Police Department Manual (PDP)

Effective: 9/1/1963

Revised: 1/1/2012

PDP 202–01:Management of Special Events

Purpose

To describe the ASU Police Department oversight and management of special events

Sources

ASU Police Department

Human Resources

Policy

All events with 50 or more persons in attendance occurring within ASU jurisdiction require the submittal of an ASU Special Events Application to the Police Special Events Coordinator at least 21 days prior to the event. The Special Events Coordinator will review the application and determine security or police needs, if any, for the event. When appropriate, the application will be forwarded for review to other ASU departments, to include but not limited to Parking and Transit Services, Environmental Health & Safety, and Facilities Management.

The need for police services will be determined by the ASU PD Special Events Coordinator after review of the ASU Special Events Application. The ASU Police Department (ASU PD) will provide security when required for individuals, departments, groups, or organizations hosting university-sponsored or sanctioned special events. Outside staffing from other law enforcement agencies must be approved by the chief of police.

Departmental staff serving at these events receive compensation at 1 1/2 the regular hourly rate of compensation (unless otherwise specified). University affiliated requestors can provide a university account for direct billing. Requestors without access to a university account are required to pay for police services in the form of a money order or check at least 10 days prior to the commencement of the event.

ProcedureD

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Responsibility	Action
Requesting department, group, or organization	Complete the ASU Special Events Application and forward by mail, electronically, or by fax to the ASU Police Special Events Coordinator at least 21 days prior to the event. Await a response and complete ASU Police Special Events Contract if required. Provide a contact person who will be present during the entire event; include cell phone number or other means of contact.
ASU PD Special Events Coordinator	Determine the level and type of service needed for the event. Ensure that all required permits (e.g., fire, alcohol) are in order. Inform the event supervisor of anticipated staffing, scheduling, and approximate costs based on approved rates. Draft contract for signature. Schedule appropriate personnel. Arrange for a representative of the requesting organization to meet the officers and provide information about the desired assistance. Maintain a list of officers and hours worked. Prepare all paperwork required by Human Resources (HR) for compensation.
Requesting department, group, or organization	Approve list of officers and hours worked. Provide account authorization for HR paperwork.
ASU PD Special Events Coordinator	Forward all paperwork accordingly.

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Cross-References

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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