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Policies

As an academic community, the University of Delaware exists for the pursuit of learning and truth, for the development of students as scholars and citizens, and ultimately, for the well-being of society. To achieve these goals, free inquiry and free expression are crucial. The University's responsibility for creating and maintaining an atmosphere conducive to these freedoms is shared by students, faculty, administrative personnel, and trustees.

The University community accepts its responsibility to develop policies and procedures that safeguard these freedoms, and to promote that responsibility within the framework of the University Charter, the Bylaws of the Board of Trustees, and the Bylaws of the Faculty. As integral members of the University community, students exercise responsibility while developing their capacity for critical judgment and engaging in a sustained and independent search for truth. Students must exercise their freedoms in a manner that does not infringe upon the rights and freedoms of others.

Policies Index (Full Text Version)

Freedom of Association

Freedom of Association/Becoming a Recognized Organization
Students are free to organize and join associations to promote their common interest. The University believes it is appropriate to share its resources with associated groups in order to fulfill the University's overall educational function. Therefore, associated groups may apply to become Registered Student Organizations or recognized Chartered Fraternities or Sororities, as applicable, in order to access University resources.

Becoming a Registered Student Organization
Associated groups affiliated with Residence Halls or Special Interest Housing should consult their respective Complex Coordinator, Hall Director, or Residence Life Office.
Associated groups that are competitive in sports should consult with Recreation and Intramural Programs.
Associated groups that are colonies or chapters of national social fraternities and sororities should consult the Director of the University Student Centers or his or her designee.
All other undergraduate associated groups that are composed of at least six full-time matriculated undergraduate students may become Registered Student Organizations by following the New RSO Procedure.
The University may deny registration to any associated groups or withdraw registration of any student organizations that:

  • fail to maintain a minimum membership of six full-time matriculated undergraduate students
  • promote unlawful aims and goals;
  • pose a substantial threat of material disruption, such as interruption of classes, damage to the property of others, interference with the rights of others, exposure of students or others to an unreasonable risk of harm, or disruption of the regular and essential operation of the University; or
  • are unwilling to be bound by University policies or the Code of Conduct.

Becoming a Recognized Chartered Fraternity or Sorority
Associated groups that are colonies/chapters of national social fraternities and sororities register with the University as "Chartered Fraternities and Sororities." The University's expansion policy/procedure for national fraternities and sororities is administered by the University Student Centers in conjunction with the student governing body (IFC, NPC or MGC). Associated groups of students interested in establishing a colony/chapter of a national fraternal organization should consult with the Assistant Director of the University Student Centers or his or her designee. In order to assure success in the recognition process, each council may only expand by one new (as opposed to returning) chapter a year if approved by the council. All chapters that wish to colonize/re-colonize must be a member of the NIC, NPC, NPHC or NALFO national organization to have recognized status on campus. If the National Greek organization seeking to re-colonize does not belong to the NIC, NPC, NPHC or NALFO, the national organization must contact the Assistant Director of the University Student Centers or his or her designee. The University does not allow "local" chapters (those that do not have National affiliations) to be recognized. By Fall 2015, all colonies and recognized chapters must maintain at least six full-time matriculated undergraduate active members. This is in accordance to Registered Student Organization policy.

Any National Chapter that wants to colonize/re-colonize on the University of Delaware campus must send a written letter of intent to the Assistant Director of the University Student Centers, 226 Trabant University Center, Newark, Delaware, 19716. Additionally, all national fraternities and sororities must have at least $1 million of general liability insurance (the "Policy") in place at all times. The University of Delaware ("University") must be the certificate holder and an additional insured on the Policy and this coverage must be evidenced by a certificate of insurance and a copy of the endorsement. The Policy of the applicable fraternity/sorority must provide that it is primary for the University of Delaware unless the claim is caused by the adjudicated negligence of the University. In addition, the Additional Insured protection in the Policy must be provided on a primary basis for the University unless the claim is caused by the adjudicated negligence of the University. No additional exclusions are permitted.

A copy of a certificate of insurance and a copy of the endorsement satisfying the above requirements must be forwarded to the Office of Risk Management annually. Failure to provide the certificate of insurance and a copy of the endorsement satisfying this requirement each year will result in suspension of the fraternity/sorority's social privileges and use of any University facilities by the fraternity/sorority. Continued failure to provide a certificate of insurance and endorsement in accordance with this policy may result in suspension of recognition by the University.

All recognized fraternities and sororities must participate in the Chapter Assessment Program (CAP). Failure to do so will result in a loss of recognition.

Affiliation with Other Organizations
For the purposes of this section, the term "student organization" includes Chartered Fraternities and Sororities, Residence Life Organizations, and Registered Student Organizations.
Student organizations may have affiliation with other organizations--international, national, regional and/or local--outside of the University. They may also be subject to policies and requirements of the parent organization, provided that this relationship involves no conflict with any University policies or procedures. In other words, University policies outweigh any requirements or policies of a parent or other affiliated outside organization.

Membership, Voting, and Officers
For the purpose of this section, the term "student organization" includes Chartered Fraternities and Sororities, Residence Life Organizations, and Registered Student Organizations.
Only full-time undergraduate matriculated students may serve as officers and voting members of a student organization, unless specific exceptions are approved by the Director of the University Student Centers or his or her designee. Subject to this limitation, policies and actions of a student organization are determined by a vote of only those persons who are members of the student organization, as described in the organization's approved constitution or by-laws. Community members, University staff, graduate students, and part-time students may not hold any office in an organization or vote in its official proceedings. Officers of student organizations should maintain at least a 2.2 in order to hold office.
Note for Registered Student Organizations: RSOs may not discriminate on the basis of race, creed, color, gender, age, religion, national origin, veteran, handicap status, or sexual orientation.

Advisors to Student Organizations
For the purposes of this section, the term "student organization" includes Chartered Fraternities and Sororities, Residence Life Organizations, and Registered Student Organizations.
Every student organization must choose an advisor from the University's full-time faculty or professional staff. Graduate students and University salaried staff or part-time staff do not qualify and no exceptions will be made. Advisors counsel organizations on the exercise of responsibility. The selection of an advisor is the prerogative of the student organization. In a limited number of activities (SGA, WVUD, Greek Governing Councils, CPAB, RSA, UDECU, HOLA, SCPAB, and Haven) advisors are appointed in accordance with stated University or organization requirements. Registration is not withdrawn solely because of the temporary inability of a student organization to secure an advisor. However, a student organization that is without an advisor for 30 days must meet with the Director of the University Student Centers or his or her designee to discuss how to go about securing an advisor. The termination of the advisor relationship may be made by either the student organization or the advisor. Student organizations may not create additional "advisor" positions; there is only the officially recognized advisor with the organization.
Note: Chartered Fraternities and Sororities will have 30 days from the date when they receive their chapter status to obtain an advisor. If an advisor resigns, a replacement must be found in 30 days or the registration will be canceled. In that event, a Fraternity or Sorority won't be able to use University facilities and services until a new advisor is obtained.

University Privileges
For the purposes of this section, the term "student organization" includes Chartered Fraternities and Sororities, Residence Life Organizations, and Registered Student Organizations.
Student organizations may use University facilities and/or services designated by University policy for meetings and other programmed activities when the facilities and/or services are available and the events are properly planned and scheduled. For certain types of services and use of certain facilities, the groups may incur charges. In these instances, student organizations receive advance notification about the charges. Student organizations using University facilities and/or services will be charged for any damages to facilities and/or services for which they were responsible.
Provided that a student organization complies with all applicable University policies and procedures, no student organization will be denied privileges granted to another student organization. Furthermore, no organization will be subjected to regulations not binding on another. (Please note that policies and procedures may vary between Fraternities and Sororities, Residence Life Organizations, Registered Student Organizations and Sport Clubs but not generally within the respective categories.)
University privileges and/or the registration status of a group may be suspended or revoked for failing to follow established procedures or violating the University's Code of Conduct.

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Academic Spaces, Student Group Use of

Academic Spaces, Student Group Use of

Academic classroom spaces are designed, maintained and intended for instructional purposes by university faculty. Evening and weekend usage privileges are extended to student organizations for meeting purposes that adhere to the following policies: Student organizations may request academic classroom space for meetings by submitting a Space Reservation Form:


  • Student Groups MUST ALWAYS have their Reservation Confirmation Letter(s) with them or risk being denied access to Academic Space.
    No food or drink is allowed in any academic classroom.
    (University Dining Services provide food in lobby areas only at the following times: After 7pm Monday-Thursday, and after 5pm on Fridays.)
  • Do not move or remove furniture from any classroom. Rooms must remain in their original configuration.
  • Do not tape, tack or adhere any items to doors, walls, windows or other surfaces.
  • If your group uses the chalk board erase all written material off chalkboards after usage.
  • Properly dispose of all trash and recyclables in appropriate trash and recycling bins. Do not leave trash on floors, desks, tables, chairs, etc. If your trash waste exceeds the capacity of the provided receptacles you must take your trash waste with you. Do not leave it in the classroom or the facility. Adherence to the NO FOOD ALLOWED policy should help you to avoid accumulating excessive trash waste. Excessive cleaning fees will be charged to your organization if excessive waste is left in academic facilities
  • Glitter and other decorating materials must be cleaned up by your organization or excessive cleaning fees will be charged to your organization.
  • Do not access, occupy or utilize classrooms that your organization has not reserved.
  • Contact University Media Services with questions regarding access to and use of audio visual equipment.

Violation of policies can and will result in loss of usage privileges as well as other university sanctions, including excessive cleaning fees, fines, and referral to the Office of Student Conduct.

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Alcohol

Student Organizations and Alcohol
In support of University and city wide efforts to reduce the incidents of binge drinking and the abuse of alcohol, the following policies apply to recognized student organizations at the University of Delaware.

  • Registered Student Organizations, Sport Clubs, and Residence Hall Governments are not allowed to purchase alcohol.
  • Fraternities and Sororities may not purchase alcohol using any funding collected through on-campus fund-raisers.
  • All student organizations may not hold events on-campus that promote or include the consumption of alcohol.
  • During the first two weeks of the semester, all student organizations may not hold events either on or off-campus that promote or include the consumption of alcohol.
  • Formal recruitment periods for Chartered Fraternities and Sororities may not include events, programs, open-houses, etc that promote or include the consumption of alcohol.
  • Fraternity or Sorority Social (programs with alcohol) privileges are regulated by their Chapter Assessment Program (CAP) standing.
  • Registered Student Organizations may not sponsor bus trips for date parties, mixers, etc to off-campus locations unless escorted by a professional staff or faculty advisor (including escort on the bus). RSOs are encouraged to hold end of year events, socials, or banquets on campus or within walking distance.


Alcohol Fundraiser Policy

RSOs may not hold fundraisers that promote the consumption of alcohol or that benefit from the sale of alcohol. Specifically, RSOs may hold fundraisers at restaurants that serve alcohol as long as none of the restaurant's alcohol sales are given to the club and the RSO does not promote the event as a drinking event. This means that RSOs cannot promote the event with associated drink specials, drinking games, or other similar instances that can be associated with the consumption of alcohol.

Failure to comply with the above policies will result in immediate referral to the Office of Student Conduct.

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Artificial Turf Guidelines for Harrington Beach and Independence Field

Guidelines for Use of Harrington Beach and Independence Artificial Turf Fields:

  • No Smoking or "snuffing out" cigarettes on the field
  • No cooking, grilling, or barbecuing
  • No generators or combustibles of any kind
  • No staking or puncturing of surface
  • No unauthorized motor vehicles
  • No glass or sharp objects
  • No dogs/pets
  • No gum
Event Time Period:
  • No events to begin before 9:00am. All events must End by 8:00pm (Sunday-Thursday) and by 10:00pm (Friday-Saturday)
  • Maximum of 4 hrs for events with amplified sound
  • Maximum of 6 hrs for all other events
Field Protection:

Reinforced vinyl tarps covered with one layer of plywood is needed for:
Light Events (w/applied loads of less than 40psi)
  • Tables/chairs set up for lecture
  • Concerts and plays without any heavy stage settings
  • Receptions
Reinforced vinyl tarps with one layer of 3/4" thick plywood is needed for:
Medium Events (w/applied loads between 40 to 60psi)
  • Rock Concerts
  • Light vehicle traffic
  • Small trade shows/flea markets
Heavy duty reinforced vinyl tarps covered with two (2) layers of ¾" thick plywood is needed for:
Heavy Duty Events (w/applied loads of more than 60psi)
  • Major rock concerts with heavy stage loads
  • Heavy vehicle loadings (large forklift trucks, flat bead trucks, etc.)
  • Large trade shows (boat show, heavy equipment show)


To reserve the field:
  • RSO Space Reservation | Departmental Reservation ($50 day rate)
  • Requests for space must be submitted 10 business days in advance.
  • Please complete all fields on the form by providing your name, organization's name, e-mail address, and telephone number.
  • Include specific event details in the comment area of the form: Include whether tables, chairs, trash cans, electrical power, staging, Public Safety, tents, etc. will be needed.
  • Cancellations must be submitted via the Cancellation/Change Form by 3:30pm on the last business day prior to the event. Failure to cancel will result in a full rental charge (departmental) or a "no-show" charge (RSO). No-show charges are the equivalent of the field's hourly rental price; check with Event Services for current no-show costs.
Contact the Event Services Office at (302)831-2633 if you have any questions.

