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California State University, Long Beach
Dean of Students
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CSULB Regulations for Campus Activities, Student Organizations & the University Community


    The policies and procedures are provided to maximize student safety during approved off-campus travel by affiliated groups. The procedures also provide requirements that are not so restrictive as to discourage or reduce the amount of travel that can be performed (see Regulation IV, Insurance and Liability).
    Student participation in University-affiliated groups or programs which require travel is voluntary, and such travel must be carried out in compliance with CSU Executive Order 1041, CSU Student Travel Policy, and the CSULB Travel Policy. CSU assumes no liability for damages, injury or death, occurring on such voluntary travel, and those students undertake such travel at their own risk.
    When students travel off campus of their own volition or on non-University approved travel, as individuals or in groups, neither the University nor ASI assumes liability for such travel. In all other cases, students are bound by the University Travel Guidelines and are encouraged to review the same when planning or attending any travel-related activities. (References found HERE and HERE).


    The Following groups may perform off-campus travel under the supervision of a University faculty or staff member or ASI staff member, as appropriate to the type of group.

    1. Instructional Groups when engaged in off-campus activities in conjunction with mandatory or elective coursework associated with an instructional program;
    2. ASI-Affiliated Groups when engaged in academic related or social off-campus activities which are funded and supervised by ASI staff (the provisions of Sections D and E apply);
    3. Student Organizations recognized by the University including such organizations as social, religious, recreational, honorary, service, professional, etc.;
    4. Sport Club Organizationsrecognized by the University for practices and competitions (Refer to the CSU Sport Clubs Resource Guide for additional rules and regulations governing travel by sport clubs).

    It is recognized that students other than those included in paragraph B of this regulation perform informal and spontaneous travel on their own volition, either as individuals or groups, such as travel as spectators to off-campus athletic games or other off-campus activities. The University and ASI do not supervise or assume liability for the performance of such travel.


    In all cases where feasible and practical, public transportation and/or vehicles owned by the University and/or its auxiliary organizations shall be used, when allowable pursuant to paragraph B.1-3 above. When use of public transportation and/or vehicles owned by the University and/or its auxiliary organizations is not feasible, the following shall apply:

    1. Airplane - Only scheduled airlines shall be used.
    2. Train - Only regular carriers shall be used.
    3. Bus - Only regularly scheduled or chartered carriers shall be used.

    Limousines, taxis, and rent-a-car services may be used from airports or railroad stations to and from hotels and/or activities. Chartered bus companies will be required to meet CSU insurance requirements in contracts as stipulated by CSU Executive Order 1069 and CSU Executive Order 1041 prior to signing a contract by the appropriate campus administrator..


    Students may be authorized to travel in privately-owned vehicles when public conveyances, state-owned vehicles, and/or auxiliary organization-owned vehicles are neither available nor practical. Authorization for this method of travel shall be the responsibility of the sponsoring University official or the ASI director of administrative services, in cases of ASI-affiliated travel. In the event of an accident, the vehicle owner’s automobile liability insurance is primary. Payments by the primary insurance company are not reimbursed by the University or ASI, nor are insurance deductibles.


    The provisions of paragraphs D and E apply. Travel performed by instructional groups will be arranged and supervised by the instructors of the groups as coordinated with the chair of the department concerned (see paragraph B. 1).


    The provisions of paragraphs D and E apply (see paragraph B. 2). When travel is to be performed using public transportation, the appropriate ASI official and the authorized student representative must complete the Travel Authorization Request form. This form must be submitted to the Associated Students Business Office at least two (2) weeks prior to the planned trip departure date (see ASI Policy on Travel Expenses and Allowances).


    General insurance and liability provisions are found in Regulation IV, Insurance and Liability, paragraph C. ASI, however, assumes no responsibility for travel on the part of instructional groups or student organizations.

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    In general, students are individually responsible for any bodily injury or illness incurred or personal property loss or damage while attending the University. The University does not provide insurance coverage to students except in specific situations.

    1. Medical insurance is provided by the university for students participating in NCAA team sports.
    2. Secondary medical insurance is obtained by the university for registered members participating in sport clubs.
    3. Student travel accident insurance provides excess medical expense benefits to all California State University (CSU) students, including students enrolled only in extended education programs of the CSU, while they are traveling to or from or participating in a University-sponsored activity away from campus.

