The policies and procedures are provided to maximize student safety during approved off-campus travel by affiliated groups. The procedures also provide requirements that are not so restrictive as to discourage or reduce the amount of travel that should be performed (see Regulation IV, Insurance and Liability).
When students travel off campus of their own volition or on non-university approved travel, as individuals or in groups, neither the university nor the A.S. assumes liability for such travel.
These groups may perform off-campus travel under the supervision of a university faculty or staff member or A.S. staff member.
It is recognized that students other than those included in paragraph B of this regulation perform informal and spontaneous travel on their own volition, either as individuals or groups, such as travel as spectators to off-campus athletic games or other off-campus activities. The university and the A.S. do not supervise or assume liability for the performance of such travel.
In all cases where feasible and practical, public transportation and/or vehicles owned by the university and/or its auxiliary organizations shall be used, when allowable pursuant to paragraph B.1-3., above, and in accordance with Coded Memorandum FS 2009-01, CSU Policy and Procedures Governing Travel and Relocation Expense Reimbursement, and its subsequent updates. When use of public transportation and/or vehicles owned by the university and/or its auxiliary organizations is not feasible, the following shall apply:
Limousines, taxis and rent-a-car services may be used from airports or railroad stations to and from hotel and/or activities. Chartered bus companies will be required to meet CSU insurance requirements in contracts as stipulated by Executive Order 849 and Executive Order 1041 prior to signing a contract.
Students may be authorized to travel in privately-owned vehicles when public conveyances, state-owned vehicles and/or auxiliary organization-owned vehicles are neither available nor practical. Authorization for this method of travel shall be the responsibility of the sponsoring university official or the A.S. director of administrative services, in cases of A.S.-affiliated travel. In the event of an accident, the vehicle’s owner’s automobile liability insurance is primary in case of an incident. Payments by the primary insurance are not reimbursed by the university or the A.S., nor are insurance deductibles.
The provisions of paragraphs D and E apply. Travel performed will be arranged and supervised by the instructors of the groups as coordinated with the chair of the department concerned (Reference: paragraph B, 1.).
The provisions of paragraphs D and E apply (Reference: paragraph B. 2). When travel is to be performed using public transportation, the appropriate A.S. official and the authorized student representative must complete the Travel Authorization Request form. This form must be submitted to the Associated Students Business Office at least two weeks prior to the planned trip (Reference: A.S. Policy Manual).
General insurance and liability provisions are found in Regulation IV, paragraph C. The A.S. however, assumes no responsibility for travel on the part of instructional groups or student organizations.
REFERENCE: Associate vice president, Financial Management and the executive director, Associated Students.
In general, students are individually responsible for any bodily injury or illness incurred or personal property loss or damage while attending the university. The university does not provide insurance coverage to students except in specific situations.
These insurance programs are intended to supplement, not replace, coverage under another health care plan. All coverages are accident only policies and will not pay benefits for illness or any form of disease. Persons requiring specific information regarding the extent or conditions of coverage may contact Athletics regarding team sport coverage or the Office of Safety and Risk Management regarding student travel coverage.
Students may purchase an individual health and accident insurance policy from the A.S. An information brochure and application form may be obtained at the A.S. Business Office, USU-229. Refer to the Student Health Insurance brochure for payment deadlines. This coverage excludes sport club injuries occurring during competitions and practices.
The A.S. maintains insurance coverage for claims against the A.S. and its subsidiaries for bodily or personal injury and/or property damage. For additional information regarding A.S. insurance coverage, contact the A.S.I. director, administrative services, USU-229, (562) 985-4994.
Neither the university nor the A.S. assumes liability for the non-approved, non-supervised off-campus activities of its students, including those conducted as part of a recognized student club, organization, club sport or departmental association. In some instances, the off-campus activity site may require those groups to obtain commercial liability insurance.
When an activity is scheduled on campus, including those conducted by a recognized student club, organization, club sport or departmental association and the activity has been reviewed and determined to be of high risk, or involves a large number of off-campus attendees, the campus may require the purchase of commercial general liability insurance.
University employees acting as sponsors or advisors for student activities may be entitled to legal defense and indemnification pursuant to provisions of the Government Code for acts or omissions occurring within the scope of employment.
REFERENCE: Associate vice president, Financial Management; executive director, ASI; and director, Safety and Risk Management.
The intent of scheduling policies is to assist the scheduling and use of facilities and grounds for campus events. Failure of an organization to properly utilize the scheduling policies of the university may result in the inability to hold the event or to obtain facilities. Failure to follow scheduling deadlines may result in the event not being approved. Scheduling any event requires the filing of forms appropriate to that event.
For additional information concerning campus scheduling policies, refer to the brochure Campus Scheduling Policies and Procedures, which is available in the Office of Student Life and Development, USU-215, and the USU Conference and Events Center, USU-221.