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Auction

Auction Policy

Prior to an auction, organizers must meet with Student Centers staff to review the auction list. The following is the University policy:

  • Auctions can only award specific things (i.e. tickets to a show) or tasks (i.e. cooking dinner). The explanation of the auction must be specific and detailed.
  • Specific services can be included, such as four hours of yard work, delivery of meals, etc., as long as the service poses no risk due to special training or equipment needs (like house painting).
  • The specific service also cannot include setting up a situation in which it is inherent that the winner will be alone with the service provider. This might include room cleaning or cooking for someone else. In situations such as these, it must be clear that the winner will not be present during the cleaning, that the space to be cleaned is a public space, etc. In general, neither the winner nor the service provider should be placed in a situation in which he or she feels uncomfortable.
  • Unspecified service (eg. four hours of unspecified labor) cannot be auctioned or bought.
  • Auctions can never put up for bid an item that involves essentially buying the company of a person.
  • Companionship, including dates or escorts, cannot be auctioned or bought.
  • Social opportunities can certainly be auctioned (eg. dinner for two at Vita Nova), but the winner has the choice of whom to go with if the item is for more than one person.

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Banners

Banner Policy
In order to ensure the safety and health of the occupants of University buildings and structures at all times and limit potential damage to buildings and other structures, the University of Delaware permits academic departments, administrative units and recognized student organizations to hang banners on the UD Newark campus subject to the following requirements:

(1) Banners may be hung by academic departments, administrative units and recognized student organizations with prior permission on the Independence Complex, Rodney, and Academy Street tennis court fences. A banner must contain the name of the sponsoring organization. Only banners that announce multiple date performances, recruitments, or lengthy celebrations (week/month long, for example) are permitted. Banners for "one-day" events will not be permitted to be hung.

(2) Requests for banner space on the interior or exterior of the Student Centers (Trabant and Perkins) or the exterior of Kirkbride must be completed online via the Banner Request Form. A request must be made 2 weeks in advance of the first reservation date, and will be processed on a first-come, first-served, space-available basis. Upon approval, dimensions and specifications will be provided to the requestor. Once a space is reserved, banners can be displayed for a maximum of 10 days. Student Center locations include the following:

  • Trabant:
    • Mezzanine
    • Food Court (between Kiosks;)
    • On south-end pillar (Delaware Ave. exterior;)
    • Between south-end pillars (Delaware Ave. exterior; )*
    *Banners hung between Trabant pillars must be made of wind penetrable mesh material only. Re-enforced Grommets are required on all corners for proper hanging.
  • Perkins:
    • Gallery wall
    • WVUD (exterior wall)

In addition, banner space is available on the exterior of Kirkbride Lecture Hall. There are four grommets, one at each corner, spaced 94" on center vertically and 57 ½" horizontally.

(3) Requests for hanging banners in a Residential Dining Location (Pencader, Rodney, Russell, or Kent) can be made by registered/chartered student organizations. Requests must be made in writing to Robin Moore, Senior Director of Operations at ramore@udel.edu at least 10 days prior to the requested date of hanging. Specific wording from the banner and the length of time it will be displayed must be included in the request. Requests will be considered in the order in which they are received. Banners must contain the name of the sponsoring organization, and only banners which announce multiple date performances, recruitments, or lengthy celebrations (week/month long, for example) are permitted; one day events will not be permitted to be posted. A University of Delaware Peoplesoft (PS) code will need to be submitted, so that charges can be transferred for the cost to hang and remove the banner by UD Facilities Roofers. Dimensions for Residential Dining Location banners: 4'x10'.

(4) Banners must be made of canvas or similar weather resistant material by a qualified sign maker. University Printing has professional banner capabilities. Please visit www.udel.edu/printing to request a quote for services.

The hanging and removal of banners must be done by UD Facilities Roofers. There is a fee associated with this service; please budget approximately $100.00-200.00 for the hanging and removal of banners. To secure the services of UD Facilities Roofers:

  • Academic departments and administrative units must submit a Facilities Request for Service Form.
  • The completed form must be submitted to UD Facilities Roofers at least 10 days in advance of the date the banner is to be hung. A charge will be assessed for labor costs.
  • All banners must be retrieved from the Event Services Office in the Trabant University Center or the Perkins Student Center within 5 business days following the conclusion of the banner space reservation. All unclaimed banners will be sent to recycling after the 5th business day.

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Campus Buildings and Grounds Use by Students and On-Campus Groups

Use of Campus Buildings and Grounds by Students and On-Campus Groups

Students must observe rules relating to the use of campus buildings and other University owned, operated or approved facilities and services.

All academic buildings close at approximately 10:00 p.m. on weekdays and at noon on Saturday. Students who have legitimate business in the buildings after closing hours must obtain written permission from the chairperson of the department in which they are to work. Animals are not permitted in any University building except for service dogs and animals used in teachings or research.

Members of the university community are expected to do their part in ensuring that University grounds are maintained in a attractive manner. Temporary structures such as tents and unauthorized displays are not permitted on the campus because of health, sanitation, and safety considerations. Camping on University property is prohibited.

University policy prohibits smoking in all indoor areas. Smoking is allowed only in designated outdoor areas. Smoking is prohibited in all Motor Pool vehicles.

Posters, bulletins, advertisements and articles may not be taped or fastened to walls, doors, windows, trees, cans, etc., but may be displayed on bulletin boards provided in most academic buildings and various campus locations following the stipulations outlined in the Posting Policy. Violators may be charged removal costs for illegally posted materials.

Use of public areas by student organizations is limited to spaces that are typically used by students for gathering, including the athletic fields, the Green, Old College Lawn, Academy Building Lawn, Harrington Beach, Laird Turf, Dining Hall lobbies and the University Student Centers patios.

Bayard-Sharp Hall can be reserved by Registered Student Organizations for $275 for a 4-hour period, with additional hours at $25/hour. There must be a student supervisor present at all times, and the only food that may be present at the event is UD Catering. For more information on reserving Bayard-Sharp, contact Laura at x0036.

Recognized student organizations seeking to hold events on the grounds or public areas of buildings must submit an Outside Facilities Use Request with approval of the Director of the University Student Centers or his or her designee. Recognized Student Organizations wanting space in Dining Hall lobbies, Harrington Beach, Laird Turf, or Student Centers Patios must reserve the space through the Space Reservation Form.

For information on using Residence Hall spaces, click here.

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Chalking on Campus

Chalking Policy

No one is permitted to use chalk on campus walkways, patios, buildings, paths, etc. for promoting events, playing outdoor games, or for any purpose. Clean-up charges as well as additional sanctions will be imposed for any individuals or groups found violating this policy. Sanctions may range from fines to loss of all University facility usage privileges to suspension of the organization.

Sidewalk Chalking Near Residence Halls

The policy for chalking near Residence Halls can be found here.

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CAP (Chapter Assessment Program) (Greek Life)

CAP (Chapter Assessment Program) Policy (Greek Life)

All Chartered Fraternities and Sororities at the University of Delaware must participate in the Chapter Assessment Program (CAP) which is processed and evaluated each semester by the Student Involvement Office. Chapters are evaluated on academic standing, community involvement, chapter management, and member development.

Social and recruitment privileges are determined by the achieved level of assessment: Gold, Silver, Bronze, Satisfactory, or Needs Improvement. The University expects that all chapters will maintain at least a "Satisfactory" level and strive for the best.

Chapters that receive a "Needs Improvement" rating are immediately on probation for two (2) semesters and must increase to at least a "Satisfactory" level for the next two (2) evaluation periods. Chapters on probation that fail to improve are automatically suspended by the University for at least a year.

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Checks/Invoices Exceeding $5,000

Checks/Invoices Exceeding $5,000

Registered Student Organizations may not pay any invoices or bills in excess of $5,000 without prior approval from a designee of the University Student Centers.

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Collection Containers

Guidelines for Collection Containers

Any Registered Student Organization (RSO) may request the use of the "collection containers" within the University Student Centers. Each of the two Student Centers (Trabant and Perkins) has one container that may be reserved. Guidelines for reserving the collection containers are as follows:

  1. Each container may be reserved for a maximum of 14 days per semester.
  2. RSO is responsible for monitoring the containers and removing the contents as it becomes filled.
  3. Only non-perishable food items, toys, clothing and recyclables are permitted to be collected.
  4. Illegal substances and/or University banned substances/contraband may not be collected: candles, incense, alcohol, fire arms, etc.
  5. Containers may not be used for collecting monetary funds, checks, or currency.
  6. Items not removed at conclusion of reservation will be discarded by the Event Services Office.
  7. Forms for reserving the collection Containers may be completed in TUC 103 Monday - Friday, 8:00am - 4:00pm.

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Contracts and Outside Vendors

Contracts and Outside Vendors/Merchandise

NO Registered Student Organization may enter into a contract for services without approval of the Student Involvement Office. This includes contracts for performing artists, lectures, novelties, and the like. Additionally, all contracts must be signed by the Associate Director of the University Student Centers for Student Involvement or designee. Fraternities and Sororities contracting for any services on campus must have the contract approved by the Assistant Director of the University Student Centers for Student Involvement or designee. Student Organizations wishing to rent novelty equipment that involves physical activity (such as Velcro walls, jousting, moon walks, climbing walls, etc) may only rent such equipment from outside vendors that carry liability insurance of an amount no less than 5 million dollars. A list of such novelty companies is available from the Student Involvement Office. Student Organizations wishing to host outside vendor "tours" for on campus promotion must get approval from the Student Involvement Office. Such "tours" are events where outside companies wish to promote their products and materials on campus usually associated with some kind of carnival-like atmosphere. The Student Involvement Office must ensure that products and vendors do not violate any of the University's established contracts with other outside vendors.

Contracts with Technical Requirements

All contracts and technical riders for a performer or presenter that state audio and/or visual equipment requirements should be sent to the Event Services office prior to the signed agreement. By prior notification, the Event Services office is able to verify the ability of the University Student Centers to comply with the stated needs of the presenter or performer. Technical or multimedia additions for all events should be sent to the Event Services office seven days prior to the scheduled event.

A technician is needed for stage lighting and/or sound in Bacchus, Rodney Room, the Scrounge, The TUC Multipurpose Room, and the Trabant Theater.

Any questions on Multimedia or Technical equipment for USC room reservations should directed to the USC Conference Technician at (302)831-0610.

