Event Registration and Approval Form

It is the student organization’s student leaders’responsibility to submit the EvR within the 3-week timeline. Student organization leaders may submit events addressing unpredictable current events within a 3-week timeframe (i.e. political, natural disaster relief). Students wishing to plan these types of events will look up available space and then contact the appropriate scheduler to create the reservation. The Associate Director of Student Activities and Involvement will review if an event qualifies for this type of event.

The review and approval of EvR may take up to five business days. The student who submitted the EvR will be contacted through EMS regarding the status of their event. Please note that club reservations will be confirmed once the content is approved and any additionally requested information is received through EMS. This process is to be followed by undergraduate student organizations, the Associated Student Government, and the Torero Program Board.

Off-Campus Events

All Off-Campus events must be submitted through EMS at least 1 week in advance of your event. Some off-campus events, depending on the type of event, (i.e. alcohol or international trips) will require anywhere between 3-10 weeks in advance. Off-campus events that are overnight must be educational in nature. Social events more than 20 miles from campus require the organization to provide transportation. All organizations planning overnight retreats must provide additional safety planning information and a retreat agenda. If the organization is affiliated with a national organization, the club is required to provide proof of approval from the national organization.

Off-Campus Event Check-In Process

Student Organization leaders are expected to report concerns that arise before, during and after any registered off-campus programs and activities. Examples of issues include, but are not limited to: police interaction; student injury; and student hospitalization. In the event of emergency situations, student leaders should call 911. In the event of non-emergency situations, student leaders must call the Department of Public Safety at (619) 260-7777 to be connected to a professional member of Student Life or Residential Life.

Resident Check-In Protocol

Residential Student 1. Return intoxicated student(s) back to campus to their residence hall office. a. If the student is unable to make it back to the residence hall, contact Public Safety immediately. i. Emergency: (619) 260-2222 2. Contact the On-Duty Resident Assistant (RA) immediately upon return to campus. a. Before 8:00pm, all students should go to Mata’yuum or Public Safety

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