CODE OF STUDENT LIFE
III. STUDENT ORGANIZATIONS AND ACTIVITIES
A. Introduction
The Committee on Student Relations is a Campus Faculty committee responsible for developing and interpreting policies outlined in the Student Handbook. Responsibility for implementing the policies of this section has been delegated to the Office of the Vice Chancellor for Student Affairs. The Vice Chancellor, in turn, has delegated much of this responsibility to the Center for Leadership and Community Engagement under the guidance of the Associate Vice Chancellor for Student Affairs & Dean of Students. The Center for Leadership and Community Engagement coordinates the registration of student organizations, provides training for advisors and student leaders, and assists with the student fee funding and scheduling of student-sponsored events.
B. Definition of Student Organizations
For current information access the Center for Leadership website at http://leadership.uark.edu.
1. Subject to all other University policies, Student Organizations or student committees are (1) composed entirely of University students; (2) entirely responsible for the conduct of various sponsored activities, as well as the daily affairs of the group. Student organizations may not extend membership to non-students. The involvement of faculty and staff is defined in the role of an advisor, rather than a voting member. Additionally, registered student organizations must have and maintain a minimum of six (6) active members to secure approved Registered Student Organization (RSO) status from the University. The active membership must include at least two officers, a President and Treasurer, and all officers must meet the requirements for co-curricular participation as outlined in Section D below.
2. Residence hall, fraternity, sorority and governing bodies are considered student organizations and are expected to complete the registration process before facilities other than their own specific living unit can be used. Additional regulations for the establishment and operation of fraternity and sorority groups (outlined in the respective governing board’s constitution) are available in the Office of Greek Life.
3. Many groups such as faculty-initiated academic interest groups, faculty/student governing committees, musical organizations, University athletic teams, and theatrical activities are not student, but University organizations. As such, they are directed or chaired by a regular University staff member, and responsible to campus academic or administrative authorities. Membership in University organizations is subject to various internal requirements and regulations. The University staff member, by virtue of his or her expertise, is responsible for directing the organization. Students often participate in the organization’s decision-making process. Registration of such groups through the Center for Leadership and Community Engagement is not required; however, they are subject to general University procedures; for example, non-discrimination, fund-raising, outdoor event, and trademark policies.
C. Conditions of Membership and Leadership
In selecting its membership and leadership, no student organization may discriminate on the basis of age, disability, ethnic origin, marital status, race, religious commitment, sexual orientation, or gender (except for single-sex social sororities and fraternities and residence halls exempted from Title IX). Registered student organizations may, however, limit their membership and leadership to students who, upon individual inquiry, affirm that they support the organization’s religious, political, or other legally protected views, consistent with the First Amendment. All officers of a student organization must meet the requirements for co-curricular participation as outlined in Section D below. Officers and advisors of student organizations are held responsible for seeing that this condition is met.
D. Eligibility For Co-Curricular Participation
The major concern of the University of Arkansas for its students is their academic achievement. One mark of academic achievement is orderly progress toward a degree. Students should complete a minimum of twelve (12) hours of course work each semester. Each student is therefore advised to balance a desire to progress in a systematic fashion toward a degree and the desire and ability to participate and/or lead in co-curricular activities. After a student has assessed the abilities and interests he/she may have, the student may then choose to participate in activities or organizations (taking into consideration the qualifications required by the various activities and organizations). To assume leadership, elective and/or appointive positions, the student must meet the University requirements listed below:
1. Co-Curricular Requirements: The minimum requirements that the University sets for students to assume elective and appointive positions in co-curricular activities include full-time enrollment and continuance (a minimum of twelve (12) hours of on-campus course work for undergraduate and law students and six (6) hours for graduate students), a 2.25 or better cumulative grade-point average, and the absence of academic or disciplinary probation. Additional requirements: Organizations or groups may make, with the consultation of the Center for Leadership and Community Engagement, such additional eligibility requirements as they deem necessary. These additional requirements cannot be in conflict with University policies on nondiscrimination.
2. Types of Participation Subject to the Requirements: The above stated requirements must be met in order to:
a. apply or receive consideration for an appointive or elective office
b. campaign for an elective office
c. hold an elective or appointive office
d. receive special honors
e. receive an appointment to serve on an all-campus (student or faculty-student) committee or governing-organization (RIC, IFC, Panhellenic, NPHC, etc.) or on the staff of any University or student publication
3. Individuals should be aware of their eligibility status at all times. They shall inform the concerned organizations of their status when seeking or desiring to continue in positions of leadership as described above.
4. The Center for Leadership and Community Engagement is responsible for ensuring that the students participating in said organizations are in compliance with these requirements each semester.
5. Appeal to waive requirements: Any student who does not meet the aforementioned requirements and is still interested in an appointive or elected position can request a review by the Director of the Center for Leadership and Community Engagement or designated representative. Any student wishing to appeal a decision regarding eligibility must do so by filing an appeal in writing to the Director of the Center for Leadership and Community Engagement. Co-curricular Eligibility Appeal forms are available in the Center for Leadership and Community Engagement.
6. Athletic Requirements: NCAA and athletic conference rules will govern participation in intercollegiate athletics for men and women.
E. Registration of Student Organizations
Access the Center for Leadership and Community Engagement website at http://leadership.uark.edu for current information on the Registered Student Organization (RSO) registration process. Student groups may apply for RSO status throughout the year and may receive the benefits of RSO status once fully registered.
1. When and if any group of students comes together for a common purpose and use University facilities on a regular basis, registration of the group as a student organization is required. The Center for Leadership and Community Engagement will assist the group in completing the registration process. A student organization wishing to conduct a sustained program must be registered in order to engage in the following activities (subject to all applicable University policies):
a. Use University facilities.
b. Be listed in University publications, websites and newsletters.
c. Use the University name in publicity and press releases.
d. Use University logos and trademarks.
e. Apply for and expend University funds as distributed through the Associated Student Government.
f. Apply for and occupy office space in a University building.
g. Participate in university programs as an organization.
h. Participate in any information fairs.
2. Student organization registration requires that organizations and their participants meet the requirements to receive status as a Registered Student Organization.
3. University recognition as a RSO does not imply that the viewpoints of the organization are those of the University.
4. RSO Registration
a. RSOs are required to re-register each year during the annual RSO Registration period that occurs each spring semester. Established RSOs that fail to complete the annual registration process during the spring semester will lose their status as a RSO.
b. New student organizations may register year-round in order to receive the benefits of a RSO. Former RSO’s that have failed to renew but seek to be registered are required to follow the process for new student organizations.