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Copyright Law for Music-Performing Groups

Copyright Law for Music-Performing Groups

  • Musical Arrangements
    1. Any arrangement of copyrighted musical work made without permission from the copyright owner is a copyright infringement.
    2. You must get permission to arrange music before starting to work on the selected piece of copyrighted music.
    3. To identify the copyright owner, check the bottom of the first page of printed music, or sometimes the recording label or jacket will list it as well. You may also call ASCAP or BMI to find out the contact information but only if you have the correct title and writer information.
    4. Write to the copyright owner and ask for permission to make an acapella arrangement. Be specific about the kind of arrangement you will want to do. Provide such information as the kind of group, the number of members, if you intend to do the piece once or make it part of your repertoire, etc. The more information you can provide, the greater your chances of getting permission.
    5. The copyright owner or publisher is under no obligation to grant permission. If permission is NOT GRANTED, you may not do the arrangement.
    6. You must wait for a definite reply. If you do not hear back from the source, you cannot assume that permission has been granted.
    7. When permission is granted, your group may or may not have to pay a fee. Charging a fee and the amount to be charged is at the discretion of the copyright owner or publisher.
  • Musical Performances
    1. The University pays an annual license fee to both ASCAP and BMI in order to allow public and private, live and/or originally recorded music at the University.
    2. If you wish to perform an original piece of music, you may do so without permission or fees.
    3. If you wish to perform a copyrighted piece of music, as it is written and published, without any changes, you may do so without permission or fees.
    4. If you wish to perform your own arrangement of a musical piece you may do so without permission or fees, after following the policies under Section I above.
  • Musical Recordings
    1. ALL recordings of copyrighted material made and distributed, whether for profit or not, are subject to a compulsory mechanical royalty.
    2. Under the terms of the Compulsory Mechanical License Act, a copyright owner or publisher cannot deny a recording of his/her work if a recording has already been made.
    3. As of 2006, the fee is approximately 9.1 cents per song per copy of compact disc, etc. (Example: If you are planning a CD with ten songs and making 100 copies of the cd, your cost would be: .091 x 10 x 100 = $91)
    4. The fee is attached to any recognizable part of a song as well. So, if you were doing one song which is a medley of three, it would count as three individual songs. (Example: If in the above example, one of the ten songs was a medley of three, then your cost would be .091 x 12 x 100 = $109.20)
    5. You may contact each copyright holder or their agent directly and pay Mechanical Fees, however if you are planning a CD with several songs, it is much simpler to go through the Harry Fox Agency in New York City.
    6. When you write an agent, be sure you correctly list the title, writer, and copyright owner of the songs you plan to record. For the Harry Fox Agency, there are specific forms to fill out and send.
    7. Whether you obtain a license directly from a copyright owner, his/her agent, or an agency, follow the instructions outlined in the license.
    8. You may not make a recording of an arrangement following the process above UNTIL you have received permission for the arrangement as outlined in Section I.
    9. Your group is allowed to make one permanent recording of a performance of copyrighted music arranged by permission for ARCHIVAL and study purposes. However, that one recording cannot be copied or disbursed without following the policies above.
  • Important Phone Numbers/ Web Sites
    • ASCAP: 212-621-6000 (for finding copyright owner)
    • BMI: 212-586-2000 (for finding copyright owner)
    • Harry Fox Agency: 212-370-5330 or www.harryfox.com (for mechanical license)

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Event Time Period

Event Time Period Policy

All Registered Student Organizations and Chartered Greek organizations may only have events from the first day of classes until the last day of classes of each semester. No events are permitted to occur on or after reading day, during finals week, holiday breaks, winter break, or summer break.

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Film Showings

Film Showings on Campus

Events with Movies or Television shows: Student organizations who want to have an event in which they show a movie can only do so through obtaining public showing rights through a college distributor. Regardless of whether your event has an admission charge or is free; regardless if the event is open or just for invited guests; and regardless of whether or not you own the movie on DVD or VHS, it is a violation of federal copyright law to show a movie on campus without securing the rights.

Many student organizations assume that if someone in the group owns a DVD then they are allowed to play it on campus as an event- this is not the case; nor is renting a film from a place like Blockbuster and playing it on campus as an event.

There are also misperceptions that calling the showing of a film "an educational event" waives the need to acquire rights. This is not true. Only films shown by a professor in a legitimate UD course (one found in the course catalogue) are free of rights for the specific showing in class. For example, if a professor shows a film in class and then an organization wants to show that same film later in the same classroom as an event, the copyright law still applies to the showing by the organization.

Additionally, the same laws apply to any television show that is on VHS or DVD. For example, if the event was a marathon viewing of the first season of a television show out on DVD then public broadcast rights would need to be secured. However, if you wanted to have an event where people viewed what was on television at the moment then rights do not have to be secured.

Rights range in price from $200 to $1200 depending on the age of the film. The Student Involvement Office works with several companies that handle license rentals and can provide contact information. Additionally, the Allocation Board can fund such license fees for Registered Student Organizations if applied for through an Event Supplemental.

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FIPG Social Guidelines (Greek Life)

Social Policy
All chapters must follow guidelines set forth by their national headquarters. In cases where a national headquarters allows certain functions and activities that are prohibited by the University, chapters must abide by the University's policies. Failure to adhere to university policy may result in disciplinary action by the Office of Student Conduct.

All social events (including but not limited to: mixers; socials; date parties; crush parties; etc…) sponsored by the chapter must be approved by the UD Greek Council VP of Operations.
BIG/LITTLE EVENTS AND BID PARTIES ARE NOT ALLOWED.

  1. A completed Social Event Registration Form [PDF] must be turned in at least 7 days prior to the event or it will not be approved.
  2. The chapter's social chair must read and sign the Social Chair Understanding of Responsibilities.
  3. Social events can only be held at approved third party vendors.
WHEN DOES THIS POLICY APPLY?
  • In accordance with FIPG and the University of Delaware, any event where alcohol is possessed, consumed, or used, must adhere to these guidelines.
  • An "event" is any situation sponsored, endorsed, hosted, or promoted by a chapter or any event that an observer would associate with a fraternity and/or sorority involving 6 or more of a chapter's active members.
  • All Recruitment events are DRY.
POLICY FOR PARTY LOCATION
  • No chapter may co-sponsor any event with an alcohol distributor or tavern where alcohol is sold, given away, or the like. An alcohol distributor or tavern is defined as an establishment that generates more than half of its annual gross sales from alcohol.
GENERAL REQUIREMENTS
  • Events are to be by invitation only and a guest list is required. "Open parties" are prohibited. Each active chapter member is permitted to invite 2 guests.
  • Start and End times must be set. Parties should be no more than 4 hours.
  • Charging an entry fee or charging for cups, t-shirts, raffles, or beer itself is not permitted.
  • Unsalted foods and alternative beverages must be available to guests. (Tap water is not sufficient; however, bottled water is acceptable)
  • Safe rides must be available for all guests. Safe ride providers must be members of the chapter and be present for the duration of the event unless providing a ride for a guest. Safe Ride providers are to consume no alcohol during the course of the event.
  • Sober monitors must be members of the chapter and be present for the duration of an event unless they are acting as a safe ride. Sober Monitors are to consume no alcohol during the course of the event. (1 sober monitor per 20 guests)
DRUG AND ALCOHOL POLICY FOR PARTIES
  • No alcohol can be purchased with chapter funds. No alcohol can be bought by the chapter for its house parties, members or guests. Bulk quantity or common source alcohol, such as kegs or cases, is prohibited.
  • If allowed by your national/corporate headquarters, invited members are permitted to bring one 6- pack of 12 oz. beer cans or 4 pack of wine coolers. Hard Liquor, Mixed drinks, and products such as Smirnoff Ice, Mike's Hard Lemonade, and the like are NOT permitted.
  • Distribution to minors is prohibited! Proper ID (Valid Driver's License, Passport or Military ID) must be verified at the door and marked with a bracelet or similar system.
  • Drinking games of any type are prohibited. Drinking games are defined as any game that entails drinking as a direct result of playing the game. These games include but are not limited to: Beer Pong, Quarters, Flip Cup, King's Cup.
  • The possession, sale, or use of illegal drugs or controlled substances during a chapter event is prohibited.
  • No alcohol shall be present at any pledge/associate member/new member/novice program, activity or ritual of the chapter. This includes but is not limited to activities associated with "Bid Night", "big brother-little brother" events or activities, "big sister-little sister" events or activities, "family" events or activities and initiation. In other words: NO MORE BID PARTIES, BIGLITTLE NIGHTS, or INITIATION PARTIES, unless alcohol is not served.
  • "Multiple chapter" mixers cannot exceed 4 chapters.
  • If you do a philanthropy event at a third party vendor that sells alcohol, the total amount of food sales must be more than 50% of the revenue of the restaurant. You must provide proof of this to do a philanthropic event with a restaurant that serves alcohol.

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Food Guidelines/Restrictions

Food/Catering at Student Organization Events
University Catering is usually required if planning on having food at a meeting/event on campus. However, the following exceptions (Location, Ethnic/Specially Prepared, Donated) have been approved for recognized student organizations. Please read carefully as a number of criteria must be met for each exception….

  1. Location: If your event is in one of these Perkins Student Center rooms:
    Williamson, Read, Collins, Alumni, Kirkwood, Rodney, Gallery, Ewing, or Bacchus
    Or if your event is in one of these Trabant University Center rooms:
    205, 206, 207, 209/211, 219, or Multipurpose rooms
    Then you may bring your own or non-UD catered food under the following guidelines…
    • You may bring your own lunch/dinner/potluck meal from home if the event/meeting is limited to only the members of your organization.
    • You may bring in commercially prepared and pre-packaged snack items only (such as chips, cookies, or pretzels) if the event is open to the University community and/or general public
    • PLEASE NOTE:
      Cooking and/or heating the aforementioned food or the use of sterno/hot plates, crock pots, etc. is not permitted.
      Delivery of the aforementioned food is not permitted, you must bring in the food yourself
      If purchasing beverages for your event in the above scenarios with University funding (*all RSO money is University funding; Greek chapter funds are not) then only Pepsi licensed beverages may be purchased
      Organizations may not grill/barbecue on University property. Please contact UD Catering at 831-2891 to arrange all of your grilling/barbecuing needs
  2. Ethnic/Special Prepared: If your event requires specific unique ethnic food or specially prepared food then you may submit recipes, at least 3 weeks prior to the event, to Dining Services to prepare your food or request a waiver to have an outside caterer supply the food. We encourage you to provide recipes to Dining Services in the event the selected vendor cannot comply with Department of Health standards and insurance requirements. Contact Dining Services/Catering for specific information and regulations at (302) 831-2891.
  3. Donated food: Student organizations may be eligible for a food waiver if the food is donated by a licensed and insured commercial food establishment that meets DOH standards and University guidelines. The food cannot be for resale purposes. Please contact Brian Schea, Director of Catering, at (302)831-2891 for additional information including all requirements that must be met by the donating establishment.
PLEASE NOTE:
Clean-up:
Please be aware that your organization will be responsible for all clean up of food/beverage waste. Excessive clean-up fees will be charged to your organization for any excessive mess or damage. Food is for event attendees only, not for the general public, and not for re-sale purposes. Violation of this policy will result in possible judicial sanctions, excessive cleaning fines, and/or suspension of reservation privileges for not less than one academic semester.

Campus Areas Where Food is Never Allowed (Even if UD catered):
Other than approved designated areas for concessions or catering, food and beverages of any kind are not permitted in:
Academic Classrooms
Mitchell Hall
Pearson Hall
Carpenter Sports Building
Bob Carpenter Convocation Center
Roselle Center for the Arts
Trabant Theater

Food Purchase Guidelines & Restrictions
Executive boards are prohibited from using the standard allocation or club dues to pay for executive meals. Groups may have start and end of the year banquets for leadership but no more than a total of $200 of the Standard Allocation can be used on banquets. Failure to adhere to this policy will result in the members either not being reimbursed or a poor audit for the following semester.

RSOs are permitted to use deposited revenue and donations to pay for such banquets. Also, RSOs are permitted to use its' Standard Allocation to pay for food expenses at events open to the entire campus. However, clubs are encouraged to require payment to better offset club expenses.


Food at Fall/Spring Activities Night
Delaware State Law prohibits Student Organizations from providing any prepared food at Activities Night. Pre-packaged snacks and candy (like mini-candy bars, mints, and gum) are allowed but members of the organization must keep these items individually wrapped. Pre-packaged foods cannot be opened and modified in any manner (i.e. opening sealed bread and peanut butter to create sandwiches).

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Games of Chance

Games of Chance (such as 50/50s, Bingo, Texas Hold 'Em, Raffles, Poker, Casino Nights, etc.) Policy
Charitable gambling fundraisers are regulated by the State of Delaware Gaming Control Board. The below policies are based on DE State Law...

Raffles & 50/50's:
Only Registered Student Organizations (RSOs) Sports Clubs, Hall Governments, and Graduate Student Organizations (groups under the University's Tax ID number) are permitted to hold raffles and 50/50's for their organization under the following two conditions:

  • The total prize is valued at less than $5,000
  • The selling price for a ticket for the 50/50 or Raffle is less than $5.00 per ticket.
Bingo, Casino Nights, Texas Hold'em, Poker, Money-Wheel, etc.:
Registered Student Organizations, Sports Clubs, Complex Community Councils, and Graduate Student Organizations may not hold events in which there is an admission charge or cost to participate in bingo, poker, or other games of chance for which a "winner" or "winners" will win a prize.

