Student Organizations Handbook Fall 2022 - Spring 2023
Table of Contents StudentOrganizationRegistration RegistrationPrivilegesandExpectations 5 6 StudentOrganizationRequirements ExternalMembershipAffiliation GraduateStudentParticipation ClubStanding ProceduresforRe registrationofContinuing Clubs ProceduresforRegistrationofNewStudent Organizations StudentOrganizationCommitteeAppealProcess ExternalAffiliationCommitteeAppealProcess StudentOrganizationAdvisor StudentOrganizationAdvisorResponsibilities StudentOrganizationResources ToreroOrgs ASGBCFunding On CampusClubAccounts CreativeZone LoungeArea&MeetingSpaces Storage 6 7 7 8 8 8 9 9 9 9 9 9 10 11 11 11 10
EventPlanning GuidingPrinciplesforApprovingCo Curricular Programs ReservingFacilitiesandClassrooms EventRegistrationandApprovalForms Off-CampusEvents Off-CampusEventCheck InProcess ResidentCheck-InProtocol RequesttoHoldanAssembly FoodatStudentOrganizationEvents BringingSpeakerstoCampus ContractedServices InformationDistributionandSaleofItems TicketSales EventsInvolvingGambling EqualOpportunityDrawings MovieViewingsOnCampus AlcoholicBeveragesandIllegalSubstances RiskManagement LiabilityReleaseWaiver TravelPoliciesandGuidelines Hazing StudentLifeOn-CallStaff Marketing PostersandPublicity KiosksandBulletinBoards CampusCollaboration 11 11 12 13 13 13 13 14 15 16 17 17 17 18 18 19 19 20 21 21 21 21 22 22 23 24 FundraisingandSolicitingSponsorship Policy Definitions Fundraising/SponsorshipGuidelines 24 24 25 VirtualMarketing 23
MinorsOn-Campus ReportingChildAbuseandNeglect TravelTips InternationalTravel DayTripstoMexicoNotInvolvingOvernightStay USDPoliciesGoverningStudent Organizations TheStudentCode PolicyProhibitingDiscrimination StudentOrganizationDisciplineBoard Procedures Jurisdiction RoleoftheAssistantDirectorofStudentActivities andInvolvement RoleoftheAssistantVicePresidentofStudentAffairs RoleoftheAssistantDeanofStudents StudentOrganizationDisciplineBoard'sRole StructureoftheStudentOrganizationDisciplineBoard Witnesses Decisions OrganizationRights AppealProcess Sanctions DisciplineRecordsandNotice TitleIX SexualMisconductandRelationshipViolence ResponsibleEmployee StudentOrganizationAdvisors CleryAct-StudentOrganizationAdvisors WhoisaCampusSecurityAuthority RoleandResponsibilityofCampusSecurityAuthorities CleryActCrimes CleryActGeography CSAReporting AdditionalCleryActResources 27 28 28 28 29 30 30 31 31 31 32 32 32 33 33 33 34 34 34 35 35 36 36 36 37 36 36 37 38 38 38
Student Activities and Involvement oversees undergraduate student activities, leadership development, and student organizations at USD. Through SAI, you can get connected to over 180 Student Organizations, Associated Student Government, and Torero Program Board.
Student Activities and Involvement
Student Activities and Involvement (SAI) seeks to provide undergraduate students with transformational co curricular experiences that foster engagement and leadership development. SAI aims to create an environment in which students find community, value difference, and cultivate positive social change. Our team is available to support student organizations and student organization leaders as they navigate the policies, processes, and procedures outlined in this handbook.
Welcome!
Involvement Consultants are student employees who serve the SAI department in their efforts to get undergraduates connected to on campus involvement opportunities. The Involvement Consultants (also known as the ICs) work at a central desk on the 3rd floor of the Student Life Pavilion. In their role, they provide information regarding involvement opportunities, student organization resources and policies, University sponsored events, and general campus information ICs connect with students one on one and via email. ICs support student organizations by answering questions and directing students to appropriate resources. ICs also lead outreach events and workshops for student orgs on topics like recruitment, teambuilding, and officer transitions. To get in touch with the Involvement Consultants, email usdinvolvement@gmail.com.
The Student Org Handbook is intended to offer your student organization information and resources to successfully operate. The handbook outlines student organization policies and protocols and provides information on registering/re registering clubs, event planning, and more. Student organizations are expected to follow all guidelines and protocols outlined in this handbook.
Involvement Consultants
If you have any questions about the content in the handbook, please email sai@sandiego.edu.
At the start of each academic year, every undergraduate student organization (also referred to herein as a “club” or “group”) must register with the Associated Student Government (ASG). ASG continues to accept registration applications from new student organizations throughout the academic year until April 1st. Registration defines an organization’s relationship to the University through affiliation with ASG. Registered status gives an organization certain privileges and responsibilities.
Authorization to reserve University space, services or equipment
Access to ASG services such as the Creative Zone (Student Life Pavilion, 302).
Eligibility to use University administrative processes such as computer hardware, software or mailing systems. Eligibility for other services provided by the University as determined by the Vice President for Student Affairs or their designee.
Student organizations that have completed the club registration process and are registered with ASG are entitled to the following tangible University benefits. Please note, unregistered clubs and clubs in the process of registering or re registering with ASG are not entitled to these benefits until they have been approved by the ASG Senate.
Eligibility to seek authorization to raise funds, develop a program, or sponsor an event to promote awareness about a particular cause after it has been determined that authorization will not imply approval by the University, or constitute a violation of any provision of the Student Code.
If requested, a mailbox in the SLP 301 mailroom (Student Life Pavilion, 3rd Floor)
Student
Organization Registration
Permission to use USD’s name on social media accounts
The Vice President for Student Affairs or their designee may grant exceptions on a case by case basis.
Eligibility to seek funds through Associated Student Government Budget Committee (ASGBC). Eligibility to open and use a student organization on campus bank account.
Authorization to use the name, logo, or other official representation of the University of San Diego in a manner that is approved by the Vice President for Student Affairs or their designee
The following are the requirements for student organizations to obtain registration status from ASG The following requirements must be upheld by all student organizations
Registration Privileges and Expectations
Authorization to use student or University media for advertising or dissemination of information
Student Organization Requirements
Graduate Student Participation
Graduate students at the University of San Diego are permitted to participate in undergraduate student led organizations that are recognized by the Associated Student Government, as allowed by the organization Graduate students are not able to take on a leadership position in a undergraduate organization If a graduate student wants to begin a new undergraduate
Activities to be engaged in conform to the University's mission, rules, policies and procedures Activities to be engaged in are compatible with the educational goals of the University Activities to be engaged in are consistent with the moral and social teachings of the Roman Catholic Church and tradition of the University If there is a question about conformity with this criterion, the Vice President for Student Affairs following consultation with the Vice President of Mission Integration or their designee(s) will decide on the matter
The organization maintains a minimum of ten undergraduate members.
The organization has a full or part time faculty or staff member of USD to serve as their University advisor.
The organization must complete the re registration process annually
The organization does not duplicate another student organization and has minimal overlap with the missions and goals of other student organizations, offices, and services on campus.
The purpose of the organization is legal
Only USD undergraduate students shall be eligible for active/affiliate membership status in student organizations. Only full time students shall be eligible to serve as appointed or elected officers in registered student organizations. Note: In order to serve as an officer of an organization, students must be considered full time at USD. Students may not serve as an officer while they are studying abroad
The organization’s constitution provides sufficient detail for each required article and clause and is approved by the ASG Student Organization Committee. USD has the ability to support and maintain this club in terms of appropriate resources (space, facilities, equipment, etc.).
The organization meets the University’s legal and risk management requirements.
The organization agrees to adhere to all University policies and procedures, and financial guidelines and protocols.
External Membership Affiliation
Good Standing: Bad Standing:
Procedure for Re-registration of Continuing Clubs
Uphold the club or organization’s values, constitution, and regulations.
Maintain a positive balance in any student organization accounts Report any student issues or concerns to the Associated Student Government Student Organizations Committee
All continuing groups must re register every fall semester to reactivate their student organization status A previously registered club that has not completed its registration by September 30th must complete the New Club Registration Process If an organization has not been reestablished at USD in the past 2 years, it must go through the new club registration process
Fraternity and Sorority: fsl@sandiego edu
Risks the loss of privileges as determined by the Student Organization Discipline Board or the Associate Director of Student Activities and Involvement.
Students may begin the process to start a new club throughout the academic year until April 1st Any potential student organizations who are in the following categories, Fraternities and Sororities, Spiritual and Sports Clubs, should work with the appropriate department prior to beginning the registration process Please setup a meeting by emailing the following category
Actively use and update all information concerning the club/organization on the student organization registration website Torero Orgs. Re register the student organization each academic year.