5. Requirements for Registration: A student group wishing to obtain status as a Registered Student Organization must complete the appropriate registration process outlined by the Center for Leadership and Community Engagement. Required registration information will include:
a. Name of organization. No organization shall register a name identical to or closely similar to the name of a previously registered organization nor can the University of Arkansas precede any organization name.
b. An official acronym of the organization.
c. A constitution of the organization, which includes 1) a statement of purpose in keeping with the goals and purposes of the organization and, 2) a declaration of goals and activities. Each organization’s constitution must be reviewed by the organization annually and resubmitted during the annual renewal process if changes were made. If no changes have been made the organization will be required to resubmit the organization’s constitution bi-annually during the annual renewal process. University of Arkansas policies take precedence over those of an organization’s constitution or by-laws.
d. A signed RSO Compliance and Non-Discrimination statement.
e. A list of all officers, including contact information and University ID numbers. Student Organizations are required to have at least two officers including a president and treasurer. All officers must be students eligible for co-curricular participation pursuant to University policy.
f. A list of six official representatives of the organization, including contact information and University ID numbers (the six representatives may include the organization’s officers). All official representatives must be students eligible for co-curricular participation pursuant to University policy.
g. The name and title of a faculty or staff advisor. Part-time faculty and staff qualify as advisors if they are not simultaneously pursuing a graduate degree. However, part-time faculty and staff pursuing a graduate degree may serve as an advisor if it is a requirement of their University appointment.
h. The contact information for officers, members, advisors and the organization itself.
i. Officers must attend a mandatory officer orientation through the Center for Leadership and Community Engagement. 6. Advisors are expected to actively consult the RSO officers and members and regularly attend meetings of the organization. 7. In applying for RSO status, leaders of the student organization are required to acknowledge the following:
a. That the student organizations responsible for conducting its activities in accordance with all applicable federal, state, and local laws and University policies, and that failure to do so may lead to suspension or termination of the organization’s recognition by the University and/or loss of University privileges. a. That the student organization is responsible for conducting its activities in accordance with all applicable federal, state, and local laws and University policies, and that failure to do so may lead to suspension or termination of the organization’s recognition by the University and/or loss of University privileges.
b. That it is the policy of the University of Arkansas, Fayetteville to promote equal opportunity for all students as valued members of the University community and to support affirmative steps to accomplish that objective.
c. That it is the policy of the University of Arkansas, Fayetteville to prohibit discrimination on the basis of age, disability, ethnic origin, marital status, race, religion, gender, or sexual orientation, or any other grounds prohibited by federal or state law or University policy. Accordingly, no student may be excluded from membership or leadership in a registered student organization on the basis of his or her age, disability, ethnic origin, marital status, race, gender(unless exempt under Title IX), religion, or sexual orientation, provided, however, that registered student organizations may limit their membership and leadership to students who, upon individual inquiry, affirm that they support the organization’s religious, political, or other legally protected views, consistent with the First Amendment.
d. That events funded from the ASG fee must provide equal participation opportunity to all students.
8. Applicants for RSO status must have a constitution and/or by-laws that are in accordance with and do not conflict with University of Arkansas, Fayetteville, policies and procedures. Additionally, for RSOs affiliated with a national organization, any national constitutions/by-laws applicable to the local organization may not conflict with University of Arkansas policies and procedures. If there is any question whether an organization has satisfied the requirements for RSO status, the group’s registration will not be completed until all necessary reviews are completed, including any appeal.
9. To keep the organization’s RSO status current, registration must be renewed each academic year through the process prescribed by the Center for Leadership and Community Engagement. This renewal consists of providing updated registration information including: names of current officers, members, a faculty or staff advisor, contact information and a current constitution. Should this renewal of registration not occur, all privileges extended to the organization by the Center for Leadership and Community Engagement and the University of Arkansas will be withdrawn. Renewal of registered student organization status is not automatic, and renewal is not complete until all necessary information and materials have been submitted by the organization and processed consistent with University policy.
10. Student organization status
There are three classifications of registration status for student organizations:
a. Not registered: Student organizations that have incomplete applications or have not submitted or renewed all required information are considered not registered. A student organization that is considered not registered is not eligible for any of the benefits bestowed upon registered student organizations.
b. Restricted registration: Organizations will have restricted registration when the organization fails to meet all the requirements to be registered such as when an officer fails to attend a required orientation, an officer or advisor resigns, for failure to adhere to university policy, or for conduct related sanctions. In these instances, the RSO will be sent notification and given a specified amount of time to correct the situation and meet all requirements.
c. Registered: An organization becomes registered when all materials are received and processed by the Center for Leadership and Community Engagement, and the organization meets all registration requirements as outlined in the following sections.
11. RSO Registration Process
All registration applications for student organizations will be processed by the Center for Leadership and Community Engagement in the following manner:
a. Registered status will be granted to organizations that have fully submitted their application and all required materials and the Center for Leadership and Community Engagement has verified the following: 1) that all written materials meet University requirements, 2) that student members and officers meet the requirements for co-curricular participation, 3) that the advisor is eligible to act as a RSO advisor, and 4) that the officers have attended a required officer orientation.
b. Written notice will be sent to any organization and/or student that failed to fulfill all requirements. The written notice will state the amount of time granted to the organization and/or student to resolve the issue. During this time, the student organization will be on restricted registration.
c. Students that do not meet the requirements for co-curricular participation may appeal in writing to the Director of the Center for Leadership and Community Engagement or designated representative. The appeal process is outlined in Section D. Eligibility For Co-Curricular Participation.
d. Organizations that have not fulfilled all requirements for registered RSO status may appeal to the Director of the Center for Leadership and Community Engagement or designated representative. The appeal process is outlined below.
12. Organizations that fail to meet the requirements for registered status or violate RSO registration policies at any time may have their status withdrawn or restricted by the RSO Program Coordinator in the Center for Leadership and Community Engagement. Such organizations may appeal to the Director of the Center for Leadership and Community Engagement.
13. Appeal Process for Denial, Withdrawal, or Restriction of Registered Organization Status: Decisions to restrict, deny or withdraw registration may be appealed by submitting a written appeal to the Director of the Center for Leadership and Community Engagement. Appeals will be considered upon limited grounds 1) that the standards and process outlined in the Center for Leadership and Community Engagement RSO registration policy were not adhered to in the decision to restrict, deny or withdraw status, or 2) that new and significant information has become available that affects the decision to restrict, deny or withdraw status 3) that the decision to deny, withdraw or restrict the organization was excessively severe or biased. Appeals must be submitted within 10 days of written notice of the original decision. The university e-mail system will be considered sufficient for written notice. The Director of the Center for Leadership and Community Engagement or designee will decide if the appeal has sufficient merit to warrant a hearing. If the appeal has grounds, the Director or designee will hear the appeal as soon as possible. If the Director of the Center for Leadership and Community Engagement or designee decides not to hear the appeal, the decision to restrict, deny or withdraw status will remain in effect as outlined by the RSO Program Coordinator or designated representative. Appeals regarding disciplinary sanctions administered by the Office for Community Standards and Student Ethics, whether for an individual or the organization, must adhere to the appeal policy outlined by that office, and may not be overruled through this appeal process.
F. Non-Discrimination Policy for Student Organizations
1. Student Organizations are required to acknowledge that it is the policy of the University of Arkansas
a. To prohibit discrimination on the basis of age, disability, ethnic origin, marital status, race, religion, gender, or sexual orientation, or any other grounds prohibited by federal or state law or University policy.
b. To promote equal opportunity for all students as valued members of the University community and to support affirmative steps to accomplish that objective
2. No student may be excluded from membership or leadership in a registered student organization on the basis of his or her age, disability, ethnic origin, marital status, race, gender (unless exempt under Title IX), religion, or sexual orientation or as otherwise prohibited by federal or state law or University policy.,
a. This policy will be administered in a manner consistent with U.S. law and the First Amendment rights of student organizations.
i. Certain groups, such as social fraternities and sororities, governing organizations in single-sex residence halls, and other organizations specifically exempted from Title IX of The Education Amendments of 1972, are permitted to exclude men or women.
ii. Registered student organizations may limit their membership and leadership to students who, upon individual inquiry, affirm that they support the organizations religious, political, or other legally protected views, consistent with the First Amendment.
b. All University funded events of any RSO must be open to all students regardless of age, disability, ethnic origin, marital status, race, religion, gender, or sexual orientation. This includes events funded through university departments or student activity fees including, but not limited to the ASG fee and the University Programs Fee.
c. Failure to adhere to this policy may result in disciplinary action and may lead to suspension or termination of the organization’s recognition by the university and/or loss of University privileges.
