GRADUATE STUDENT ORGANIZATION HANDBOOK
Fall 2024-Spring 2025
Welcome!
The Graduate Student Org Handbook is intended to offer your graduate student organization information and resources to successfully operate The handbook outlines student organization policies and protocols and provides information on registering/re-registering clubs, event planning, and more Graduate Student organizations are expected to follow all guidelines and protocols outlined in this handbook
What is the Graduate Student Government (GSG)
The Graduate Student Government (GSG) serves the needs of the graduate and law students, building a strong and successful graduate community They hold open meetings once a month and invite you to join them in realizing their goals.
The purpose of the GSG is to represent all USD graduate and law students to the university administration with the mission to:
● build and maintain a strong USD graduate student community;
● advocate for graduate student issues;
● ensure adequate graduate student representation on university committees;
● work collaboratively with, and advise, university administration to improve the level of graduate studies.
Student Organization Registration
At the start of each academic year, every graduate student organization must register with the Graduate Student Government Advisor. The GSG Advisor continues to accept registration applications from new student organizations throughout the academic year Registration defines an organization’s relationship to the University through affiliation with GSG Registered status gives an organization certain privileges and responsibilities.
See the Student Organization Registration page for the registration form and more details.
Registration Privileges and Expectations
Student organizations that have completed the organization registration process and are registered with GSG are entitled to the following tangible University benefits Please note, unregistered organizations and organizations in the process of registering or re-registering with GSG are not entitled to these benefits until they have been approved by the GSG Advisor.
● Authorization to reserve University space, services or equipment
● Eligibility to seek funds through Graduate Student Government Budget Committee (GSGBC)
● Eligibility to open and use a student organization on-campus bank account
● Eligibility to seek authorization to raise funds, develop a program, or sponsor an event to promote awareness about a particular cause after it has been determined that
authorization will not imply approval by the University, or constitute a violation of any provision of the Student Code.
● Authorization to use student or University media for advertising or dissemination of information.
● Authorization to use the name, logo, or other official representation of the University of San Diego in a manner that is approved by the Vice President for Student Affairs or their designee.
● Permission to use USD’s name on social media accounts
● Eligibility to use University administrative processes such as computer hardware, software or mailing systems. Eligibility for other services provided by the University as determined by the Vice President for Student Affairs or their designee
Student Organization Requirements
The following are the requirements for student organizations to obtain registration status from the GSG Advisor. The following requirements must be upheld by all student organizations. The Vice President for Student Affairs or their designee may grant exceptions on a case-by-case basis
● The purpose of the organization is legal
● The organization does not duplicate another student organization and has minimal overlap with the missions and goals of other student organizations, offices, and services on campus
● The organization maintains a minimum of six graduate members
● The organization has by-laws/a constitution which need to be submitted annually for approval
● The organization has a full or part-time faculty or staff member of USD to serve as their University advisor.
● Activities to be engaged in conform to the University's mission, rules, policies and procedures.
● Activities to be engaged in are compatible with the educational goals of the University
● Activities to be engaged in are consistent with the moral and social teachings of the Roman Catholic Church and tradition of the University. If there is a question about conformity with this criterion, the Vice President for Student Affairs following consultation with the Vice President of Mission Integration or their designee(s) will decide on the matter.
● The organization’s constitution provides sufficient detail for each required article and clause and is approved by the GSG Advisor.
● USD has the ability to support and maintain this club in terms of appropriate resources (space, facilities, equipment, etc )
● The organization meets the University’s legal and risk management requirements.
● The organization agrees to adhere to all University policies and procedures, and financial guidelines and protocols
● The organization must complete the re-registration process annually.
External Membership Affiliation
Only USD graduate students shall be eligible for active/affiliate membership status in student organizations. Only students registered for a minimum of 6 units shall be eligible to serve as appointed or elected officers in registered student organizations
Organization Standing Club standing is determined by the Director of Graduate Student Life All organizations must be in good standing to request space on campus and access Graduate Student Government funding
Good Standing:
● Adhere to the Core Values and Mission of the University of San Diego and all University and GSC policies.
● Uphold the club or organization’s values, constitution, and regulations
● Re-register the student organization each academic year.
● Maintain a positive balance in any student organization accounts.
● Report any student issues or concerns to the GSG Executive Team
Not in Good Standing:
● Any organization that has not fulfilled requirements outlined in this handbook or in University policies
● Risks the loss of privileges as determined following a hearing before the Graduate Student Government Executive Board (which is advised by the Director of Graduate Student Life )
Procedures for Re-registration and Continuing Clubs
All continuing groups must re-register every fall semester to reactivate their student organization status.
Follow the procedures outlined here to re-register a new student organization
Procedures for Registration of New Student Organizations
Student organizations are allowed to register throughout the academic year
Follow the procedures outlined here to register a new student organization
New Organization Check-list
See our New Org Check-list to make sure you are completing all the steps necessary when creating your Graduate Student Organization.
External Affiliation Committee Appeal Process
Externally affiliated student organizations are clubs with a local, national or global affiliation. These clubs will be presented to the External Affiliation Committee (EAC) for review as a part of the club registration process.
In the event the EAC determines that the proposed student organization does not meet the criteria for registration, the group may appeal the EAC decision within 5 business days to the executive committee of the Graduate Student Government.
Student Organization Advisor
All student organizations are required to have an advisor that is employed by the University of San Diego Advisors are extremely important in the success of the organization and keeping the organization on track. It is important to find an advisor with whom you are able to develop and maintain a relationship and who has an interest in the organization
Student Organization Advisor Responsibilities
Advisor responsibilities are outlined in the Student Organization Advisor Agreement Form Advisors are required to review and sign the form each year to confirm that they will abide by USD’s student org advisor policies and protocols
Student Organization Resources
Graduate Student Life Website
All registered student organizations will be included on the Graduate Student Life Website with the organization description and contact information
GSGBC
Funding
All registered student organizations in good standing have the ability to apply for funding from the Graduate Student Government through the GSG Budget Committee (GSGBC).
To apply and obtain GSGBC funding, follow the steps outlined on the GSG Funding Request Website.
On-Campus Club Accounts
Graduate Student organizations can also utilize on-campus club accounts to manage their organization’s funds. To open an on-campus club account, please contact the Director for Graduate Student Life.
When an organization opens an on-campus club account, they will receive a cost center that is unique to their organization This cost center can be used to make deposits into the account and payments to on and off-campus vendors All activities related to an on-campus club account must be compliant with USD’s financial policies and procedures
To access funds in an on-campus club account, student organizations have the following options:
Make a payment using the GSG credit card:
○ Email gradlife@sandiego edu to request use of the card, fill out the credit card request form, and visit SLP 401 to access the credit card
○ The credit card can be used to make purchases online or over the phone. It cannot leave the Graduate and Law Student Commons (SLP 401).
○ After using the credit card, please submit an itemized receipt to: gradlife@sandiego edu
○ *Students may also work with their advisor to make purchases using their advisor’s USD One Card. Please see your advisor to understand the process for utilizing their credit card.
Submit for reimbursement or pay a vendor via check:
○ Students may make purchases on their own and submit for reimbursement or pay a vendor directly via check
○ Students should work with their USD advisor to process reimbursements and vendor payments using Workday
In order to receive a reimbursement, students must follow campus spending policies and submit all relevant back up documentation to their advisor
When you open an on-campus club account, the balance of your account is $0. Your organization will need to deposit funds in order for money to be available in your club account.
