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:

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.


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.



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.


Artificial Turf Guidelines

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

Event Time Period: Field Protection:

Reinforced vinyl tarps covered with one layer of plywood is needed for:
Light Events (w/applied loads of less than 40psi) Reinforced vinyl tarps with one layer of 3/4" thick plywood is needed for:
Medium Events (w/applied loads between 40 to 60psi) 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)

To reserve the field: Contact the Event Services Office at (302)831-2633 if you have any questions.


Association, Freedom of

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:

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.


Auctions

Auction Policy

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


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:

In addition, banner space is available on the exterior of Kirkbride Lecture Hall. Banner dimensions must be 95.5" high by 59" wide. 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:


Campus Buildings and Grounds Use

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.

The use of all tobacco products and tobacco related products, including E-cigarettes, is prohibited on all property that is owned, operated, leased, occupied, or controlled by the University.

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.


CAP (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.


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.


Checks/Invoices Exceeding $5000

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.


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.


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.


Copyright Law for Music-Performing Groups

Copyright Law for Music-Performing Groups


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.


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.


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? POLICY FOR PARTY LOCATION GENERAL REQUIREMENTS DRUG AND ALCOHOL POLICY FOR PARTIES


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…
  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).


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:

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.


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.


Guests and Visitors

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:


Institutional Governancey

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.


Kiosks and Info Tables

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:

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.


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:

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
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.

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.

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:
  10. The night of the Party, the Detail Commander will:
  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:
  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:
  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:
  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.


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.


Major Event Approval

Major Event Approval Policy


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


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:

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.


Outdoor Events

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:

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 Power Staging/Chairs/Tables Garbage Cans and Trash Removal Audio Equipment Public Safety Tents and Staked Items Cancellation Events that are not Permitted
The following are never permitted on University property: 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.


Part-Time Students' Use of 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.


Politically Oriented Activities

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.


Posting Flyers

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:

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: Authorization will not be based in any way on the content or viewpoint of the message.


Power Tool Safety

Power Tool Safety Policy

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


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.


Published Materials

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:

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.


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."


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.


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 Student Involvement Office for risk management training.


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

Points Which Should be addressed (If Appropriate for the Particular Organization) 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


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.

RSOs are not permitted to use Kickstarter, IndieGoGo, PayPal, GoFundMe, or any other intermediary or third party vendor to raise or collect funds. Individuals or companies who want to donate funds to an RSO should be referred to Development's Gift website. Any donations specified for an RSO will be deposited into the RSO's internal account.

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


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:


Semi-Formal/Formal

Semi-Formal/Formal Policy

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


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? POLICY FOR PARTY LOCATION GENERAL REQUIREMENTS DRUG AND ALCOHOL POLICY FOR PARTIES


Space Allocations

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.



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: The use of all tobacco products and tobacco related products, including E-cigarettes, is prohibited on all property that is owned, operated, leased, occupied, or controlled by the University.

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.


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:


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.


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)


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.


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:

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.


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:

**Your student organization may work with the Student Involvement Office to complete this process correctly or coordinate directly with Kevin McSweeney.


Ticket Sales & Box Office

Ticket Sales & Box Office

An RSO that plans to sell tickets for an event must utilize the UD Box Office for on and off campus ticket sales. RSOs must complete the Ticketed Event Form as well as a Sales/Solicitation form prior to selling tickets for an event. The form must be completed at least three weeks prior to the on-sale date.

Tickets may not be sold by any outside ticket provider or third party vendor.

RSOs wishing to sell their own tickets can request an exemption from the policy on the Ticketed Event Form.

If an exemption is approved:

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 along 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 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.


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.