An organization may charge admission for a Casino Night, a bingo game, etc as an event in which to have fun; but no REAL PRIZES (whether cash, donations, gifts, etc) may be distributed as a result of participating.

Or an organization may sponsor an event with games of chance with prizes if there is no admission charge or fee for playing the game.

Chartered Greek Organizations (which does not include the Greek councils) do not fall under the University's tax identification code and therefore must apply for a gaming license for all charitable gambling events including raffles regardless of the prize value and/or ticket sale price. The University/Student Centers do not endorse such activities, and cannot assist with their arrangement. The State of Delaware Gaming Control Board provides the necessary steps for applying for a gaming license. Please keep in mind that the Gaming Control Board must receive all completed applications and fees by 4:30pm ten(10) days prior to their next scheduled meeting. The Gaming Control Board meeting schedule is provided on the above link. If you hold such an event on University property then all approved paperwork must be submitted to the Assistant Director of Student Centers one week before the event.

Please see the Associate Director of the University Student Centers for Event Services in TUC 103 for any additional assistance.

NOTE: All RSOs must fill out a Sales and Solicitations Form in TUC 103 when collecting funds on campus. Complex Community Councils must submit a Sales/Solication form with the Office of Residence Life at 5 Courtney Street.

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Garage Parking Availability for Events

Cashier Hours in the Parking Garages end at 11:00pm. Patrons leaving the garage after Cashier hours can pay by credit card. If you wish to have cash sales available after hours for your event, you must contact Terry Vance (tvance@udel.edu) at least 10 days in advance to schedule a cashier. Cashiers are $17/hour with a 3-hr minimum.

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Guests and Visitors to the USC

Guests and Visitors Use of the University Student Centers
In keeping with a resolution of the University Board of Trustees, the University campus and facilities are special-purpose buildings and grounds, and they are not open to the public generally. Affirming that resolution, the Student Center Staff adopted the following policies for guests and visitors in Student Centers:

  • An invited guest is one who can be identified as having been extended an invitation to visit the University Student Centers by the University, a University department or a member of the University for a specific occasion, conference, special function, tour, or official visit or program taking place in either Student Center.
  • Guests who are invited by a member of the University to visit either Student Center as described above are limited to the specific occasion for which they were invited and must be accompanied by a host while in either Student Center.
  • A visitor is a person who occasionally uses either Student Centers' services and facilities but who has not been invited.
  • An individual making regular and repeated use of either Student Center and its immediate environs (patio and parking lot) will not be regarded as an invited guest or visitor.
  • the University Student Centers staff are encouraged, when in their judgment such action is necessary, to ask individuals in the University Student Centers for identification and for information regarding their business in the University Student Centers or environs.
  • the University Student Centers staff will close off, when in their judgment such action is necessary, certain portions of the University Student Centers to nonmembers of the University.
  • the University Student Centers staff may ask individuals who do not qualify as guests or visitors (as defined above) to leave the University Student Centers and environs. Individuals who refuse to comply may be subject to arrest.

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Institutional Governance, Student Participation in

Student Participation in Institutional Governance
As constituents of the University community, students are free, individually and collectively, to express their views on issues of institutional policy and on matters of general interest to the student body. The Student Government Association (SGA) serves as the student government body for undergraduate students. Subject to the provisions of Delaware Code Section 5111 of Title 14, students have a major role in the formulation of University policies directly affecting them and, through the Student Government Association, may formulate and recommend to the University Faculty Senate policies pertaining to student social activities and conduct. Such policies will be consistent with federal, state or local laws.

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Kiosks and Informational Tables, use of

Usage of Kiosks and Information Tables
Registered Student Organizations may request a kiosk or information table in the Trabant University Center for up to a two hour block of time, up to 9 times per semester (with no more than 3 in the same week). Blocks of time are as follows:

  • 8:30am - 10:30am
  • 10:30am - 12:30pm
  • 12:30pm - 2:30pm
  • 2:30pm - 4:30pm
  • 4:30pm - 6:30pm
All reservation requests must be submitted online via the Event Reservation Form. Requests must be submitted at least 10 days prior to the date requested.

Due to the high demand for space, space usage is monitored. RSOs who arrive late by 15 minutes or more for their scheduled reservation time will be considered a "No Show" and will be charged a "No Show" fee of $25.00.

We strongly encourage all RSOs to only schedule times and dates that are truly intended to be used. Cancellations of scheduled dates/times must be submitted by 3:30pm on the last business day before your scheduled event. Cancellations that are submitted late will be considered a "No Show" and a no show fee of $25.00 will be charged to your organization.

All Cancellations must be submitted online using the Cancellation/Change Form.

Please direct any questions regarding these policies to the Event Services Office in TUC 103 or by calling (302)831-2633.

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Late Night Parties

Late Night Parties Policies
The first priority for all parties held at the University of Delaware is the safety and security of all persons and property. Recognizing this need, the Department of Public Safety in cooperation with the university community will strive to properly assess the safety and security needs of evening/late night parties.

Please keep in mind that every party and facility is unique when determining security needs. As such, staffing levels will be determined on a case by case basis taking into account the following: the nature and purpose of the party, amount of advertising, professional staff support, expected attendance, the times of the party, and the facility being used.

The following are common factors that warrant party staffing:

  • Cash sales at the door
  • Scheduled to end later than midnight
  • A disc jockey, live band, or performance is the primary activity
  • Facility has a capacity of 300 or more

All parties, except the homecoming & step show after-party, must be held in the Trabant University Center Multipurpose Room(s). The homecoming and step show after-party are the only parties held in the Carpenter Sports Building gym.


Please familiarize yourself with the following policies and procedures:

  • Advisor Policy
  • Financial Policy
  • Visitor ID Policy
  • Staffing Policy
  • Procedures (Trabant / Carpenter Sports Building )
  • Cancellation Policy
ADVISOR POLICY
An advisor, who is a University of Delaware faculty member or professional employee, must be present at all late-night parties. The advisor must be present the entire time of the event. If an advisor is unable to attend, the student group is responsible for finding another University of Delaware faculty member or professional employee to work the party. All substitutions must be confirmed with the Greek Life Coordinator in advance. If the advisor does not show up, or leaves early, the party will be cancelled [at that point] and all bills will be charged.

FINANCIAL POLICY
The event sponsor must complete a Sales and Solicitations Form. Forms can be picked up in the Event Services Office, TUC 103. These forms MUST be completed prior to any type of sales a group is involved with, including tickets, parties, item sales, etc.
  1. To complete the form a student must obtain an advisor's signature and an account code. (Either University internal or checking account)
  2. The Event Services Office will issue any tickets that may be needed. If the group is supplying their own tickets, all tickets need to be numbered and brought to the Event Services Office for verification at least two business days prior to the event.
  3. After completion of the event a group member must return to the Event Services Office during regular business hours with the bank deposit slip (which will be returned to the group by the bank) and any unsold tickets. Tickets must be brought to the Event Services Office even if the group used their own tickets.
  4. ALL MONEY COLLECTED AT THE DOOR, MUST BE DEPOSITED ON THE EVENING OF THE EVENT. NO EXCEPTIONS!! (The DJ cannot be paid with money collected at the door.)
  5. Any discrepancies in the actual amount deposited and the amount that should have been deposited must be explained for auditing purposes.
The organization's treasurer must meet with Student Involvement staff in 015G Perkins to make arrangements for petty cash at least five (5) days before the event.

Admission prices must be displayed on all advertising and posted at the entrance to the event. Admission prices cannot be changed once set and posted.

Students can now use FLEX to collect funds at their parties.
  • Two weeks advance notice is required.
  • Fill out and submit a Flex Card Reader Request Form and a Sales and Solicitation Form. These forms are available in the Event Services Office in 103 Trabant Center University Center.
  • There is no charge for use of the card reader by Registered Student Organizations.

VISITOR IDENTIFICATION POLICY FOR TRABANT UNIVERSITY CENTER PARTIES
Only college students with a valid college ID, and active military personnel with a military ID, will be admitted to late night parties held in the Trabant University Center.

No in-and-out privileges. If a guest leaves the building, their wristband will be removed by security. The guest must pay [again] to re-enter the event.

VISITOR IDENTIFICATION POLICY FOR CARPENTER SPORTS BUILDING PARTIES
University of Delaware students must show their student ID. Non-University of Delaware students must be at least 18 years old. College IDs, military IDs, drivers' licenses and state issued IDs are acceptable forms of identification.

No in-and-out privileges. If a guest leaves the building, their wristband will be removed by security. The guest must pay [again] to re-enter the event.

PUBLIC SAFETY STAFFING POLICY
A safety meeting with Public Safety and the party sponsor will be held 30 minutes before party.

  • Type 1: Events and Facilities: An open dance party or live band or performance scheduled to end after 12:00 a.m. ( midnight ) and held in a facility with a maximum capacity of more than 450.
    • The maximum capacity for late night parties held in three (3) MULTI-PURPOSE ROOMS OF THE TRABANT UNIVERSITY Center is 800. Staffing requirements are 4 full-time officers and 4 staff from an outside contractor.
    • The maximum capacity for late night parties held in gym 2 of the CARPENTER SPORTS BUILDING is 1200. Staffing requirements are 9 full-time officers and 6 staff from an outside contractor.
  • Type 2: Events and Facilities: An open dance party or live band or performance scheduled to end after 12:00 a.m. ( midnight ) and held in a facility with a maximum capacity of 450.
    • The maximum capacity for late night parties held in two (2) MULTIPURPOSE ROOMS OF THE TRABANT UNIVERSITY CENTER is 450. Staffing requirements are 3 full-time officers and 3 staff from an outside contractor.
    • Note: Public Safety will be on duty a minimum of 5.5 hours, from 9 p.m. until 2:30 a.m. If an incident occurs that requires an officer to work after 2:30 a.m. , the party sponsor will be charged for the additional time.
    • The Department of Public Safety reserves the right to adjust staffing levels to meet the security needs of any Party. A Public Safety Request must be submitted at least 2 weeks before the party. Failure to provide adequate notice will result in the cancellation of the Party. If there are any questions, please contact the Student Involvement Office at (302) 831-2428.
PARKING GARAGE STAFFING POLICY
Cashier Hours in the Parking Garages end at 11:00pm. Patrons leaving the garage after Cashier hours can pay by credit card. If you wish to have cash sales available after hours for your event, you must contact Terry Vance (tvance@udel.edu) at least 10 days in advance to schedule a cashier. Rates are $17/hour with a 3-hr minimum.

