Student Center and Event Services

Guidelines and Procedures for Non-Compliance With Student Center Event Rules

Guidelines and Procedures for Non-Compliance With Student Center Event Rules

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Important Information

Guidelines and Procedures for Non-Compliance with Student Center Event Rules (Including Levels of Non-Compliance and Resulting Outcomes)

Purpose

Student Center & Event Services office (SCES) books events in the Student Center, classrooms, lecture halls, and several outdoor locations for student organizations, departments, and off-campus entities. Clients sponsoring events in locations managed by SCES must comply with SCES rules. SCES rules include:

  1. SCES contract terms and conditions,
  2. University policies, and
  3. applicable laws.

Any infractions will be handled as set forth in this page.

Non-Compliance

When a client violates an SCES rule, a written notice of non-compliance will be given on site (if applicable) to individuals or organization members present, and a copy of the non-compliance notice will be sent to the authorized signer(s) and organization lead(s) if they are not on site. The notice will include a clear statement of the infraction and the rule at issue. In addition, Level II and Level III infractions involving a registered student organization will be reported to the Student Life & Leadership office and/or the Office of Academic Integrity & Student Conduct. UCIPD will be contacted whenever the law may have been violated.

NOTE: The infraction examples that follow apply to event activities in venue space managed by SCES. These infractions may not apply to free speech activities outlined in UCI Policy 900-01. Please note that time, place, and manner regulations apply to free speech activities.

Levels of Non-Compliance and Corresponding Outcomes

Level I

Examples of Level I Infractions
  • Accessing an indoor venue without a reservation.
  • Using sound without a permit or excessive noise, such as sound, drumming, or shouting. Exceeding allowable sound decibel levels (60 dB inside the closest building).
  • Using sound beyond the permitted time limit.
  • Serving or selling food without appropriate campus approvals.
  • Serving or selling food in a manner that is not compliant with EH&S instruction.
  • Selling non-food items on University property without the required University permission(s).
  • Violating campus posting policies, including covering windows of meeting rooms or taping on walls, doors, partitions, floors, or other surfaces, causing damage to University property.
  • Canopy not properly weighted on all four corners.
  • Failure to follow the instruction of Student Center, EH&S, UCIPD, Dean of Students and any other University employee as it relates to adhering to the contracted event agreement.
Level I Possible Outcomes of Infraction
  1. First-time Level I non-compliance: warning will be given and the organization or individual will receive a directive to stop the non-compliant act. Continued non-compliance after warning results in an official notice. A “warning” may come in a variety of forms, including but not limited to as verbal, via email correspondence with SCES staff, and as part of the event contract.
  2. Two official notices in one quarter: change of the organization’s status from “Good Standing” to “Warning.” Any organization with a “Warning” status that receives an additional Level I violation or higher will be considered to be “Not in Good Standing,” and may lose booking privileges for the remainder of the existing quarter.
  3. A Level I infraction may be reported to Student Life & Leadership and/or the Office of Academic Integrity & Student Conduct for review and/or action.
  4. An organization “Not in Good Standing” that loses booking privileges with SCES may submit an appeal to the Student Center Board of Advisors. Appeals can be submitted to the Student Center Board of Advisors. If the infraction is sent to the Office of Academic Integrity & Student Conduct, then the Student Conduct Appeal Process would be applicable as well.