In order to make a deposit into your club account via cash or check, please fill out a Cashier’s Office Deposit form and bring the completed paperwork along with your deposit to the Cashier’s Office in Hughes
Student organization members and their advisors are responsible for all activities related to their organization’s on-campus club account, so we encourage you to track your spending! The Director of Graduate Student Life can provide a balance sheet that outlines your club’s current balance, expenses, and revenue. Please note that our internal accounting system does not automatically update, so it may take a few days to weeks for an expense to show on the balance sheet. Club accounts with negative balances will be flagged and the organization will be considered in “bad standing” until the deficit is cleared.
*GSGBC funds are separate from club account funds GSGBC funds will never automatically be deposited into a club account
Event Planning
Guiding Principles for Approving Co-Curricular Programs
As members of a Catholic university community, it is essential that all of our activities and programs align with our mission and core values Understanding these critical components of our identity, and how best to align co-curricular programming with them, is an ever-present reality – especially with regard to selecting films, lecturers, musical artists, and other entertainment experiences Whenever non-academic departments, student organizations and Torero Program Board propose a program or activity, these proposals should be advanced as noted on the EvR Such requests will be considered in the context of an open and ongoing conversation, characterized by civility and the presumption of goodwill on the part of all concerned
Catholic Identity
As a Catholic university, USD is institutionally committed to the Catholic Church and takes its most fundamental inspiration from Catholic Social Thought (CST) Several of the principles of CST are particularly relevant for assessing the appropriateness of entertainment events hosted on our campus We encourage student organizations to consider the questions outlined below as they plan events/activities:
● How does the program align with USD’s mission statement, core values, and Catholic identity?
● How will the event planners ensure that the content of the program affirms and uplifts the worth and dignity of individuals?
● How does the program encourage the attendance and inclusion of all individuals?
● If there are elements of this program that may not respect, or could be perceived to not respect all cultures, how will the organizers ensure this is not the case?
● How will the event organizers promote a healthy environment for dialogue and/or social activity?
● Everyone has a responsibility to contribute to the common good. All of our actions and policies have a direct effect on human dignity and the capacity of others to grow in community. As individuals, we are obliged to "love our neighbor" and strengthen our commitment to others. In what ways will the event planners work to reduce unhealthy behaviors?
Educational Context
Co-curricular programming is an important part of the educational context of the university. As such, co-curricular programs should reflect our educational context and contribute to an open exchange of ideas. Co-curricular programs focusing on issues of a controversial nature or those in direct conflict with the Guiding Principles for student programming may potentially be approved if implemented in an educational manner in which differing viewpoints are presented.
● In what ways will the program be structured to encourage learning to support the co-curricular learning outcomes?
● In what ways does the program offer well-balanced educational content?
● How will multiple or differing points of view be represented and presented during the program?
● How will the event planners ensure that the program does not create a negative community impact?
Reserving Facilities and Classrooms
All scheduling of on campus space is done directly through the Event Registration Process (https://reservations sandiego edu/EmsWebApp/) Graduate student organizations should not contact individual areas for scheduling/space requests In order for students to receive access to the online reservation system (EMS), they must be a member of a registered graduate student organization
All events (on-campus, off-campus) must be registered through the Event Registration (EvR) Process, via EMS (https://reservations sandiego edu/EmsWebApp/)
To gain access to EMS, ensure you are included in the graduate student registration form. Once access to EMS is granted, you will use your USD Username and password to log in.
Requests through EMS must be submitted at least 3 weeks before the event and 1 week in advance All required additional paperwork must be completed 1 week prior to your event Failure to receive the necessary approvals will result in a denial of your EvR
It is the student organization’s student leaders’ responsibility to submit the EvR within the 3-week timeline Student organization leaders may submit events addressing unpredictable
current events within a 3-week timeframe (i e political, natural disaster relief) Students wishing to plan these types of events will look up available space and then contact the appropriate scheduler to create the reservation The Director of Graduate Student Life will review if an event qualifies for this type of event.
The review and approval of EvR may take up to five business days The student who submitted the EvR will be contacted through EMS regarding the status of their event. Please note that club reservations will be confirmed once the content is approved and any additionally requested information is received through EMS
Off-Campus Events
All Off-Campus events must be submitted through EMS at least 1 week in advance of your event. Some off-campus events, depending on the type of event, (i.e. alcohol or international trips) will require anywhere between 3-10 weeks in advance Off-campus events that are overnight must be educational in nature. Social events more than 20 miles from campus require the organization to provide transportation All organizations planning overnight retreats must provide additional safety planning information and a retreat agenda If the organization is affiliated with a national organization, the club is required to provide proof of approval from the national organization
Off-Campus Event Check-In Process
Graduate Student Organization leaders are expected to report concerns that arise before, during and after any registered off-campus programs and activities. Examples of issues include, but are not limited to: police interaction; student injury; and student hospitalization In the event of emergency situations, student leaders should call 911 In the event of non-emergency situations, student leaders must call the Department of Public Safety at (619) 260-7777 to be connected to a professional member of Student Life
Student Event Safety Protocol
1 Student leaders must call the Department of Public Safety at (619) 260-7777 in the case that a student is unable to care for themselves (i.e. intoxication, injury) and/or has been hospitalized
2 Please make sure to provide information on the student and answer all the questions asked by the Public Safety dispatcher regarding the incident.
3 The professional staff member will call you to follow up
Request to Hold an Assembly
The following steps are required to begin the process to hold an assembly on-campus:
1 Submit an EvR form and provide full details of the desired assembly
2. Complete the Request to Hold an Assembly Form
3 Meet with Public Safety and Student Affairs representatives to finalize assembly details
Those who choose to engage in assembly on campus are responsible for complying with applicable law, university policies, and appropriate standards of conduct The standards set forth in USD’s “Policy Governing Assembly on Campus” are intended to:
● Protect the rights of those participating in or observing the assembly
● Protect the rights of members of the university community who are not participating in the assembly
● Protect the property of the university and members of the university community
● Safeguard the institution
Approval of a request to schedule an assembly under this policy does not constitute express or implied endorsement by the university of the views expressed during the assembly.
Please review the University Policy Governing Assembly On Campus for full details
Food at Graduate Student Organization Events
Graduate Student organizations are able to serve food at meetings and events, both indoors and outdoors All individuals must wear a mask when they are in line and getting their food during a meeting or event We encourage clubs to provide individually wrapped/packaged food that is easy to distribute If serving food buffet style, a few members of the organization must serve the buffet The servers must wear gloves and a mask when serving food
USD Catering
If an organization wishes to have USD catering at an event on campus, the event planner must submit an online request at https://www.meetatusd.com/catering: at least two weeks prior to the event date. The organization must first have an EvR submitted with details of the food request through campus scheduling.
Off-Campus Food Vendors
Providing food at an event/program should be indicated on the On-Campus Event Registration Form (EvR) Please also indicate on the EvR what additional services you will need from UC/SLP Operations (e g tables, trash cans, recycling bins, etc ) when providing food at an event/program in the UC or SLP
USD Catering is the university's exclusive caterer Revenue goes back to the university annually to support students You may not bring any unapproved (outside) catering vendors or food to campus without proper approval. If you would like to request approval to use an outside vendor to bring food onto campus, please review the options below.