RESPONSIBILITIES AND PROCEDURES FOR LATE NIGHT PARTIES
TRABANT UNIVERSITY CENTER
An event classified as a late night party will be subject to the following procedures:
  1. Submit a Space Reservation Form
  2. Unless specifically requested, only two (2) rooms in the Multipurpose Room (preferably Room A and B) will be used for late night parties with a maximum capacity of 450.
  3. Complete a Sales and Solicitations Form. (Event Services Office, TUC 103)
  4. A Request for Public Safety Form must be submitted at least 2 weeks before the party
  5. The sponsor must attend a planning meeting with the University Student Centers' Greek Life Coordinator no less than 10 business days before the Party.
  6. The organization's treasurer must meet with Student Involvement staff in 015G Perkins to make arrangements for petty cash at least five (5) days before the event.
  7. A cash box, deposit bags, and a deposit slip must be picked up from the Student Involvement office, 015G Perkins, at least 48 hours before the event.
  8. A safety meeting, to review the security plan and discuss any concerns, will be held 30 minutes before the party.
  9. The party sponsor will have the following responsibilities:
    • Collect funds and issue wrist bands to all paying and nonpaying patrons.
    • Monitor the MPR 's; the area leading to the UD copy center and package center; bathrooms; and the emergency exit door near the copy center stairs.
    • Count money using the operations office and make a bank deposit of all money collected.
    • If the sponsor does not have enough University of Delaware students to staff the party, the party will be canceled.
  10. The night of the Party, the Detail Commander will:
    • Issue 450/800 wrist bands to the party sponsor.
    • Conduct pre-party and post party inspection of the Multipurpose Room. This includes blocking off the loading dock and fire lane circle with cones, and securing the interior doors leading to the loading dock and back hallway.
    • Assign staff (male and female) from an outside contractor for pat downs.
    • Assign officers to the main hallway to check IDs, watch the money and for general crowd control.
    • At the end of the party, Public Safety will help patrons leave the building and provide an escort for the late night deposit.
  11. Admission prices must be displayed on all advertising and posted at the entrance to the event. Admission prices can not be changed once set and posted.
  12. No in-and-out privileges. If a guest leaves the building, their wristband will be removed by security. The guest must pay [again] to re-enter the event.
  13. Predetermined lighting levels are made for each facility and will remain constant throughout the Party. The Building Supervisor will monitor the Party and maintain the predetermined lighting levels.
  14. The Building Supervisor(s) is/are responsible for conducting pre-party and post-party inspections of the facility and Multipurpose Room and periodically checking on the party. Any problems that may occur should be communicated to Public Safety and resolved cooperatively. In addition:
    • At 9:50 p.m. , the Building Supervisor will make a closing announcement.
    • At 10:00 p.m. , the Building Supervisor will secure all exterior doors and the interior hallway doors separating the Multipurpose Room hallway from the main section of the building. The exterior doors leading to the parking garage will be secured at the discretion of the Detail Commander.
  15. Sponsors will assist Public Safety in clearing out the facility.
  16. Sponsors are responsible for clearing excessive trash inside the facility.
  17. Money collected the night of the party, the Sales and Solicitations Form, and a deposit slip must be deposited in a University authorized account as required by University policy. A full-time officer will provide an escort for all money deposits.
  18. Parking for patrons is available in the Trabant parking garage at the prevailing parking rates. (Parking on Main St. after 9:30 p.m. could result in having your car towed or ticketed by Newark Police.)
The DJ is responsible for making any announcements requested by University staff. In addition, the lights must be turned on by 1:40 A.M. The DJ's equipment should be cleared from the building by 2:15 A.M. The DJ may load and unload from the loading dock area but must park the vehicle in a legal space during the Party.

Contraband will not be permitted inside the party. This includes alcoholic beverages, smoking materials, pepper spray, dangerous instruments, or weapons.

CARPENTER SPORTS BUILDING
  1. Complete a Space Reservation Form for the CSB [PDF]. The form can be obtained from the Student Involvement office in 015G Perkins.
  2. Complete a Sales and Solicitations Form. (Event Services Office, TUC 103)
  3. Complete a Request for Public Safety Form at least 2 weeks before the party
    Secure parking passes for lot 20 from Public Safety/Student Centers.
  4. The sponsor must attend a planning meeting with the University Student Centers' Greek Life Coordinator no less than 10 business days before the party.
  5. The organization's treasurer must meet with Student Involvement staff in 015G Perkins to make arrangements for petty cash at least five (5) days before the event.
  6. A cash box, deposit bags, and a deposit slip must be picked up from the Student Involvement office, 015G Perkins, at least 48 hours before the event.
  7. A safety meeting, to review the security plan and discuss any concerns, will be held 30 minutes before the party.
  8. The party sponsor will have the following responsibilities:
    • Collect funds and issue wrist bands to all paying and nonpaying patrons.
    • Monitor the gym, hallways, and bathrooms.
    • Help Public Safety clear out the party. (Building only)
    • Count money using the operations office and make a bank deposit of all money collected.
    • If the sponsor does not have enough University of Delaware students to staff the party, the party will be canceled.
  9. Admission prices must be displayed on all advertising and posted at the entrance to the event. Admission prices can not be changed once set and posted.
  10. Predetermined lighting levels are made for each facility and will remain constant throughout the Party. The Building Supervisor will monitor the Party and maintain the predetermined lighting levels.
  11. The Building Supervisor(s) is/are responsible for conducting pre-party and post party inspection of the facility, and periodically checking on the party. Any problems that may occur should be communicated to Public Safety and resolved cooperatively.
  12. The night of the party, the Detail Commander will:
    • Issue 1200 wrist bands to the party sponsor.
    • Conduct pre-party and post party inspection of CSB Gym 2. This includes blocking off parking lot 20, and the fire lane circle with cones.
    • Assign staff (male and female) from an outside contractor for pat downs.
    • Assign officers to check ID's, watch the money, general crowd control and rove inside the party and the back hallway.
  13. Sponsors will assist Public Safety in clearing out the facility.
  14. Money collected the night of the party, the Sales and Solicitations Form, and a deposit slip, must be deposited in a University authorized account as required by University policy. A full-time officer will provide an escort for all money deposits.
  15. Parking for patrons is available in the Trabant parking garage at the prevailing parking rates and in university parking lot 19. (Parking on Main St. after 9:30 p.m. could result in having your car towed or ticketed by Newark Police.)
  16. The DJ is responsible for making any announcements requested by University staff. In addition, the lights must be turned on by 1:40 A.M. The DJ's equipment should be cleared from the building by 2:15 A.M. The DJ may load and unload from the fire lane but must park the vehicle in a legal space during the party.
Contraband will not be permitted inside the party. This includes alcoholic beverages, smoking materials, pepper spray, dangerous instruments, or weapons.

CANCELLATION POLICY
Late night parties must be canceled no less than 2 business days before the event to avoid financial charges. Parties canceled less than 48 hours before the event may be charged associated fees.

Reservations for the Multipurpose Room MUST be cancelled 2 weeks prior to the reservation date. Cancellations or no-shows with less than 2 weeks notice will incur a cancellation fee of $500.00.

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Leadership Affiliation

Leadership Affiliation

Presidents, Co-Presidents, Officers, and/or Treasurers of a student organization may not be an employee or intern for an outside organization directly affiliated with their student organization. Students with a leadership role within an RSO should not be paid in any way for creating, maintaining, or managing the RSO by an outside affiliated organization. Students may maintain a volunteer or un-paid/un-credited relationship with an outside affiliated organization.

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Novelty

Novelty Policy

Student Organizations are prohibited from hiring novelty performances or attractions without meeting the insurance requirements of the University Insurance Office. Here are the current insurance requirements:

Novelties Not Allowed: The following novelty acts are not allowed on UD campus events:
Bronco Bull/Bucking Bronco
Dunking Tanks
Water slides
Slip n slides
Inflatable pools or hot tubs

1 Million Novelty Acts: Those that have a student participate solo in a limited physical way with a non-threatening object(s); and those where student asks for a personally designed item and the only interaction is to verbally request what they want
Photo booth
Sand art
Stuff-a-bear
Spin art
Caricature/Portrait
Personalized name tags, buttons, stickers, road signs, hats, t-shirts, etc.
Balloon art
Carnival Games
Bamboo/Plant art
Trivia games
Casino games
Oscillating Misting Fan

3 Million Novelty Acts: Those that have a student participate in a limited physical activity but where limited physical contact is made by a vendor or third person with the student; and those that a student has physical (but limited) solo participation in an activity
Face painting
Body art
Henna art
Temporary Tattoos
Miniature golf
Giant chess or checkers
Money booth
Inflatable maze
Basketball solo toss
Tie Dye

5 Million Novelty Acts: Those that have a student participate in a serious physical activity; and those that include physical contact with vendor or third person
Bungee jump
Climbing Wall
Twister (either regular or inflatable)
Velcro Wall
Joust
Moon Bounce
Laser Tag
Inflatable obstacle course
Foam party
1 on 1 or 3 on 3 - Basketball toss
Zipline
Black light parties
Segway course
Little bike riding course
Wax Hands

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Off Campus Solicitation

For purposes of this policy, solicitation is defined as all requests for support directed to any person or organization, including alumni, students, friends, employees, parents, corporations, foundations or associations for the purpose of generating gifts for the University and its affiliated programs. This includes, but is not necessarily restricted to, any solicitations conducted via mail, phone, newsletters, personal visits, or electronic means.

Registered Student Organizations ARE NOT PERMITTED TO APPROACH CORPORATIONS, BUSINESSES, COMPANIES, ETC for the purposes of seeking funding, sponsorship, underwriting, or any type of financial solicitation.

Registered Student Organizations may approach Main Street vendors for gift certificates, prizes, or fundraising activities where a percentage of the vendor's sales on a given day are donated to the RSO.

If a Registered Student Organization would like to solicit other types of businesses then the following procedures must be followed….

AUTHORIZATION

Interested RSOs must submit a written request to the Student Involvement Office detailing the following information:

  • Purpose of solicitation
  • Who will be solicited
  • Timetables for solicitation
  • Who is responsible for creating and producing the solicitation
  • How and by whom the solicitation will be made

If approved by the University Student Centers, the proposal will move forward to the Vice President of University Development and Alumni Relations for final review and authorization.

The Office of University Development must authorize all solicitation on behalf of the University and its affiliated programs, including student organizations. If the solicitation request is authorized, University Development's senior leadership will determine the appropriate solicitation strategy, including priority, timing, processing and acknowledgement procedures, and any necessary modifications.

The Office of University Development will have final approval of all letters, texts, scripts, and other components related to such solicitation. Departments, organizations, and individuals are prohibited from using the University of Delaware's name or trademarks to solicit support without written permission of the Office of University Development. The creation and solicitation of alumni dues by any of the University's colleges, departments, or programs are prohibited.

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Outdoor Events on Campus Grounds, Req'd Services for

Required Services for Outside Events on Campus Grounds
Please note that Harrington Beach, the USC Patios and Independence Field are reserved as USC spaces; the Old College Lawn, North and South Green are reserved through Auxiliary Services; Athletics Spaces are reserved through Recreation Services.

5Ks:
Organizations wishing to hold 5k or similar events on campus must consult with the appropriate administrator for your organization: Greek Chapters and Councils should meet with Assistant Director, Adam Cantley. RSOs should meet with Assistant Director, Alex Keen. In the absence of an Assistant Director, organizations need to meet with the Senior Associate Director, Scott Mason.

Event Time Period:

  • No events to begin before 9:00am. All events must End by 8:00pm (Sunday-Thursday) and by 10:00pm (Friday-Saturday)
  • Maximum of 4 hrs for events with amplified sound
  • Maximum of 6 hrs for all other events
Depending on the nature of your event, the following services may be required.

PLEASE NOTE THAT THERE ARE FINANCIAL CHARGES FOR ALL THE SERVICES LISTED BELOW THAT WILL BE INCURRED BY YOUR ORGANIZATION.

Food
  • Student Organizations may not provide their own food or have an outside caterer or restaurant provide food for any event taking place in an Outdoor Space.
  • If you wish to give food away to participants, please make arrangements through University Catering (302)831-2891
  • If you want to have food available for guests to purchase, contact Dining Services Concessions. Concession items include hot dogs, snacks, sodas, bottled water, etc. There is no charge to the organization for this service, as the individual participants pay for their purchases. Make all arrangements through University Catering (302) 831-2891
Power
  • If your outdoor event needs eleectricity, you will need to request a generator or ask for access to a power outlet. Otherwise, there is no guarantee that your power needs will be accommodated.
  • For access to power outlets on Harrington Beach, USC Patios, or Independence Field, contact the USC Event Services Office (302)831-2633
  • The Miscellaneous Services Form must be filled out if power is required for DJs, bands, novelties, etc in any other outdoor space.
  • All generators must be provided by UD Electric Shop. No external companies may bring their own generators of any size or style. This includes any generators for sound, lights, inflatable games, etc. Please request the generator through the Miscellaneous Services Form. Ask your vendor to provide all details about their power needs before submitting this form.
Staging/Chairs/Tables
  • If tables, chairs, and/or staging are needed for your event at any outdoor location other than the USC Patios, they must be requested via the Miscellaneous Services Form.
  • Any event held on Harrington Beach or Independence Field using stages, tables, chairs, or similar items will be required to follow Artificial Turf Guidelines to protect the turf surface.
  • Tables and chairs for events on the USC Patios can be requested on the Space Reservation Form. Note that no items can be placed directly on the turf. This includes tables and chairs. All items placed on the turf must have plywood underneath them. We recommend placing all items on the sidewalk or grass areas surrounding the turf.
Garbage Cans and Trash Removal
  • For any outdoor event, other than those on the USC Patios, the following must be ordered via the Miscellaneous Services Form: garbage cans, recycling containers, and trash bags sufficient to hold the waste produced by the event.
  • At the conclusion of the event, the organization is responsible for picking up any trash left around the event area and placing it into the garbage cans.
  • When arranging a pick up time, please be sure to allow enough time for clean-up to assure that all trash is in the cans when the truck arrives to collect the waste.
  • If your outdoor event has food, more than 500 people in attendance, or lasts longer than 3 hours, you must request UD Campus Grounds to pick up waste at least once per hour during your event. Indicate this need on your Miscellaneous Services Form.
Audio Equipment
  • Sound Systems and equipment for events on Harrington Beach, Independence Field and the USC Patios can be requested on the Space Reservation Form.
  • Audio Equipment for events at other outdoor locations can be requested using the Miscellaneous Services Form.
  • The noise level at your event must not violate the City of Newark's Noise Ordinances. Additionally, if during class time, the sound level of your event cannot interfere with classes. Residence Life needs to approve any event with amplified sound that is in a Residence Hall area.
Public Safety
  • If anyone will be collecting any money at your event, then you must hire a UD Public Safety aide to work the event. If there are multiple points of collecting money, then there should be enough staff to cover all of these areas.
  • Events that will attract large crowds, or have other circumstances that may require assistance in maintaining the safety of the participants, will also require Public Safety.
  • To request public safety at your event, use the Request for Public Safety Form.
Tents and Staked Items
  • Tents are not provided by the University and must be provided by a vendor with adequate insurance.
  • Tents of a certain size (determined by the City of Newark) are required to have a building permit. 
  • No staking of objects (including flags) is allowed on University property. Tents must be held up using sand bags or other weights that do not damage the ground. This is especially important for Harrington Beach and Independence Field.
  • Up-to-date information on vendor insurance and permits can be found here.
Cancellation
  • Services must be canceled by 9:00 a.m. on the business day prior to the event in order to avoid cancellation charges.
  • To cancel reservations for Harrington Beach, Independence Field or the USC Patios, use the Cancellation/Change Form.
  • All other services should be canceled by contacting the Student Involvement Office.
If you are not sure whether or not your event needs any of the above, or if you have event needs that are not explained above, please contact the Student Involvement Office (302)831-2428.