Any organization that has not fulfilled requirements outlined in this handbook or in University policies
Club standing is determined by the Associate Director of Student Activities and Involvement and by the ASG Senate All organizations must be in good standing to request space on campus and access Associated Student Government funding
Club Standing
organization, an undergraduate student must lead it. Graduate student organizations are coordinated through the Graduate Student Council. For more information, visit: http://www.sandiego.edu/gsc/
Adhere to the Core Values and Mission of the University of San Diego and all University and Associated Student Government policies
Please follow the procedures outlined here to re register a student organization.
contacts: Follow the procedures outlined here to register a new student organization.
Procedure for Registration of New Student Organizations
Spiritual: universityministry@sandiego.edu Sports Clubs: campusrecreation@sandiego.edu
The Assistant Vice President for Student Affairs, or their designee may, in their sole discretion, review the ASG Senate final decision, and either reverse or uphold it The Assistant Vice President for Student Affairs, or their designee will notify the proposed organization and the proposed organization’s University Advisor in writing of their decision A copy of this decision will also be sent to the ASG Chief Justice and the Director of Student Activities and Involvement The decision of the Assistant Vice President for Student Affairs, or their designee shall be final External Affiliation Committee Appeal Process
Advisor responsibilities are outlined in the Student Organization Advisor Agreement Form. Advisors are required to review and sign the form each year to confirm that they will abide by USD’s student org advisor policies and protocols.
Externally affiliated student organizations are clubs with a local, national or global affiliation. These clubs will be presented to the External Affiliation Committee (EAC) for review as a part of the club registration process. In the event the EAC determines that the proposed student organization does not meet the criteria for registration, the group may appeal the EAC decision. The process for appealing an EAC decision is outlined in Article V of the Student Org Committee By Laws.
Student Organization Advisor Responsibilities
Student Organization Resources
All student organizations are required to have an advisor that is employed by the University of San Diego. Advisors are extremely important in the success of the organization and keeping the organization on track. It is important to find an advisor with whom you are able to develop and maintain a relationship and who has an interest in the organization.
In the event the SOC determines that the proposed student organization does not meet the criteria for registration, the group may appeal the SOC decision by following the process outlined in Article III of the Student Org Committee Bylaws.
Student Organization Committee Appeal Process
Student Organization Advisor
Torero Orgs is an online student directory service that grants each registered student organization an individual website. Organizations can utilize Torero Orgs to register their organization, request funding, manage rosters, communicate with members, advertise events, conduct elections, complete social event paperwork, and post bylaws, forms, pictures, and other important information. The organization’s roster on Torero Orgs is the official member count that the Associated Student Government Budget Committee will refer to when allocating funding for events.
Torero Orgs
To apply and obtain ASGBC funding, follow the steps outlined on the ASG Budget Committee website
On-Campus Club Accounts
In order to make a deposit into your club account via cash or check, please fill out a Cashier’s Office Deposit form and bring the completed paperwork along with your deposit to the Cashier’s Office in Hughes. Student organizations can also make deposits into their club account via credit using the student organization electronic payment portal.
Students may also work with their advisor to make purchases using their advisor’s USD One Card Please see your advisor to understand the process for utilizing their credit card Make a payment using the ASG credit card: Students may make purchases on their own and submit for reimbursement or pay a vendor directly via check
Student organization members and their advisors are responsible for all activities related to their organization’s on campus club account, so we encourage you to track your spending! The Associated Student Government Executive Assistant can provide a balance sheet that outlines your club’s current balance, expenses, and revenue Please note that our internal accounting system does not automatically update, so it may take a few days to weeks for an expense to show on the balance sheet Club accounts with negative balances will be flagged and the organization will be considered in “bad standing” until the deficit is cleared
All registered student organizations in good standing have the ability to apply for funding from the Associated Student Government through the ASG Budget Committee (ASGBC).
Note: ASGBC funds are separate from club account funds ASGBC funds will never automatically be deposited into a club account
When you open an on campus club account, the balance of your account is $0. Your organization will need to deposit funds in order for money to be available in your club account.
Student organizations can also utilize on campus club accounts to manage their organization’s funds To open an on campus club account, please contact the Associated Student Government Executive Assistant.
Students should work with their USD advisor to process reimbursements and vendor payments using Workday Submit for reimbursement or pay a vendor via check: In order to receive a reimbursement, students must follow campus spending policies and submit all relevant back up documentation to their advisor.
Fill out a credit card request form and see an Involvement Consultant in SLP 308 to access the credit card. The credit card can be used to make purchases online or over the phone It cannot leave the ASG offices After using the credit card, please submit an itemized receipt to: usdinvolvement@gmail com
To access funds in an on campus club account, student organizations have the following options:
ASGBC Funding
When an organization opens an on campus club account, they will receive a cost center that is unique to their organization. This cost center can be used to make deposits into the account and payments to on and off campus vendors. All activities related to an on campus club account must be compliant with USD’s financial policies and procedures.
Event Planning Principles for Approving Co-Curricular Programs
The 3rd floor of the SLP has a limited amount of storage space available for student organizations Student organizations may request a Mobile File Cabinet each year to store paperwork, supplies, etc Requests may be made to the Associated Student Government Executive Assistant They are available on a first come, first served basis
Within the SLP 3rd Floor, work areas are provided for student organization leaders. Lounge space, computer stations, and meeting areas are available for student use. Full time and part time University staff have offices in this area as well.
Whenever non academic departments, student organizations and Torero Program Board propose a program or activity, these proposals should be advanced as noted on the EvR. Such requests will be considered in the context of an open and ongoing conversation, characterized by civility and the presumption of goodwill on the part of all concerned.
As members of a Catholic university community, it is essential that all of our activities and programs align with our mission and core values. Understanding these critical components of our identity, and how best to align co curricular programming with them, is an ever present reality especially with regard to selecting films, lecturers, musical artists, and other entertainment experiences.
Storage
The Creative Zone is a resource for student organizations to advertise and enhance their programs/events for the University of San Diego community. Students can create banners/flyers, have a poster printed, and rent equipment (such as A Frames) for their events! The Creative Zone also offers graphic design services free of charge for student organization purposes. Student graphic designers can help organizations create professional print and electronic materials. Other services include scanning, faxing, printing, and copying. In addition, the student staff can offer advice on techniques to advertise/market on campus to have a successful event. Please visit the Creative Zone in SLP 302.
Creative Zone
Lounge Area & Meeting Spaces
Guiding
All scheduling of on campus space is done directly through the Event Registration Process (https://reservations sandiego edu/EmsWebApp/) Student organizations should not contact individual areas for scheduling/space requests In order for students to receive access to the online reservation system (EMS), they must complete the Student Event Planner Training Training must be completed each academic year
How does the program align with USD’s mission statement, core values, and Catholic identity?
In what ways does the program offer well balanced educational content? How will multiple or differing points of view be represented and presented during the program?
How does the program encourage the attendance and inclusion of all individuals?
In what ways will the program be structured to encourage learning to support the co curricular learning outcomes?
How will the event organizers promote a healthy environment for dialogue and/or social activity?
Everyone has a responsibility to contribute to the common good. All of our actions and policies have a direct effect on human dignity and the capacity of others to grow in community. As individuals, we are obliged to "love our neighbor" and strengthen our commitment to others. In what ways will the event planners work to reduce unhealthy behaviors?
Catholic Identity
How will the event planners ensure that the content of the program affirms and uplifts the worth and dignity of individuals?
If there are elements of this program that may not respect, or could be perceived to not respect all cultures, how will the organizers ensure this is not the case?
As a Catholic university, USD is institutionally committed to the Catholic Church and takes its most fundamental inspiration from Catholic Social Thought (CST). Several of the principles of CST are particularly relevant for assessing the appropriateness of entertainment events hosted on our campus. We encourage student organizations to consider the questions outlined below as they plan events/activities:
Educational Context Co curricular programming is an important part of the educational context of the university. As such, co curricular programs should reflect our educational context and contribute to an open exchange of ideas. Co curricular programs focusing on issues of a controversial nature or those in direct conflict with the Guiding Principles for student programming may potentially be approved if implemented in an educational manner in which differing viewpoints are presented.
Reserving Facilities and Classrooms
How will the event planners ensure that the program does not create a negative community impact?
Off-Campus Events
If the student is unable to make it back to the residence hall, contact Public Safety immediately.
All Off Campus events must be submitted through EMS at least 2 weeks 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
Manchester RA at desk in MVB2, (619) 849 5555
Camino|Founders RA office in Founders next to bridge, (619) 574 5715. Maher RA office on 3rd Floor Room 306W, (619) 767 3700.
It is the student organization’s student leaders’ responsibility to submit the EvR within the appropriate timeline Student organization leaders may submit events addressing unpredictable current events within a 3 week timeframe (i e political, natural disaster relief)
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
To gain access to EMS, join your organization on Torero Orgs and complete the USD Event Planner Training. Trained students will gain access to EMS typically one week after passing the quiz. Once access to EMS is granted, you will use your USD Username and password to log in.
Resident Check-In Protocol
Event Registration and Approval Form
Off-Campus Event Check-In Process
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.