Option 1: Find an Approved Vendor
1 Find a vendor you would like to use from the approved off-campus food vendor list
2 Stay at, or below, the maximum amount: (total order amount including tip and tax)
○ Student group event: $1,000 or less in total
3 All events that will have food that exceed the above designated amounts must utilize USD Catering services Requests over these amounts will be denied.
4 If the vendor you wish to use is on the approved list, and your order is below the maximum order amount, please review and follow the requirements below
Food and Beverage Requirements
1 Any bottled/canned beverages, supplied or purchased, must be Coca-Cola products
2 If food is non-perishable/shelf stable then there is no dining oversight required and you may proceed with your order via the approved vendor
3 If food is raw, unprocessed, requires refrigeration or heating to maintain proper food safety requirements then the following oversight may be required:
○ Oversight by a USD Dining Health Compliance Officer
■ This will result in a labor charge cost for the oversight at a rate of $30 per hour
○ Submit the menu, and a safety health plan from the vendor, via the request to vend food form
4 Contact the Director of USD Dining with questions: dining@sandiego edu
County of San Diego Permit Requirements
The following is provided as a courtesy to our guests Please review the County of San Diego's website for current information and additional details
1. Specific health permits and other documentation are also required by the County of San Diego to be provided by the vendor (as listed below and in the request to vend food form).
2. It is the vendor's responsibility to read through the County of San Diego Department of Environmental Health and Quality and to obtain the proper permit(s)
3 General Permit Guidelines
○ Failure to provide applicable permits is not allowed by the County of San Diego This will result in no food being allowed at the event
○ Depending on the type of event - the Health Department requires 30 days advance notice
■ If it is a temporary event where the public can attend, then the caterer needs an organizer temporary event permit and each individual food vendor needs a food vendor permit
■ If vendor has a mobile food facility (i e : food truck) with a valid San Diego mobile permit, then caterer may use their mobile food permit
○ County of San Diego Permit Costs (as of spring 2022)
■ Organizer temporary event permit: $337
■ If permit is requested less than 14 days prior to event date, or modified, there is an additional fee of $159
Option 2: Request Approval for a New Vendor
1 To utilize a new vendor you need to complete the request to vend food on campus form
2 You must seek approval for an outside vendor at least fourteen business days in advance of your event
3 Applications will be reviewed by the Director of USD Dining
4 You will receive notification as to whether or not the application has been approved within 72 business hours
5 Approved vendors must follow the applicable food and permit requirements as listed above
6 Contact the Director of USD Dining with questions: dining@sandiego edu
For more information visit the Meet at USD website.
Bringing Speakers to Campus
As part of its effort to help members of the University community make informed, responsible decisions in the political, social, professional, and personal areas of their lives, the University of San Diego encourages the hosting of speakers and programs from outside the campus. The following policy pertains to the invitation of off-campus persons who will make presentations at the University of San Diego to which the public has been invited. The intent of this policy is to provide a broad exposure to a diversity of issues and perspectives and to ensure that all members of the University community engage those issues and perspectives in a manner consistent with the mission and goals of the University.
• As members of the academic community, students, faculty, and staff should be free to
discuss questions of interest to them and to invite non-University speakers of their choosing
• Sponsorship of off-campus speakers is restricted to academic departments, the administration, and officially registered student and staff organizations
• Paid and non-paid speakers must fill out a Performance Agreement Form prior to the event.
• The reservation of University facilities for guest speakers is required to ensure that there is orderly scheduling of facilities and adequate preparation for the event and that the occasion is conducted in a manner appropriate to the academic community The University’s control of campus facilities will not be used as a device of censorship, however, the university reserves the right to withdraw or deny its permission to use its facilities for safety, health, preemptive events or other reasons, which must be stated Reservation of facilities must be made on Virtual EMS
• The sponsorship of guest speakers does not imply that the sponsoring organization or the University approves or endorses the views expressed. The sponsoring organization must make this position clear to the USD community.
• This policy and procedure does not apply to speakers invited by faculty to address students enrolled in a course they are teaching, to internal faculty, students, and/or staff seminars, workshops, or colloquia For more information visit http://wwwsandiego edu/legal/policies/community/public/speakers pdf
Contracted Services
A Services Agreement is required for all non-performance based services (i.e. photo booth, mechanical bull, dunk tank, etc.). A copy of the Services Agreement may be accessed by contacting the Director of Graduate Student Life.
Information Distribution and Sale of Items
Student organizations wishing to distribute information or sell items must indicate so on their EvR form
Ticket Sales
The UC Ticket Office is the preferred method of ticket sales for events. Organizations may sell tickets at the UC Ticket Office with permission from the Director of University Centers.
To sell tickets through the UC Ticket Office, follow the steps below:
1. Fill out a Contract Agreement at least 5-business days prior to the first date of ticket sales. E-mail the completed form to ucticketoffice@sandiego.edu.
○ *Cost Center and Spend Category may be provided by the Director of Graduate Student Life if your student organization has a CLUB Account. The Ticket Office Manager or their designee will review the form and contact you to set up
2 Print, cut, and number every ticket that will be sold Tickets can be printed at University Copy in the Maher Annex The UC Ticket Office does not create tickets
3 Submit tickets to the UC Ticket Office Manager or their designee Tickets must be submitted at least 1 business day before ticket sales will begin
4 Please provide the following information when submitting tickets:
● A contact email
● A form where the ticket office can take note of all individuals who purchased a ticket
○ This form must have a column for the customer’s name, USD ID, email, and payment type
○ If the event allows customers to purchase more than one ticket, there should be a column for the number of tickets sold to the customer
○ If the event requires a liability form or signage of any sort, there should be a column so the Ticket Office staff may indicate if the customer signed the said form
○ If there will be an opportunity for transportation, there should be a column as well
○ This form may be printed and submitted to the UC Ticket Office or shared via Google Sheets
● Deliver flyers to advertise the event to the Ticket Office. Check that the flyer advertises the correct Ticket Office hours
For more information, contact ucticketoffice@sandiego edu or call (619) 260-2727
Events Involving Gambling
Organizations sponsoring an event involving gambling must contact a staff member from Student Activities and Involvement for approval to ensure compliance with California law
Equal Opportunity Drawings
Raffles are not allowed on campus but you may consider an equal opportunity drawing instead The following policies apply to equal opportunity drawings:
1 Each ticket must contain the following information:
a The name of the organization
b Amount of donation and the word “donation” printed after the amount (for example, $1 00 DONATION)
c “FREE DRAWING” printed at the top of the ticket Do not use the word “raffle ”
d Major prize(s) offered
e Date and place of the actual drawing
f Where proceeds are going, if other than the chapter’s or Council’s treasury
g Space for contributor’s name, address, and phone number
h Specify, “winner must be present to win” or “winner need not be present to win ”
2 Contributions must be voluntary The organization cannot require an individual to purchase any goods or services in exchange for a ticket
3 Alcoholic beverages may not be offered as a prize
4 It is recommended that someone who is not affiliated with the chapter or Council conduct the actual drawing
Movie Viewings On Campus
Please follow the process listed below when your student organization would like to show a movie on campus outside of private residential rooms
Check with the CatholicNews.com website to see if the movie they would like to show is acceptable in the Catholic Community:
Newer Movies: http://www.catholicnews.com/movies.htm
Older movies: http://archive usccb org/movies/movieall shtml
If the movie does not have an “O” rating, the student can move forward with obtaining the copyright for public viewing.