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Part-Time Students' Use of USC Facilities

Use of Facilities by Continuing Education and Part-Time Matriculated Students
University fees paid by individuals enrolled in the Division of Continuing Education or by part-time matriculated students taking fewer than 12 credit hours entitle them to participate in the educational activities of their course(s) and to use the Morris Library and the lounges and snack bars of the Student Center. A Continuing Education or part-time matriculated student may not participate in the student activity programs not open to the public, or use University facilities such as the Student Health Service. Part-time matriculated and full-time Continuing Education students may utilize the services of the Student Health Service upon payment of the appropriate health service fee. For information about programs and facilities for Continuing Education students, please call the Continuing Education ACCESS Center, (302)831-2741.

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Politically Oriented Activities, RSO Sponsorship of

Regulations for Sponsorship of Politically-Oriented Activities
For purposes of this section, the term "student organization" includes Chartered Fraternities and Sororities, Residence Life Organizations and Registered Student Organizations.

  • Distribution of published materials must be in accordance with the present University Policy of Distribution of Published Materials on Campus.
  • Recognized student groups may not use allocated funding to support Political Lobbying or Electioneering: Lobbying is defined as to try to influence the thinking of legislators or other public officials for or against a specific cause. Electioneering is defined as the act of taking an active part in a political campaign for example by canvassing.
  • No fundraising for any political candidates is allowed by any student organization. Student organizations may hold a speaker event, meet and greet, or debate, but no money can be raised in support of any political candidate.

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Posting Flyers on Campus

Posting Policy as of Aug 24, 2013
Please read through these policies in their entirety as they have been recently changed.
The following policies pertain to the use of University bulletin boards:

  • Bulletin boards in University buildings and on the campus are intended for notices and other materials related to the program and goals of the University. Commercial advertisements, promotions, etc., are not to be displayed on these bulletin boards.
  • For information regarding posting on bulletin boards in the residence halls and residence commons areas, click here.
  • Any University of Delaware student, faculty member, staff member, department, Registered Student Organization, Fraternity or Sorority, Residence Hall Government, or Special Interest Housing Group may post materials on bulletin boards. Anyone wishing to post an item must have the sponsoring name listed on each piece of material.
  • Items are not to be posted on other University property including walls, trees, doors, windows, pedestrian crosswalks, lamp posts, emergency phones, fence posts, steps, pathways, etc. Violations will subject the sponsoring organization, individual, or department to cover the cost of removal, repair costs for damages, etc., resulting from the unauthorized posting. Organizations, individuals and departments will be charged $5.00 for removing each individual item posted in violation of this policy.
  • No more than one poster (11" by 17") or two standard flyers (8.5" by 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.
  • All materials posted on bulletin boards will be removed approximately at the end of each month and/or end of each semester, or when the board becomes overcrowded with materials and unsightly. The University reserves the right to clear materials at any time and is not responsible for materials removed by unauthorized individuals.
  • Please bring one copy of the material that is to be posted to 103 Trabant University Center or 107 Perkins Student Center for authorization before mass-producing the material. The copy will be returned to you with an "Authorized Posting" stamp, for your production use.
  • If you bring more than one copy of your material in to be stamped, the approval process may take up to 24 hours.
  • All materials for the University Student Centers, Residence Halls and/or outside bulletin boards must display the "Authorized Posting" stamp. Please bring your materials to be stamped before mass-producing the materials for your own convenience. Mass quantities of materials will not be stamped and you will be required to re-copy your materials.
Location of Bulletin Boards and Source of Authorization
Materials may be posted on bulletin boards only after authorization by the office responsible for each bulletin board, as follows:
  • Academic Departments/Academic Buildings: Department or office concerned
  • Library Commons: Director of Libraries or designee
  • Residence Halls/Residence Commons Areas: Director of Residence Life or designee or Associate Director of the University Student Centers for Event Services or designee (Locations) [PDF]
  • Trabant University Center, Perkins Student Center, and outside bulletin boards (Map) [PDF]: Associate Director of the University Student Centers for Event Services or designee
Authorization will not be based in any way on the content or viewpoint of the message.

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Power Tool Safety

Power Tool Safety Policy

Any RSOs or Greek Organizations that utilize power tools on campus must follow the protocol below:

  • All participating members must be trained by a representative of the Environmental Health & Safety Office. These members are responsible for contacting Joe Miller (jamiller@udel.edu) in the EHS Office to set up this training.
  • All participating members must complete the Liability Waiver Form.
  • All participating members must utilize safety techniques and procedures as trained by Environmental Health & Safety.
  • All trained members are expected to notify a member of the University Student Centers staff if a member not trained by a representative is utilizing power tools on campus.
  • If an accident with power tools occurs, a representative from the RSO must complete an Incident Report to explain the details of the accident. This report should be completed within 24 hours of the incident.

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Property Rental by RSOs

Renting Property
Registered Student Organizations are not permitted to rent apartments, condominiums, beach houses, or any type of like accommodation/property. When traveling, Registered Student Organizations are only allowed to reserve rooms in hotels, motels, parks, or campgrounds.

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Published Materials, Distribution of

Distribution of Published Materials
Freedom of expression is absolutely essential to the life of the University. To guarantee this freedom to every member of the University community, and in order to provide an atmosphere in which free and open debate will prosper, the following policies have been established governing the distribution of published materials on the campus:

  • Members of the University community (all classifications of students, faculty, staff, and registered student organizations) may distribute published materials on campus with the understanding that doing so must be done in compliance with all applicable laws and University Codes of Conduct.
  • The University encourages those who publish materials to identify themselves. However, if materials are published in a way that inaccurately attributes content to the University or others, the University may direct those who publish such materials to either correct the inaccuracy or identify themselves.
  • Any member of the University community with sponsorship by a department or student organization may distribute published materials at any point on campus except in the University Bookstore; the library, except the commons; and dining halls and other areas where such distribution may reasonably be limited. In areas restricted to members of the University community, identification may be requested
  • A person who is not a member of the University community may distribute published materials on the campus if she or he has obtained the sponsorship of a member of the University community, who has determined that the manner of distribution is in accord with this policy and the Table Use Policy. The name of the sponsoring member of the University community or registered student organization must appear on all materials distributed. Space on campus must be reserved through the Events Services Office.
  • If the time, manner or place of distribution of published materials constitutes a violation of this policy or a disruption of normal University activity, a University official may so inform the distributors and request that distribution be discontinued. If the distributors refuse, the official shall advise them that they may face disciplinary action if they persist.
  • The University will not limit the distribution of published materials on the basis of what is contained in such materials.
Questions regarding the policy should be directed to the USC Student Involvement Office.
Questions regarding the distribution of published materials within the Residence Halls should be directed to the Office of Residence Life.

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Recruitment (Greek Life)

Chartered Fraternity and Sorority Recruitment
Chartered Fraternities and Sororities are allowed to recruit on campus under the guidelines of formal and informal recruitment as regulated by local and national governing bodies. Recruitment of University freshmen is a privilege regulated by chapter standing within the Chapter Assessment Program (CAP). You must be a Gold, Silver or Bronze chapter to recruit first semester freshmen students. All full-time undergraduate students wishing to be part of the recruitment process must do so by registering for recruitment online here. Students also agree to pay any recruitment fees as set by the local governing councils. Entering the recruitment process does not guarantee an acceptance into any Fraternity or Sorority. Selection of members (bid process) is at the discretion of individual chapters and is not controlled by the University of Delaware. Please be aware that a chapter from which you may receive a bid from may ask you to sign a contract or some sort of membership agreement. Often this agreement will contain language that requires you to live in a chapter house for a certain time period, or requires you to pay additional fees to cover occupancy in vacant rooms of a chapter house. Be advised that the University of Delaware has no authority over such agreements or contracts which are at the sole discretion of the individual chapters, their National offices, and their membership. It is up to the individual when registering for recruitment to understand the ramifications of such agreements.

The new member education (pledging) period of Fraternities and Sororities may not be longer than six weeks from "bid" night. A "Bid" is an invitation to a student to become a new member of a fraternal organization. "Bid-night" is set by the local governing councils and it is a formal event where the initiation/education process begins. In an event where "bid-night" does not occur through formal recruitment (for example, Continuous Open Recruitment [COR] during informal recruitment) the six week new member education period (pledging) is still in effect. A chapter that does not initiate its new members within six weeks after "bids" are issued, and reports this event and new members to their national organization, will be in violation of University policy and charges will be brought against the organization through the University of Delaware judicial system for "Failure to Comply."

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Requesting UD Services

Requesting Campus Services
Two (2) working weeks notice is required to order any service from any department on campus. However, there is no guarantee that a requested service can be provided as resources and quantities are limited. Service requests are filled on a first-come first-serve basis. Student organizations requesting services must have sufficient funds to cover the expenses.

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Risk Management

Risk Management Policy

All Recreational RSOs must complete risk management training before the end of September. Failure to complete risk management training will result in the cancellation of future trips and possible suspension of activities. RSOs that sponsor or provide recreational activities but are not designated as Recreation RSOs must contact the Activities and Programs Office for risk management training.

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Rules of Play for Recreational RSOs

Official Rules of Play for Sport/Recreation Registered Student Organizations at the University of Delaware
Participation in a Recreational Student Organization can be a rewarding experience. The opportunities for recreation and entertainment are varied and many. However, it is essential that preventive measures be taken when engaging in the activity in order to avoid accident or injury.

Agreement to Participate
Each member of a Recreation Organization must be a full-time matriculated undergraduate at the University of Delaware. In addition, each individual must complete an Agreement to Participate form and have it on file in the Student Involvement Office before participating in any group activities, including try-outs, practices, or other events in which physical activity occurs. Forms are available in the Student Involvement Office.

General Guidelines
The development of safety regulations for your Recreation Organization activities is necessary. In establishing these guidelines, you must take into account all possible situations and circumstances. Following is a partial listing of those areas in which safety guidelines are necessary. Please ensure that these issues are considered when establishing and maintaining your safety rules.

