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California State University, Long Beach
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CAMPUS REGULATIONS III - VII

CSULB Regulations for Campus Activities, Student Organizations & the University Community

  1. POLICIES

    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.

  2. UNIVERSITY-AFFILIATED GROUPS

    These groups may perform off-campus travel under the supervision of a university faculty or staff member or A.S. staff member.

    1. Instructional Groups are engaged in off-campus activities in conjunction with mandatory or elective coursework associated with an instructional program.
    2. A.S.-Affiliated Groups are engaged in academic related or social off-campus activities which are funded and supervised by the A.S. The provisions of Sections D and E apply.
    3. Student Organizations are groups recognized by the university. They include such organizations as social, religious, recreational, government, honorary, service, professional, etc.
    4. Sport Club Organizations are groups recognized by the university for practices and competitions. Refer to the Chancellor’s Office CSU Sport Club Model Manual for additional rules and regulations governing travel by sport clubs.
  3. OTHER GROUPS

    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.

  4. PREFERRED MODE OF 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:

    1. Airplane. Only scheduled airlines shall be used.
    2. Train. Only regular carriers shall be used.
    3. Bus. Only regularly scheduled or chartered carriers shall be used.

    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.

  5. TRAVEL IN PRIVATELY OWNED VEHICLES BY STUDENTS

    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.

  6. TRAVEL PERFORMED BY INSTRUCTIONAL GROUPS

    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.).

  7. TRAVEL PERFORMED BY A.S.-AFFILIATED GROUPS

    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).

  8. TRAVEL BY STUDENT ORGANIZATIONS

    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.

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  1. STUDENT RESPONSIBILITY

    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.

    1. Medical insurance is provided by the university for students participating in NCAA team sports.
    2. Secondary medical insurance is obtained by the university for registered members participating in sport clubs.
    3. Student Travel Accident Insurance provides coverage for accidental injury. Activities covered are: travel or participation in activities away from campus, which are a mandatory part of a course requirement; or are sponsored by a university auxiliary organization, including travel to or from intercollegiate athletic events away from campus, but does not include participation in such events or practices.

    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.

  2. INDIVIDUAL HEALTH AND ACCIDENT INSURANCE

    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.

  3. THE ASSOCIATED STUDENTS.

    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.

  4. ASSUMPTION OF LIABILITY

    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.

  5. POTENTIAL REQUIREMENT FOR ADDITIONAL 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.

  6. UNIVERSITY EMPLOYEES

    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.

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  1. SCHEDULING POLICIES

    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.

  2. CAMPUS SCHEDULING BROCHURE

    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.

  3. PROGRAM AND REGULATION CLEARANCE (PRC) PROCESS

    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).

  4. USU RESERVATION FORM

    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.

  5. USE OF FACILITY FORM

    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.

  6. INSURANCE

    The University Student Union Conference and Events Center will inform all clients of applicable insurance requirements when renting the USU or Soroptimist House.

  7. MAXIMUM EVENTS

    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.

  8. VIOLATIONS, DAMAGE AND CHARGES.

    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.

  9. FINAL EXAMINATION PERIOD

    There shall be no scheduling of student activities or programs during the campus final examination period.

  10. MIDDLE SCHOOL/HIGH SCHOOL ACTIVITIES

    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.

  11. ADVERTISING/PUBLICIZING EVENTS

    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.

  12. CLOSED EVENTS

    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.)

  13. ADDITIONAL PROCEDURES

    Additional procedures and information may be found in the CSULB Scheduling Policies and Procedures brochure.

  14. EXCEPTIONS

    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..

SPECIAL NOTES:

  1. Payment (cash, cashier’s check or money order) for scheduled events in the University Student Union or Soroptimist House should be made directly at the Associated Students Business Office, USU-229, (562) 985-4994.
    1. Off campus organizations/individuals and private parties must pay at least 30 days prior to a scheduled event or the reservation will be cancelled.
    2. Student organization events/programs, regardless of funding source, are required to pay all assessed fees two weeks prior to the event, otherwise the reservation will be cancelled.
  2. Online event reservation for the University Student Union is now available for meeting rooms only.
  3. Online event reservations must be placed no less than 5 working days in advance.
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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. .