CNS classifications:
• A-I general patronage
• A-II adults and adolescents
• A-III adults
• A-IV adults, with reservations (this indicates films that, while not morally offensive in themselves, are not for casual viewing because they require some analysis and explanation in order to avoid false impressions and interpretations)
• L — limited adult audiences, films whose problematic content many adults would find troubling
• O morally offensive
Next – your organization will need to contact SWANK or Criterion to create an account to obtain the movie copyright. Once the copyrights for the film have been obtained, the student will upload the receipt or permission to EMS for sign off and confirmation.
Alcoholic Beverages and Illegal Substances
All students of the University of San Diego and their guests and visitors are subject to applicable California state law and the University of San Diego's alcohol policy regarding possession and consumption of alcohol and the following additional policies:
1 All events with alcohol are required to submit Social Event Planning paperwork 2-weeks prior to the event and receive approval
2. All on-campus events where alcohol will be served require an approved On-Campus Alcohol Request Form 2-weeks prior to the event. The Dean of Students will review this request
3 USD Catering must provide the alcohol service for all on-campus events
4. In promoting approved events, alcoholic beverages may not be referred to in publicity, including signs, fliers, mailings, promotional materials (including t-shirts and glassware, etc.) and social media announcements. Use of words such as “beer,” “brew,” “wine,” “cocktails,” “open bar,” “booze,” “mixed drinks,” “spirits,” etc. (list is not all-inclusive other terms may be considered violations) is prohibited; however, the use of such terms as “beverages,” and “refreshments,” etc. is acceptable. Illustrations must not make reference to alcoholic beverages (i e , no pictures of kegs, cocktail glasses, beer mugs, etc ) Social event themes may not include alcohol or alcohol related themes (e g Margaritaville Party)
5 At all approved student organization sponsored events where alcoholic beverages are consumed, provisions shall be provided for the free and conspicuous distribution of an adequate supply of non-alcoholic beverages An “adequate supply” is defined as a quantity sufficient to provide at least one beverage serving per hour for all members and guests All events serving alcohol must provide substantial, high in protein, non-salty food, especially during the first and last hours of the event.
6 No student organization shall permit any person who is under the age of twenty-one or anyone who is obviously intoxicated to consume alcoholic beverages at approved events
7 No student organization shall at any time expect, suggest or compel members or new members/pledges/associates to consume alcoholic beverages
8. Student organizations must be familiar with and comply with the State of California laws regulating the sale and consumption of alcoholic beverages. No tickets or invitations may be sold where alcoholic beverages will be present, even if alcohol will be provided through a cash bar or brought by individual guests Student organizations are prohibited from providing alcoholic beverages to members or guests by selling tickets or cups, charging admission or entertainment fees, by taking a collection, by dues rebates, by maintaining a “special fund” or account or by using any direct or indirect means of collecting money from persons attending chapter functions
9 Organized competitions involving the consumption of alcoholic beverages (chugging contests, “king’s cup”, “die”,“beer baseball,” “beer pong,”etc ) are prohibited at all student org sponsored events.
10 No distilled liquor that exceeds 100 proof, or above 50% pure grade alcohol per volume (e g , “Everclear,” etc ) shall be served in any form or mixture during a student org sponsored event
11 No student organization may purchase alcoholic beverages through the use of any club funds or credits, nor may the purchase of the same be undertaken or coordinated by any member on behalf of the club Purchasing bulk alcohol from a distributor and then reselling the alcohol to the members and guests at the function is prohibited Student organizations may not sell, in any fashion, alcohol to members, pledges/associates, or guests.
12 The purchase and/or use of any bulk quantity of alcoholic beverages or providing a common source of alcohol (e g kegs, alcoholic punch, coolers filled with canned beer, open bars, etc ) is prohibited
13 Bring Your Own Beverage (BYOB) events are prohibited
14.A list of all event attendees with their birthdates, should be located at the entrance of the event so their invitation and identification can be checked. The use of wristbands to delineate those of age from those who are not is required.
15 In the event a member is sent back to campus from an event due to the inability to care for themself, the student organization is responsible for contacting the Resident Assistant on duty and bringing the member to Mata’yuum Crossroads If the RA is not available, the club shall be responsible for contacting the Department of Public Safety
16.The unlawful possession, use, distribution, sale, manufacture or promotion of illegal drugs, drug paraphernalia and alcohol, or willfully being under the influence of illegal drugs, is prohibited while on university property or as part of any university-sponsored or university-funded activity. Notwithstanding any California law regarding the use of marijuana, federal law continues to make marijuana, with or without a prescription, an illegal drug as that term is used in this policy.
Risk Management
Risk management includes the process of identifying and assessing risks and developing strategies to avoid personal injury, property damage, reputational damage, and resulting financial loss All student organizations’ activities – receptions, athletic contests, and other events – carry the potential of some risk For this reason, student organizations must learn to take reasonable steps to identify and reduce opportunities for loss and/or injury Organizations should contact the Student Activities and Involvement staff for assistance
High-Risk Event Management
The determination of whether or not an event will end prematurely due to inappropriate behavior or other issues where the safety and well-being of the attendees or campus property is a concern will be facilitated through a joint discussion between Public Safety and a University Administrator/Advisor at the event if the event is occurring on campus If Public Safety deems an on-campus event unsafe, Public Safety will take responsibility for making the decision to end the event and disperse the crowd For events occurring off campus, the Administrator/Advisor or student leader(s) at the event will determine if the event needs to be ended and will request assistance from Public Safety, if needed, to disperse the crowd
Responsible Torero Harm Reduction Practice
The Responsible Torero Harm Reduction Practice was adopted by USD in Fall Semester, 2021 The practice encourages students to seek help for themselves or others to prevent an emergency or fatality involving alcohol/other drugs
The practice is defined and outlined here: https://wwwsandiego edu/conduct/responsible-torero-practices php
Please contact Dean Nicole Whitner, EdD in the Office of the Dean of Students if you have any questions or if your student organization, club, or team requests an informational meeting.
Liability Release Waiver
https://www.sandiego.edu/hr/documents/assumption-risk-realease-liability.pdf
Travel Policies and Guidelines
http://wwwsandiego edu/finance/risk-management/vehicles-and-domestic-travel php
● Automobile Travel
● Accidents Involving Rental Vehicles
● Bus Travel
● Air Travel
● Emergency Procedures Off-Campus
Hazing
The University of San Diego has a zero-tolerance policy in regards to hazing. Hazing is defined as conduct which causes, or is likely to cause, harm to another person in the course of the other person’s preinitiation into, initiation into, affiliation with, holding office in, or maintaining membership in any organization Hazing, in any form, is not congruent with our calling to treat each person with dignity and respect
Below are several resources on campus if you feel that you or someone you know is experiencing any harm that may be a result of hazing
1. Anonymous Reporting form through the Department of Public Safety.
2 Compliance Form through the University
3. The National Hazing Hotline provides an anonymous telephone line for anyone to report a suspected or recent hazing incident to one number 1-888-NOT-HAZE (1888-668-4293) that accepts calls 24 hours a day.
