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POLICY NUMBER: SA.042
EFFECTIVE DATE: 06/25/2024
APPROVAL DATE: 06/25/2024
PURPOSE: Sets out the standards around institutional events
ADDITIONAL AUTHORITY: N/A
SCOPE: University Community
RESPONSIBLE AUTHORITY: Operations
APPROVAL AUTHORITY: President
RECIPIENTS: N/A
PUBLICATIONS: N/A
DEFINITIONS:N/A
POLICY TITLE
Life University Events Policy
POLICY STATEMENT
The Events Committee is responsible for facilitating the successful scheduling and implementation of all events on campus. By collaborating with appropriate stakeholders, the committee will review and approve events that are consistent with and further the mission of the
University.
All events are entered in to Engage (Student Events) / Series 25 (athletics)
All events are brought to the Events Committee (EC).
EC reports to the Provost / President
Any event that has not been reviewed and approved via this process is NOT AUTHORIZED.
EC reviews the impact of the events on the Life community.
EC checks to see if the event has been approved by the appropriate person/ department.
Department events approved by the VP of the division or their designee.
Student Clubs / Organizations are approved by the appropriate club advisor.
Chiropractic / Technique Club = Dr. Krothe
Non-technique club = Student Affairs
Once the EC approves the event, resources and location, work orders are released.
Scheduler/ Requester of the event MUST be identified (in Series 25 request) and be present at set up. Any changes after set up is complete, is the responsibility of the Scheduler/ Requester or their designee, this excludes changes to AV and IT set up.
EC must have the following representatives;
- Chairperson = Events Coordinator (or their designee)
- Student Affairs (representative)
- Facilities representative
- Dining Services (if catering is required)
- Academic Affairs representative
- Athletics (if athletic location is impacted)
- Campus Safety
- Advancement
- Enrollment
- AV
- Operations
PROCEDURE(S)
Student events must submit through ENGAGE, at least two weeks prior to event. A tutorial will be created with the proper instructions on how to submit an event.
Departments must submit through Series 25, at least two weeks prior to event. . A tutorial will be created with the proper instructions on how to submit an event.
All events (Student and Departmental) must be approved by the Events Coordinator
(Chairperson of Events Committee)
No changes can be made 48 business hours prior to event.
OTHER NOTES
N/A
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