Student Services Manual (SSM)

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Effective: 7/1/1979

Revised: 7/1/2012

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SSM 1001–04: Use of Residence Hall Facilities by Outside Agencies for Programming Events

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Purpose

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To regulate the use of residence hall and on-campus housing facilities by outside agencies for programming events

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Source

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University Housing

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Applicability

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Outside agencies wishing to use residence hall or an on-campus housing facility for programming events

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Policy

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Residence halls and their on-campus housing facilities, classrooms, lounges, courtyards, study rooms, recreation rooms, etc., are available for use primarily by residents. An outside agency desiring to use a residence hall or an on-campus housing facility must follow the procedure below.

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ProcedureD

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Responsibility
Action
Outside agency
  1. Submit a written request to the appropriate University Housing staff member at least two weeks in advance. Include:

    1. the date, time, and place of the event
    2. the purpose (e.g., educational, social)
      Note: No alcohol is permitted for any residence hall or an on-campus housing facility event.
    3. the number and description of participants
    4. security arrangements/needs
    5. other facility needs, if any
    6. name, telephone, and e-mail address of the group sponsor
    7. justification for holding the event in the residence hall
    8. the name, address, telephone, and e-mail address of the contact person responsible

      and

    9. third-party clients not co-sponsored by an ASU entity will be required to supply a certificate of insurance and endorsement with the coverage amounts specified by the ASU insurance department.
Agency representative
  1. Sign a statement agreeing to accept full responsibility for all possible claims and damages and for the behavior of each participant.
Appropriate University Housing staff member
  1. Submit the request to the student governing body of the hall for review at least 10 days in advance.
    Note: If a time-sensitive need arises, the University Housing staff member may approve requests immediately.
Student governing body of the hall
  1. Recommend approval or disapproval of the request.
Appropriate University Housing staff member
  1. Veto a recommendation of acceptance if the requested space is not available or the request is perceived as potentially detrimental to ASU students or staff or is contrary to ASU policy.
Appropriate University Housing staff member
  1. Notify the sponsor of the approval or disapproval of the request.
endtable

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Cross-Reference

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For more information about arranging security, see the Police Department Policies and Procedures Manual— PDP 202–01, “Management of Special Events.”


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