3. University sponsored student groups. University policies prohibiting discrimination also apply to University-sponsored groups such as choral groups, bands, and cheerleading squads.
4. Communication of the Policy
a. The Non-Discrimination Policy for Student Organizations or groups shall be published annually in the Code of Student Life.
b. All official University publications shall carry the statement that “The University of Arkansas is an equal opportunity/affirmative action institution.”
5. Implementation
a. Each student organization or group is responsible for taking appropriate steps to comply with the Non-Discrimination Policy for Student Organizations. Organizations that desire to affiliate with the University, use the University name or facilities, or receive support and assistance from the University staff or faculty shall register and sign an acknowledgement of the Non-Discrimination Policy for Student Organizations.
1) An individual having a complaint, grievance, or questions concerning selection, conditions of membership, or treatment by an organization or groups shall take the matter to the University’s Office of Affirmative Action. The Director of Affirmative Action or designee shall review the matter and forward a recommendation for appropriate action to the Vice Chancellor for Student Affairs.
G. Funding Of Registered Student Organizations
1. Banking Arrangements
Registered Student Organizations must deposit their funds in a University checking account maintained by the UA Treasurer’s Office. A small charge is made against each account to cover operating expenses of its account. National social fraternities and sororities are exempted from this regulation.
2. Expending Funds
a. All funding, whether received from non-university sources or University sources must be spent for organizationally related activities.
b. Funding received from university sources (student fees, governing body allocations, departmental monies, etc.) is subject to departmental and university purchasing policies and regulations. .
c. Funding raised from non-university sources is subject to review by the University Controller, who retains the right to question the propriety of the expenditure.
3. Unexpended Balances of Inactive Registered Student Organizations
Student organizations previously registered with the University may have unexpended balances remaining in their organizational checking accounts, even though the group is no longer active on campus. If a student organization fails to officially re-register with the Center for Leadership and Community Engagement for two (2) consecutive years, their university checking account will be closed. Any unexpended balance remaining in the checking account will be used to fund programs and materials for registered student organizations.
4. Associated Student Government Allocations (ASG)
a. RSO Funds must be used to promote a diverse array of programs and events, facilitate intellectual engagement, encourage collaboration between students and student groups, and/or foster campus community. All funded programs/events must be open to the University community and free to all students who pay the activity fee.
b. RSOs requesting ASG allocations must present a budget to the ASG Senate Appropriations Committee in the prescribed budget format approved by that Committee. The ASG Appropriations Committee must forward a copy of each budget request to the RSO Program Coordinator in the Center for Leadership and Community Engagement.
c. RSOs can apply for funds from the ASG three (3) times during an academic year (October/November, January/February, and March/April) by submitting a RSO Funding Application to the ASG Appropriations Committee. The March/April session will fund for the following fall semester. The October/November session will fund the following spring and summer semesters, and the January/February session is designed to allow RSOs to apply for funds at the beginning of the spring semester to accommodate for any changes made to spring and summer budgets.
d. Applying RSOs can be awarded money for 1) conferences, 2) special events, and 3) administrative costs according to the following criteria:
1) Conference lodging and registration fees of no more than $2,000 per fiscal year.
a) Non-UA conference requests are required to be accompanied by a copy of the registration form or other official literature indicating cost per person, and a typed explanation of how the UA community will benefit from the conference.
b) Request to Purchase Travel forms must be submitted to the ASG Office Manager no less than three weeks prior to the conference registration due date. If the form is turned in within three weeks of the due date of conference registration, the funds may not be made available for use for the specific conference.
c) All RSOs must additionally fill out other necessary travel forms prior to traveling out of Northwest Arkansas. See Travel Policy for more detailed information.
d) The combined total of all allocations for conference lodging and registration may not exceed 25% of the ASG Allocations budget during any fiscal year.
e) Conference funding is limited to lodging and registration fees only.
2) Special Events that occur on campus or in the Fayetteville/Springdale area.
a) RSOs must include the date, time and location for each event for which they request funding, and an itemized, detailed budget for each event.
b) Request to Purchase Event forms must be completely filled out and submitted to the ASG Office Manager no less than two weeks prior to the event. If the form is turned in within two weeks of the event, the funds may not be made available for use for the specific event.
3) Administrative costs that are no greater than $500 per year. This includes, and is limited to office supplies, postage, web page development, printing that is not related to a specific program, newsletters, computer software, and brochures.
e. Applying RSOs must meet the following criteria to qualify for RSO funds:
1) RSOs must be registered with the Center for Leadership and Community Engagement.
2) RSOs must conduct organizational activities in accordance with all applicable Federal, State, and local laws and University policies.
3) RSOs must not knowingly present false documents or information to ASG or the Center for Leadership and Community Engagement.
4) RSOs must not receive funding from other University of Arkansas fees, sporting events, living groups, or living group organizations.
a) This excludes co-sponsored activities and events. The organization requesting funds must submit other sources of student fee based income with their budget at the time of their request.
b) This excludes RSO fundraising at events that are not funded through the ASG allocations budget.
5) Applying RSOs will not be awarded money from the ASG Allocations Budget for any of the following:
a) Repayment of debt.
b) Off-campus rent.
c) Activities that make a direct contribution to a political campaign or church.
d) Travel expenses. RSOs who travel to conferences or other destinations cannot apply for travel expenses through the ASG allocations process. Only conference registration and lodging may be funded. RSOs are allowed to apply for funding for the travel and lodging of speakers and guests visiting the UA campus.
e) Activities that raise funds. Note: funds may be raised to assist in paying for the ASG funded event, but not in order to fundraise for the organization or future events.
f) Gifts or awards, excluding speaker honorariums.
g) The duplication of materials, supplies, or services that the University will provide for free.
h) Any beauty pageants or participation therein.
i.) All organizations receiving funding must agree to: (a) abide by State regulations in all purchasing and budget control activities; (b) expend funds only for University related purposes; and (c) maintain organization funds in a University account. Any funds the organization raises outside of its ASG allocation should be deposited into the organization’s University checking account, which is maintained by the UA Treasurer’s Office.
5. Entertainers, Speakers and Performers
a. Information on acts, both local and national, that may be available for entertainment at social events, is located in the Office for Student Activities in the Arkansas Union.
b. RSOs must follow all contractual procedures as required by the University. It is strongly recommended that any student organization or group wishing to engage entertainment groups contact the Office for Student Activities for specific advice as to contracting procedures.
c. Student organizations and their advisors are not authorized to enter into contractual agreements on behalf of the University of Arkansas.
d. Arrangements for speakers and performers are to be made in keeping with the University Speaker and Performer Policy.
e. Concert Policy
1) Concerts contracted with funding from university sources must be made available to the entire university community
2) The concert policy, as well as procedures to implement the policy, are available in the Office for Student Activities. The policy applies only to musical events of such magnitude as to be held in larger campus venues, such as Barnhill Arena.
