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.