Level II

Examples of Level II Infractions
  • Using a caterer that has not been approved by the University for the event venue. Examples include (but are not limited to) use of a non-university approved caterer in an outdoor venue or use any caterer in lieu of UCI Catering for events inside the Student Center.
  • Having an off-campus vendor provide equipment or services in support of an event without obtaining the required insurance, documentation, or campus permissions.
  • Animals without insurance and campus approval (exceptions are service and certain companion animals).
  • For UCI client productions: filming or photographing on campus without a film permit (excludes incidental, non-obtrusive shoots).
  • Violating fire code (includes setup in inappropriate areas, using flames in inappropriate areas or manners, inappropriate candle usage, exceeding space capacities, etc.).
  • Exceeding the 10' height restriction for outdoor structures.
  • Using equipment that was set up for another organization.
  • Unauthorized use of a transportation device or parking a transportation device in an unapproved area.
  • Smoking and the use of tobacco, tobacco products, and marijuana are prohibited on campus premises. See UCI Policy 903-14 for more details.
Level II Possible Outcomes of Infraction
  1. First-time Level II non-compliance: warning will be given and the organization or individual will receive a directive to stop non-compliant act. A “warning” may come in a variety of forms, including but not limited to as verbal, via email correspondence with SCES staff, and as part of the event contract. Any continued non-compliance after the verbal warning: the organization’s reservation status will be changed to “Not in Good Standing” and may result in loss of booking privileges for the remainder of the quarter and the next two consecutive quarters.
  2. A Level II infraction may be reported to Student Life & Leadership and/or the Office of Academic Integrity & Student Conduct for review and/or action.
  3. An organization “Not in Good Standing” that loses booking privileges with SCES may submit an appeal to the Student Center Board of Advisors. Appeals can be submitted to the Student Center Board of Advisors. If the infraction is sent to the Office of Academic Integrity & Student Conduct, then the Student Conduct Appeal Process would be applicable as well.

Level III

Examples of Level III Infractions
  • Intentional damage or vandalism of University property in relation to an event.
  • Collecting personal information such as credit card details (or trying to take credit payments onsite), social security numbers, and other sensitive identification information.
  • Bringing weapons or other dangerous items to campus as part of an event without obtaining permission through SCES and other UCI departments (as appropriate).
  • Any client or third party using or distributing illegal substances.
  • Non-compliance with state gambling laws on University property.
  • Serving alcohol without appropriate approvals or permits or violating state liquor laws, including serving alcoholic beverages to those underage.
  • Showing or using copyrighted material without obtaining the proper permissions.
  • Failure to evacuate building in a timely manner if alarms are triggered.
  • For external organizations (not a registered student organization or campus department): filming or photographing on campus without a film permit (excludes incidental, non-obtrusive shoots).
  • Failure to pay for services. (In addition to a written notice of non-compliance, the sponsoring organization will have all future events suspended or cancelled until previous invoices are paid in full)
  • Allowing another individual or entity to use space or resources originally booked in their name. This practice, commonly referred to as “fronting,” is strictly prohibited.
  • Providing inaccurate event information during the event booking or planning process. Client is responsible for updating SCES if any of their original inquiry or contract details change. This pertains to all event aspects, including but not limited to speaker information, event activities, food service details, funding sources, attendee types, co-sponsorship, advertising and marketing details, etc.
  • Student Code of Conduct violations.
Level III Possible Outcomes of Infraction
  1. First-time Level III violations result in immediate loss of booking privileges for the remainder of the current quarter and the following three quarters.
  2. When a Level III infraction is documented by SCES, the organization or individual(s) will be reported to Student Life & Leadership and/or the Office of Academic Integrity & Student Conduct, and/or UCIPD for review and/or action.
  3. Depending on the infraction, the unit of review could be the Student Center Board and/or the Office of Academic Integrity & Student Conduct. The organization or individual(s) may not be able to make reservations pending review by the Office of Academic Integrity & Student Conduct and the Student Center Board. UCIPD investigations will be handled separately per their established process.
  4. An organization “Not in Good Standing” that loses booking privileges with SCES may submit an appeal to the Student Center Board of Advisors. Appeals can be submitted to the Student Center Board of Advisors. If the infraction is sent to the Office of Academic Integrity & Student Conduct, then the Student Conduct Appeal Process would be applicable as well.

Appeal Process and Timelines for Submitting

An individual or organization who receives a notice of infraction may appeal in writing to the Student Center Board within five calendar days of receiving the notice. The appeal will be reviewed by the Student Center Board of Advisors. The board shall inform the applicant of the decision in writing within 15 calendar days of receipt of the written appeal.

 Appeal Request

If the infraction is also reported to the Office of Academic Integrity & Student Conduct, then the Student Center Board of Advisors will delay responding to an applicant’s appeal pending completion of the investigation by the Office of Academic Integrity & Student Conduct.

During the appeal process to the Student Center Board of Advisors, the organization or individual(s) will temporarily lose their ability to book and or hold events in venues managed by SCES.

A311 Student Center · Irvine, CA 92697-2050
Phone: 949.824.5252 · Email: reserver@uci.edu