On-Campus Dance and Party Policy
On-Campus Dance and Party Policy for Student Organizations
Southeastern Louisiana University encourages the social development of our students in a safe campus environment. Registered student organizations may hold on-campus dances and parties for social or fundraising purposes provided the sponsoring student organization adheres to all guidelines articulated in this policy. Additionally, student organizations are subject to the provisions of the University’s Student Code of Conduct.
Registration
1. The sponsoring student organization must be registered with and recognized by the Office of Student Organizations or the Office of Greek Life in order to publicize the event on campus and utilize campus facilities.
2. All activities must be registered and approved through the on-line Registration of Activities process. The ability to host events in campus facilities depends on the availability of the facilities and staff. A student organization may not advertise an event until final registration approval from the Assistant Vice President for Student Affairs has been given.
3. All dances/parties must be registered at least 21 days prior to the event. Any dance not registered at least 21 days in advance will be denied approval.
4. Organizations will assume financial responsibility for any damage, abuse, or loss of property that occurs while using the facility. Funds owed to the University as a result of any such incidents must be paid within three working days of the incident. All activities of the organization will be automatically suspended until all financial requirements have been satisfied.
5. Organizations must be current on all financial matters (including parlor fees) with the University to be eligible to hold events.
Securing Officers
1. Police officers can be requested through the Registration of Activity form process. The organization requesting the services will be responsible for paying for these officers unless the event is canceled in writing to the Assistant Vice President for Student Affairs by noon on the last working day prior to the day of the event.
2. The Director of University Police, or designee, in consultation with the Dean of Assistant Vice President for Student Affairs, will determine the number of law enforcement officers (minimum of three) who will be on duty for the event.
a. Two (or more officers): one by the door to monitor event entry/check IDs and money handling and the second to operate the metal detector and handle the guest list.
b. One (or more officers) will monitor the event by walking around both inside and outside the party to handle any disturbances.
3. Once the student organization has requested police officers, the University Police Department (UPD) will attempt to fill the position(s) internally. If all positions are not filled one week prior to the event, student organizations may submit the names, badge numbers and phone numbers of POST Certified off-campus law enforcement officers from Louisiana State Police, Tangipahoa Parish Sheriff’s Office, and/or Hammond Police Department to the Director of University Police with a copy sent to the Assistant Vice President for Student Affairs as possible replacements.
4. All officers assigned to the dance/party will be approved by the University Police Department who will control the selection process.
5. If the required number of approved law enforcement officers cannot be obtained by 4:30 pm the day prior to the event, the event will be canceled.
6. The University recognizes that there may be events that fall outside of the parameters delineated above and that, due to special circumstances, may warrant the use of extra security precautions.
7. In such events, a review to determine whether or not the event will be allowed to proceed in campus facilities will be conducted by a committee composed of the Assistant Vice President for Student Affairs (or designee), the Chief of University Police (or designated University Police representative), the building coordinator (or designee), the advisor for the student organization proposing the event in question, and a student organization designee.
Off-Campus Officers
1. Off-campus officers must meet with a UPD representative and a Division of Student Affairs (DSA) representative at least one business day prior to the event for briefing.
2. Off-campus law enforcement officers should arrive at the UPD at least 15 minutes prior to the event’s starting time where the UPD Shift Officer will go over the nature of the assignment and present the Student Organization Evaluation form which the off-campus officers will fill out after their shift.
3. Off-campus officers may only be released from their assignment by the UPD Shift Officer or the DSA staff member on duty.
4. If off-campus law enforcement officers are used, the UPD Shift Officer will make hourly checks on the event as well as open and lock the facilities used. The Shift Officer will also be present at the end of the event.
5. Off-campus law enforcement officers will contact UPD first for back up if any problems or emergency situations arise.
Crowd Size and Attendance
1. Maximum attendance for any campus facility shall be determined in accordance with Louisiana Fire Code Regulations and must conform to facility designs and policies.
2. Student groups will still be required to use the card swipe and the magnetometer (provided by UPD) at the event entrance.
3. Each Southeastern student will be eligible to bring one guest and must sign for that guest. Students attempting to bring in more than one guest will be referred to the Office of Student Advocacy and Accountability for violating this policy.
4. The student signing in a guest will be held responsible for their guest’s actions.
5. All guests must be students and have a picture student ID from some college.
6. All advertisement/invitations for dances and parties must include the following statement: "Entry is limited to university students. University picture identification is required for admittance."