Requests through EMS must be submitted at least 3 weeks in advance for on campus events and meetings with additional components, at least 2 weeks in advance for off campus and virtual events, and 1 week in advance for general body meetings that do not require additional approvals If your event requires any additional paperwork, the individual requesting the event will be invited to attend the weekly Student Organization Events Panel on Wednesdays from 2:00PM 3:00PM to meet with campus partners to complete your necessary paperwork All required additional paperwork must be completed 1 week prior to your event Failure to receive the necessary approvals will result in a denial of your EvR
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
Return intoxicated student(s) back to campus to their residence hall office
Emergency: (619) 260 2222 Before 8:00pm, all students should go to Mata’yuum Crossroads or Public Safety. After 8:00pm, all students should go directly to the resident’s hall and seek assistance of Residential Life staff:
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.
PTA/UTA RA office in Mata’yuum Crossroads, (619) 260 4777
Residential Student 1 2. Contact the On Duty Resident Assistant (RA) immediately upon return to campus.
All events (on campus, off campus) must be registered through the Event Registration (EvR) Process, via EMS. (https://reservations.sandiego.edu/EmsWebApp/)
4
Protect
Those who choose to engage in assembly on campus are responsible for complying with applicable law, university policies, and appropriate standards of conduct standards set forth in USD’s “Policy Governing Assembly on Campus” are intended to:
The
Approval of a request to schedule an assembly under this policy does not constitute express or implied endorsement by the university of the views expressed during the assembly. review the University Policy Governing Assembly On Campus for full details
Request to Hold an Assembly Submit an EvR form and provide full details of the desired assembly the rights of those participating in or observing the assembly the rights of members of the university community who are not participating in the assembly the property of the university and members of the university community the institution
Protect
Protect
The following steps are required to begin the process to hold an assembly on campus: 2. Attend the Student Org Events Panel to meet with campus partners to discuss the event Complete the Request to Hold an Assembly Form Meet with Public Safety and Student Affairs representatives to finalize assembly details
Please
1.
Safeguard
Valley (A, B, San Buen, SAP) RA office in Mata’yuum Crossroads, (619) 260 4777 Vistas RA office in Palomar (1st floor, north end of Palomar short). (619) 767 3700. Emergency (619) 260 2222 Student leaders must call the Department of Public Safety at (619) 260 7777 in the case that a student is unable to care for themselves (i.e. intoxication, injury) and/or has been hospitalized. 3. If the RA on duty cannot be reached, contact Public Safety 4. Remain with the resident until you are dismissed by either Community Director (CD) or Public Safety Officer. 5 Print name and obtain name of CD and/or Public Safety Officer 6 Record time dismissed by either CD or Public Safety Officer 7 Inform your Student Organization Advisor and Student Activities and Involvement (sai@sandiego edu) of the situation Non Residential Student 1 2. Please make sure to provide information on the student and answer all the questions asked by the Public Safety dispatcher regarding the incident. 3. The professional staff member will call you to follow up.
3
Submit the menu, and a safety health plan from the vendor, via the request to vend food form
Food at Student Organization Events
USD Catering If an organization wishes to have USD catering at an event on campus, the event planner must submit an online request at https://www.meetatusd.com/catering: at least two weeks prior to the event date. The organization must first have an EvR submitted with details of the food request through campus scheduling.
4 If the vendor you wish to use is on the approved list, and your order is below the maximum order amount, please review and follow the requirements below
Find a vendor you would like to use from the approved off campus food vendor list.
This will result in a labor charge cost for the oversight at a rate of $30 per hour
Food and Beverage Requirements
Providing food at an event/program should be indicated on the On Campus Event Registration Form (EvR) Please also indicate on the EvR what additional services you will need from UC/SLP Operations (e g tables, trash cans, recycling bins, etc ) when providing food at an event/program in the UC or SLP
3. If food is raw, unprocessed, requires refrigeration or heating to maintain proper food safety requirements then the following oversight may be required:
1 2. If food is non perishable/shelf stable then there is no dining oversight required and you may proceed with your order via the approved vendor.
Off Campus Food Vendors
Student organizations are able to serve food at meetings and events, both indoors and outdoors All individuals must wear a mask when they are in line and getting their food during a meeting or event We encourage clubs to provide individually wrapped/packaged food that is easy to distribute If serving food buffet style, a few members of the organization must serve the buffet The servers must wear gloves and a mask when serving food.
USD Catering is the university's exclusive caterer Revenue goes back to the university annually to support students You may not bring any unapproved (outside) catering vendors or food to campus without proper approval If you would like to request approval to use an outside vendor to bring food onto campus, please review the options below
Oversight by a USD Dining Health Compliance Officer
3. All events that will have food that exceed the above designated amounts must utilize USD Catering services. Requests over these amounts will be denied
Option 1: Find an Approved Vendor 1. 2. Stay at, or below, the maximum amount: (total order amount including tip and tax).
Student group event: $1,000 or less in total
Any bottled/canned beverages, supplied or purchased, must be Coca Cola products
3. Applications will be reviewed by the Director of USD Dining.
The following is provided as a courtesy to our guests. Please review the County of San Diego's website for current information and additional details.
3 General Permit Guidelines
4. You will receive notification as to whether or not the application has been approved within 72 business hours.
Option 2: Request Approval for a New Vendor
5. Approved vendors must follow the applicable food and permit requirements as listed above.
For more information visit the Meet at USD website
As part of its effort to help members of the University community make informed, responsible decisions in the political, social, professional, and personal areas of their lives, the University of San Diego encourages the hosting of speakers and programs from outside the campus. The following policy pertains to the invitation of off campus persons who will make presentations at the University of San Diego to which the public has been invited. The intent of this policy is to
Specific health permits and other documentation are also required by the County of San Diego to be provided by the vendor (as listed below and in the request to vend food form)
Depending on the type of event the Health Department requires 30 days advance notice. If it is a temporary event where the public can attend, then the caterer needs an organizer temporary event permit and each individual food vendor needs a food vendor permit
County of San Diego Permit Requirements
1 2 You must seek approval for an outside vendor at least fourteen business days in advance of your event
Bringing Speakers to Campus
5. Contact the Director of USD Dining with questions: dining@sandiego.edu.
Failure to provide applicable permits is not allowed by the County of San Diego This will result in no food being allowed at the event.
If vendor has a mobile food facility (i.e.: food truck) with a valid San Diego mobile permit, then caterer may use their mobile food permit County of San Diego Permit Costs (as of spring 2022)
Organizer temporary event permit: $337 If permit is requested less than 14 days prior to event date, or modified, there is an additional fee of $159 To utilize a new vendor you need to complete the request to vend food on campus form
1 2 It is the vendor's responsibility to read through the County of San Diego Department of Environmental Health and Quality and to obtain the proper permit(s)
6. Contact the Director of USD Dining with questions: dining@sandiego.edu
Student organizations wishing to distribute information or sell items must indicate so on their EvR form. A member of the organization must attend the Student Org Events Panel to receive approval from the appropriate campus partners. Approval must be received at least one week prior to the event date.
Ticket Sales
The UC Ticket Office is the preferred method of ticket sales for events. Organizations may sell tickets at the UC Ticket Office with permission from the Director of University Centers. To sell tickets through the UC Ticket Office, follow the steps below:
Information Distribution and Sale of Items
A Services Agreement is required for all non performance based services (i e photo booth, mechanical bull, dunk tank, etc ) A copy of the Services Agreement may be accessed by attending the Student Org Events Panel
As members of the academic community, students, faculty, and staff should be free to discuss questions of interest to them and to invite non University speakers of their choosing.
Sponsorship of off campus speakers is restricted to academic departments, the administration, and officially registered student and staff organizations
The sponsorship of guest speakers does not imply that the sponsoring organization or the University approves or endorses the views expressed. The sponsoring organization must make this position clear to the USD community.
This policy and procedure does not apply to speakers invited by faculty to address students enrolled in a course they are teaching, to internal faculty, students, and/or staff seminars, workshops, or colloquia. For more information visit http://www.sandiego.edu/legal/policies/community/public/speakers.pdf. provide a broad exposure to a diversity of issues and perspectives and to ensure that all members of the University community engage those issues and perspectives in a manner consistent with the mission and goals of the University.
The reservation of University facilities for guest speakers is required to ensure that there is orderly scheduling of facilities and adequate preparation for the event and that the occasion is conducted in a manner appropriate to the academic community
Paid and non paid speakers must fill out a Performance Agreement Form prior to the event
The University’s control of campus facilities will not be used as a device of censorship, however, the university reserves the right to withdraw or deny its permission to use its facilities for safety, health, preemptive events or other reasons, which must be stated. Reservation of facilities must be made on Virtual EMS.
Contracted Services
Specify, “winner must be present to win” or “winner need not be present to win.”
Equal Opportunity Drawings
Contributions must be voluntary. The organization cannot require an individual to purchase any goods or services in exchange for a ticket. Alcoholic beverages may not be offered as a prize
A contact email A form where the ticket office can take note of all individuals who purchased a ticket
Organizations sponsoring an event involving gambling must contact a staff member from Student Activities and Involvement for approval to ensure compliance with California law.