The University has several confidential resources through the wellness and ministry area: please refer to this site for a list of confidential resources Please know that SAI staff members are available to talk through your experience as well and may be reached by emailing gradlife@sandiego edu
Marketing
Posters and Publicity
Members and non-members of the University community may post on campus. Please see https://www.sandiego.edu/udesign/protocols/signs-and-postings.php for more details.
Per the USD Posting Policy, all notices are subject to the following regulations:
● Postings are not allowed on sidewalks, buildings, walls, doors, windows, display cases, furnishings, fountains, fences, trees and shrubs, planters, poles, cars, permanent signage, or any other architectural features, with exceptions noted below.
● Posted materials must include the name(s) of the sponsoring organization or department, date, time, location, and contact information for the event (Flyers saying “tonight” or “tomorrow” will be removed )
● Materials may be posted up to one week prior to an event and must be removed within 24-hours after the completion of the event. Removal and recycling are the responsibility of the group posting the materials.
● Blue tape must be used to hang posters and banners in approved locations
● Flyers may be posted on bulletin boards with the approval of the office that manages the requested board For more information, see below
● Event banners may be sized up to 3x6 feet, and may be hung in the following areas: Mata’yuum Crossroads, the Main Parking Structure railing, Camino/Founders courtyard gates, Saints Tekakwitha and Serra Hall third-floor railing, Maher Hall third-floor railing, and Olin Hall bridge railing Poster paper can be found in the Creative Zone, SLP 302
● Flyers or banners that get wet, or do not adhere to the rules, will be removed
● Postings in the Residence Halls must be approved through the office of Residential Administration. Please email housing@sandiego.edu two weeks prior to your event with a copy of your flyer to receive approval and distribution guidelines
● No door hangers are allowed without permission from Residential Life
● Using chalk to advertise events is prohibited.
Kiosks and Bulletin Boards
● Kiosks are for the purpose of posting information for campus events These are located at the Student Life Pavilion, Camino/Founders patio, and in front of the Kroc Institute for Peace & Justice Guidelines for posting on these kiosks are outlined on the Student Life Facilities website: http://wwwsandiego edu/ucslp/
● Flyers must be for events open to the campus community and sponsored by a registered graduate student organization or University department.
● Campus bulletin boards are for the purpose of posting information for campus events and sponsored programs These bulletin boards are located in the Hahn University Center and Student Life Pavilion as well as Saints Tekakwitha and Serra Hall, Camino and Founders Halls
● The size of flyers on campus bulletin boards should not exceed 11x17” and are limited to one per bulletin board. Flyers are not allowed on interior floors, walls, windows, doors, or furnishings.
● Bulletin boards located in the UC/SLP are cleared every Sunday If flyers are posted more than a week before your event, be sure to repost flyers on these bulletins after they are cleared on Sunday
● Publicity should not be distributed until the event is approved Organizations are not allowed to reserve promotional tables unless events have been approved through the EvR process
● Be sure to include all necessary information (i.e. cost, dates, sponsor, deadlines, and phone numbers) on all publicity All written publicity must be within the parameters of the USD Posting Policy
Virtual Marketing
● If you would like to advertise your meeting or event, please complete the form for Grad Life Connect Submissions.
○ Submit flyer by Thursday for Monday’s newsletter
● We also encourage you to submit the MyPostings form to advertise upcoming events on the Graduate Student Government Page under "Upcoming Events." MyPostings: Allows events to be posted to the MySanDiego portal, the USD homepage, USD department websites, and USD e-newsletters,
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● It is important that you follow Grad Life guidelines while completing the MyPostings form. If you submit the form incorrectly, your posting could end up in the wrong place and it is possible your posting will be deleted Follow our MyPostings How-to for the submission steps.
● Contact gradlife@sandiego edu with any questions you may have
Here are some tools for marketing your organization and events:
● Canva for creating flyers and other graphics and docs
● befunky for photo editing
● The 7 Best Free Social Media Management Tools
● Graphic Design 101
Campus Collaboration
Graduate student organizations are encouraged to partner with departments on campus to plan and promote events, create and access resources for students, etc. If you would like to partner with a campus department but are unsure where to start, please contact the Director of Graduate Student Life by visiting their office in SLP 401, calling 619-260-2227, or emailing gradlife@sandiego.edu.
Fundraising and Soliciting Sponsorship Policy
All philanthropic and fundraising events are expected to be alcohol-free Organizations are responsible for the conduct of people participating in and attending their events Student Organizations may submit a request for alcohol to be present at events when the attendance is not exclusively undergraduates in their EvR form
No general registration of fundraisers is required at the University of San Diego If the fundraiser is an event, it must register through the Event Registration process However, there are solicitation restrictions and food safety and liability issues to be aware of Raffles, donations, and grants also have unique reporting or consultation requirements
Definitions
For purposes of these guidelines, fundraising is defined as the collection of money through donations, sales, and/or event programming for the purposes of a charitable donation or organizational budget enhancement Note: Monetary compensation secured by providing group labor requested by an employer, such as working with stadium clean-up or staffing University events, is not considered a fundraising activity Off-campus solicitations for donations, cash or items, may be conducted face to face or by a letter from the recognized organization requesting the donation
Sponsorship is defined as any contribution of gifts in kind (food, beverages, equipment, etc ) to a student organization for the purposes of enhancing a specific program, event, or supplies owned by the student organization
Fundraising/Sponsorship Guidelines
1. Fundraising/Sponsorship by a student organization to support the club’s budget or to support their programmatic efforts.
● The fundraising/sponsorship activity is required to offer a benefit to the University community that is consistent with the University’s educational mission
● The purpose for which the funds will be raised or the product donation made must be consistent with the purpose of the student organization and the Code of Rights and Responsibilities and other applicable policies of the University of San Diego. Further, the fundraising activity must not violate legal, tax, or corporate restraints upon the University.
● A currently enrolled student member of the sponsoring registered student organization must be present during the entire time of fundraising events
● Student organizations are responsible for ensuring that proposed activities comply with all applicable federal, state, and local laws, rules, and regulations.
● The University of San Diego reserves the right to require third parties participating in or conducting fundraising/sponsorship activities to meet additional requirements, including without limitation requirements that such parties furnish evidence of insurance coverage acceptable to the University and/or agree to indemnify the University and University personnel against liabilities arising from their acts or omissions
● The University of San Diego reserves the right to approve any proposed donor or
sponsor and the content of materials associated with a fundraising/sponsorship activity
● The donated funds/products must be used for the purpose outlined to the donor
● When requesting donations/grants from individuals or businesses, student organizations must adhere to the following guidelines:
i Fundraising or Sponsorship Activity of $1,000+
If the student organization's goal is to raise a net of $1,000 or more in donations in either cash or product from USD affiliated alumni, parents, trustees, businesses or friends, the student organization should notify the Office of Annual Giving of the proposed fundraising activity before any funds are actually solicited. The purpose of this notification is to make the Office of Annual Giving aware of the activity and to give them the opportunity, on a case by case basis, to provide assistance which may include alumni outreach, student organization alumni contact lists, calling nights, letter writing and gift processing. The Office of Annual Giving can be reached at 619-260-4724. Solicitations should not conflict with any entity with which the University has a current contract. Special consideration should be given to beverage distributors, athletic equipment, apparel, banks and other financial services. If student organizations have questions about this, they should contact the University Events and Partnerships at 619-260-4690
Note: Sponsorships using products or retailers that would be deemed in conflict with the USD mission will not be approved
● Collecting Funds
○ Students organizations may collect funds for their organization using the student organization electronic payment form or USD’s cash handling processes Funds may not be collected via Venmo, Zelle, Paypal, or any other non-USD payment systems
○ To set up an online fundraising portal or crowdfunding page, please contact the Office of Annual Giving to set up a Changefunding account. An application must first be submitted and can be found at changefunding.sandiego.edu. Funds may not be collected via Venmo, Paypal or other non-USD payment systems. Online fundraising portals may not be used to fundraise for outside charitable organizations.