7. Although entry to dances and parties is limited to university students, the sponsoring student organization may invite one non-student guest per member. The sponsoring student organization must submit a guest list of non-student guests by 4:30 pm the day prior to the event to the Assistant Vice President for Student Affairs. The non-student guests must present a valid picture ID (driver’s license, military ID, etc.). The sponsoring student organization will be held accountable for the behavior of their non-student guests.
Organization’s Responsibilities
1. The organization’s official advisor, who must be a full-time faculty or staff member, must be present at the event for its duration. The advisor may designate a substitute, who must also be a member of the faculty or staff, if cleared with the Assistant Vice President for Student Affairs by 4:30 pm the day prior to the event. The event will not start until the advisor arrives.
2. The organization is responsible for selecting at least four student monitors who will be responsible for helping to monitor event policy violations and will immediately report such observations of disorderly or suspicious conduct to their advisor and the University Police officers in attendance. These four monitors must meet with the Assistant Vice President for Student Affairs by 4:30 pm the day preceding the event (or on the last working day of the week if the event falls on a weekend) and sign the On-Campus Dance and Policy Form before the event will be approved. The University Police and the Assistant Vice President for Student Affairs may mandate the organization to provide additional student monitors. Student monitors and advisors are not intended to replace or act in the capacity of University Police officers. Monitors must be identifiable in some manner (name tags, jackets, t-shirts, etc.). Monitor must meet with University Police prior to the event to review safety policies and clarify responsibilities.
3. The organization must pick up the Police Evaluation Form from the Assistant Vice President for Student Affairs office by 4:30 p.m. the day prior to the event or by 4:30 p.m. the last full working day if the event falls on a day the University is closed. This completed evaluation form must be turned into the Assistant Vice President for Student Affairs office within three working days after the event.
4. The organization is responsible for collecting any fees and helping police monitor the event.
Police Responsibilities
1. Police will handle all ID checking and control the guest list.
2. Police will monitor the event and handle any situation(s) involving violations of law and/or student code of conduct that may arise.
3. Police have the right to remove anyone causing problems at the party. Members, students, or any other attendee who interferes with the removal of another attendee may also be removed.
4. Police will fill out the Organization Evaluation Form, which will be sent to the Assistant Vice President for Student Affairs office the day prior to the event. This completed evaluation form must be turned into the Assistant Vice President for Student Affairs office within three working days after the event.
5. Police may, if a safety problem occurs, shut down the event and the organization is required to comply and assist.
Duration of Events and Ending Times
1. On-Campus Dances/Parties will last no longer than four hours.
2. All events held in a campus facility must conclude no later than 1:30 a.m. All attendees are expected to leave the facility and the vicinity by 2:00 a.m. Student Organization monitors are to assist as directed by the Police.
3. All events held in a campus facility are limited to the hours for which they have been approved through the registration process.
Other University Policies
1. The sponsoring student organization and its members will also be held responsible for abiding by the Student Code of Conduct and all other university regulations.
2. The guests of Southeastern students are responsible for abiding by all University Policies and the Student Code of Conduct. Guests who are charged with violating the Student Code of Conduct may be barred from campus for a period of time as determined by the Office of Student Advocacy and Accountability.
Post Evaluation
1. A follow-up meeting with the Assistant Vice President for Student Affairs will be held no later than one week following the event if a problem surfaces from either of the evaluation forms.
2. The success of the event will determine future functions.
Magnetometer (Metal Detector) Policy
Southeastern Louisiana University values the safety of all students, faculty, staff, and guests of the campus. Towards that end, the University reserves the right to employ a magnetometer (metal detector) at campus events. Specifically, all events held on-campus and sponsored by a student organization will utilize a magnetometer if any of the following conditions are present:
1. There have been weapons violations at past events of a similar nature;
2. A controversial speaker/subject matter will be featured.
3. Non-students will be in attendance and alcohol will be served;
4. A request for such equipment has been made by the organizers of the event or the security staff of a featured speaker/entertainer, and/or;
5. A credible threat has been received or is perceived to be probable.
The University recognizes that there may be events that fall outside of the parameters delineated above and that, due to special circumstances, may warrant the use of extra security precautions. In such events, a review to determine whether or not to employ a magnetometer will be conducted by a committee composed of the Assistant Vice President for Student Affairs (or designee), the Chief of University Police (or designated University Police representative), and a student designee.