Points Which Must be addressed

  • The use of alcoholic beverages and/or drugs is strictly forbidden not only during the activity, but also before and immediately after participation occurs.
  • If equipment is used in your activity, always completely inspect each equipment item for excessive wear and proper functioning capability (see 'Equipment' below.)
  • Proper warm-up should always precede participation in any physical activity. Be aware of any special exercises or stretching techniques necessary for your particular activity.
  • If special safety equipment is needed (i.e. protective gear, helmets, gloves, etc.) make sure that it is properly worn or used before any form of the activity takes place.
  • If supervision is required for the activity (i.e. spotters, medical personnel, qualified instructors, etc.) always ensure that these persons are present at the event (whether it be a practice game, tournament, etc.) before beginning the activity.
  • Safety is a cooperative effort. Help other organization members practice good safety procedures.
  • NO HORSEPLAY! Most accidents result from improper use of equipment and/or "fooling around" while engaging in activity.
Points Which Should be addressed (If Appropriate for the Particular Organization)
  • Are there published operating instructions for the equipment? If not, is instruction required before equipment use? Who may serve as instructors for this purpose?
  • Does the equipment require special care or preparation before and after use?
  • Is special certification and/or training required before participation?
  • Are there any regulations or laws of governmental units, which apply to the activity?
  • Are there any physical prerequisites necessary for the activity?
  • Are weather conditions a factor? Are facility or field conditions a factor?
Equipment
Organization officers are responsible for the inspection of facilities, equipment owned by the organization, and equipment storage that is managed by the organization so as to ensure high standards of safety and preventive care. Recreational equipment may be used by organization members only. Inventory of owned equipment needs to be completed for each organization's own record, and Student Center Allocation Board-funded equipment must be inventoried and storage accounted for.

Equipment owned by the individual participant is the responsibility of the owner to maintain and inspect for his/her own personal safety. If an officer or responsible member of the organization believes that the condition of a participant's personally owned equipment is endangering others, then the organization has the right and responsibility to remove that participant from the activity.

Injury
In case of injury to any group member, whether on campus or off, medical assistance is required. All accidents or injuries must also be reported to the Student Involvement Office by stopping in the office and completing a Sport/Recreation Organization Accident/Injury Report. Note: Blank Accident/Injury Report forms are only available inside the Student Involvement Office. No injury is too minor for medical attention - treat all injuries or accidents as serious ones.

If the injury occurs on-campus contact the Student Health Service or the Sports Medicine Clinic. If off-campus, seek appropriate medical assistance within the area and inform the Sports Medicine Clinic of the injury.

The following medical emergency response plan can be utilized when trainers or other medical staff are not immediately available:
  1. Have an organization member(s) certified in first aid available at all activities.
  2. If qualified, administer first aid immediately, if not, send for medical assistance.
  3. To prevent further injury, supervise the injured person until medical assistance arrives.
  4. Do not move a person with a suspected back, head, or neck injury, since any improper movement can exacerbate the underlying injury.
  5. Identify the serial number of any and all protective equipment issued to the injured person.
  6. Keep the injured person's equipment isolated and do not re-issue it or release it from organization or University possession.
  7. Obtain statements from all witnesses, including coaches, teammates, referees, and others who observed the injury.
  8. If possible, take a picture of the scene of the accident before conditions change.
  9. Never admit fault of the organization or University for the injury.
Important Numbers
Student Involvement Office | (302)831-2428
Ambulance/Public Safety | (302)831-2222
Carpenter Sports Building Information Desk | (302)831-8600
Health Center | (302)831-2226
Ice Arena | (302)831-2868
Intramural & Recreation | (302)831-2539
Motor Pool | (302)831-8471
Newark Police | (302)366-7111
Sports Information | (302)831-8139
Sports Medicine Clinic | (302)831-2482

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Sales and Solicitations

Sales and Fund Solicitations by Registered Student Organizations
By definition, Sales and Solicitations includes solicitation of information, membership, admissions, charges for events, donations, and any funds derived from programs and services rendered or sale of goods.

All on-campus Sales and Solicitations by registered or chartered student organizations, fraternities, sororities and residence hall governments must be authorized by the Associate Director of the University Student Centers for Event Services, Room 103 Trabant University Center, or the Assistant Director of Residence Life for Residence Education. Guidelines for granting or refusing authorization for Sales and Solicitations are available from the Associate Director of the University Student Centers for Event Services. A student organization Sales and Solicitations form must be completed before the authorization process is finalized.

All funds derived from on-campus Sales and Solicitations must be deposited in the organization's University internal account or University-supervised checking account. After expenses are paid from either account, the remainder of funds may be used only to support the on-campus programming activities of the organization. (Exceptions are made in the case of funds received as part of a religious worship service and in the case of solicitations for non-religious, off-campus charitable organizations as defined by the Internal Revenue Service.)

Registered or chartered student organizations, as well as individual students, may not conduct Sales and Solicitations on a "door-to-door" basis in University facilities. RSOs/Greeks cannot can at football games without permission from Athletics.

In all circumstances where an RSO is collecting funds at an event on campus at least one Public Safety aide must be hired for the event. The security aide is to be stationed at the money collection site and then escort the person who makes the deposit of the collected funds.

Certain fund-raising activities are regulated by the State of Delaware. These activities include raffles, lotteries, casino nights and other games of chance. For information about these activities contact the Associate Director of the University Student Centers for Event Services. The sale of food that is not commercially prepared and packaged is prohibited by state law.

Off-campus individuals or firms are not permitted to conduct Sales and Solicitations on campus except when sponsored by a University department, registered or chartered student organization, or a residence hall government. Specific criteria for the authorization of such sales are available from the Associate Director of the University Student Centers for Event Services.

Residence hall governments must obtain authorization from the Assistant Director of Residence Life for Residence Education for Sales and Solicitations outside their residence halls. "In-house" Sales and Solicitations , those conducted by a residence hall government inside its own hall, need only be authorized by the Office of Residence Life.

Chartered fraternities and sororities must also obtain authorization from the Associate Director of the University Student Centers for Event Services for Sales and Solicitations conducted on campus outside its own houses. In-house Sales and Solicitations procedures should be determined by negotiations between the local chapter and its Alumni Housing Corporation, Regional or National Officers.

Registered or chartered student organizations or hall governments desiring to use a dining hall as the site for Sales and Solicitations must obtain authorization from both the dining hall manager and the Assistant or Associate Director of Dining Services as well as the Associate Director of the University Student Centers for Event Services and the Assistant Director of Residence Life for Residence Education.

Authorization to sell on campus does not constitute an endorsement by the University of either the product sold or the service rendered.

Failure to comply with the provisions of the Sales and Solicitations policy could result in the loss of organizational recognition and possible referral to the University Student Judicial System. Registered or chartered student organizations may not engage in off-campus fund raising activities without the permission of the Associate Director of the University Student Centers for Student Involvement. All registered or chartered student organizations must pay all debts to the University with in a reasonable period of time. If their accounts become delinquent, then University privileges and/or recognition may be removed.

Questions regarding the Sales and Solicitations procedures should be addressed to the Associate Director of the University Student Centers for Event Services. All policy interpretations will be made by the Associate Director of the University Student Centers for Student Involvement.

For information regarding sales and solicitations in UD Residence Halls, click here.

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Scrounge After Hours

Scrounge After Hours Policy

The Scrounge Performance Stage area is available for use on Saturday & Sunday evenings from 8:00pm until 11:00pm. Admission fees can be charged for events starting after 8pm.

To reserve the space on Saturday & Sunday evenings:

  • Recognized student groups must submit an online Space Reservation Form at least ten (10) business days in advance of the requested date. Facility Supervisor fee will apply with a 3-hr minimum fee. Please budget $50-$100 for these costs. Contact the Event Services Office at (302)831-2633 for additional information regarding the Facility Supervisor fee.
  • If your group is charging admission or collecting cash at the door Public Safety is required to provide security at the door. Requests for Public Safety must be submitted at least ten (10) business days in advance.
  • Cancellations/Changes: Cancellation of events that are scheduled on Saturday or Sunday evenings that require a Facility Supervisor must be canceled 3-business days prior to the scheduled event. For example, if your event is scheduled for 8pm on Saturday evening we must receive your Cancellation/Change Form by 3:30pm on Wednesday. Failure to cancel on time will result in your organization being charged the 3-hr minimum Facility Supervisor fee.

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Semi-Formal/Formal

Semi-Formal/Formal Policy

Any RSOs looking to plan Semi-Formal (or Formal Banquets) must adhere to following policy:

  • The RSO must designate one responsible student leader as the coordinator of the event.
  • The coordinator should communicate directly with the President and Treasurer of the RSO to ensure compliance with all RSO Policies.
  • The coordinator of the Semi-Formal must submit a Semi-Formal Registration Form at least 30 days before the day of the actual event. Failure to be timely may result in the cancellation of the event.
  • The coordinator that submitted the Semi-Formal Registration Form must submit an unsigned contract with the venue to the Student Involvement Office at least 21 days before the day of the actual event. Failure to be timely may result in the cancellation of the event.
  • It is the responsibility of the coordinator to follow-up with the Student Involvement Office to ensure all paper work has been received and is being processed.
  • The coordinator of the Semi-Formal must provide the name of the RSO's advisor that will chaperon the event.
  • The advisor of the RSO is required to attend the entire event and must be present at the bus to and from the event. The advisor is not required to ride the bus. The advisor is expected to support the president to ensure that members of the RSO treat the venue and its employees appropriately. The advisor is also expected to address any incidences of underage alcohol consumption or alcohol overdoses in the appropriate manner.
  • The coordinator is to insure that the venue will not provide an open bar and can only serve of-age students via a cash bar.
  • If the semi-formal is to provide alcoholic drinks for of-age students, the coordinator is responsible for insuring that safe rides are available for guests. The coordinator is also responsible for insuring that an appropriate number of sober leaders (i.e. not just your new freshman members) are available in case of an emergency.
  • If you have any questions about this policy or how to properly plan a Semi-Formal for your organization, please stop by 015G of Perkins Student Center to meet with a professional staff member. Please give yourself and your RSO plenty of time to plan this event to guarantee success.

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Social (Greek Life)

Social Policy
All chapters must follow guidelines set forth by their national headquarters. In cases where a national headquarters allows certain functions and activities that are prohibited by the University, chapters must abide by the University's policies. Failure to adhere to university policy may result in disciplinary action by the Office of Student Conduct.

All social events (including but not limited to: mixers; socials; date parties; crush parties; etc…) sponsored by the chapter must be approved by the UD Greek Council VP of Operations.
BIG/LITTLE EVENTS AND BID PARTIES ARE NOT ALLOWED.

  1. A completed Social Event Registration Form [PDF] must be turned in at least 7 days prior to the event or it will not be approved.
  2. The chapter's social chair must read and sign the Social Chair Understanding of Responsibilities.
  3. Social events can only be held at approved third party vendors.
WHEN DOES THIS POLICY APPLY?
  • In accordance with FIPG and the University of Delaware, any event where alcohol is possessed, consumed, or used, must adhere to these guidelines.
  • An "event" is any situation sponsored, endorsed, hosted, or promoted by a chapter or any event that an observer would associate with a fraternity and/or sorority involving 6 or more of a chapter's active members.
  • All Recruitment events are DRY.
POLICY FOR PARTY LOCATION
  • No chapter may co-sponsor any event with an alcohol distributor or tavern where alcohol is sold, given away, or the like. An alcohol distributor or tavern is defined as an establishment that generates more than half of its annual gross sales from alcohol.
GENERAL REQUIREMENTS
  • Events are to be by invitation only and a guest list is required. "Open parties" are prohibited. Each active chapter member is permitted to invite 2 guests.
  • Start and End times must be set. Parties should be no more than 4 hours.
  • Charging an entry fee or charging for cups, t-shirts, raffles, or beer itself is not permitted.
  • Unsalted foods and alternative beverages must be available to guests. (Tap water is not sufficient; however, bottled water is acceptable)
  • Safe rides must be available for all guests. Safe ride providers must be members of the chapter and be present for the duration of the event unless providing a ride for a guest. Safe Ride providers are to consume no alcohol during the course of the event.
  • Sober monitors must be members of the chapter and be present for the duration of an event unless they are acting as a safe ride. Sober Monitors are to consume no alcohol during the course of the event. (1 sober monitor per 20 guests)
DRUG AND ALCOHOL POLICY FOR PARTIES
  • No alcohol can be purchased with chapter funds. No alcohol can be bought by the chapter for its house parties, members or guests. Bulk quantity or common source alcohol, such as kegs or cases, is prohibited.
  • If allowed by your national/corporate headquarters, invited members are permitted to bring one 6- pack of 12 oz. beer cans or 4 pack of wine coolers. Hard Liquor, Mixed drinks, and products such as Smirnoff Ice, Mike's Hard Lemonade, and the like are NOT permitted.
  • Distribution to minors is prohibited! Proper ID (Valid Driver's License, Passport or Military ID) must be verified at the door and marked with a bracelet or similar system.
  • Drinking games of any type are prohibited. Drinking games are defined as any game that entails drinking as a direct result of playing the game. These games include but are not limited to: Beer Pong, Quarters, Flip Cup, King's Cup.
  • The possession, sale, or use of illegal drugs or controlled substances during a chapter event is prohibited.
  • No alcohol shall be present at any pledge/associate member/new member/novice program, activity or ritual of the chapter. This includes but is not limited to activities associated with "Bid Night", "big brother-little brother" events or activities, "big sister-little sister" events or activities, "family" events or activities and initiation. In other words: NO MORE BID PARTIES, BIGLITTLE NIGHTS, or INITIATION PARTIES, unless alcohol is not served.
  • "Multiple chapter" mixers cannot exceed 4 chapters.
  • If you do a philanthropy event at a third party vendor that sells alcohol, the total amount of food sales must be more than 50% of the revenue of the restaurant. You must provide proof of this to do a philanthropic event with a restaurant that serves alcohol.