      This insurance is intended to supplement, not replace, coverage under any other health care plan. As excess insurance, this policy pays after any other health care plan, regardless of any coordination of benefits provisions in the other plans. This is an accident only policy and will not pay benefits for loss caused by or resulting from illness of any form or disease. No benefits will be paid for a loss resulting from the cost of medical service or treatment given by persons employed or retained by the CSU. The total maximum benefit amount per covered person, per covered accident is $35,000.

    A University-sponsored activity is defined, for the purpose of this insurance coverage, as a mandatory part of a course requirement or an activity sponsored by a University auxiliary organization or other recognized student organization or club, and includes travel to and from intercollegiate athletic events away from campus, but does not include participation in such events or practices. Additional requirements apply for foreign travel. (Click HERE for more information).


    The individual mandate of the Affordable Care Act requires that legal residents, including students, obtain health care coverage beginning in 2014 or face a tax penalty. Click HERE for further information about health care coverage options.


    The Student Professional Liability Insurance Program (SPLIP) and the Student Academic Field Experience for Credit Liability Insurance Program (SAFECLIP) are designed to protect students from claims arising out of real or alleged incidents when the damage being claimed is the result of the practice of the student’s profession during internships, practicums, or field work. Individuals enrolled in a course for which student professional liability coverage is required are protected from claims made at any time provided they were covered at the time the real or alleged incident occurred. To be eligible for coverage, a student must be enrolled in a course for which student professional liability coverage is required and has been purchased by the University. A written placement agreement between the host site and the University is also required.


    The ASI maintains insurance coverage for claims against the ASI and its subsidiaries for bodily or personal injury and/or property damage. For additional information regarding ASI insurance coverage, contact the ASI director, administrative services, USU-229.


    Neither the University nor the ASI assumes liability for the non-approved, non-supervised off-campus activities of its students, including those conducted as part of a recognized student club, organization, club sport, or departmental association. In some instances, those groups may be required to obtain commercial liability insurance. In no case does the University or ASI assume liability for, or costs associated with, the individual acts or omissions of a student.


    When an activity is scheduled on campus or off campus, including one conducted by a recognized student club, organization, club sport, or departmental association, and the activity has been reviewed and determined to be of high risk, or involves a large number of off-campus attendees, the campus Office of Risk Management may require the purchase of commercial general liability insurance.


    University employees acting as sponsors or advisors for student activities may be entitled to legal defense and indemnification pursuant to provisions of the Government Code for acts or omissions occurring within the scope of employment.

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    The intent of scheduling policies is to assist the scheduling and use of facilities and grounds for campus events. The activities must not unreasonably interfere with the instructional program or operation of the campus. Failure of an organization to properly use the scheduling policies of the University may result in the inability to hold the event or to obtain facilities. Failure to follow scheduling deadlines may result in the event not being approved. Scheduling any event requires the filing of forms appropriate to that event.


    Additional information concerning campus scheduling procedures can be found in the brochure Campus Scheduling Policies and Procedures, which is available in the Office of Student Life and Development, USU-215, the USU Conference and Events Center, USU-221, and the Event Services Office, BH-320.


    This process is required in order to clear student organizations or student-sponsored programs with appropriate offices on campus. The PRC process must be completed and approved prior to the event and prior to any publicity for the event. Other venue operators may require additional forms. All programs must be approved by the Office of Student Life and Development advisors, USU-215, or the Office of the Associate Vice President/Dean of Students, USU-219. All major programs, those with anticipated attendance of 300 or more, student events where alcohol is served, or those which warrant crowd control precautions require additional authorization and clearance (See Regulation VII, Security and Planning for Major Events).


    1. All events taking place in the University Student Union require a meeting with a USU Conference and Events Center staff member to discuss event/program details. All events in the Student Recreation and Wellness Center (SRWC) require meeting with the reservationist in the SRWC Administration Office to discuss event/program details. When placing a reservation at the USU Conference and Events Center or the SRWC, the reservation form will indicate all required documents and deadlines needed to confirm the event.
    2. Venue operators exclusive of the USU have their own reservation forms or contracts.
    3. Student organizations must comply with academic scheduling policies when reserving and using classrooms. In order to reserve a classroom for meetings and events, student organizations must go to the USU Conference and Events Center, USU-221. The center will provide the appropriate room request forms. Classrooms fall under the supervision of Academic Scheduling.
    4. Use of outdoor spaces such as Friendship Walk, Speaker Platform West, Central Quad, and other locations must be requested from the Event Services Office, BH-320.
    5. Students wishing to construct temporary art installations on University grounds as part of a class or academic-related project must have the project approved a minimum of two weeks prior to the proposed installation date. For approvals students must contact the director of Student Life and Development, who will facilitate the approval process in consultation with the director of Facilities Management or his/her designee.