H. Student Organization Responsibility for Activities and Events
Student groups and organizations planning and carrying out their activities and conducting their affairs bear the responsibility for doing so in accordance with University regulations as well as state and local law. Student Organizations will be held responsible for the behavior of their members or guests when the actions of these individuals evolve from or are associated with the organization or an activity related to the organization. The extent to which an organization will be held responsible for the actions of individual members or guests will be determined in accordance with the following guidelines.
1. Definition of an Activity Related to an Organization: An activity is considered to be related to an organization when one of the following circumstances exists:
a. The activity being sponsored was planned in an official meeting of the organization.
b. The activity is a registered event with the Office of Greek Life.
c. The context of the activity indicated that it was the product of the organization, per se. This includes, but is not limited to: the activity was held on chapter property, the presence of one or more of the group’s officers, the presence of eight or more of the group’s members, promoting or financing the event, or the presence of organized entertainment.
2. The parent organization shall be responsible for the actions of pledge classes or other subgroups carrying official status.
3. Events or activities that include numbers of nonmembers are also the responsibility of the group or organization in question. Appropriate measures must be employed to prevent or deal with infractions and problems involving nonmembers (see section 4.b, and section J below).
4. Dealing with Infractions: Each group or organization has the responsibility and is expected to deal with individuals allegedly in violation of University regulations or laws by referring such individuals to UAPD, the Office of Community Standards and Student Ethics, The Center for Leadership and Community Engagement, and/or The Office of Greek Life. Circumstances that do not constitute violation of University policy or law, but that may be violations of organizational regulations may be dealt with internally, by the organization.
a. Each group or organization is expected to refer such individual(s) to the appropriate University authorities. UAPD should be contacted immediately for any issue involving public safety, removal, or arrest (e.g., hazing, fighting, public intoxication, trespass, etc.). The Office of Greek Life or the Center for Leadership and Community Engagement should be contacted for any constitutional violations. Referral should be made to the Office of Community Standards and Student Ethics for violations of the Code of Student Life and/or university judicial action.
b. The group or organization must show good faith in referring individual(s) who may be responsible for violating University policy or any applicable laws of the state, county, or city. The degree to which the group or organization carries out this overall responsibility will have bearing on the extent to which it may be held accountable for the actions of the individual(s). Members and non-members of a group at an activity related to an organization are included in the expectation of the group’s responsibility and appropriate measures must be employed to prevent or deal with problems and/or violations.
c. When (1) sufficient preventive measures (see section I below) have not been employed and/or, (2) action to refer individual cases to appropriate authorities has not been taken, the student organization may be held accountable for violations.
I. Student Organization Responsibilities for Alcohol and Other Drugs
The University of Arkansas Alcohol and other Drug Policies are consistent with the educational and non-punitive philosophy that governs the Code of Student Life. The Code emphasizes personal responsibility and is intended to facilitate individual student growth and development.
To help reduce the incidence and prevalence of alcohol use that may adversely affect the quality of an individual’s experiences at the University of Arkansas, abstinence is expected. No alcohol may be brought to any event on campus or in organized student housing. All open containers must be emptied and/or disposed of prior to entering a public area on campus or in organized student housing. Kegs and other containers used for distributing alcoholic beverages are not permitted anywhere on campus or in organized student housing. Alcohol may not be distributed on campus or in organized student housing. Persons of legal age as prescribed by state law regarding alcoholic beverages may possess and consume the beverages in the privacy of their own rooms. Students of legal age who choose to drink, either on or off campus, are expected to handle alcohol in a low risk manner and behave responsibly.
The following procedures have been established to emphasize the shared responsibility of the host organization and individuals attending social events or activities related to an organization. These procedures are intended to reduce risks associated with social events and to assure compliance with University policies as well as state and local laws concerning the use of alcohol and other drugs.
1. Registration
Any social event that is sponsored by a living group (Residence halls and Greek houses) must be registered through University Housing or the Office of Greek Life, respectively. Social events sponsored by the ASG fee will be registered with the Center for Leadership and Community Engagement. Registration of student organization social events sponsored by other departments is at the discretion of that department.
All social events that require registration must be registered at least one (1) week prior to the date of the event. Student organizations will have a designated faculty advisor or authorized sponsor present at the event. In addition, a representative from the registering office will meet with the organization leader(s) to plan procedures in accordance with these guidelines for the event. Student organizations are required to comply with University policies, and state and local laws to the best of the ability of the hosting group(s).
2. Policies for Events in Greek Houses
a. Guest List
All social events, other than events for members and dates, will be restricted to individuals on the guest list. A guest list must be present at the entrance at all times and the names of those entering the event must be confirmed and marked on the list.
b. Maximum Occupancy
The maximum number of individuals permitted to be in attendance at a particular event at any one time must be determined prior to the registering the event and in conjunction with the University personnel registering the event. The host group(s) will be responsible for keeping an accurate count of the number of individuals in attendance at any one time.
c. Entrances and Exits
The number of permissible entrances for a registered social event will be determined at the time the event is registered and by the office registering the event. Likewise, the number of exits (along with the appropriate requirements for staffing them) will be determined by the registering office at the time the event is registered and will be based on appropriate fire codes and safety requirements.
d. Outdoor Activity
Outdoor activities are permitted; however, the hosting group or groups are reminded that alcoholic beverages are not permitted in any public area of the living units or on the University campus.
e. Marshals
Marshals should be identified individuals (e.g., via t-shirts or arm-bands) who are responsible for the proper management of the social event. Marshals may NOT be new members. They are expected to be on duty for the duration of a social event. Marshals will refrain from consumption of alcohol and work with the faculty adviser or sponsor and University of Arkansas Police Department (UAPD) officers, when appropriate. Some of the marshal’s responsibilities include, but are not limited to: controlling entrances and exits, verifying identity of guests with names on the guest list, informing UAPD of individuals with alcohol in public areas, informing UAPD of other persons displaying inappropriate behavior, assuring that no alcohol enters the social function, and making decisions regarding the continuation of an event, if necessary.
A training program is conducted for marshals at the beginning of each academic year by the Office of Greek Life, and all potential marshals for a student organization’s social events are required to attend. In addition, it is required that the organization’s four major officers and activities chair-person attend these training programs.
f. University of Arkansas Police Officers
The registering office of the sponsoring group(s) will determine whether the organization will need University of Arkansas Police Department (UAPD) designated officers present at the event. The registering office representative will make the request to UAPD for officers. The sponsoring organization will be responsible for employing the officers at a time and one-half rate. The number of officers employed will be determined by the registering office and the Director of the UAPD.
g. Structures
Due the potential liability, the only structures that the University will permit to be constructed are fences built to insure that only invited individuals enter the event. Materials must be evaluated by the Office of Greek Life for safety. Any structure must be approved two (2) weeks before building is to start by the Office of Greek Life. The building of structures may begin one (1) week prior to the social event.
h. Clean-up
A clean-up committee must be identified prior to the activity. Clean up of the outside property, fences, and neighborhood must be completed immediately following the event. All materials must be removed within three (3) days of the function.
