of scheduled events is the sole responsibility of the event hosts.
- Attendees of the event must be respectful of courtesy hours or quiet hours for the duration of their event. Information regarding courtesy and quiet hours can be found here: http://www.udel.edu/reslife/students/rhr.html.
- Lounges and outdoor public areas cannot be reserved by groups for multiple weeks in a row without authorization by the Complex Coordinator in consultation with the Associate Director of Residence Life.
- No more than one event can be scheduled for Sunday through Thursday nights in any one building each week. No more than two events can be scheduled for Friday or Saturday night in any one building each month.
- Clean-up of the lounge or outdoor area following an event must occur as soon as the event has ended. Failure to clean the lounge or outdoor public area and return the furniture and fixtures to their original location will result in an excessive housekeeping charge for which the sponsoring organization will be responsible. Damage/and or excessive housekeeping charges will be billed directly to the organization involved.
- If observed, any violation of a Residence Hall Regulation or other Residence Life or University Policy will be documented and handled accordingly. http://www.udel.edu/reslife/students/policies.html
- No events may be sponsored at which alcohol is served.
1. Solicitations and Distribution of Materials:
No door-to-door solicitation or distribution of materials/information is permitted with the exception of those items distributed by Community Council or members of the Facilities and Residence Life staffs within the parameters of their official duties. Solicitation of information (examples include, but are not limited to, surveys, polls, etc.) are not permitted except by the Community Council or members of the Office of Residence Life in the performance of their duties.
2. Solicitation Policies:
To learn more about policies regarding commercial promotions, sales or solicitations, refer to the Student Centers policy section at http://www.udel.edu/student-centers/policy/index.html#orgsales and the University of Delaware Policies and Procedures Manual (policy # 2-5) at http://www.udel.edu/ExecVP/polprod/2-05.html
Questions about sales and solicitation procedures in residence halls should be addressed to the Director of Residence Life.
3. Commercial Use of Your Room:
Residence hall facilities cannot be used for commercial enterprise or personal gain.
4. Community Council Sales:
In specific instances, Community Councils may wish to sponsor the sale of an item for the purpose of fund-raising. Any activity of this type must receive prior approval from the Assistant Director for Residence Education. Responsibility for monitoring the collection of money related to Community Council sales and solicitation may be delegated by the Assistant Director to Complex Coordinators.
5. Commercial Sales - Non-University Sales Persons on Campus:
Organizations, groups, and individuals from outside the University, including commercial sales persons, may not conduct sales promotions, sales, or solicit funds on campus. Exception: A student may invite an individual such as an insurance representative to his/her own room to discuss the student's interest in making a purchase. In addition, a student may invite a sales representative to make a sales presentation to a group of specifically invited guests within his or her residence hall room. Such an invitation does not authorize the representative to contact persons other than those who issued the specific invitation. NO DOOR-TO-DOOR solicitation will be permitted at any time by any group or individual. Students who observe any sales person from off-campus soliciting on campus or in any University buildings should report this to a Residence Life Staff member or to UDPD immediately.
6. Commercial Advertisements within the Residence Halls:
Rarely will vendors be given authorization to advertise in the residence halls. Questions or concerns about illegal advertisements in the halls should be directed to the Director of Residence Life.
7. Newark Law on Distribution of Handbills:
In the City of Newark, no one may hand out or distribute handbills in public places. No one may place handbills on vehicles. No person or organization shall post or affix notices, advertisements, posters or signs of any type to utility poles, poles supporting traffic signals, traffic controllers, letter containers or any other object in any public place without first obtaining written permission from the City Manager or his representative.
Residence Life Staff and Community Councils frequently advertise educational, cultural, or social functions in their hall. The sponsor and posting date must be indicated clearly on materials to be displayed on bulletin boards. The individual planning the program should remove any postings as soon as the program is over.
Non-residence hall groups may also advertise their events in the Residence Halls. Any Registered Student Organization or University Office that would like to post advertisements in the residence halls may do so by seeking approval from the Residence Life Staff Assistant at 5 Courtney Street or the Event Services Office in the Student Centers. Any posters approved should be in good taste and be consistent with University policies and procedures. Groups are not allowed to display any commercial advertisement, promotions, etc. within residence halls. Organizations are responsible for sorting the postings in hall order. Postings may only be put up by Residence Life staff on approved bulletin boards. Groups are not authorized to hang their own postings.
Flyers to be posted in the residence halls must be authorized by Residence Life Staff Assistant at 5 Courtney Street or the Event Services Office in the Student Centers. This authorization is merely an acknowledgement that a University office or Registered Student Organization is sponsoring the program being advertised. For example, Residence Life will not authorize for posting any flyers for non-University events, business advertisements, etc. Posters advertising events that offer alcohol will not be distributed by Residence Life.
When a flyer raises some concern due to its content, we will ask that written confirmation from the Registered Student Organization advisor or someone from the sponsoring office be provided for our records. The written confirmation should include acknowledgement of the content of the flyer; approval that the flyer be used; and the name and phone number of a contact person. We will direct any questions or concerns raised about the flyer to the contact person.
Violations of the Residence Life Posting Guidelines will subject the sponsoring organization, individual, or department to cover the cost of removal, repair costs for damages, etc., resulting from the unauthorized posting. Businesses, organizations, individuals and departments may be charged $5.00 for removing each individual item posted in violation of this policy.
No more than one poster (18" x 22") or two standard flyers (8.5" x 11") may be posted on any individual bulletin board concerning a single issue or event.
Materials promoting an event must be removed no later than 48 hours after the event. Non date-specific materials will be authorized for posting for thirty days from time of stamping.
It generally takes three business days for a flyer to move from 5 Courtney Street to its eventual destination on a floor bulletin board.
3. Banners:
Authorized area for the posting of banners has been established at the tennis courts across from the Student Center, Rodney Complex and the Christiana Commons. Recognized student organizations are permitted to display banners on the tennis court fences, but are responsible for removing them the day after the event being advertised. Banners displayed elsewhere on campus or left beyond the day after the advertised event will be considered a violation of the policy and will be removed and disposed of. The sponsoring organization will be charged a removal/disposal fee.
Access to Residence Hall Student Mailboxes and Residence Hall Student Mailing Labels
Residence Life staff will not provide access to student mailboxes or mailing labels to outside groups or organizations for mass mail or flyer distribution. Delivering flyers via mailboxes is restricted to residence hall staff and staff members must have advance approval from their Complex Coordinator.
Policy for Sidewalk Chalking Near Residence Halls
Chalking Areas are provided around residence halls for the purpose of advertising residence hall programs. Each Hall Director or Complex Coordinator regulates the use of the space to ensure that there is not a conflict in the scheduling of the chalking area space and to ensure that the chalked message is related to an upcoming residence hall event. Sidewalk chalking is prohibited within the Central Complex.
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