    Scheduling of campus facilities by off-campus organizations or individuals requires the completion of a Facility Use Agreement form available through venue coordinators. Reservations, all forms, proof of insurance policy, and payments must be completed 30 days prior to the event. Payment is accepted by money order, cashier’s check, cash, or credit card (in person).


    Venue coordinators will inform all clients of applicable insurance requirements. Events exclusive of the USU also require approvals from Facilities Management, University Police, Parking and Transportation Services, and Risk Management before scheduling is confirmed. These approvals are facilitated for the client by the venue coordinator.


    Currently registered campus organizations, the ASI, and University departments may schedule the USU or SRWC one year in advance, with a maximum of six events scheduled at any one time. This number is in addition to the organizations’ assigned semester meeting rooms. Other campus venues may have additional or different restrictions on maximum events. Contact venue operators for more information.


    Individuals or organizations in violation of scheduling policies, to include damage to any facilities, will receive a written warning, a charge to cover restitution for damages, restriction from use of facilities, and/or other sanctions as appropriate to the violation. Sanctions may be imposed by the venue operator as defined in the CSULB Facilities Use Procedural Guidelines and/or by the University hearing officer for a judicial case.


    There shall be no scheduling of student activities or programs during the campus final examination period.


    A moratorium is in place for non-academically-related events where the primary audience is middle school and/or high school students. This applies to events that occur between 6 p.m. and 7 a.m.


    All programs must be properly scheduled, confirmed and cleared prior to any notice or advertising of the event. All advertisements must include the sponsoring organization, name of program, date, time, location, and contact information. Advertising in the USU of events hosted in the University Student Union requires posting approval by ASI Communications, USU-235.


    Student organizations may host closed events or programs to which only members and their guests have been invited. Invitations must be extended directly to the invitee in oral, electronic, or written form. Public advertising (e.g., flyers, posters, radio, television, newspapers, website, or other internet announcements) is prohibited (See Regulation VII, Security and Planning for Major Events).


    Additional procedures and information may be found in the CSULB Scheduling Policies and Procedures brochure and the CSULB Facility Use Procedural Guidelines.


    Exceptions to campus scheduling policies may be requested via the Program Regulation and Clearance process (PRC) and submitted for approval to the Office of Student Life and Development, USU-215, or the Office of the Associate Vice President/Dean of Students, USU-219. For off-campus organizations and individuals, exception requests can be submitted to the Event Services Office, BH-320, or venue operators.


  1. Payment (cash, cashier’s check, business check, or money order) for scheduled events in the USU should be made directly at the ASI. Business Office, USU-229. For events scheduled at the SRWC, payments should be made at the SRWC Administration Office.
    1. Off-campus organizations/individuals and private parties must pay event fees at least 30 days prior to a scheduled event, or the reservation will be cancelled.
    2. Student organization events/programs, regardless of funding source, are required to pay all assessed fees two weeks prior to the event, or the reservation will be cancelled.
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The primary objective of this regulation is to provide a University environment of order, cleanliness, and safety. The cooperation of members of the campus community helps to maintain a campus that is attractive and pleasant and provides for effective publicity for campus events. Campus publicity and posting brochures are available in the Office of Student Life and Development, USU-215, and USU Conference and Events Center, USU-221.


    1. Organizations currently registered with the Office of Student Life and Development, committees, commissions, and individual students, faculty and staff members are allowed to publicize campus events as long as they comply with the University publicity and posting regulations.
    2. Commercial posting is not permitted on the campus.
    3. Off-campus individuals or groups may not publicize on campus without prior approval.
    4. All publicity must state the sponsoring organization, name of program, date, time, and location of the event, and contact information. Any material not so identified will be removed.
    5. Publicity written in any language other than English must also contain an English translation.
    6. Only events approved by the University may include the name of the University in publicity.