If the event allows customers to purchase more than one ticket, there should be a column for the number of tickets sold to the customer
It is recommended that someone who is not affiliated with the chapter or Council conduct the actual drawing
If there will be an opportunity for transportation, there should be a column as well This form may be printed and submitted to the UC Ticket Office or shared via Google Sheets Deliver flyers to advertise the event to the Ticket Office. Check that the flyer advertises the correct Ticket Office hours
2 Print, cut, and number every ticket that will be sold Tickets can be printed at University Copy in the Maher Annex The UC Ticket Office does not create tickets. Submit tickets to the UC Ticket Office Manager or their designee. Tickets must be submitted at least 1 business day before ticket sales will begin.
Events Involving Gambling
Fill out a Contract Agreement at least 5 business days prior to the first date of ticket sales E mail the completed form to ucticketoffice@sandiego edu Cost Center and Spend Category may be provided by the ASG Executive Assistant if your student organization has a CLUB Account The Ticket Office Manager or their designee will review the form and contact you to set up distribution
Each ticket must contain the following information: The name of the organization Amount of donation and the word “donation” printed after the amount (for example, $1.00 DONATION).
If the event requires a liability form or signage of any sort, there should be a column so the Ticket Office staff may indicate if the customer signed the said form
3.
For more information, contact ucticketoffice@sandiego edu or call (619) 260 2727
Raffles are not allowed on campus, but you may consider an equal opportunity drawing instead The following policies apply to equal opportunity drawings: 1 2. 3 4
“FREE DRAWING” printed at the top of the ticket. Do not use the word “raffle.” Major prize(s) offered. Date and place of the actual drawing. Where proceeds are going, if other than the chapter’s or Council’s treasury.
1
This form must have a column for the customer’s name, USD ID, email, and payment type
Space for contributor’s name, address, and phone number.
4. Please provide the following information when submitting tickets:
O morally offensive Please follow the
No student organization shall at any time expect, suggest or compel members or new members/pledges/associates to consume alcoholic beverages
In promoting approved events, alcoholic beverages may not be referred to in publicity, including signs, fliers, mailings, promotional materials (including t shirts and glassware, etc ) and social media announcements Use of words such as “beer,” “brew,” “wine,” “cocktails,” “open bar,” “booze,” “mixed drinks,” “spirits,” etc (list is not all inclusive other terms may be considered violations) is prohibited; however, the use of such terms as “beverages,” and “refreshments,” etc. is acceptable.
Illustrations must not make reference to alcoholic beverages (i.e., no pictures of kegs, cocktail glasses, beer mugs, etc.). Social event themes may not include alcohol or alcohol related themes (e.g. Margaritaville Party).
Alcoholic Beverages and Illegal Substances
All students of the University of San Diego and their guests and visitors are subject to applicable California state law and the University of San Diego's alcohol policy regarding possession and consumption of alcohol and the following additional policies:
listed
All on campus events where alcohol will be served require an approved On Campus Alcohol Request Form 2 weeks prior to the event The Dean of Students will review this request
If the movie does not have an “O” rating, the student can move forward with obtaining the copyright for public viewing classifications:
Movie Viewings On Campus with reservations (this indicates films that, while not morally offensive in themselves, are not for casual viewing because they require some analysis and explanation in order to avoid false impressions and interpretations) films whose problematic content many adults would find troubling process below when your student organization would like to show a movie on campus outside of private website to see if the movie they would like to show is acceptable in the Catholic
Next your organization will need to contact SWANK or Criterion to create an account to obtain the movie copyright Once the copyrights for the film have been obtained, the student will upload the receipt or permission to EMS for sign off and confirmation
Community: Newer Movies: http://www catholicnews com/movies htm Older movies: http://archive usccb org/movies/movieall shtml
CNS
All events with alcohol are required to submit Social Event Planning paperwork 2 weeks prior to the event and receive approval
A I general patronage A II adults and adolescents A III adults A IV adults,
residential rooms. Check with the CatholicNews com
USD Catering must provide the alcohol service for all on campus events
At all approved student organization sponsored events where alcoholic beverages are consumed, provisions shall be provided for the free and conspicuous distribution of an adequate supply of non alcoholic beverages. An “adequate supply” is defined as a quantity sufficient to provide at least one beverage serving per hour for all members and guests. All events serving alcohol must provide substantial, high in protein, non salty food, especially during the first and last hours of the event.
L limited adult audiences,
No student organization shall permit any person who is under the age of twenty one or anyone who is obviously intoxicated to consume alcoholic beverages at approved events.
Student organizations must be familiar with and comply with the State of California laws regulating the sale and consumption of alcoholic beverages No tickets or invitations may be sold where alcoholic beverages will be present, even if alcohol will be provided through a cash bar or brought by individual guests
1 2 3 4 5. 6. 7 8
The practice is defined and outlined here: https://www.sandiego.edu/conduct/responsible torero practices.php. Please contact Dean Nicole Whitner, EdD in the Office of the Dean of Students if you have any questions or if your student organization, club, or team requests an informational meeting.
9. Organized competitions involving the consumption of alcoholic beverages (chugging contests, “king’s cup”, “die”,“beer baseball,” “beer pong,”etc.) are prohibited at all student org sponsored events.
Risk Management
Risk management includes the process of identifying and assessing risks and developing strategies to avoid personal injury, property damage, reputational damage, and resulting financial loss All student organizations’ activities receptions, athletic contests, and other events carry the potential of some risk. For this reason, student organizations must learn to take reasonable steps to identify and reduce opportunities for loss and/or injury. Organizations should contact the Student Activities and Involvement staff for assistance.
13 Bring Your Own Beverage (BYOB) events are prohibited
The Responsible Torero Harm Reduction Practice was adopted by USD in Fall Semester, 2021 The practice encourages students to seek help for themselves or others to prevent an emergency or fatality involving alcohol/other drugs
14. A list of all event attendees with their birthdates, should be located at the entrance of the event so their invitation and identification can be checked. The use of wristbands to delineate those of age from those who are not is required.
15. In the event a member is sent back to campus from an event due to the inability to care for themself, the student organization is responsible for contacting the Resident Assistant on duty and bringing the member to Mata’yuum Crossroads. If the RA is not available, the club shall be responsible for contacting the Department of Public Safety.
High Risk Event Management
The determination of whether or not an event will end prematurely due to inappropriate behavior or other issues where the safety and well being of the attendees or campus property is a concern will be facilitated through a joint discussion between Public Safety and a University Administrator/Advisor at the event if the event is occurring on campus If Public Safety deems an on campus event unsafe, Public Safety will take responsibility for making the decision to end the event and disperse the crowd For events occurring off campus, the Administrator/Advisor or student leader(s) at the event will determine if the event needs to be ended and will request assistance from Public Safety, if needed, to disperse the crowd
10. No distilled liquor that exceeds 100 proof, or above 50% pure grade alcohol per volume (e.g., “Everclear,” etc.) shall be served in any form or mixture during a student org sponsored event.
16. The unlawful possession, use, distribution, sale, manufacture or promotion of illegal drugs, drug paraphernalia and alcohol, or willfully being under the influence of illegal drugs, is prohibited while on university property or as part of any university sponsored or university funded activity Notwithstanding any California law regarding the use of marijuana, federal law continues to make marijuana, with or without a prescription, an illegal drug as that term is used in this policy
Student organizations may not sell, in any fashion, alcohol to members, pledges/associates, or guests
12 The purchase and/or use of any bulk quantity of alcoholic beverages or providing a common source of alcohol (e g kegs, alcoholic punch, coolers filled with canned beer, open bars, etc ) is prohibited
11. No student organization may purchase alcoholic beverages through the use of any club funds or credits, nor may the purchase of the same be undertaken or coordinated by any member on behalf of the club Purchasing bulk alcohol from a distributor and then reselling the alcohol to the members and guests at the function is prohibited
Student organizations are prohibited from providing alcoholic beverages to members or guests by selling tickets or cups, charging admission or entertainment fees, by taking a collection, by dues rebates, by maintaining a “special fund” or account or by using any direct or indirect means of collecting money from persons attending chapter functions.
Responsible Torero Harm Reduction Practice
The University of San Diego has a zero tolerance policy in regards to hazing Hazing is defined as conduct which causes, or is likely to cause, harm to another person in the course of the other person’s preinitiation into, initiation into, affiliation with, holding office in, or maintaining membership in any organization Hazing, in any form, is not congruent with our calling to treat each person with dignity and respect Below are several resources on campus if you feel that you or someone you know is experiencing any harm that may be a result of hazing.
3. The National Hazing Hotline provides an anonymous telephone line for anyone to report a suspected or recent hazing incident to one number 1 888 NOT HAZE (1 888 668 4293) that accepts calls 24 hours a day.
