Event

Registration and Approval Form

All events (on-campus, off-campus) must be registered through the Event Registration (EvR) Process, via EMS (https://reservations sandiego edu/EmsWebApp/)

To gain access to EMS, join your organization on Torero Orgs and complete the USD Student Org 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

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.

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) Students wishing to plan these types of events will look up available space and then contact the appropriate scheduler to create the reservation The Associate Director of Student Activities and Involvement will review if an event qualifies for this type of event

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

Off-Campus Events

All Off-Campus events must be submitted through EMS at least 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. Offcampus events that are overnight must be educational in nature. Social events more than 20 miles from campus require the organization to provide transportation. All organizations planning overnight retreats must provide additional safety planning information and a retreat agenda. If the organization is affiliated with a national organization, the club is required to provide proof of approval from the national organization.

Off-Campus Event Check-In Process

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

Resident Check-In Protocol

Residential Student

1

Return intoxicated student(s) back to campus to their residence hall office

If the student is unable to make it back to the residence hall, contact Public Safety immediately

Emergency: (619) 260-2222

2 Contact the On-Duty Resident Assistant (RA) immediately upon return to campus

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: Camino|Founders - RA office in Founders next to bridge, (619) 859-4355

Maher - RA office on 3rd Floor Room 306W, (619) 767-3177

Manchester - RA at desk in MVB2, (619) 260-8807 UTA/PTA - RA office in Mata’yuum Crossroads, (619) 260-4625

Valley (A, B, San Buen, SAP) - RA office in Mata’yuum Crossroads, (619) 260-4625

Vistas - RA office in Palomar (1st floor, north end of Palomar short) (619) 767-3700

3 If the RA on duty cannot be reached, contact Public Safety

Emergency - (619) 260-2222

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

Student leaders must call the Department of Public Safety at (619) 260-2222 in the case that a student is unable to care for themselves (i e intoxication, injury) and/or has been hospitalized

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

Request to Hold an Assembly

The following steps are required to begin the process to hold an assembly on-campus:

1

Submit an EvR form and provide full details of the desired assembly

2 Attend the Student Org Events Panel to meet with campus partners to discuss the event

3. Complete the Request to Hold an Assembly Form

4. Meet with Public Safety and Student Affairs representatives to finalize assembly details

Those who choose to engage in assembly on campus are responsible for complying with applicable law, university policies, and appropriate standards of conduct. The standards set forth in USD’s “Policy Governing Assembly on Campus” are intended to:

Protect the rights of those participating in or observing the assembly

Protect the rights of members of the university community who are not participating in the assembly

Protect the property of the university and members of the university community

Safeguard the institution

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.

Please review the University Policy Governing Assembly On Campus for full details.