    The Office of Student Life and Development or the Office of the Associate Vice President/Dean of Students must give final approval for student organization events prior to release of any publicity.


    Materials for major programs, excluding banners, may be posted no more than three weeks prior to the event and must be removed no later than three days following the event. Banners for major or minor programs and materials for minor programs may be posted no more than seven school days prior to the event and must be removed no later than three (3) days following the event.


    Materials may not be posted or affixed on buildings, sculptures, posts, sidewalks, paved areas, railings, trees, traffic control signs, utility poles, signs, vehicles, planted garden areas, the hillside next to the USU escalator, newspaper racks, West Turnaround islands, wayfinding pylons, or directory map structures. Chalking on campus is prohibited. No materials shall be posted so as to obscure previously posted or properly placed materials.


    Banners, signs, posters, and the like will not be posted within 200 feet of the Bellflower Boulevard and Beach Drive entrance or the 7th Street entrances at East and West Campus Drives. This posting restriction includes the campus perimeter between East and West Campus Drives at 7th Street.


    Posters attached to stakes must be approved by the Office of Student Life and Development, USU-215. Posters attached to stakes, not to exceed 25 per event, may be placed by currently registered organizations for University-approved events. Posters may be placed in grassy areas, as long as they do not exceed
    17 x 22 inches, are not more than three feet high from the ground, and are on stakes no longer than 36 inches. Posters on stakes must not be placed in flowerbeds in any way that interferes with the irrigation system, the West Turnaround islands, the hillside next to the USU escalator, or in any manner to block a walkway, driveway, or street. Posters shall be placed no less than three (3) feet away from all other posters or special event signs.


    Distribution of handbills and circulars, exclusive of commercial advertising and not in violation of the Campus Regulations and the California Penal Code, is permitted on campus. See Regulation IX, use of State University Buildings and Grounds, Section F, for time, place, and manner. Commercial handbills and circulars are not permitted for posting on campus. Off-campus individuals must obtain a non-commercial solicitation permit from the Office of Student Life and Development, USU-215.


    With the approval of the Office of Student Life and Development, USU-215, signs not to exceed 3 x 3 feet, or banners not to exceed 3 x 6 feet, may be used to publicize an event. Signs or banners used in a tandem configuration by placing one above the other may not exceed 6 feet in height. There is a limit of 20 special event signs or 25 posters on stakes and three banners per event. Signs may be placed in grassy areas with the same restrictions as posters on stakes (see Section F above). One banner may be placed on either of the railings between the Nugget Patio and the University Bookstore, on a USU railing, and on the Psychology Building vending wall (limit one banner per organization) with the approval and date stamp from the Office of Student Life and Development, USU-215. Banners or signs may be placed no more than seven school days prior to the event and must be removed within three days after the event. Signs shall be placed no less than three (3) feet away from all other special event signs or posters on stakes.


    The posting kiosks throughout the campus are designated to provide publicity for campus events and activities. Commercial posting is not permitted on the kiosks. Flyers for posting should be 8½ x 11 inches in size and conform to the policies covering all other publicity described in this regulation. Posters on kiosks may not exceed 17 x 22 inches. Only two flyers per event and/or one poster per event are permitted to be posted on each kiosk. Approval stamps are not required for flyers or posters for approved campus events and programs to be posted on the kiosks.


    The display cases in the Union Plaza and Terrace are available for a period of one week only, one case at a time. Permission for use is requested on the Request for Display Case form available at the Robert C. Maxson Center, USU-312.


    Banners advertising campus events may be displayed in the University Student Union for seven school days prior to the event and must be removed the day after the event is held. Permission is requested on the Request for Hanging Banner form available at the Robert C. Maxson Center, USU-312.


    The marquee, located outside the east door on the second floor of the University Student Union, may be used to advertise events held in the Union. Permission is requested on the Request for Use of Marquee form available at the Robert C. Maxson Center, USU-312.
    The electronic marquee, located at the corner of 7th Street and West Campus Drive, may also be used to advertise events. Requestors are encouraged to submit their requests at least one month prior to posting date. Requests will only be considered upon event management compliance with the CSULB Administrative Policy for Facilities Use and Procedural Guidelines. Reservations may be made ONLINE.