Liability Release Waiver https://www sandiego edu/hr/documents/assumption risk realease liability pdf Travel Policies and Guidelines Automobile Travel Accidents Involving Rental Vehicles Bus Travel Air Travel Emergency Procedures Off Campus http://www sandiego edu/finance/risk management/vehicles and domestic travel php
The University has several confidential resources through the wellness and ministry area: please refer to this site for a list of confidential resources Please know that SAI staff members are available to talk through your experience as well and may be reached by emailing sai@sandiego edu
Hazing
1. Anonymous Reporting form through the Department of Public Safety.
Student Life On-Call Staff
2. Compliance Form through the University.
All programs advised out of Student Activities and Involvement and Fraternity and Sorority Life have student leaders that are responsible for reporting issues to the staff 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 Public Safety at 619 260 2222 and they will inform the Student Life professional staff on call
Marketing
Posted materials must include the name(s) of the sponsoring organization or department, date, time, location, and contact information for the event. (Flyers saying “tonight” or “tomorrow” will be removed.)
Flyers may be posted on bulletin boards with the approval of the office that manages the requested board For more information, see below Event banners may be sized up to 3x6 feet, and may be hung in the following areas: Mata’yuum Crossroads, the Main Parking Structure railing, Camino/Founders courtyard gates, Saints Tekakwitha and Serra Hall third floor railing, Maher Hall third floor railing, and Olin Hall bridge railing Poster paper can be found in the Creative Zone, SLP 302 Flyers or banners that get wet, or do not adhere to the rules, will be removed
Blue tape must be used to hang posters and banners in approved locations.
Postings are not allowed on sidewalks, buildings, walls, doors, windows, display cases, furnishings, fountains, fences, trees and shrubs, planters, poles, cars, permanent signage, or any other architectural features, with exceptions noted below
Materials may be posted up to one week prior to an event and must be removed within 24 hours after the completion of the event. Removal and recycling are the responsibility of the group posting the materials.
Postings in the Residence Halls must be approved through the office of Residential Administration. Please email housing@sandiego.edu two weeks prior to your event with a copy of your flyer to receive approval and distribution guidelines.
No door hangers are allowed without permission from Residential Life. Using chalk to advertise events is prohibited.
Posters and Publicity
Members and non members of the University community may post on campus Please see https://www sandiego edu/udesign/protocols/signs and postings php for more details
Per the USD Posting Policy, all notices are subject to the following regulations:
Kiosks are for the purpose of posting information for campus events These are located at the Student Life Pavilion, Camino/Founders patio, and in front of the Kroc Institute for Peace & Justice Guidelines for posting on these kiosks are outlined on the Student Life Facilities website: http://www.sandiego.edu/ucslp/
Bulletin boards located in the UC/SLP are cleared every Sunday If flyers are posted more than a week before your event, be sure to repost flyers on these bulletins after they are cleared on Sunday
The size of flyers on campus bulletin boards should not exceed 11x17” and are limited to one per bulletin board Flyers are not allowed on interior floors, walls, windows, doors, or furnishings
(and
MyPostings: Allows events to be posted to the MySanDiego portal, the USD homepage, USD department websites, and USD e newsletters Torero Orgs: Use the Event Flyer Board! Look for the “Create Event” button the Event tab in your organization’s Torero Orgs page details any it will be posted on the home page for Torero emailing usdinvolvement@gmail.com
flyer!), and
Be sure to include all necessary information (i.e. cost, dates, sponsor, deadlines, and phone numbers) on all publicity. All written publicity must be within the parameters of the USD Posting Policy.
Organizations are not allowed to reserve promotional tables unless events have been approved through the EvR process
Flyers must be for events open to the campus community and sponsored by a registered student organization or University department.
Orgs Submit a flyer to the Student Org Newsletter by
Virtual Marketing
If you would like help designing a flyer for your program/event, please submit a graphic design request to the Creative Zone Their staff is happy to help with all of your graphic design needs at no cost To submit a request, please visit the Creative Zone website
Publicity should not be distributed until the event is approved
Submit flyer by Thursday for Monday’s newsletter
on
Kiosks and Bulletin Boards
Campus bulletin boards are for the purpose of posting information for campus events and sponsored programs. These bulletin boards are located in the Hahn University Center and Student Life Pavilion as well as Saints Tekakwitha and Serra Hall, Camino and Founders Halls.
Submit event
Campus Collaboration
All philanthropic and fundraising events are expected to be alcohol free. Organizations are responsible for the conduct of people participating in and attending their events. Student Organizations may submit a request for alcohol to be present at events when the attendance is not exclusively undergraduates in their EvR form.
Note: Monetary compensation secured by providing group labor requested by an employer, such as working with stadium clean up or staffing University events, is not considered a fundraising activity Off campus solicitations for donations, cash or items, may be conducted face to face or by a letter from the recognized organization requesting the donation.
No general registration of fundraisers is required at the University of San Diego If the fundraiser is an event, it must register through the Event Registration process However, there are solicitation restrictions and food safety and liability issues to be aware of Raffles, donations, and grants also have unique reporting or consultation requirements Definitions For purposes of these guidelines, fundraising is defined as the collection of money through donations, sales, and/or event programming for the purposes of a charitable donation or organizational budget enhancement
Sponsorship is defined as any contribution of gifts in kind (food, beverages, equipment, etc.) to a student organization for the purposes of enhancing a specific program, event, or supplies owned by the student organization.
Fundraising and Soliciting Sponsorship Policy
Student organizations are encouraged to partner with departments on campus to plan and promote events, create and access resources for students, etc. If you would like to partner with a campus department but are unsure where to start, please contact an Involvement Consultant by visiting their office in SLP 308, calling 619 260 4802, or emailing usdinvolvement@gmail.com.
A currently enrolled student member of the sponsoring registered student organization must be present during the entire time of fundraising events.
Further, the fundraising activity must not violate legal, tax, or corporate restraints upon the University.
The purpose for which the funds will be raised or the product donation made must be consistent with the purpose of the student organization and the Code of Rights and Responsibilities and other applicable policies of the University of San Diego.
Student organizations are responsible for ensuring that proposed activities comply with all applicable federal, state, and local laws, rules, and regulations
The donated funds/products must be used for the purpose outlined to the donor.
The fundraising/sponsorship activity is required to offer a benefit to the University community that is consistent with the University’s educational mission.
Fundraising or Sponsorship Activity of $1,000+ 1
Fundraising/Sponsorship Guidelines
Fundraising/Sponsorship by a student organization to support the club’s budget or to support their programmatic efforts
The Office of Annual Giving can be reached at 619 260 4724 Solicitations should not conflict with any entity with which the University has a current contract Special consideration should be given to beverage distributors, athletic equipment, apparel, banks and other financial services. If student organizations have questions about this, they should contact the University Events and Partnerships at 619 260 4690.
The University of San Diego reserves the right to require third parties participating in or conducting fundraising/sponsorship activities to meet additional requirements, including without limitation requirements that such parties furnish evidence of insurance coverage acceptable to the University and/or agree to indemnify the University and University personnel against liabilities arising from their acts or omissions
When requesting donations/grants from individuals or businesses, student organizations must adhere to the following guidelines:
i If the student organization's goal is to raise a net of $1,000 or more in donations in either cash or product from USD affiliated alumni, parents, trustees, businesses or friends, the student organization should notify the Office of Annual Giving of the proposed fundraising activity before any funds are actually solicited The purpose of his notification is to make the Office of Annual Giving aware of the activity and to give them the opportunity, on a case by case basis, to provide assistance which may include alumni outreach, student organization alumni contact lists, calling nights, letter writing and gift processing
The University of San Diego reserves the right to approve any proposed donor or sponsor and the content of materials associated with a fundraising/sponsorship activity.
Accounting of Funds
Solicitation Clearance
Note: Sponsorships using products or retailers that would be deemed in conflict with the USD mission will not be approved
2. Fundraising by student organizations to support a non USD charitable organization (“outside charitable organization”) (e.g., The Red Cross, Special Olympics, etc.)
The outside charitable organization should submit a statement of support on its letterhead to the Student Activities and Involvement Advisors’ Suite (SLP 301) acknowledging that the fundraising will occur on its behalf and indicating the expected date of the receipt of the donation
Students organizations may collect funds for their organization using the student organization electronic payment form or USD’s cash handling processes. Funds may not be collected via Venmo, Zelle, Paypal, or any other non USD payment systems.
Student organizations must provide an accounting of any funds raised to the Student Activities and Involvement Advisors’ Suite SLP 308 within five business days after the fundraising has occurred It is the responsibility of the student organization to keep records of the funds raised and the fundraising event that generated these funds. Also, the student organization is responsible for recording the name and address of all donors.
To set up an online fundraising portal or crowdfunding page, please contact the Office of Annual Giving to set up a Changefunding account. An application must first be submitted and can be found at changefunding.sandiego.edu. Funds may not be collected via Venmo, Paypal or other non USD payment systems. Online fundraising portals may not be used to fundraise for outside charitable organizations
Student organizations must submit all donations, for which the above criterion applies, along with the University Advancement Gift Processing Form to the Office of Annual Giving within five business days after the event/donation. The Office of Annual Giving will process these funds and deposit them into the appropriate Gift Account.