3. Off-Campus Social Events
Any registered student organization that sponsors a social event away from campus is obligated to adhere to all local and state laws. It is the responsibility of the sponsoring group(s) to institute measures to assure that minors do not consume alcoholic beverages at off-campus social events. All off campus events sponsored by Greek organizations must be registered in the Office of Greek Life.
4. Violations
If University policies, state, and/or local laws are violated during or as a result of a social event, the sponsoring group(s) will be considered responsible and held accountable for the violation(s). The group must understand that other potential legal liabilities may also occur for the organization, individual students, officers, guests, and advisers. Littering, infringing upon the rights of others, and abuse of public or private property are examples of violations of this policy. Other possible violations of University policy will include, but are not limited to the following:
a. Failure to register functions in accordance with the above stated policies
b. Construction of unauthorized structures
c. The failure to use required entrances and exits properly
d. The consumption of alcohol by individuals who are under the legal age
e. The providing of alcohol to any person under 21 years of age
f. The consumption of alcohol outside the privacy of assigned student rooms
g. Failure to provide adequately trained and identified marshals to supervise the event
h. Conducting “spontaneous” social functions, activities or events at organized student housing
i. Exceeding the maximum number of guests at any given time
j. Failure to comply with the policies regarding sound system and sound ordinances
k. Failure to adhere to clean-up plans
l. Failure of responsible members to attend all training sessions
5. Sanctions
Possible penalties for violations of these regulations include:
a. Legal action, including citation or arrest
b. University disciplinary action that will include educational sanctions and/or loss, curtailment, or elimination of student social functions and notification of national organization, where applicable
c. Student organizations may also lose their recognition as a campus organization
6. Certification of Agreement to Comply
These policies must be posted in a conspicuous spot for all members of the group to read. Verifying signatures of executive officers and advisers of these policies will be required as part of the registration form.
NOTE: All groups should remember that these are minimum standards of care that should be exercised in all social events. Depending on the scope of activities, additional measures may be deemed necessary by the group/university to insure a safe and enjoyable activity.
J. Intervention Policy for Alcohol and Drug Violations
A process of progressive intervention will be followed in the event that a student group or organization is cited for violation of the University alcohol and/or drug policy. This process will be administered during a two-year (2) period beginning with the most recent policy violation and including any infractions that occurred in the two (2) years prior to the most recent policy violation.
1. First Infraction
a. The membership of the student group/organization will be issued a University Reprimand and will be referred to the Student Assistance Program (SAP) and required to participate in an alcohol and/or other drug education series.
b. Appropriate documentation will be filed in the Office of the Dean of Students, presented to the chapter president, and presented to the national organization. Consequences for further violations will be outlined.
c. Depending upon the circumstances and the severity of the infraction, these sanctions may be modified by the hearing officer or judicial board, and additional sanctions and/or more or less severe sanctions may be levied.
2. Second Infraction
a. The membership of the student group will be issued a University Censure and the hearing officer or judicial board will institute a cancellation and non-approval of all social functions for six (6) academic weeks. This restriction will be counted during the fall and spring semesters. (Generally, the summer months will not count toward this restriction period).
b. The membership of the student group/organization will be referred to the Student Assistance Program (SAP) and required to participate in and/or develop an alcohol and/or other drug education series.
c. Appropriate documentation will be filed in the Office of the Dean of Students, presented to the chapter president, and presented to the national organization. Consequences for further violations will be outlined.
d. Depending upon the surrounding circumstances and the severity of the infraction, these sanctions may be modified by the hearing officer or judicial board, and additional sanctions and/or more or less severe sanctions may be levied.
3. Third Infraction
a. The hearing officer or judicial board will place the student group/organization on Conduct Probation for a period of one (1) year.
b. The hearing officer or judicial board will institute a cancellation and non-approval of all social functions for twelve (12) academic weeks. This restriction will be counted during the fall and spring semesters. (Generally, the summer months will not count toward this restriction period).
c. The membership of the student group/organization will be required to participate in and/or develop an alcohol and/or other drug education series.
d. Appropriate documentation will be filed in the Office of the Dean of Students, presented to the chapter president, and presented to the national organization. Consequences for further violations will be outlined.
e. Depending upon the surrounding circumstances and the severity of the infraction, these sanctions may be modified by the hearing officer or judicial board, and additional sanctions and/or more or less severe sanctions may be levied.
4. Fourth Infraction
a. The student group/organization will be suspended as a registered student organization of the University. Accordingly, the organization will lose all privileges associated with that official status.
b. Appropriate documentation will be filed in the Office of the Dean of Students, presented to the chapter president, and presented to the national organization. Consequences for further violations will be outlined. In all infractions, whether student or organizational in nature and depending upon the surrounding circumstances, additional sanctions may be levied. It is the University's expectation that students who belong to organizations that have stricter policies than those of the University will adhere to those stricter policies.
K. Solicitation and Fundraising
For updated information access the university website at http://vcfa.uark.edu/Documents/7080.pdf (U of A Policies and Procedures for Facilities use)
1. The buildings and grounds owned by the Board of Trustees of the University of Arkansas exist for, and are exclusively devoted to, the organized and approved University program of higher education. As such, they are committed to being used for the non-profit, tax-exempt use of the official program of the University. Therefore, private unsolicited business activities are not permitted on University premises. However, in certain limited areas, the University contracts with private firms to provide needed on-campus services for students, faculty, and staff that contribute to the accomplishment of the University's educational purposes.
2. Apart from prohibiting profit-making commercial business activities, the University also regulates, within limits, under separate policies, and consistent with the above policy, any use of its buildings and grounds for solicitation, including fund raising activities. Fund raising activities must not violate state law by including a drawing, raffle, lottery, game of chance, or any scheme for distribution of prizes among persons who are paying for a chance to obtain a prize. The Arkansas Constitution, Article19, Section 14, states: Lotteries Prohibited-No lottery shall be authorized by this State, nor shall the sale of lottery tickets be allowed. Arkansas Statute 41-2025 specifically supports this Article. Inquiries relating to any of these policies should be directed to the Office for Student Involvement & Leadership, ARKU A665.
3. Policy on Canvassing and Solicitation
Merchants or students may sell goods and/or services to residence halls, sororities, and fraternities on specific occasions when the organization in question has requested a particular service or when such service is directly relevant to the purpose of that organization. Under no circumstances is door-to-door selling, soliciting, or canvassing permissible. Upon such request, the Office of the Dean of Students or, in the case of residence halls, the University Housing Office, will issue the merchant an official pass identifying him or her as a legitimate campus solicitor in keeping with the above policy. (Failure of a solicitor to receive appropriate identification to sell on University premises may lead to requested action by civil authorities). Specific procedural guidelines should be sought from the Dean of Students.
4. The suitability of life insurance programs for college students is regulated by law in cases of premium deferment by a premium financing arrangement. Insurance agents and companies offering this type of insurance need to receive approval of the suitability of their programs under Regulation 14 of the State of Arkansas Insurance Department prior to solicitation of students. Any agent or company wishing to sell premium financed life insurance to college students must register with the Office of the Dean of Students, ADMN 325.