● Depository Accounts
○ Funds raised to support the student organization’s budget should be deposited into the USD Club Account (“Agency Account”). Agency Accounts are Non-Restricted Fund Accounts and therefore there is no minimum $ funding requirement. No off-campus financial accounts are permitted. For information on how to set up an Agency Account, contact the Director of Graduate Student Life at gradlife@sandiego.edu.
● Receipting Donors
○ In accordance with IRS Publication 1771, an individual donor who makes a single donation of $250 or more must be provided with a tax receipt. In addition, a
receipt must be provided to any donor who requests a receipt at the time of the gift Student organizations must submit all donations, for which the above criterion applies, along with the University Advancement Gift Processing Form to the Office of Annual Giving within five business days after the event/donation The Office of Annual Giving will process these funds and deposit them into the appropriate Gift Account
● Solicitation Clearance
○ Student organizations are not permitted to solicit any USD affiliated alumni, parents, trustees, businesses, or friends without first contacting the Office of Annual Giving
●
Accounting of Funds
○ Student organizations must provide an accounting of any funds raised to the Director of Graduate Student Life within five business days after the fundraising has occurred. It is the responsibility of the student organization to keep records of the funds raised and the fundraising event that generated these funds. Also, the student organization is responsible for recording the name and address of all donors
2 Fundraising by student organizations to support a non-USD charitable organization (“outside charitable organization”) (e g , The Red Cross, Special Olympics, etc )
● The outside charitable organization should submit a statement of support on its letterhead to the Graduate and Law Commons (SLP 401) acknowledging that the fundraising will occur on its behalf and indicating the expected date of the receipt of the donation.
● The outside charitable organization should provide the student organization with a copy of its Internal Revenue Service exemption letter as proof of its federal tax-exempt status and that its proposed use of University-owned, operated, or controlled property is in furtherance of its tax-exempt, charitable purpose(s) In the absence of an IRS exemption letter, please contact the Associate Vice President of Development in University Advancement at (619) 260-2720
● Donations that support the outside charitable organization should go directly to the outside charitable organization when possible. Donations in the form of checks should be payable directly to the outside charitable organization. If cash donations or checks made payable to USD (that are intended for the charitable organization) are received by the student organization, it is permissible to deposit these monies into the USD Club Account (“Agency Account” ) Such deposits must be made within 5 business days of receipt Within 30 days of the deposit, the student organization is responsible for making the appropriate request(s) in order to allow for the transfer of these funds to the outside charitable organization The student organization is responsible for the accounting of all funds deposited into its Agency Account (see 1 d v above) including accounting for funds to be used for the student organization’s support and funds that are to be distributed to an outside charitable organization
● The student organization planning the event is responsible for all costs incurred in connection with the event, other than those borne by the outside charitable organization.
● Educational information about the outside charitable organization and the services it provides is made available at the event
● The outside charitable organization is responsible for ensuring that its activities comply with all applicable federal, state, and local laws, rules, and regulations
Additional Restrictions and Requirements
The University of San Diego acknowledges that a guideline of this nature may not anticipate every possible issue that may arise with respect to fundraising and sponsorship activities. As a result, the University reserves the right to impose reasonable restrictions and/or requirements with respect to the time, place, and manner of fundraising activities. These restrictions may be in addition to, or in lieu of, those set forth in the guidelines.
Minors On-Campus
University-operated activities and programs in which minors will be present and participating (both on USD property or at off-campus locations) are considered “Covered Programs” and organizations are subject to the following requirements:
● Indicate that minors will be present on your EvR form
● You will be emailed a link to register your event through the Programs With Minors Google form
● All USD Student Employees and non-USD affiliated volunteers who are expected to work more than eight (8) hours for the program or who will have unsupervised contact with minors, will be required to have cleared a USD background check within the past 3 years
● Child Safety online training (active for 1 year) must be completed by all students, employees, and volunteers staffing the program
Covered Programs do not include (1) University undergraduate or graduate academic programs in which the only minors participating in the programs are students enrolled at the University or another institution of higher education; (2) University events (e.g. fairs, festivals, athletic events, artistic events) that are open to the general public and people of all age groups, but at which children may be present or participate; (3) University events, programs and activities at which children are expected to be accompanied and supervised at all times by their parent(s) or legal guardian(s); or (4) activities or programs in which the only minors who participate are University employees
See this link for the requirements for participation in Covered Programs
Reporting Child Abuse and Neglect
All University employees and volunteers are required to immediately report any known or suspected child abuse or neglect that occurs on campus, in any off-campus University building or property, or in connection with any Covered Program or any other University-related program or activity. For more information, please see the University’s Policy on Reporting Child Abuse and Neglect.
Travel Tips
All international trips require a passport and proof of COVID-19 vaccine in order to participate In addition anyone traveling internationally (even cross-border) with a USD program must complete an international trip registration process with the USD International Center For more detailed information on both domestic and international travel please visit the USD Risk Management’s website:
http://www.sandiego.edu/finance/risk-management/
All student organizations interested in traveling as a group to participate in a conference or other event should consult the Student Activities and Involvement advising staff located in SLP 308
International Travel
Steps in the International Trip Registration Process:
Step 1: Graduate student organizations are required to complete the Off-Campus Event Registration paperwork at https://reservations.sandiego.edu/EmsWebApp/.
Step 2: Graduate student organization trip leader completes the Student Organization International Travel Trip Proposal The trip leader will meet with the Director of Graduate Student Life to discuss proposed travel
● During the meeting, the following items in the Trip Proposal will be discussed:
o Dates of travel
o Purpose of trip
o Modes of transportation for all legs of the trip
o Location(s) of travel
o Lodging arrangements
o Contact information for all vendors involved in the trip
o Personal and emergency contact information for all trip participants
o Itinerary
o Country security risk level
o Country medical risk level
o Whether visa(s) are required
o Whether vaccination(s) are required
o Discussion of USD faculty or staff participating
▪ All student organizations are required to have a USD faculty or staff member travel with them for international travel Student Activities and
Involvement in consultation with USD Risk Management may grant exceptions to this policy The sponsoring student organization is responsible for covering the cost of the faculty/staff participation unless other arrangements have been agreed upon
o Approval from the USD faculty/staff advisor
o Copies of all written agreements or contracts (must be submitted to Director for Graduate Student Life for signature)
o Important: For travel to Mexico, please indicate if you will be traveling by car, as additional insurance is required
The Trip Proposal requires that organizations assess the security and medical risk rating of the destination country. For instructions on how to complete this requirement, refer to http://travel.state.gov
● If the destination has a U S Department of State Travel Advisory Level of 1 “Exercise Normal Precautions” or 2 “Exercise Increased Caution,” students are required to sign the Assumption of Risk and Release of Liability form
● If the destination has a risk level of 3 “Reconsider Travel” the trip coordinator will need to supply written justification for the group to go to this destination. The justification must include arrangements that are in place to protect the participants. If the trip is approved, all who participate will be required to sign an Assumption of Risk and Release of Liability form approved for the trip by Risk Management. USD does not approve travel to destinations with a U.S. Department of State Travel Advisory Level of 4 “Do Not Travel” and strongly discourages trips to destinations with a U.S. Department of State Travel Advisory Level of 3 “Reconsider Travel.”