Student organizations are not permitted to solicit any USD affiliated alumni, parents, trustees, businesses, or friends without first contacting the Office of Annual Giving
Receipting Donors
In accordance with IRS Publication 1771, an individual donor who makes a single donation of $250 or more must be provided with a tax receipt. In addition, a receipt must be provided to any donor who requests a receipt at the time of the gift.
No off campus financial accounts are permitted For information on how to set up an Agency Account, contact Student Activities and Involvement at (619) 260 4802
Depository Accounts
Collecting Funds
Funds raised to support the student organization’s budget should be deposited into the USD Club Account (“Agency Account”) Agency Accounts are Non Restricted Fund Accounts and therefore there is no minimum $ funding requirement
The outside charitable organization should provide the student organization with a copy of its Internal Revenue Service exemption letter as proof of its federal tax exempt status and that its proposed use of University owned, operated, or controlled property is in furtherance of its tax exempt, charitable purpose(s) In the absence of an IRS exemption letter, please contact the Associate Vice President of Development in University Advancement at (619) 260 2720
The University of San Diego acknowledges that a guideline of this nature may not anticipate every possible issue that may arise with respect to fundraising and sponsorship activities As a result, the University reserves the right to impose reasonable restrictions and/or requirements with respect to the time, place, and manner of fundraising activities These restrictions may be in addition to, or in lieu of, those set forth in the guidelines
See this link for the requirements for participation in Covered Programs.
Additional Restrictions and Requirements
University operated activities and programs in which minors will be present and participating (both on USD property or at off campus locations) are considered “Covered Programs” and organizations are subject to the following requirements: Covered Programs do not include (1) University undergraduate or graduate academic programs in which the only minors participating in the programs are students enrolled at the University or another institution of higher education; (2) University events (e.g. fairs, festivals, athletic events, artistic events) that are open to the general public and people of all age groups, but at which children may be present or participate; (3) University events, programs and activities at which children are expected to be accompanied and supervised at all times by their parent(s) or legal guardian(s); or (4) activities or programs in which the only minors who participate are University employees.
The outside charitable organization is responsible for ensuring that its activities comply with all applicable federal, state, and local laws, rules, and regulations
Educational information about the outside charitable organization and the services it provides is made available at the event.
The student organization planning the event is responsible for all costs incurred in connection with the event, other than those borne by the outside charitable organization.
You will be emailed a link to register your event through the Programs With Minors Google form
Child Safety online training (active for 1 year) must be completed by all students, employees, and volunteers staffing the program
Minors On-Campus
All USD Student Employees and non USD affiliated volunteers who are expected to work more than eight (8) hours for the program or who will have unsupervised contact with minors, will be required to have cleared a USD background check within the past 3 years
Indicate that minors will be present on your EvR form
Donations that support the outside charitable organization should go directly to the outside charitable organization when possible Donations in the form of checks should be payable directly to the outside charitable organization If cash donations or checks made payable to USD (that are intended for the charitable organization) are received by the student organization, it is permissible to deposit these monies into the USD Club Account (“Agency Account” ) Such deposits must be made within 5 business days of receipt Within 30 days of the deposit, the student organization is responsible for making the appropriate request(s) in order to allow for the transfer of these funds to the outside charitable organization. The student organization is responsible for the accounting of all funds deposited into its Agency Account (see 1.d.v. above) including accounting for funds to be used for the student organization’s support and funds that are to be distributed to an outside charitable organization.
Step 1: Student organizations are required to complete the Off Campus Event Registration paperwork at https://reservations.sandiego.edu/EmsWebApp/.
Travel Tips
All University employees and volunteers are required to immediately report any known or suspected child abuse or neglect that occurs on campus, in any off campus University building or property, or in connection with any Covered Program or any other University related program or activity. For more information, please see the University’s Policy on Reporting Child Abuse and Neglect.
All student organizations interested in traveling as a group to participate in a conference or other event should consult the Student Activities and Involvement advising staff located in SLP 308
Steps in the International Trip Registration Process:
Itinerary Country security risk level Country medical risk level Whether visa(s) are required Whether vaccination(s) are required
All international trips require a passport and proof of COVID 19 vaccine in order to participate. In addition anyone traveling internationally (even cross border) with a USD program must complete an international trip registration process with the USD International Center For more detailed information on both domestic and international travel please visit the USD Risk Management’s website: http://www sandiego edu/finance/risk management/
During the meeting, the following items in the Trip Proposal will be discussed: Dates of travel Purpose of trip Modes of transportation for all legs of the trip Location(s) of travel Lodging arrangements Contact information for all vendors involved in the trip Personal and emergency contact information for all trip participants
International Travel
Step 2: Student organization trip leader completes the Student Organization International Travel Trip Proposal. The trip leader will meet with the Assistant Director of the Associated Student Government to discuss proposed travel.
Reporting Child Abuse and Neglect
All student organizations are required to have a USD faculty or staff member travel with them for international travel
Discussion of USD faculty or staff participating
Student Activities and Involvement in consultation with USD Risk Management may grant exceptions to this policy
Step 5: Student organization trip leaders must register their travel with the U.S. Consulate.
Copies of all written agreements or contracts (must be submitted to SAI for signature)
Important: For travel to Mexico, please indicate if you will be traveling by car, as additional insurance is required.
The sponsoring student organization is responsible for covering the cost of the faculty/staff participation unless other arrangements have been agreed upon.
If the destination has a risk level of 3 “Reconsider Travel” the trip coordinator will need to supply written justification for the group to go to this destination The justification must include arrangements that are in place to protect the participants If the trip is approved, all who participate will be required to sign an Assumption of Risk and Release of Liability form approved for the trip by Risk Management USD does not approve travel to destinations with a U S Department of State Travel Advisory Level of 4 “Do Not Travel” and strongly discourages trips to destinations with a U S Department of State Travel Advisory Level of 3 “Reconsider Travel ” USD Risk Management and Student Activities and Involvement (SAI) will review the justification and mitigation plan As needed, SAI will contact the student coordinators for additional information about the proposal. If all required information is included in the packet, the Assistant Director forwards the Trip Proposal to USD Risk Management for approval. If all necessary information is not in the packet, the Assistant Director will work with the student organization to secure the necessary information The trip will either be granted conditional initial approval, conditional approval with reservations, or will not be granted approval by USD Risk Management USD Risk Management will notify the student organization and SAI of the decision No expenditures can be made for the trip (airline tickets, travel arrangements, event passes, etc ) until steps 1 4 have been completed. Students are required to register their travel with the U.S. consulate in the country through the U.S. Department of State. This can be done using the following web site: https://step.state.gov/step/.
(Note: Only US citizens are able to register through the Consulate) When registering travel with the consulate you will need to include a personal phone number and the address(es) of where you will be staying on the trip
NOTE: This following steps cannot be done until steps 1 4 are complete
Step 3: The Assistant Director of Associated Student Government reviews the Trip Proposal prepared by the student organization.to ensure all necessary information was submitted.
If the destination has a U S Department of State Travel Advisory Level of 1 “Exercise Normal Precautions” or 2 “Exercise Increased Caution,” students are required to sign the Assumption of Risk and Release of Liability form
Approval from the USD faculty/staff advisor
Step 4: The trip leader must attend the Student Org Events Panel to review the Trip Proposal and any related agreements/contracts with the Director of Risk Management
The Trip Proposal requires that organizations assess the security and medical risk rating of the destination country. For instructions on how to complete this requirement, refer to http://travel.state.gov
NOTE: This cannot be done until steps 1 5 are complete.
Step 8: Student organization trip leader verifies that all participants have a copy of the international emergency medical insurance information and emergency contacts USD insurance will not cover medical expenses related to injury due to participation in extreme sports including, but not limited to: bungee jumping, scuba diving, skydiving, etc
The student leader must email the Assistant Director for Associated Student Government indicating that all have necessary vaccines required for travel in the proposed location. (This is also requested online but some countries will require specific immunizations.)
**This must be done at least eight (8) weeks prior to trip departure.
Step 6: All student organization trip members must register through the International Study Abroad Office using this registration link
Step 7: Student organization trip leader checks to be sure that all trip participants have the necessary vaccines.
Once steps 1 8 have been satisfied by the student organization, the Assistant Director of Associated Student Government will inform their Faculty/Staff Advisor, and the trip coordinator that steps have been completed Assistant Director of Associated Student Government or their designee holds a pre trip orientation (required vaccinations, visas, risks, etc.) and a final pre trip orientation with Participants.
Emergency Procedures
All accidents should be reported to local authorities, the University Office of Public Safety (619 260 2222), and the Director of Risk Management Please remember to bring important phone numbers in case of an emergency during the trip
Academic Standards for Participating in Co Curricular Activities
Failure to meet the timelines outlined in this Student Organizations Policy will result in the cancellation of the event/trip.