This process is required in order to clear student organization or student-sponsored programs with appropriate offices on campus. The PRC process must be completed and approved prior to the event and prior to any publicity for the event. Other venue operators may require additional forms. All programs must be approved by the Office of Student Life and Development advisors, USU-215, or the Office of the Dean of Students, USU-219. All major programs, those with anticipated attendance of 300 or more, or 100 or more in the Soroptimist House, or student events where alcohol is served, or those which warrant crowd control precautions, will require additional authorization and clearance (see Regulation VII, Security and Planning for Student Events).
All events taking place in the University Student Union and Soroptimist House require a meeting with a USU Conference & Events Center staff member to discuss event/program details. When placing a reservation at the USU Conference and Events Center, this reservation will indicate all required documents and deadlines needed to confirm the event. Venue operators exclusive of the University Student Union have their own reservation forms or contracts.
Scheduling of the University Student Union or Soroptimist House by off-campus organizations or individuals requires the completion of a Facility Use Agreement form available in the USU Conference and Events Center, USU-221. Reservations, all forms, proof of insurance policy and payments must be completed 30 days prior to the event. Payment is accepted by money order, cashier’s check, cash or credit card (in person). No personal or business checks will be accepted.
The University Student Union Conference and Events Center will inform all clients of applicable insurance requirements when renting the USU or Soroptimist House.
Currently registered campus organizations, the A.S. and university-related departments may schedule the University Student Union and Soroptimist House through the USU Conference and Events Center one year in advance, with a maximum of six events scheduled at any one time. This number is in addition to organizations’ permanent meeting rooms.
Individuals or organizations in violation of scheduling policies, to include damage to any facilities, will receive a written warning, a charge to cover restitution for damages, restriction from use of facilities and/or other sanctions as appropriate to the violation. Sanctions may be imposed by the venue operator, as defined in the CSULB Facilities Use Procedural Guidelines and/or by the university hearing officer for a judicial case.
There shall be no scheduling of student activities or programs during the campus final examination period.
A moratorium is in place for non-academically-related events where the primary audience is middle school and/or high school students. This applies to events that occur between 6 p.m. and 7 a.m.
All programs must be properly scheduled, confirmed and cleared prior to any notice or advertising of the event. All advertisement must include the sponsoring organization, name of program, date, time, location and contact information. Advertising in the University Student Union of events hosted in the University Student Union and Soroptimist House require posting approval by A.S.I. Communications, USU-235.
Student organizations may host closed events or programs to which only members and their guests have been invited. Invitations must be extended directly to the invitee in oral, electronic or written form. Public advertising (e.g. flyers, posters, radio, television, newspapers, website or other internet announcements) is prohibited. (See also Regulation VII, Security and Planning for Major Student Events.)
Additional procedures and information may be found in the CSULB Scheduling Policies and Procedures brochure.
Exceptions to campus scheduling policies may be requested via the Program Regulation and Clearance process (PRC) and submitted for approval to the Office of Student Life and Development, USU-215, (562) 985-4181 or the Office of the Associate Vice President/Dean of Students, USU-219, (562) 985-8670..
The primary objective of this regulation is to provide a university environment of order, cleanliness and safety. The cooperation of members of the campus community helps to maintain a campus that is attractive and pleasant and provides for effective publicity for campus events. Campus publicity and posting brochures are available in the Office of Student Life and Development, USU-215, (562) 985-4181, and USU Conference and Events Center, USU-221, (562) 985-5205. .
The Office of Student Life and Development or the Dean of Students Office must give final approval for student organization events prior to release of any publicity.
Material may be posted no more than seven school days prior to the event and must be removed no later than three days following the event.
Materials may not be posted on buildings, sculptures, posts, sidewalks, paved areas, railings, trees, traffic control signs, utility poles, signs, vehicles, planted garden areas, the hillside next to the USU escalator, or newspaper racks, West Turnaround islands, wayfinding pylons and directory map structures. Chalking on campus is prohibited. No materials shall be posted so as to obscure previously posted or properly placed materials.
Banners, signs, posters and the like will not be posted within 200 feet of the Bellflower Boulevard and Beach Drive entrances or the 7th Street entrances at East and West Campus Drives. This posting restriction includes the campus perimeter between East and West Campus Drives at 7th Street.
Posters attached to stakes must be approved by the Office of Student Life and Development, USU-215. Posters attached to stakes, not to exceed 25 per event, may be placed by currently registered organizations for university-approved events. Posters may be placed in grassy areas, as long as they are do not exceed 17 x 22 inches, are not over three feet high from the ground, and are on stakes no longer than 36 inches. Posters on stakes may not be placed in flowerbeds, in any way that interferes with the irrigation system, the West Turnaround islands, the hillside next to the USU escalator or in any manner to block a walkway, driveway or street. Posters on stakes may be placed no more than seven days prior to the event and must be removed within three days following the event.
