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Effective: 9/1/1963

Revised: 7/1/2007

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[ASU logo] PDP 202–01: Security for Special Events

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Purpose

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To provide ASU Police Department security services for special events

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Sources

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ASU Police Department
Human Resources

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Policy

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ASU Police Department (ASU PD) officers are available to assist university departments, groups, and organizations hosting university-sponsored or sanctioned special events in providing security.

The event sponsor must contact the ASU PD Special Events Section, either in writing or by telephone, at least 10 working days before the event.

Officers and other departmental staff serving at these events receive compensation at 1 1/2 the regular hourly rate of compensation (unless otherwise specified).

The sponsoring department, group, or organization must have a university account from which to pay ASU PD officers. Compensation is provided to the police officer by submitting a Personnel Action Form (PAF), using the account number of the sponsoring department and the Special Time Report Slip (STRS). The ASU PD Special Events Section prepares all paperwork required, gains account signature authorization from the sponsoring department, group, or organization, and then submits the paperwork to Human Resources.

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ProcedureD

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Responsibility
Action
Requesting department, group, or organization
  1. Contact the ASU Police Department (ASU PD) events coordinator and provide the following event information:
    1. the name of the department, group, or organization sponsoring the event
    2. the type of event, anticipated crowd size and demeanor, and special needs
    3. the name of the individual responsible for the direction and payment of the officers
    4. the university account number to be charged for payment of the officers

      and

    5. the date, time, and location of the event.
ASU Police Department (ASU PD) events coordinator
  1. Determine the level and type of service needed for the event. Ensure that all required permits (e.g., fire, alcohol) are in order.
  2. Inform the event supervisor of anticipated staffing, scheduling, and approximate costs based on approved rates.
  3. Schedule either campus security assistants, police aides, dispatchers, civilian personnel, or certified police officers, or all as needed and agreed upon.
    Note: ASU PD officers are the primary law enforcement staff. If additional officers are needed for an event beyond the capabilities of ASU PD, ASU PD will coordinate with state or local police as needed.
  4. Arrange for a representative of the requesting organization to meet the officers and provide information about the desired assistance.
  5. Maintain a list of officers and hours worked.
  6. Prepare all paperwork required by Human Resources (HR) (Personnel Action Forms and Attendance/Absence Reports).
Requesting department, group, or organization
  1. Approve list of officers and hours worked.
  2. Provide account authorization for HR paperwork.
ASU PD events coordinator
  1. Forward all paperwork to HR.
endtable

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Cross-References

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For information on events not requiring certified police officers, see PDP 202–02, “Campus Security Assistant Program.”

For information on overtime, see the Staff Personnel Policies and Procedures Manual:

  1. SPP 404–04, “Overtime—General Policy”

    and

  2. SPP 404–06, “Overtime for University Extraordinary and Specific Events.”

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