● USD Risk Management and Graduate Student Life (GSL) will review the justification and mitigation plan As needed, GSL will contact the student coordinators for additional information about the proposal
Step 3: The Director of Graduate Student Life reviews the Trip Proposal prepared by the student organization.to ensure all necessary information was submitted.
● If all required information is included in the packet, the Director forwards the Trip Proposal to USD Risk Management for approval
● If all necessary information is not in the packet, the Director will work with the student organization to secure the necessary information.
Step 4: The trip leader must review the Trip Proposal and any related agreements/contracts with the Director of Risk Management
● The trip will either be granted conditional initial approval, conditional approval with reservations, or will not be granted approval by USD Risk Management
● USD Risk Management will notify the student organization and SAI of the decision.
● No expenditures can be made for the trip (airline tickets, travel arrangements, event passes, etc ) until steps 1-4 have been completed
Step 5: Graduate student organization trip leaders must register their travel with the U S Consulate
● Students are required to register their travel with the U S consulate in the country through the U S Department of State This can be done using the following web site: https://step.state.gov/step/. (Note: Only US citizens are able to register through the Consulate)
● When registering travel with the consulate you will need to include a personal phone number and the address(es) of where you will be staying on the trip
NOTE: This following steps cannot be done until steps 1-4 are complete.
Step 6: All student organization trip members must register through the International Study Abroad Office using this registration link
● **This must be done at least eight (8) weeks prior to trip departure.
● NOTE: This cannot be done until steps 1-5 are complete
Step 7: Student organization trip leader checks to be sure that all trip participants have the necessary vaccines
● The student leader must email the Director of Graduate Student Life indicating that all have necessary vaccines required for travel in the proposed location. (This is also requested online but some countries will require specific immunizations.)
Step 8: Student organization trip leader verifies that all participants have a copy of the international emergency medical insurance information and emergency contacts
● Undergraduate and graduate students are required to carry the following USD emergency contact information throughout the trip:
o USD Public Safety
o USD Risk Management
o Student Activities and Involvement
● While abroad any doctor’s visit will initially be paid out of pocket Please hold onto all medical receipts to see if they are eligible for reimbursement through USD’s international emergency medical insurance
● USD insurance will not cover medical expenses related to injury due to participation in extreme sports including, but not limited to: bungee jumping, scuba diving, skydiving, etc.
Step 9: Student organization trip leader waits for final approval of the trip
● Once steps 1-8 have been satisfied by the student organization, the Director of Graduate Student Life will inform their Faculty/Staff Advisor, and the trip coordinator that steps have been completed.
● Director of Graduate Student Life or their designee holds a pre-trip orientation (required
vaccinations, visas, risks, etc ) and a final pre-trip orientation with Participants
USD Risk Management may cancel any trip due to a change in the country’s security or medical risk. It is strongly recommended that all participants purchase travel insurance for flights and lodging.
Failure to meet the timelines outlined in this Graduate Student Organizations Policy will result in the cancellation of the event/trip.
Emergency Procedures
All accidents should be reported to local authorities, the University Office of Public Safety (619-260-2222), and the Director of Risk Management. Please remember to bring important phone numbers in case of an emergency during the trip.
USD Policies Governing Student Organizations
The Student Code
The Student Code guides the behavior of all members of the campus community The full text of the Code may be obtained by visiting https://wwwsandiego edu/conduct/the-code/
Academic Standards for Participating in Co-Curricular Activities
In order to serve in a position on the Graduate Student Government Executive Board as President for an Graduate Student Organization, a student must be registered for a minimum of 6 units. The Graduate Student Government Advisor, or their designee, will run a report to ensure all students in the roles listed above meet the listed requirements.
University Approval of Student Government Organizations
University approval is granted to student government organizations whose leadership is elected by a vote of the appropriate student body (undergraduate, graduate, or law). These approved organizations become the official representative groups for undergraduates, graduates, or law students. Student government organizations are allowed to assess fees to sustain their activities within the guidelines established by the University. Student government organizations are the only student organizations officially approved by the University.
Please keep in mind that all students of the University of San Diego and their guests and visitors are subject to California State Law and the University of San Diego’s Alcohol Policy regarding the possession and consumption of alcoholic beverages.
Students and their guests and visitors are expected to comply with all applicable University policies. For a list of policies in the University’s Student Code of Rights and Responsibilities, please see the University’s website at www.sandiego.edu/conduct.
Policy Prohibiting Discrimination
The University of San Diego is committed to upholding standards that promote respect and human dignity in an environment that fosters academic excellence and professionalism It is the
policy of the university to maintain an educational and work environment free from all forms of unlawful discrimination and harassment
To that end, the university prohibits and does not tolerate unlawful discrimination against or harassment of its employees, students, or applicants for employment or admission on the basis of race, color, religion, national origin, sex, sexual orientation, gender identity, gender expression, marital status, pregnancy, age, physical disability, mental disability, or other characteristic protected by federal or state law, unless a particular characteristic is a bona fide requirement of the position All student organizations of the university community are expected to uphold this policy Engaging in unlawful discrimination will result in appropriate disciplinary action, up to and including dismissal from the university
Other Important Policies:
• Anonymous Reporting http://wwwsandiego edu/safety/reporting/anonymous php
• Campus Conduct http://www.sandiego.edu/conduct/the-code/
• Disability Services: https://wwwsandiego edu/disability/policies/
• Non-Compliance http://wwwsandiego edu/compliance/faqs php
• Posting Materials in On-Campus Dining Areas http://www.sandiego.edu/dining/
Jurisdiction
Role of the Director of Graduate Student Life
The responsibilities of the Director of Graduate Student Life, as they pertain to complaints regarding student organizations are: (1) serves as a resource, university liaison, and advocate for the Government, (2) closely advises the President and Executive Team to help set goals, manages their agenda, addresses issues of concern to the GSG, and ensures that university policies and procedures are followed, (3) has primary authorization for the GSG budget and advises the Council on the appropriate use of student activity funds
Role of the Assistant Vice President for Student Affairs
The Assistant Vice President for Student Affairs or their designee shall have the authority to review all actions of the Student Organization Discipline Board and when necessary, direct that further action be taken.