5. Raising Funds for Student Organizations
a. All fund raising activities by registered student organizations (including occasions when admission is charged or donations are requested), whether on or off campus, must be registered in advance with the Office for Student Involvement & Leadership. Fundraisers must be registered at least two weeks in advance of the planned fund raising event. Such projects must be handled through the organization's University bank account and will require a detailed operating statement (stating expenditure and income). This operating statement must be presented to the Office of the Associate Vice Chancellor for Financial Affairs no later than two weeks after the project is concluded.
b. Registered student organizations may charge membership dues at meetings and conduct fund raising projects on the campus. These activities must support the program of the organization as stated in that organization's registration material, the educational purposes of the University community, and/or a philanthropic purpose.
c. Fund raising projects for philanthropic purposes must be directed to nonprofit, tax-exempt organizations and not made directly available to an individual or individuals.
d. Speakers may be invited to the campus to discuss political issues. However, political party membership may not be solicited, nor political candidates financially supported or opposed. Moreover, money may be raised only for projects or activities that directly support the program of the local organization.
e. Use of University facilities and premises for fund raising activities is permitted only at the designated locations under the following specified conditions:
1) Arkansas Union - Use is in the building and on the Union Mall only. Use is subject to scheduling arrangements, and fund raising may be conducted only if the project does not duplicate the services already provided within the Arkansas Union (e.g., the selling of the same book titles as in the UA Bookstore). Decisions relating to such projects should be referred to the Director of the Arkansas Union.
2) Science-Engineering Auditorium - Use of the facility is scheduled through the Dean of Fulbright College of Arts and Sciences.
3) Barnhill Arena - Use is limited to times when there is no athletic event; use of facility is scheduled through the Associate Director of Women's Athletics.
4) East side of Vol Walker Hall - Use is limited to such activities that do not involve hawking of wares.
5) Within the common use areas of living units - Use is limited to: (1) such activity that is initiated, planned, and executed by that living unit and adheres to established approval procedures, and (2) such activity or service that is specifically requested by that living unit. Under no circumstances is door-to-door selling, soliciting, or canvassing permissible.
f. Requests for fund raising activities at locations other than those specifically named above must receive:
1) approval for fund raising from the Office for Student Involvement & Leadership Director, and
2) approval of the site by the Director of Facilities Management and the person responsible for the facility requested.
g. The Committee on Student Relations shall rule on cases brought to their attention where there is some question as to whether the above conditions have been met.
L. Use of University Facilities
For updated information, access the university website at http://vcfa.uark.edu/Documents/7080.pdf
1. General Policies
a. University facilities and outdoor space are governed by the policies of the Board of Trustees of the University of Arkansas and exist for the primary purpose of serving a planned and scheduled program of educational activity. Consistent with Board of Trustees Policy 705.1 and University of Arkansas at Fayetteville Policy 708.0, when not required for regularly planned educational or research programs, and subject to other University policies, University facilities or outdoor space may be made available for use by University entities and Non-University entities. University entities shall only include colleges, departments, and other university organizational units; faculty; staff; students; University-related foundations and University alumni association; and registered student organizations. Non-University entities shall only include individuals and organizations that are not acting as University entities and are not sponsored by a University entity. Use of University facilities or space must not interfere with educational activities of the University. Moreover, such use is conditioned on receiving prior approval consistent with the procedures described below. Notwithstanding anything to the contrary, all uses of University facilities and outdoor space by University entities or non-University entities shall remain subordinate to the University's right to use the facilities at any time to advance the educational mission of the institution.
b. Subject to all other University policies, the University prohibits the use of facilities and outdoor space for private, for-profit business activities. The University regulates any use of its buildings and grounds for solicitation, including fund-raising activities. Non-University groups or organizations shall not use university facilities for private purposes, for the conduct of private business and/or to raise money for projects not connected with a University activity except as otherwise permitted by University policy.
c. Consistent with the University's educational mission, first priority for use of facilities or outdoor space shall go to University entities, and the University reserves the right to modify or cancel reservations accordingly. Moreover, to help ensure a diverse array of activities and uses, non-University entities are limited to an initial total of five (5) reservations each Fall semester, Spring semester, and summer with any portion of a calendar day considered one reservation. After the initial total of five reservations per semester has been obtained by a non-University entity, other non-University entities that wish to reserve space shall take priority; provided, however, if other non-University entities have not submitted a reservation request, then a request submitted by a non-University entity which has utilized its initial total of five reservations shall be considered and processed consistent with this policy. Furthermore, after the initial total of five reservations per semester, non-University entities may receive no more than three reservations at a time. Subject to Policy 2d, below, non-University entity reservations must be requested no later than three-business days prior to the day of the event. Student reservations must be made through a registered student organization with the prior approval of the faculty or staff advisor. These provisions are not intended to limit informal student use of small group study or meeting space reserved according to facility-specific policies.
d. Those requesting reservations must agree to be financially responsible for all costs associated with the reservation, including but not limited to security costs, cleanup, or damage to University property. Moreover, if warranted by the nature of the event, the University may require a requestor to obtain appropriate insurance coverage and/or to indemnify the University, its officials and employees for any claims pertaining to the use of the University's facilities.
e. Non-University entities will not be allowed to reserve spaces and/or facilities during "Dead Days", any official examination periods, and all dates of any Official University Commencement activities.
2. Reservation Procedures
The following procedures apply to reservations requested by or for individual faculty, staff, or students; registered student organizations; or non-University entities:
a. Indoor Space: Those requesting a reservation of an indoor University facility/space should contact the building executive responsible for that location and follow any policies and procedures established for that sit
b. Outdoor Space: Those requesting a reservation of an outdoor University facility/space must complete a reservation form and submit the form to Facilities Management or the office responsible for the location to be used. If approved by that office, then that office shall provide a copy of the approved request to the organizer, and shall forward other copies of the reservation to the University calendar in the ID and Information Office, University Relations, The Office for Student Involvement & Leadership, and the University of Arkansas Police Department (UAPD).
1) Outdoor Reservation Forms: Copies of the Outdoor Facility/Space Reservation Form may be obtained from the Office for Student Involvement & Leadership (A665 Arkansas Union), the Office of the Director of Facilities Management, the University web site at http://vcfa.uark.edu/Documents/7080Form.pdf , and the office of University officials having authority to approve requests.
c. Security Assessment:
1) If an event is expected to have 500 or more people in attendance; or
2) if a security assessment is requested by a university official; or
3) if, in the opinion of the organizer, the event might require security, then, in all such instances, the organizer must contact the Director of UAPD or the Director's designee at least three (3) business days prior to the event to enable an assessment of potential security needs, including estimated costs to the organizer. UAPD must certify that this review has been completed prior to University approval of the space reservation. If the Director or his designee recommends that security be provided for the event, UAPD will provide a brief description of the expected arrangements and estimated costs; such costs shall be the responsibility of the event organizer as a condition of approval of the reservation, along with any other required costs.
d. Approval Subject to Review: At all times, any reservation approval is conditioned upon full compliance with all University policies and all reservation requirements. The University reserves the right to disapprove the request (or terminate the reservation) of any entity that fails to comply with University policies, or state or federal law, or which has damaged University facilities at any time.
e. Available Facilities: A list of reservable facilities/outdoor spaces and the approving official/department is available in the Student Handbook Section III.L.7
f. Fundraisers: Fundraisers sponsored by Registered Student Organizations must be approved by the Office for Student Involvement & Leadership (A665 Arkansas Union) no later than two weeks before the event is to take place. The fundraising form is available in the Office for Student Involvement & Leadership. The Office of Student Organization Accounts (Hunt Hall 101) keeps records of income generated by the activity. All funds must be deposited with the Office of Student Organization Accounts.