Distribution of handbills and circulars, exclusive of commercial advertising and not in violation of the Campus Regulations and the California Penal Code, is permitted on campus. See Regulation IX, Section F, for time, place and manner. Commercial handbills and circulars are not permitted for posting on campus. Off-campus individuals must obtain a non-commercial solicitation permit from the Office of Student Life and Development, USU-215.
With the approval of the Office of Student Life and Development, USU-215, signs, not to exceed 3 x 3 feet, or banners not to exceed 3 x 6 feet, may be used to publicize an event. There is a limit of five signs per event or two signs and three banners per event. Signs may be placed in grassy areas with the same restrictions as posters on stakes (see Section E above). One banner may be placed on either of the railings between the Nugget Patio and the University Bookstore, on a USU railing, and on the Psychology Building vending wall (limit one banner per organization) with the approval and date stamp from the Office of Student Life and Development, USU-215. Banners or signs may be placed no more than seven days prior to the event and must be removed within three days after the event.
The posting kiosks throughout the campus are designated to provide publicity for campus events and activities. Commercial posting is not permitted on the kiosks. Flyers for posting should be 8 1/2 x 11 inches in size and conform to the policies covering all other publicity described in this regulation. Posters on kiosks may not exceed 17 x 22 inches. Only two flyers per event and/or one poster per event are permitted to be posted on each kiosk. Approval stamps are not required for flyers or posters for approved campus events and programs to be posted on the kiosks.
The display cases in the Union Plaza and Terrace are available for a period of one week only, one case at a time. Permission for use is requested on the Request for Display Case form available at the Robert C. Maxson Center, USU-312, (562) 985-2489.
Banners advertising campus events may be displayed in the University Student Union for a seven-day period and must be removed the day after the event is over. Permission is requested on the Request for Hanging Banner form available at the Robert C. Maxson Center, USU-312, (562) 985-2489.
The marquee, located outside the east door of the University Student Union, may be used to advertise Union events for a one-day period. Two reservations may be made at one time. Permission is requested on the Request for Use of Marquee form available at the Robert C. Maxson Center, USU-312, (562) 985-2489.
A schedule of events is maintained at the USU Conference and Events Center, USU-221. The office will have a daily listing of activities and locations of all scheduled events.
In order to assure that an event will take place and that publicity is accurate, the event must be reserved and confirmation received from the USU Conference and Events Center prior to the release of any publicity.
All announcement boards in classroom or faculty office buildings are the responsibility of the department or the respective college. All announcement boards in classrooms, like all other instructional equipment, are under the general supervision of the college dean.
Personal announcements, limited to 8.5 x 11 inches, may be displayed on the personal announcement board on the north wall of LA-4. Kiosks or other posting boards may not be used for personal posting. Commercial advertising may not be placed on these boards.
Publicity for events subsidized totally or in part by the Associated Students (A.S.) must contain the credit, “Funded in part by A.S.”
Advanced planning is the key to effective publicity. Confirm program details such as date, time and location before releasing printed information. Contact A.S. Communications (562) 985-4353, in the University Student Union, and the Forty-Niner Shops Campus Copy Center (562) 985-5050, in the University Bookstore regarding materials and prices for producing flyers, posters and banners. For assistance with specific publicity campaigns and for campus regulations regarding publicity and posting, contact the Office of Student Life and Development, USU-215, (562) 985-4181.
Individuals may be charged for costs incurred in the removal of or repair from improper posting.
See Regulation IX.B, Commercial Transactions and Commercial Solicitation and Non-Commercial Solicitation in this publication or contact the office of the Associate Vice President/Dean of Students, USU-219, (562) 985-8670.
Exceptions to campus publicity and posting policies may be requested via the Program and Regulation Clearance (PRC) process, and submitted for approval to the assistant dean of students, USU-208, (562) 985-7547. The PRC process is initiated for student organizations in the Office of Student Life and Development, USU-215. The PRC process for faculty and staff is initiated in the USU Conference and Events Center, USU-200C.
Violations of Regulation VI will result in removal of improperly posted signs and possible loss of posting privileges for the following semester and/or other restrictions as may be determined by the associate vice president/dean of students. Organizations and/or individuals will be charged for the cost incurred for removal or repair of improper posting.
Violations of campus publicity and posting regulations that also violate the Student Conduct and Discipline Regulation will be referred to the director of Judicial Affairs, BH-377, (562) 985-5270.
The purpose of this regulation is to establish policies and procedures related to major student events. The policies are to be adhered to by all students, planners, advisors, coordinators, directors and managers. Major events are defined as those which 1) have an anticipated attendance of 300 or more people and/or 2) involve crowd control precautions due to the nature of the event (i.e., controversial issue or speaker, popular performer, etc.), or the characteristics of a specific facility.
There is currently a moratorium on student dances at CSULB. For further information, contact an advisor in the Office of Student Life and Development, USU-215, (562)985-4181.
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