The Assistant Vice President for Student Affairs or their designee also serves as the final avenue of appeal. On Appeal, the Assistant Vice President for Student Affairs or their designee may reverse, modify, or sustain the Board’s actions or refer a case back to the Board
The Assistant Vice President for Student Affairs or their designee’s decision is final.
Role of the Assistant Deans of Students
All University alleged conduct violations by the individual members will be referred to the Assistant Deans of Students These administrators will receive reports of alleged student misconduct. Examples of misconduct covered by these codes are theft, vandalism, assault, battery, lewd conduct, hazing, possession, use and/or distribution of dangerous or restricted drugs or narcotics, possession and/or use of deadly weapons, and assisting another individual in any of the above. The Assistant Deans of Students will review all complaints to determine whether University disciplinary action is to be pursued In cases of misconduct involving student organizations, responsibility for investigation is delegated to the Director of Graduate Student Life.
Discipline Records and Notice
A member of the Graduate Student Government Executive Team shall be designated to take notes at all hearings. The minutes of the hearing shall include a copy of the original complaint, a copy of all written documentation pertaining to the case, the date and location of the hearing, a list of all witnesses who appeared at the hearing with a brief summary of the testimony of each, a copy of all notices to appear that were sent out, and a copy of the decision.
Records of all Discipline Board hearings shall be kept on file in Graduate Student Life Notice for all hearings shall be sent to the organization president and the University advisor in accordance with The Code When deemed necessary, the inter/national organization may also be notified, if applicable
Title IX
Sexual Misconduct and Relationship Violence
Title IX is a federal law that prohibits discrimination based on sex in educational programs and activities that receive federal financial assistance Sexual harassment, including sexual violence is a form of prohibited sex discrimination The Campus Sexual Violence Elimination Act (Campus SaVE) requires universities to have procedures in place to respond to incidents of sexual assault, domestic violence, dating violence, and stalking
USD strongly encourages all members of the university community to report information about any incident of sexual misconduct or relationship violence or Title IX violation as soon as possible, whether the incident occurred on campus or off campus Resources and reporting options can be found on the Campus Assault Resources & Education (CARE) website
Responsible Employee – Student Organization Advisors
USD requires all faculty members, administrators, supervisors, and any employees who have responsibility for student welfare to promptly report information about any incident of Sexual Misconduct or Relationship Violence or Title IX violation to USD as provided below, unless the employee is required by law to keep that information confidential by virtue of their professional role (e g the employee received the information in their role as a psychological counselor or a pastoral counselor) All such employees to whom an incident is reported should strongly encourage the reporting party, whether it is the individual who allegedly experienced the act or acts of Sexual Misconduct or Relationship Violence or Title IX violation or a third party, to speak directly with the Title IX Coordinator, a CARE Advocate, or the Department of Public Safety.
Clery Act – Student Organization Advisors
The purpose of the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, also known as the Clery Act, is to provide the campus community with timely, accurate, and complete information about crime and safety of the campus environment, so that community members can make informed decisions to keep themselves safe Under federal law, the University of San Diego is required to compile and publish annual statistics regarding the occurrence of certain criminal offenses (Clery Act Crimes) that are reported either to the local police agency or to any official of the institution who is considered to be a Campus Security Authority (CSA), as defined under the Clery Act.
Who is a Campus Security Authority
The Clery Act Defines a Campus Security Authority (CSA) as any of the following:
1 Officials with significant responsibility for student and campus activities, including but not limited to, student housing, student conduct, athletics coaches and trainers, and faculty/staff advisors to student organizations;
2 Campus police or security department personnel;
3 Individuals or departments, outside of campus police or security departments, with security-related responsibilities; and,
4 Individuals or organizations identified in institutional security policies as an individual or organization to which students and employees should report criminal offenses
Role and Responsibility of Campus Security Authorities
As a CSA, if/when you receive information about a Clery Act Crime reported to have occurred on University of San Diego Clery Act Geography, you are to pass that information along to USD’s Clery Act Compliance Manager or, in case of emergency, the Department of Public Safety You may become aware of an actual or attempted Clery Act crime by observing it, or by being told about it
● If someone discloses a crime to you, let them know about your role as a CSA and your responsibility to report crimes to the Department of Public Safety
● Explain that USD is required to track crime statistics, and, in certain cases, take steps to warn the campus community about serious or continuing threats through Timely Warning or Emergency Notification
● Although the crime victim’s name will not be published with crime statistics or disclosed in a Timely Warning notification, you can offer to withhold the victim’s name from your report
● If the reporting party would like the crime to be investigated by local law enforcement, they may contact the Department of Public Safety at (619) 260-7777 or, in case of emergency, 911
● CSAs are not responsible for investigating a crime or determining the validity of a report Clery Act statistics reflect reported criminal activity
Clery Act Crimes
Clery Act Crimes include:
● Murder and manslaughter
● Sexual Assault
○ Rape
○ Fondling
○ Statutory Rape
○ Incest
● Robbery
● Aggravated Assault
● Burglary
● Motor Vehicle Theft
● Arson
● Dating and Domestic Violence
● Stalking
● Drug Law Violations
● Liquor Law Violations
● Illegal Weapons Possession
USD is also required to report statistics for hate crimes A hate crime is a Clery Act crime (as well as crimes of larceny-theft, intimidation, simple assault, and destruction/damage/vandalism of property) committed against a person or property which is motivated, in whole or in part, by the offender’s bias Bias is a preformed negative opinion or attitude toward a group of persons based on their actual or perceived race, gender, gender identity, religion, disability, sexual orientation, ethnicity, or national origin
Definitions of these crimes are found at: https://wwwsandiego edu/safety/documents/clery-act-crime-definitions pdf
Clery Act Geography
Only Clery Act crimes that occur on-campus (including student residential housing facilities), properties owned or controlled by University of San Diego, and/or public property within or immediately adjacent to campus need to be reported. More information about USD Clery Act geography may be found at https://wwwsandiego edu/safety/documents/clery-act-geographypdf
If you are unsure of the location of a crime reported to you or are unsure whether the location falls into one of our Clery Geography categories, please still report this crime. It is the job of the Clery Act Compliance Manager to determine whether the information you share meets the requirements of being considered a Clery statistic and then classifying it as such
CSA Reporting
All reports must be submitted in writing to the Clery Act Compliance Manager by emailing clery@sandiego.edu. CSAs may also access our CSA Reporting Form electronically via the DPS website: https://www.sandiego.edu/safety/clery-act-compliance/campus-security-authorities.php.
Please remember to include as much detail as possible within the form If it is available, make sure to include the date, time, and location of the incident and when it was reported, as well as a description of the nature of the incident
In the event of an emergency, reports should be made directly to the Department of Public Safety Our institution has a responsibility to notify the campus community about crimes that pose a serious or ongoing threat to the community, and, as such, CSAs are obligated by law to promptly report these crimes Even if you are not sure whether an ongoing threat exists, contact DPS at (619) 260-2222 as soon as possible so they are able to make that determination
Additional Clery Act Resources
We want to be sure you have a clear understanding of your role as a CSA Campus Security Authorities are a critical link within our community they help ensure the campus remains informed and that individuals coming forward have access to the information and resources they deserve Additional information about the Clery Act, including resources and a training video for CSAs, are available at https://wwwsandiego edu/clery or by contacting the Clery Act Compliance Manager at clery@sandiego edu