3. Additional Facility Use Policies
a. Organizer Presence Required: The organizer must be present throughout the event with a copy of the approved reservation form for the duration of the function and present the form to UAPD if requested. The event may be terminated by UAPD for failure to have a copy of the approved reservation form on the premises.
b. Alteration of University Property: Alteration or physical modification of property owned or leased by the University is not permitted. To prevent damage to University infrastructure, Facilities Management must approve the erection of tents or any temporary structures.
c. Decorations: The organizer must have decorations approved and/or facilities inspected for safety in advance by Facilities Management or the facility official.
d. Property Damage: Any group or individual that causes damage to University property must pay any charges necessary to return the property to its original state; University employees, students or organizations may also be subject to disciplinary action.
e. Organizer Arrangements: The organizer shall be responsible for addressing issues such as special power requirements, access to restrooms, adequate waste receptacles, and inclement weather sites. Many campus buildings are closed after hours and on weekend/holidays; therefore, power and restrooms are not readily available. If waste receptacles are overflowing after an event, then the requestor/sponsoring group will be charged the additional cleanup costs incurred by the department that operates the facility/outdoor space. The organizer shall be solely responsible for any and all costs arising from or relating to any event and by requesting to use University facilities agrees to pay all such charges.
f. Publicity, handouts, etc.: All publicity, handouts, printed materials, etc., are governed by University policies and procedures. These procedures are outlined in this handbook in sections entitled "Publicity and Literature" and "Printed Materials".
4. Sound Regulations on Campus and Respect for Others
a. Noise Disturbance: University entities and non-University entities must respect others' rights by not creating noise disturbances on the campus or around residences. The sound regulations apply to outdoor campus events that may potentially cause noise disturbances regardless of whether or not amplified sound is used (e.g., outdoor music performances).
b. Maximum Decibel Levels: Absent a written waiver from the University, outdoor events held on campus must abide by the following sound regulations, which prohibit unreasonable sound disturbance.
1) A level of 70 decibels will be permitted in approved locations from 6:00 PM Sunday through 6:00 PM Friday.
2) A level of 80 decibels will be permitted in approved locations from 6:00 PM Friday through 6:00 PM Sunday.
c. Noise Complaint Procedures: If a complaint is registered with UAPD, then decibel levels will be measured by UAPD from the location of the activity as well as at the source of the complaint to assure compliance with approved levels. An attempt will be made to work cooperatively with the event sponsor in assuring approved sound levels. If cooperation does not occur, and if deemed appropriate by UAPD, the event may be terminated.
d. Additional Sound Restrictions: During the week (Sunday evening through Friday afternoon), sound systems may be used on campus and around University residences only between the hours of 10:00 AM and 11:00 PM. The use of sound systems during the weekend must be terminated by 1:00 AM on Saturday and Sunday mornings.
e. End of Semester Policy: Outdoor events which could create noise disturbances on campus will not be approved after the last day of classes through the end of finals each fall and spring semester.
f. Notification to Others: Event organizers are responsible for notifying parties potentially affected by their event sound levels or activities. The University may approve lower sound levels in locations surrounding Fayetteville residential areas.
g. Athletics: Any official athletic contest or spirit event sponsored or hosted by Men's or Women's Athletics or any Razorback Band practice or performance shall be exempt from the sound restrictions contained in this policy.
5. Procedures for Use of Facilities By Student Organizations
a. Any registered student organization may use University facilities for open or closed meetings or performances subject to University policies regarding use of University facilities and outdoor space.
b. If an off-campus speaker or performer is to be invited to address an open meeting of a registered student organization, the faculty/staff adviser, or in the absence of an adviser, a tenured faculty member, must give his or her approval prior to the time that an invitation is extended and publicity is released. The University administration may properly inform an organization concerning its views on any proposed meeting to which an off-campus speaker or performer has been invited but will leave the final decision concerning the meeting to the organization and its adviser.
c. Publicity and communications concerning any meeting shall clearly identify the sponsoring organization and shall carefully avoid any stated or implied University sponsorship.
d. An invitation to a speaker does not necessarily imply approval or disapproval of the speaker or his/her views by either the University or the student organization. In the event that a request for the use of a University facility by a registered student organization cannot be granted, it is the responsibility of the University officer to whom the request was made to notify promptly in writing the organization making the request stating the reasons for the denial.
e. Speakers may be invited to the campus to discuss political issues. However, political party membership may not be supported or opposed at the event. Registered student organizations may solicit memberships and dues at meetings, however,, money may not be raised for projects not directly connected with a University activity, and private business may not be conducted in University facilities.
6. Scheduling Events
a. A registered student organization may use University facilities for meetings. All University policy regarding the use of University facilities and outdoor space as well fund raising, legal, reservation, and scheduling considerations also apply to registered student organizations. In the interest of minimizing conflicts, all co-curricular events (i.e., dances, concerts, speakers, workshops, etc.) sponsored by student organizations and held outside of a campus living unit are encouraged to advertise on the University calendar in the I.D. and Information Office after the facility has been reserved with the person or office responsible for the facility. Student organizations wishing to organize a fundraising project are required to fill out a fundraising form located in the Office for Student Involvement & Leadership or on http://studentinvolvement.uark.edu.
b. Activities for which various facilities may be used are as follows:
Concerts
Fine Arts Concert Hall
Fine Arts Theater
Chi Omega Greek Theater
Fine Arts Open Air Theater
Arkansas Union
All auditoriums
Barnhill Arena
Dances
Arkansas Union
Residence halls
Lectures and Convocations
Arkansas Union
Bell Engineering Center
Old Main
Waterman Hall
Reynolds Center
Fine Arts Concert Hall
Barnhill Arena
Science-Engineering Auditorium
Chi Omega Greek Theater
HPER Building gymnasiums
All auditoriums
Razorback Stadium
Broyles Athletic Complex
Meetings and Study Halls
Arkansas Union
All auditoriums
Fine Arts Concert Hall
Fine Arts Theater
Chi Omega Greek Theater
Reynolds Center
Classrooms
Recreational Events
Arkansas Union
HPER Building
Chi Omega Greek Theater
The area between Bough Commons and Humphreys Hall
Intramural Fields
Barton Pavilion (Agri Park)
Barnhill Arena
Track/Tennis Center
University Track
Parking Deck
a. Facilities for any event or meeting must be reserved with the person or office responsible for the facilities to be used as listed below:
Administration Building Conference Rooms (Chancellor)
Animal Science Auditorium (Department of Animal Sciences)
Arkansas Union (Arkansas Union Event Services)
Arkansas Union Mall (Director, Facilities Management)
Barnhill Arena (Associate Director of Women's Athletics)
Barton Pavilion (Agri Park) (Director, Agricultural Experiment Station)
Bell Engineering Center (Dean, College of Engineering)
Business Administration Auditorium (Dean, College of Business)
Chemistry Auditorium (Chair, Department of Chemistry)
Chi Omega Greek Theater (Director, Facilities Management)
Classrooms (Registrar)
Continuing Education Center (Dean, Division of Continuing Ed.)