    All announcement boards in classroom or faculty office buildings are the responsibility of the department or the respective college. All announcement boards in classrooms, like all other instructional equipment, are under the general supervision of the college dean.


    Personal announcements, limited to 8½ x 11 inches, may be displayed on the personal announcement board on the north wall of LA-4 Building. Kiosks or other posting boards may not be used for personal posting. Commercial advertising may not be placed on these boards.


    Publicity for events subsidized totally or in part by ASI must contain the credit, “Funded in part by ASI.”


    Individuals may be charged for costs incurred in the removal of or repair from improperly posted items.


    See Regulation IX, Use of State Univeristy Buildings and Grounds, Section B, Commercial Transactions and Commercial Solicitation and Non-Commercial Solicitation, or contact the Office of the Associate Vice President/Dean of Students, USU-219.


    Exceptions to campus publicity and posting policies may be requested by student organizations via the Program and Regulation Clearance (PRC) process and submitted for approval to the Director of Student Life and Development, USU-215. Requests for exceptions for faculty and staff are initiated by contacting the Office of Student Life and Development, USU-215.


    Violations of Regulation VI will result in removal of improperly posted signs and possible loss of posting privileges for the following semester and/or other restrictions as may be determined by the associate vice president/dean of students. Organizations and/or individuals will be charged for the cost incurred for removal or repair of improper posting.
    Violations of campus publicity and posting regulations that also violate Regulation XX, Standards for Student Conduct will be referred to the director of the Office of Student Conduct and Ethical Development, USU-218.

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The purpose of this regulation is to establish policies and procedures related to major events. The policies are to be adhered to by all students, planners, advisors, coordinators, directors, and managers. Major events are defined as those which 1) have an anticipated attendance of 300 or more people and/or 2) involve crowd control precautions due to the nature of the event (i.e., controversial issue or speaker, popular performer, etc.) or the characteristics of a specific facility.

Student Events

  1. All programming forms must contain accurate and complete information prior to being forwarded to the appropriate University departments for clearances. The authorized event planner will be informed of all charges necessary for police, damages, parking facilities, clean-up, or other costs attributed to the event.

  2. Programs with anticipated attendance of 300 or more, or student events where alcohol is served, or student events in the Nugget, or those which warrant crowd control precautions, will be required to obtain additional clearance from University Police and Parking and Transportation Services. When such events are student-sponsored, additional clearance by the director of Student Life and Development is required. The organization may be required to hire additional University Police, private security, or parking services personnel. Private security must meet with and be approved by University Police prior to the event. Special event insurance may be required.

  3. Any changes occurring during the PRC process or on the Beer and Wine Clearance Request Form must be approved by the appropriate advisor, director, University Police, or administrator.

  4. All student “closed events” at CSULB are limited to members of recognized and registered student organizations and their invited guests. A CSULB student identification (ID) or driver’s license for student organization members who are not CSULB students will be required for admission. Only an organization member and his/her guests will be admitted to a closed event. The complete membership roster must be provided one month prior to the event.

  5. Closed events shall not have public promotion or advertising. Invitation or notice shall be in the form of personal contact or written invitation directly to invitees. No public promotion in the form of flyers, posters, radio, TV, newspapers, or announcements on the internet is allowed. All information about approved closed events must indicate members only.

  6. The admission cut-off is when the anticipated maximum capacity is reached for any activity.

  7. Events which fail to meet deadlines to allow adequate preparation time for University Police and other departments may be cancelled at any time.

Cash Handling

All student events that involve ticket sales (advance and at the door), admission charges, or the sale of goods for fundraiser purposes must follow the University’s student organization cash handling procedures. For more information on these procedures for student organizations, contact the Office of Student Life and Development, USU-215.

Student Dances

There is currently a moratorium on student dances at CSULB. For further information, contact an advisor in the Office of Student Life and Development, USU-215.

Non-Student Events

All facilities on campus are managed by venue coordinators (Click HERE for a full list of facility coordinators). Contact venue coordinators for information and requirements for facility use. Venue coordinators will inform clients of all charges necessary for police, insurance, parking, clean-up, and other costs attributed to the event. Additional clearances may be required depending on the services requested. A Facility Use Agreement will be required. Contact the Event Services Office, BH-320.

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