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 can be performed (see Regulation IV, Insurance and Liability).
Student participation in university-affiliated groups or programs which require travel is voluntary, and such travel must be carried out in compliance with California State University (CSU) Executive Order 1041, CSU Student Travel Policy, and the CSULB Travel Policy. CSU assumes no liability for damages, injury or death, occurring on such voluntary travel, and those students undertake such travel at their own risk.
When students travel off campus of their own volition or on non-university approved travel, as individuals or in groups, neither the university nor ASI assumes liability for such travel. In all other cases, students are bound by the University Travel Guidelines and are encouraged to review the same when planning or attending any travel-related activities.
These groups may perform off-campus travel under the supervision of a university faculty or staff member or ASI staff member, as appropriate to the type of group.
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 ASI 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. 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 hotels and/or activities. Chartered bus companies will be required to meet CSU insurance requirements in contracts as stipulated by CSU Executive Order 1069 and CSU Executive Order 1041 prior to signing a contract by the appropriate campus administrator.
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 ASI director of administrative services, in cases of ASI-affiliated travel. In the event of an accident, the vehicle owner’s automobile liability insurance is primary. Payments by the primary insurance company are not reimbursed by the university or ASI, nor are insurance deductibles.
The provisions of paragraphs D and E apply. Travel performed by instructional groups 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 ASI 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: ASI Policy on Travel Expenses and Allowances).
General insurance and liability provisions are found in Regulation IV, paragraph C. ASI, 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.
A university-sponsored activity is defined, for the purpose of this insurance coverage, as a mandatory part of a course requirement; or is sponsored by a university auxiliary organization or other recognized student organization or club; and includes travel to and from intercollegiate athletic events away from campus but does not include participation in such events or practices. Click HERE for additional requirements apply for foreign travel.
The individual mandate of the Affordable Care Act requires that legal residents, including students, obtain healthcare coverage beginning in 2014 or face a tax penalty. For further information about healthcare coverage options, please contact http://www.calstate.edu/coveredca/.
The ASI maintains insurance coverage for claims against the ASI and its subsidiaries for bodily or personal injury and/or property damage. For additional information regarding ASI insurance coverage, contact the ASI director, administrative services, USU-229, (562) 985-4994.
Neither the university nor the ASI 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, those groups may be required to obtain commercial liability insurance. In no case does the university or ASI assume liability for, or costs associated therewith, the individual acts or omissions of a student.
When an activity is scheduled on campus or off 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 Office of Risk Management 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, Risk Management.
The intent of scheduling policies is to assist the scheduling and use of facilities and grounds for campus events. The activities must not unreasonably interfere with the instructional program or operation of the campus. 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 procedures, refer to the brochure Campus Scheduling Policies and Procedures, which is available in the Office of Student Life and Development, USU-215, the USU Conference and Events Center, USU-221, and Event Services Office, BH-320.
This process is required in order to clear student organizations 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 Associate Vice President/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).
Scheduling of campus facilities by off-campus organizations or individuals require the completion of a Facility Use Agreement form available through venue coordinators. 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).
Venue coordinators will inform all clients of applicable insurance requirements. Events exclusive of the USU and Soroptomist House also require approvals from Facilities Management, University Police, Parking and Transportation Services and Risk Management before scheduling is confirmed. These approvals are facilitated for the client by the venue coordinator.
Currently registered campus organizations, the ASI and university-related departments may schedule the USU, SRWC and Soroptimist House - one year in advance, with a maximum of six events scheduled at any one time. This number is in addition to the organizations’ assigned semester meeting rooms. Other campus venues may have additional or different restrictions on maximum events; contact venue operators for more information.
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 advertisements must include the sponsoring organization, name of program, date, time, location and contact information. Advertising in the USU of events hosted in the University Student Union and Soroptimist House require posting approval by ASI 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 and the Facility Use Procedural Guidelines.
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. For off-campus organizations and individuals, exception requests can be submitted to Event Services, BH-320, (562) 985-5578 or venue operators.
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 Office of the Associate Vice President/Dean of Students must give final approval for student organization events prior to release of any publicity.
Materials for major programs, excluding banners, may be posted no more than three weeks prior to the event and must be removed no later than three days following the event. Banners for major or minor programs and materials for minor programs may be posted no more than seven school days prior to the event and must be removed no later than three (3) days following the event.
Materials may not be posted or affixed 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, newspaper racks, West Turnaround islands, wayfinding pylons or 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 entrance 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 do not exceed 17 x 22 inches, are not more than three feet high from the ground, and are on stakes no longer than 36 inches. Posters on stakes must 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 shall be placed no less than three (3) feet away from all other posters or special event signs.
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. Signs or banners utilized in a tandem configuration by placing one above the other may not exceed 6 feet in height. There is a limit of 20 special event signs or 25 posters on stakes and three banners per event. Signs may be placed in grassy areas with the same restrictions as posters on stakes (see Section F 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 school days prior to the event and must be removed within three days after the event. Signs shall be placed no less than three (3) feet away from all other special event signs or posters on stakes.
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 seven school days prior to the event and must be removed the day after the event is held. 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 on the second floor of the University Student Union, may be used to advertise events held in the Union. Permission is requested on the Request for Use of Marquee form available at the Robert C. Maxson Center, USU-312, (562) 985-2489 or online.
The electronic marquee, located at the corner of 7th Street and West Campus Drive, may also be used to advertise events. Requestors are encouraged to submit their requests at least one month prior to posting date. Requests will only be considered upon event management compliance with the CSULB Administrative Policy for Facilities Use and Procedural Guidelines. Reservations may be made online.
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 Associated Students, Inc. (ASI) must contain the credit, “Funded in part by ASI.”
Individuals may be charged for costs incurred in the removal of or repair from improperly posted items.
See Regulation IX, section B, Commercial Transactions and Commercial Solicitation and Non-Commercial Solicitation, elsewhere 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 by student organizations via the Program and Regulation Clearance (PRC) process and submitted for approval to the assistant dean of students, USU-217,
(562) 985-7547. Requests for exceptions for faculty and staff are initiated by contacting the Office of the Assistant Dean of Students, USU-217, (562) 985-7547.
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, USU-224, (562) 985-5270.
The purpose of this regulation is to establish policies and procedures related to major 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.
All student events that involve ticket sales (advance and at the door), admission charges or the sale of goods as an organization fundraiser must follow the university’s student organization cash handling procedures. For more information on these procedures for student organizations’ contact the Office of Student Life and Development, USU-215(562) 985-4181.
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.
All facilities on campus are managed by venue coordinators. For a full list of facility coordinators, see: http://daf.csulb.edu/offices/vp/event_services/index.php. Contact venue coordinators for information and requirements for facility use. Venue coordinators will inform clients of all charges necessary for police, insurance, parking, clean-up and other costs attributed to the event. Additional clearances may be required depending on the services requested. A Facility Use Agreement will be required. Contact Event Services at (562) 985-5578.Back to Table of Contents