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Space Allocations, RSO Office

Perkins Student Center Allocated Office Space Policy

Office Keys:
A Permanent Key Access List for the academic year and a Temporary Key Access List for daily sign-out are available. Each list must be submitted by the president of the RSO to the Event Services Office in room 112 of the Perkins Student Center for approval before any member may obtain access to the organization's office. Blank Access Lists are available from the Event Services Office.

  • Permanent Key Access Lists are allowed for Executive Board members of RSOs. A Permanent Key can be signed out with a valid UD ID from the Event Services Information Desk for the entire academic year or until an updated list is submitted by the RSO President. A Permanent Key must be returned by the key holder to the Event Services office by the last day of exams in the spring semester.
  • Members on the Temporary Key Access List will have authorization to sign out an office key at the Event Service's Information Desk in the Perkins Student Center only after submitting a valid UD ID each time. Members whose names do not appear on the list and/or do not have a valid UD ID will not be issued a key. There are no exceptions. Temporary keys must not leave the facility, and must be returned immediately after leaving the office. All keys must be returned to the Information Desk before 11:00 pm.


Hours:
The Perkins Student Center's normal hours of operation will be as follows though subject to change in accordance with the academic calendar:

Monday - Friday 7:00am - 12:00am
Saturday & Sunday 9:00am - 12:00am
Note: All tenants must leave their office before the building closes.

Office Hours:
All organizations MUST maintain office hours; minimum of 12 hours a week. Failure to maintain these office hours will result in the loss of your office space. Office Space is at a premium therefore underuse will result in loss and re-allocation of space.

Security:
All groups are responsible for keeping their offices locked when they are not occupied. It is advisable that all valuable items such as phones, computers, and other digital devices be properly secured. The University Student Centers are not responsible for lost or stolen property.

Maintenance:
All organizations are responsible for maintaining their offices' outward appearance. Offices are to be used in a productive business manner and NOT as a storage space. It is the expectation of the Perkins Student Center that the student organizations in the facility will co-operate in maintaining their office area.

In order to help maintain the overall appearance and maintenance of the Perkins Student Center, please adhere to the following:
  1. Heating/cooling units or vents should be clear of obstructions;
  2. Close and secure windows when leaving;
  3. Dispose of waste properly; take food waste and trays back to the Scrounge Dining Area, and contact Event Services for large disposal of trash or recycling;
  4. Do not adhere any items to doors or windows;
  5. Use power strips in a limited manner, however do not chain power strips together;
  6. Combustible materials such as but not limited to candles or lighters are prohibited in RSO offices;
  7. Please contact the Event Services office for any items that should be permanently hung on a wall or for additional furniture;
  8. Report all maintenance and custodial problems to the Perkins Student Center Event Services Office, Room 107 or 112, in a timely manner.
Note: University Policy bans smoking in offices or any interior areas of the Perkins Student Center. Offenders will immediately lose use of their office space.

It is important to remember that holding an office space in the Perkins Student Center is a privilege. As such, it is our expectation that you will utilize the space to its greatest advantage. Ongoing evaluations will be made, and groups that are either not utilizing their space or are abusing their office space privileges will be given written notification to vacate.

Inquiries:
Questions, Concerns and Comments can be directed to Event Services Staff at (302)831-6364 as well as directly to Vincent Jackson or Cathy Corsi.

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Speakers on Campus

Campus Speakers
The Student Rights and Responsibilities Statement, revised by the faculty in 1980, governs the invitation of persons outside the University to speak on the campus, as follows: Registered student groups are allowed to invite and to hear any person of their own choosing, subject to the University's reasonable time, place and manner restrictions. Guest appearances must not interfere with the University's regular instructional, research, and service programs. Except for ceremonial occasions, invited speakers should be prepared for a reasonable public discussion of their expressed views.

To help students learn to think critically and to maintain a mature academic community, the University encourages the invitation of speakers from outside the University community, even though in some instances these speakers may advocate positions unacceptable to the majority of the people on campus, as long as the following provisions are met by the host campus organization:

Invitations may be extended by one or more bona fide campus organizations after approval from the Director of the University Student Centers or his or her designee based on the following considerations:

  • While reasonable time, place and manner restrictions may be imposed by the University, content will not be considered.
  • Certain speakers or events may require special responsibilities for the University or a meeting with the President of the University. In these cases, the group extending the invitation may be asked to coordinate with the Office of the University President.
  • Invitations may not be extended to speakers when it is deemed likely they will call for the overthrow of our government by force. Because Section 5103 of Title 14, Delaware Code, forbids the University from showing favoritism or preference among political candidates or political parties or among religious personages, denominations or sects, host organizations should remind the speaker to indicate that he or she is not speaking for the University.
  • The costs of all necessary arrangements must be absorbed by the host organization. (The host group is responsible for ensuring the safety of the speaker as well as those who listen, and the expense for such arrangements must be borne by the host group.)
  • Contracts for paying speakers must be approved by the Director of the University Student Centers or his or her designee.
  • Invitations issued in the name of the University must be made by the Office of the President. All other invitations should clearly indicate that the host, and not the University, is the person or group issuing the invitation.

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Storage of RSO Owned Property

Storage of Property Owned by Registered Student Organizations
Equipment owned by Registered Student Organizations should be maintained on campus property when possible. Locker storage space is available in the Perkins Student Center.

Any equipment that is valued at $5000 or more must be stored in a campus facility. Any storage area for equipment valued at $5000 or more that is not a University facility must be approved by the University Student Centers. A student's residence hall room does not qualify as an approved campus storage space. (In other words, leaders or members of organizations may not store organization property in their residence hall rooms for any length of time.)

Any organization property that is considered a weapon by the University's Code of Conduct must be stored at Public Safety, signed out for specific events, and returned to Public Safety immediately following the event .

An Equipment Inventory (listing all equipment owned by the organization and where it is stored) is required annually as part of the Treasurer's books and audit process.

Clubs that receive a capital supplemental but fail to submit an Equipment Inventory Form at the end of the year will receive a poor audit. Furthermore, RSOs that purchase equipment with standard allocations funds and do not submit an Equipment Inventory Form will also receive a poor audit.

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StUDent Central

StUDent Central Policy

All mailings to presidents will come through Student Central. Presidents are required to have an account and are responsible for reading e-mails. Presidents are responsible for all content shared on their RSO's Student Central pages (including social media content shared through their page – tweets, YouTube videos, Facebook events)

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Student Media

Student Media
The University Faculty Senate, in consultation with students and the administration, is responsible for providing clarification of the role of University student media, standards to be used in their evaluation, and the limitations on external control of their operations. The editorial freedom of student editors and managers involves the corresponding obligation to be governed by the canons of responsible journalism. These entail the responsibility to avoid libel, undocumented allegations, techniques of harassment and innuendo, and so forth. At the same time, the following provisions safeguard editorial freedom. Student publications are free from censorship and advance approval of copy. Editors and managers are free to develop their own editorial policies and news coverage. In the delegation of editorial responsibility to students, the institution provides sufficient editorial freedom and financial autonomy for student publications to maintain their integrity of purpose as vehicles of free inquiry and free expression in a University community. The Faculty Senate, through its Committee on Student Life, will ensure that all campus media have written operating documents and will provide faculty representation on boards of advisory committees. For the purpose of this statement, the term "media" is construed to include the campus student newspaper(s) and the campus student radio station.

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Student Sales Representatives

Student Sales Representatives
University students may not conduct sales promotions individually in the residence halls. Detail may be found at the Residence Life Hall Regulations Page. Notices may also be distributed and placed on campus bulletin boards in accordance with the Posting Flyers on Campus policy. No student may conduct any of the following:

  • sales with off-campus buyers in University buildings or elsewhere on the campus;
  • sales on a "door-to-door" basis; or
  • a general (as opposed to a voluntary individual request of a buyer) sales campaign on campus
Both the student sales representative and the company involved will be held responsible if the procedures listed in this policy are not followed. If these procedures are violated, both the student and the company will lose the right to conduct future sales on campus.

Student sales representatives are liable for clean-up, repair and charges for fliers, etc., that are placed on unauthorized locations (e.g., walls, trees, doors, windows, cars). These charges will be imposed on the student regardless of whether the damage, was done by that student or another individual connected with the sales promotion.

Granting a student vendor permit does not constitute an endorsement by the University of the product purchased or the service rendered. Questions concerning procedures and detailed regulations regarding student sales representatives should be referred to the Assistant Director of Residence Life for Residence Education.

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Tents and Inflatables

Tents and Inflatables
TENTS
Registered Student Organizations and Greek chapters are required to submit permits and applications for tents or temporary structures of 400 square feet (20' x 20') or greater to the City of Newark to meet city regulations. The application and acquiring a permit is managed by the City Fire Marshal Office. The process of obtaining a permit is as follows: Click here for up-to-date permit and application procedure.

INFLATABLES
When an RSO wants to have inflatables at an event, they must first e-mail Kevin McSweeney (kmcsween@udel.edu), UD's Fire Protection Engineer. Supply him with:

  • Certificate of flame resistance (obtained through rental company)
  • Floor plan for your event with the location of all inflatables and other items.
**Your student organization may work with the Student Involvement Office to complete this process correctly or coordinate directly with Kevin McSweeney.

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Travel by RSOs

Student Organization Travel/Use of University Vehicles
Registered Student Organizations are allowed to make travel plans as an organization and host trips within the Continental United States as long as the trips fall within the mission of the organization and during specific allowable times (see below). The University encourages student leaders to carefully review travel plans, destinations, hotel information, etc to ensure the utmost safety of all participants. Student leaders need to think about weather and how it may affect travel, and about accessibility to nearby emergency facilities like a hospital, police, park ranger, in case of emergency. Participants in the trip should bring a long a cell phone, and before leaving may want to let their parents and roommate(s) know about their travel plans.

Travel to anywhere outside the Continental United States may only be done by a Registered Student Organization if the trip is part of an Academic Service Learning Program or part of a Study Abroad Program.

Trips may not be scheduled during any period of time when the University is closed such as Thanksgiving break, Holiday Break, etc. Organizations may not use University vehicles during the summer. Any trips during spring break must still fall within the mission of the Registered Student Organization and be within approved distance unless the organization's registered advisor or other University official is chaperoning the trip.

All Registered Student Organizations must fill out the Mandatory Trip Form [PDF] when planning a trip. All organization travel is approved by the Associate Director with consideration of destination, safety, etc.

If any time during a trip there is an emergency, accident, etc, a student participant should immediately notify the University's Public Safety by calling (302) 831-2222.

Using Own Vehicle for Organization Purposes
The use of personal vehicles by students for travel ​for recognized student organization purposes is strongly discouraged. If ​a student drives his/her own vehicle for recognized student organization purposes, then the ​student assumes the risk associated with the vehicle use.

Whenever RSO travel plans change, the trip leader must contact the staff in 015G Perkins Student Center by calling 302-831-2428 immediately with an updated travel itinerary.

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Verbal Agreement

Verbal Agreements

Student Organizations are prohibited from making any verbal agreements with outside entities for services, financial support, performances, or other temporary relationships. Specifically, Student Organizations cannot commit to sponsorship agreements verbally. Any contractual obligations with entities outside of the University must include a contract and must be approved by the appropriate designee from the University Student Centers. No contracts (verbal or otherwise) may be entered into without approval from the University Student Centers. Click here for a blank Artist's Contract.

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