Engineering Hall Auditorium (Dean, College of Engineering)
Fine Arts 213 (Lecture Hall) (Chair, Department of Art)
Fine Arts Concert Hall (Chair, Department of Music)
Fine Arts Theater (Chair, Department of Drama)
Gardens, The (Director, Facilities Management)
Graduate Education Auditorium (Dean, College of Education)
Home Economics Auditorium (Head, Department of Home Ec.)
HPER Building Gymnasiums (Head, Department of Health Science, Kinesiology, Recreation, and Dance)
Kimpel Hall Auditoriums (Dean, Fulbright College)
Leflar Law Center (Dean, School of Law)
Mullins Library Seminar Rooms (Director, Libraries)
Old Main Auditorium (Dean, Fulbright College)
Old Main Lawn (Director, Facilities Management)
Ozark Hall Auditorium (Dean, Graduate School)
Peace Fountain (Director, Facilities Management)
Reynolds Center (Reynolds Center Office)
University Housing facilities (University Housing)
Science Engineering Auditorium (Dean, Fulbright College)
Science Engineering Center (Dean, Fulbright College)
Vol Walker Hall Auditorium (Dean, School of Architecture)
Other arrangements through the responsible person or agency
b. Service Charges
1) With the exception of the Arkansas Union, Barnhill Arena, the Reynolds Center and Barton Pavilion (Agri Park), no routine service charge will be made for the use of facilities identified herein. However, any special services provided by the Facilities Management or other departments will result in appropriate charges to the using groups.
2) Ordinary maintenance requirements (i.e., scheduled refinishing of floors, painting, etc.) will be assumed by the University even though this schedule may be advanced due to the extra use of such facilities.
3) Reservation forms are available at the Office for Student Involvement & Leadership (A665 Arkansas Union), the Office of the Director of Facilities Management, and in the offices of University officials having authority to approve requests. The forms are to be filled out in quintuplicate by the representative of the group or organization requesting the use of the facilities, then submitted to the person responsible for approving the request.
4) To permit necessary adjustments and arrangements, scheduling should take place sufficiently in advance of the using date. Two weeks is the normal time required for activities requiring special services. It is expected that major events will be scheduled as far in advance of the activity date as possible.
c. Use of Union Facilities
1) Room Reservation: Requests to use meeting rooms in the Arkansas Union will be honored for officially registered student organizations, University departments, non-University official guests, and official guests of the University (as approved by the Vice Chancellor for Student Affairs). Reservations for space are made by the Arkansas Union Event Services Office, ARKU 634. The reservations should be made at least 24 hours prior to the event. Larger events must be scheduled at least two weeks in advance. University scheduled classes for credit may not be held in the Union.
2) Student groups that are spontaneous in nature, or are forums on current campus events may use Union meeting rooms with the approval of the Arkansas Union Director. These groups shall have the privileges of an officially registered student organization with the exception of fund-raising activities.
3) Groups reserving rooms in the Union are granted exclusive use of such rooms for the time period reserved.
4) Non-University Entities: (Non-University entities may request to reserve space in the Union) Subject to the approval of the Vice Chancellor for Student Affairs or designee and all applicable University policies.
5) Information Tables: Requests to use information/display tables in the Arkansas Union will be honored by students, student organizations, and University departments. The Arkansas Union Event Services Office, Room 634, will make all arrangements.
a) All table activities must carry the identification of the sponsoring organization.
b) A representative of the sponsoring organization must be present at the table at all times.
c) Organizations may reserve table space in five-day increments. If table space is available at the end of this five-day period, requests for extension will be honored in two-day increments.
d) Promotions may take the form of ticket sales, collection of funds, handing out of literature, etc.
e) Tables must be kept neat and orderly. Materials must be removed at the end of each day.
f) All table activities are limited to the confines of the table. Traffic flow through the hallways cannot be restricted. Information table activities cannot interfere with the rights of others operating other information tables.
g) Talking to the customers of the Arkansas Union or loud and boisterous activity will not be allowed.
h) Fundraising activities must be approved prior to reserving an information table. Fundraising is the collection of money in any form for any reason. The Center for Leadership and Community Engagement in accordance with University regulations must approve fundraising activities in any form.
6) Non-University related groups may reserve information/display table space if:
a) The use of the booth would result in a service to the University community that is needed and is of measurable benefit, i.e., telephone service, etc.
b) The use of information/display table space is a means to recruit students and is sponsored through the University Career Development Center, the U.S. Armed Forces recruiting teams, or other government agencies sponsored by the University Career Development Center. Arkansas Union Reservations are made in Room 634. A Union Reservationist can be reached at 575-2146, Monday-Friday, 8 AM - 5 PM
d. Publicity and Literature
Subject to all other University policies regarding the use of University facilities and outdoor space, the campus is open to the distribution of literature and petitions, and student-use bulletin boards have been provided in all University buildings. Generally, all organization publicity, handouts, etc., are governed by the following regulations, which do not include the additional restrictions of the Election Code, available in the ASG office, Arkansas Union.
1) Signs will not be attached to trees, interior or exterior surfaces of academic or administrative buildings, surfaces of University equipment (trash cans, light poles, etc.), or any sidewalks on campus. This specifically includes gummed or pressure sensitive material and is applicable to windows and other glass surfaces.
2) Signs not exceeding four square feet in area may be placed on stakes in the ground provided the stakes are not larger than one square inch.
3) Publicity campaigns and literature signs must not obstruct traffic, create a safety hazard, restrict normal activity such as ground care, or interfere with academic or business functions of the University.
4) All signs must carry the name of the sponsoring organization.
5) All signs and leaflets must be removed and the area completely cleaned up on the day following the final day of the event being publicized. All remaining signs will be cleaned up by the appropriate University personnel and charges billed to the sponsoring organizations.
6) Campaign publicity for any registered student organization elections including those for Associated Student Government must follow any additional guidelines set out in the organization's Election Code in addition to those outlined above.
7) Signs posted in the Arkansas Union must be dated in the Office for Student Involvement & Leadership and are subject to Arkansas Union Advisory Committee guidelines.
8) All residence halls have one general bulletin board to which free access for posting signs is available. Students should check with a Resident Assistant or the Resident Director to find its location. Permission to post notices on floor bulletin boards or in any other areas of the hall must be approved by the Director of University Housing or designee.
9) Campaigning for election will not be allowed in the dining rooms. Tables for selling or solicitation for petition signatures may be set up in the lounge area at Brough Commons only.
10) A city ordinance prohibiting putting handbills on vehicles without the owner's permission does apply to the campus. Clearance for such activity must be obtained from the Office of the Dean of Students and the University of Arkansas Police Department.
e. Printed Materials
Printed matter may be sold or distributed free on the campus and in the following University buildings: the Arkansas Union (in areas designated by the Union Governing Board), the lower lobbies of Brough Commons, and other areas in residence halls or food service units designated by the Director of University Housing or designee. Such sale or distribution is subject to the limitation that it must not disrupt classes, food service, or the free flow of faculty, staff, or students, and that sales persons may not hawk their wares.