USD Policies Governing Student Organizations The Student Code
The Student Code guides the behavior of all members of the campus community. The full text of the Code may be obtained by visiting https://www.sandiego.edu/conduct/the code/.
In order to serve in a position on the Associated Student Government Executive Board, Senate, an appointed Directorship, Torero Program Board or as President for an Undergraduate Student Organization, a student must be a full time undergraduate student who has achieved and is maintaining a full time academic load of at least 12 units and maintain a minimum 2 5 cumulative GPA Seniors are exempt from the twelve unit requirement if they are on track to graduate by the end of the academic year The Associated Student Government Executive Assistant, or their designee, will run a report to ensure all students in the roles listed above meet the listed requirements
Step 9: Student organization trip leader waits for final approval of the trip USD Risk Management may cancel any trip due to a change in the country’s security or medical risk. It is strongly recommended that all participants purchase travel insurance for flights and lodging.
While abroad any doctor’s visit will initially be paid out of pocket. Please hold onto all medical receipts to see if they are eligible for reimbursement through USD’s international emergency medical insurance.
Undergraduate and graduate students are required to carry the following USD emergency contact information throughout the trip: USD Public Safety USD Risk Management Student Activities and Involvement
Other Important Policies:
Student Organization Discipline Board Procedures Jurisdiction
Anonymous Reporting http://www sandiego edu/safety/reporting/anonymous php Campus Conduct http://www.sandiego.edu/conduct/the code/ Disability Services: https://www.sandiego.edu/disability/policies/ Non Compliance http://www.sandiego.edu/compliance/faqs.php
Please keep in mind that all students of the University of San Diego and their guests and visitors are subject to California State Law and the University of San Diego’s Alcohol Policy regarding the possession and consumption of alcoholic beverages Students and their guests and visitors are expected to comply with all applicable University policies For a list of policies in the University’s Student Code of Rights and Responsibilities, please see the University’s website at www sandiego edu/conduct
Posting Materials in On Campus Dining Areas http://www.sandiego.edu/dining/
The Associated Student Government Senate shall have jurisdiction over all student organizations to enforce Associated Student Government policies and University rules and regulations.
Prohibiting Discrimination
Instances of alleged misconduct may result in the referral of the group or of individual members to the appropriate body for disciplinary action. Charges of misconduct by individuals shall normally be referred to the Dean of Students or their designee.
Policy
University approval is granted to student government organizations whose leadership is elected by a vote of the appropriate student body (undergraduate, graduate, or law). These approved organizations become the official representative groups for undergraduates, graduates, or law students Student government organizations are allowed to assess fees to sustain their activities within the guidelines established by the University Student government organizations are the only student organizations officially approved by the University
The University of San Diego is committed to upholding standards that promote respect and human dignity in an environment that fosters academic excellence and professionalism. It is the policy of the university to maintain an educational and work environment free from all forms of unlawful discrimination and harassment. To that end, the university prohibits and does not tolerate unlawful discrimination against or harassment of its employees, students, or applicants for employment or admission on the basis of race, color, religion, national origin, sex, sexual orientation, gender identity, gender expression, marital status, pregnancy, age, physical disability, mental disability, or other characteristic protected by federal or state law, unless a particular characteristic is a bona fide requirement of the position All student organizations of the university community are expected to uphold this policy Engaging in unlawful discrimination will result in appropriate disciplinary action, up to and including dismissal from the university
Charges of misconduct by student organizations shall be referred to the Student Organization Discipline Board. Action by the Dean of Students or their designee may run concurrently with action by the Student Organization Discipline Board; one type of disciplinary action does not necessarily affect the other. Student organization misconduct need not be officially sanctioned by the entire membership in order to be considered grounds for possible disciplinary action against organizations. There is no minimum number of members who must be involved in an incident before disciplinary action may be taken against the organization; the misconduct of a single member may provide sufficient grounds for action against the entire organization
University Approval of Student Government Organizations
The Assistant Vice President for Student Affairs or their designee’s decision is final.
The Assistant Deans of Students will review all complaints to determine whether University disciplinary action is to be pursued. In cases of misconduct involving student organizations, responsibility for investigation is delegated to the Director of Student Activities and Involvement.
The Assistant Vice President for Student Affairs or their designee also serves as the final avenue of appeal. On Appeal, the Assistant Vice President for Student Affairs or their designee may reverse, modify, or sustain the Board’s actions or refer a case back to the Board.
Role of the Assistant Director of Student Activities and Involvement
The responsibilities of the Assistant Director of Student Activities and Involvement, as they pertain to complaints regarding student organizations are: (1) To ensure that all organizations are informed of relevant Associated Student Government policies, University regulations and expectations, and applicable local, state and federal laws, (2) To investigate all complaints regarding student organizations, (3) To facilitate the resolution of disciplinary problems, (4) To assist and advise the Student Organizations Discipline Board members with their responsibilities, (5) To coordinate arrangements for Student Organization Discipline Board hearings and to serve as the advisor to the Board, (6) To see that appropriate records are maintained in the Student Activities and Involvement area, including a complaint log and Student Organization Discipline Board minutes, (7) To prepare reports as needed by the Assistant Vice President for Student Affairs or their designee, (8) To assist other University officers in dealing with a complaint, including the Department of Public Safety, Office of Residential Life and the Office of Student Affairs, (9) To refer individual members to the Assistant Dean of Students or their designee and (10) To perform other duties as assigned by the Assistant Vice President for Student Affairs
A complaint may be considered a matter for a referral to the Discipline Board whenever the action of members could reasonably be expected to reflect negatively upon the University community or may cause conflict within the University community. The determination of whether a case should be referred to the Discipline Board for possible action against the organization shall be made on a case by case basis by the Assistant Director of Student Activities and Involvement, in consultation with the Director of Student Activities and Involvement
Role of the Assistant Vice President for Student Affairs
All stages of the Student Organization Discipline Board proceedings are subject to review and approval by the Assistant Vice President for Student Affairs or their designee
Actions taken or pending by an organization’s own internal discipline body, the national/international office of the organization, or by the State of California court system shall not necessarily affect the determination of whether or not a case is referred to the Student Organization Discipline Board or to the Dean of Students or their designee
The Assistant Vice President for Student Affairs or their designee shall have the authority to review all actions of the Student Organization Discipline Board and when necessary, direct that further action be taken.
Role of the Assistant Deans of Students
All University alleged conduct violations by individual members will be referred to the Assistant Deans of Students These administrators will receive reports of alleged student misconduct Examples of misconduct covered by these codes are theft, vandalism, assault, battery, lewd conduct, hazing, possession, use and/or distribution of dangerous or restricted drugs or narcotics, possession and/or use of deadly weapons, and assisting another individual in any of the above.
Impose appropriate sanctions or penalties when necessary
The Board shall be composed of voting members, all of whom are trained hearing officers for the University. The Assistant Director of Student Activities and Involvement will serve as the advisor to the Discipline Board, and they will be required to be in attendance at all informal conferences and hearings.
Specifically, the Student Organization Discipline Board will:
Structure of the Student Organization Discipline Board
Individual students will always be accountable to the Assistant Deans of Students or their designee. While students’ due process rights will be respected, it is not the intent of the Student Organization Discipline Board to incorporate all of the processes as in a normal court of law.
An accused organization is presumed to be innocent, and this presumption follows the organization until responsibility is proved by a “preponderance of the evidence.” Discipline Board members, as fact finders, must consider all evidence properly before them. In so doing, it is their responsibility to weigh the evidence calmly and dispassionately. Members will not allow bias, sympathy, or prejudice any place in their deliberations, for all organizations are equal before the Board.
The Student Organization Discipline Board has the authority to require members of organizations to appear as witnesses A member should be served with a notice to appear at least 48 hours before the scheduled hearing. If a member fails to appear without an adequate reason and prior notice, the Student Organization Discipline Board may refer them to the Assistant Deans of Students or their designee.
Faculty/staff members, students who are not members of the organization, and others may be requested to appear as witnesses at hearings. Although witnesses are not placed under oath during the hearing, every witness is expected to speak the truth. If it can be proven that a member of an organization or an organization clearly and deliberately lied to the Board, the Discipline Board shall take disciplinary action against the organization, and the individual may be referred to the Dean of Students or their designee
This Discipline Board is designated to handle organizational or group types of cases or situations and not individual situations.
Review all evidence available to them Mediate disagreement inside the University community as well as between the community and other organizations
The Student Organization Discipline Board shall conduct hearings on cases referred to the Board At such hearings, the Board shall review all evidence and may question witnesses in order to determine the facts and, if necessary, impose sanctions
Witnesses
No Discipline Board member may serve on the panel hearing a case in which their own organization is either the complainant or the accused The quorum for a hearing is three voting members All Discipline Board actions require a majority vote of the present members
Student Organization Discipline Board’s Role
Determine responsibility based on evidence of a violation of Associated Student Government and University policies or regulations, and/or provision of the University of San Diego Code of Conduct
Violation of process
An organization has the right to: Process
A copy of the decision shall be given to the Assistant Vice President for Student Affairs, the Assistant Director of Student Activities and Involvement, Director of Student Activities and Involvement and the organization’s University advisor In serious cases, at the discretion of the Assistant Vice President for Student Affairs, a copy of the decision shall be mailed to the national/international headquarters of the organization, if applicable A copy will be retained in the Student Organization Discipline file
An appellate review
A timely hearing before the Student Organization Discipline Board.