  1. IDENTIFICATION OF PUBLICITY

    1. Organizations currently registered with the Office of Student Life and Development, committees, commissions and individual students, faculty or staff members are allowed to publicize campus events providing they comply with the university publicity and posting regulations.
    2. Commercial posting is not permitted on the campus.
    3. Off-campus individuals or groups may not publicize on campus without prior approval.
    4. All publicity must state the sponsoring organization, name of program and date, time and location of the event and contact information. Any material not so identified will be removed.
    5. Publicity written in any language other than English must also contain an English translation.
    6. Only events approved by the university may include the name of the university in publicity. .
  2. RELEASE OF PUBLICITY

    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.

  3. TIME LIMITS

    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.

  4. AREAS PROHIBITED FOR POSTING

    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.

  5. POSTING AT COMPUS ENTRANCES

    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.

  6. POSTERS ON STAKES

    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.

  7. HANDBILLS AND CIRCULARS

    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.

  8. SPECIAL EVENT SIGNS AND BANNERS

    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.

  9. KIOSKS

    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.

  10. DISPLAY CASES – UNIVERSITY STUDENT UNION

    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.

  11. HANGING BANNERS – UNIVERSITY STUDENT UNION

    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.

  12. UNION MARQUEE

    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.

  13. UNIVERSITY CONFERENCE AND EVENTS CENTER– UNIVERSITY STUDENT UNION

    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.

  14. INTERIOR ANNOUNCEMENT BOARDS

    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.

  15. PERSONAL ANNOUNCEMENT BOARDS

    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.

  16. PROGRAMS FUNDED IN PART BY ASSOCIATED STUDENTS

    Publicity for events subsidized totally or in part by the Associated Students (A.S.) must contain the credit, “Funded in part by A.S.”

  17. PUBLICITY TIPS

    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.

  18. COMMERCIAL OR PERSONAL ITEMS FOR SALE POSTING WILL BE REMOVED

    Individuals may be charged for costs incurred in the removal of or repair from improper posting.

  19. COMMERCIAL TRANSACTION

    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.

  20. PUBLICITY RESOURCES.

    1. Daily Forty-Niner (newspaper). Contact the editor in SS/PA-004, (562) 985-8000. Deadline is noon, two days before publication. www.daily49er.com
    2. KKJZ (FM-88.1). Faculty Office (FO-1), (562) 985-2999. Due to the volume of requests received, KKJZ cannot guarantee that the requested announcement will be made. www.jazzandblues.org
    3. Union (newspaper). Located in the USU, South Plaza level, (562) 985-4867. Published Monday as a weekly publication, the Union carries a calendar of campus events. Deadline for submissions is Thursday noon. http://lbunion.com
    4. Inside CSULB (biweekly faculty/staff newsletter). Contact University Publications, BH-276, (562) 985-5453. Notices will be printed on a space available basis. www.csulb.edu/insidecsulb
    5. K-Beach Radio. Located in USU-100. Contact the A.S. Media Advisor, (562) 985-1624, www.kbeach.org
  21. EXCEPTIONS

    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.

  22. VIOLATIONS OF CAMPUS PUBLICITY AND POSTING REGULATIONS

    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.

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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.

Student Events

  1. All programming forms must contain accurate and complete information prior to being forwarded to the appropriate university departments for clearances. The authorized student event planner will be informed of all charges necessary for police, damages, parking facilities, clean up or other costs attributed to the event.
  2. Programs with anticipated attendance of 300 or more, or 100 or more at the Soroptimist House, or student events where alcohol is served, or student events in the Nugget, or those which warrant crowd control precautions, will be required to obtain additional clearance from University Police, Parking and Transportation Services and the director of the Office of Student Life and Development. The organization may be required to hire additional University Police, private security or Parking Services personnel. Private security must meet with and be approved by University Police prior to the event.
  3. Any changes occurring during the PRC process or on the Request for Beer or Wine Clearance forms must be approved by the appropriate advisor, director, University Police or administrator.
  4. All student “closed events” at CSULB are limited to members of recognized and registered student organizations and their invited guests. A CSULB Student Identification (ID) will be required for admission. Only a person with a CSULB Student ID and his/her guests will be admitted to a closed event.
  5. Closed events shall not have public promotion or advertising. Invitation or notice shall be in the form of personal contact or written invitation directly to invitees. No public promotion in the form of flyers, posters, radio, TV, newspapers or announcements on the internet is allowed. All information about approved closed events must indicate members only.
  6. The admission cut-off time is when the anticipated maximum capacity is reached for any activity or similar event scheduled by fraternities, sororities, clubs and organizations or the A.S.
  7. Events which fail to meet deadlines to allow adequate preparation time for University Police and other departments can/will be cancelled at any time.

Student Dances

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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