The standard of proof, “preponderance of evidence” does not mean that the Student Organization Discipline Board members may not have doubts about responsibility; the standard requires only that the Discipline Board members be convinced that it was more likely than not to have occurred.
There is significant new evidence
Appeal
Receive timely, written notification of the results of any hearing
Responsibility must be proved by a “preponderance of evidence ”
A written copy of the decision shall be given to the accused student organization. The decision should briefly state the basis of the finding of responsibility or innocence, the sanctions imposed (if any), and a notice of the right to appeal any decision, including sanctions, to the Assistant Vice President for Student Affairs or their designee.
Any Student Organization Discipline Board decision is subject to appeal to the Assistant Vice President for Student Affairs or their designee.
The organization must state one or more of the following grounds for its appeal, and all discussion during the appeal must relate to these grounds: The appeal will be considered, provided that the appeal is delivered in writing to the Assistant Vice President for Student Affairs within five business days of notification of the Board’s decision.
Examine all evidence at the time of the hearing and hear all testimony presented Have a University advisor present at the hearing, as an observer Have their executive board present at the hearing, as an observer Respond to the complaint
Decisions
A decision of the Student Organization Discipline Board must be by a majority vote of those on the hearing panel and must be based upon evidence brought out during the hearing.
Organization Rights
A decision based on the facts presented and supported by a “preponderance of the evidence ”
Reasonable and complete notice regarding all charges and the time for a scheduled hearing.
Discipline Records and Notice
Records of all Discipline Board hearings shall be kept on file in Student Activities and Involvement. Notice for all hearings shall be sent to the organization president and the University advisor in accordance with The Code When deemed necessary, the inter/national organization may also be notified, if applicable
The Student Organization Discipline Board may also recommend to the Director of Student Activities and Involvement that individual members be referred to the Office of Ethical Development and Restorative Practices.
Financial or other restitution for property damage or physical injury.
A warning. Probation, defined as a period of time, not to exceed one year, during which an organization is ordered to conform to all established policies and regulations, with the consequences of misconduct during the probationary period specified in advance. Monetary fines Social service sanction, with the Student Organization Discipline Board determining the total hour requirement and the compliance period The specific social service project is determined by the organization and must be approved in advance by the Director of Student Activities and Involvement
A member of the Student Organization Discipline Board shall be designated to take notes at all hearings. The minutes of the hearing shall include a copy of the original complaint, a copy of all written documentation pertaining to the case, the date and location of the hearing, a list of all witnesses who appeared at the hearing with a brief summary of the testimony of each, a copy of all notices to appear that were sent out, and a copy of the decision.
Letter to the national or international office of the organization, if applicable.
Dismissal, involving exclusion from all privileges of registration for an indefinite period
Sanctions
The Student Organization Discipline Board shall have the authority to impose, but is not limited to, any one or a combination of the following penalties:
Suspension of specific student organization registration privileges for a definite period of time
Sexual Misconduct and Relationship Violence
Who is a Campus Security Authority
Title IX
Title IX is a federal law that prohibits discrimination based on sex in educational programs and activities that receive federal financial assistance Sexual harassment, including sexual violence is a form of prohibited sex discrimination The Campus Sexual Violence
Responsible Employee – Student Organization Advisors
USD requires all faculty members, administrators, supervisors, and any employees who have responsibility for student welfare to promptly report information about any incident of Sexual Misconduct or Relationship Violence or Title IX violation to USD as provided below, unless the employee is required by law to keep that information confidential by virtue of their professional role (e g the employee received the information in their role as a psychological counselor or a pastoral counselor) All such employees to whom an incident is reported should strongly encourage the reporting party, whether it is the individual who allegedly experienced the act or acts of Sexual Misconduct or Relationship Violence or Title IX violation or a third party, to speak directly with the Title IX Coordinator, a CARE Advocate, or the Department of Public Safety.
The purpose of the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, also known as the Clery Act, is to provide the campus community with timely, accurate, and complete information about crime and safety of the campus environment, so that community members can make informed decisions to keep themselves safe Under federal law, the University of San Diego is required to compile and publish annual statistics regarding the occurrence of certain criminal offenses (Clery Act Crimes) that are reported either to the local police agency or to any official of the institution who is considered to be a Campus Security Authority (CSA), as defined under the Clery Act
Officials with significant responsibility for student and campus activities, including but not limited to, student housing, student conduct, athletics coaches and trainers, and faculty/staff advisors to student organizations; Campus police or security department personnel; Individuals or departments, outside of campus police or security departments, with security related responsibilities; and, Individuals or organizations identified in institutional security policies as an individual or organization to which students and employees should report criminal offenses
The Clery Act Defines a Campus Security Authority (CSA) as any of the following:
USD strongly encourages all members of the university community to report information about any incident of sexual misconduct or relationship violence or Title IX violation as soon as possible, whether the incident occurred on campus or off campus. Resources and reporting options can be found on the Campus Assault Resources & Education (CARE) website www.sandiego.edu/care.
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Elimination Act (Campus SaVE) requires universities to have procedures in place to respond to incidents of sexual assault, domestic violence, dating violence, and stalking.
Clery Act – Student Organization Advisors
If the reporting party would like the crime to be investigated by local law enforcement, they may contact the Department of Public Safety at (619) 260 7777 or, in case of emergency, 911.
Liquor Law Violations
Clery Act Crimes
Aggravated Assault Clery Act Crimes include: Burglary Motor Vehicle Theft Arson Dating and Domestic Violence Stalking Drug Law Violations
Although the crime victim’s name will not be published with crime statistics or disclosed in a Timely Warning notification, you can offer to withhold the victim’s name from your report.
Illegal Weapons Possession
Sexual Assault Rape Fondling Statutory Rape Incest Robbery
If someone discloses a crime to you, let them know about your role as a CSA and your responsibility to report crimes to the Department of Public Safety
Role and Responsibility of Campus Security Authorities
Murder and manslaughter
CSAs are not responsible for investigating a crime or determining the validity of a report. Clery Act statistics reflect reported criminal activity. As a CSA, if/when you receive information about a Clery Act Crime reported to have occurred on University of San Diego Clery Act Geography, you are to pass that information along to USD’s Clery Act Compliance Manager or, in case of emergency, the Department of Public Safety. You may become aware of an actual or attempted Clery Act crime by observing it, or by being told about it
Explain that USD is required to track crime statistics, and, in certain cases, take steps to warn the campus community about serious or continuing threats through Timely Warning or Emergency Notification
USD is also required to report statistics for hate crimes. A hate crime is a Clery Act crime (as well as crimes of larceny theft, intimidation, simple assault, and destruction/damage/vandalism of property) committed against a person or property which is motivated, in whole or in part, by the offender’s bias. Bias is a preformed negative opinion or attitude toward a group of persons based on their actual or perceived race, gender, gender identity, religion, disability, sexual orientation, ethnicity, or national origin. Definitions of these crimes are found at https://www.sandiego.edu/safety/documents/clery act crime definitions.pdf.
Only Clery Act crimes that occur on campus (including student residential housing facilities), properties owned or controlled by University of San Diego, and/or public property within or immediately adjacent to campus need to be reported More information about USD Clery Act geography may be found at https://www sandiego edu/safety/documents/clery act geography pdf
We want to be sure you have a clear understanding of your role as a CSA Campus Security Authorities are a critical link within our community they help ensure the campus remains informed and that individuals coming forward have access to the information and resources they deserve. Additional information about the Clery Act, including resources and a training video for CSAs, are available at https://www.sandiego.edu/clery or by contacting the Clery Act Compliance Manager at clery@sandiego.edu.
CSA Reporting All reports must be submitted in writing to the Clery Act Compliance Manager by emailing clery@sandiego.edu. CSAs may also access our CSA Reporting Form electronically via the DPS website: https://www sandiego edu/safety/clery act compliance/campus security authorities php
If you are unsure of the location of a crime reported to you or are unsure whether the location falls into one of our Clery Geography categories, please still report this crime. It is the job of the Clery Act Compliance Manager to determine whether the information you share meets the requirements of being considered a Clery statistic and then classifying it as such.
Clery Act Geography
Please remember to include as much detail as possible within the form If it is available, make sure to include the date, time, and location of the incident and when it was reported, as well as a description of the nature of the incident In the event of an emergency, reports should be made directly to the Department of Public Safety Our institution has a responsibility to notify the campus community about crimes that pose a serious or ongoing threat to the community, and, as such, CSAs are obligated by law to promptly report these crimes Even if you are not sure whether an ongoing threat exists, contact DPS at (619) 260 2222 as soon as possible so they are able to make that determination
Additional Clery Act Resources