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Off Campus Events

Recommended By: Academic Senate
Approved: Ruben Armiñana, President
Date of Original Issue: October 1995
Effective Date: August 15, 2000
Contact Office: Academic Affairs

Policy #1995-3

  1. Introduction
    Sonoma State University wishes to foster interaction between students, faculty, staff, and administrators during events and activities held both on and off-campus. It is therefore important that a policy exist that clearly defines standards of conduct and responsibilities of both students and University employees during off-campus University-sponsored events.
    This policy shall apply to all off-campus events (including but not limited to athletic events, celebrations, conferences, official dinners, field trips, performances, and retreats) which are sponsored by employees of the University and where staff, faculty, or administrators are present in their official capacity with a duty of care and responsibility for students. This policy shall apply to events that are directly related to the educational mission of the University and are not intended to apply to private social events.
  2. Policy
    It is the policy of Sonoma State University that all University-sponsored, off-campus and on-campus events are governed by the same policies and procedures. They are all components of the University's educational program and are subject to University policies and procedures throughout the duration of the event. Thus it is the policy of SSU:
    1. that the University employee leader of the event shall inform all participants about these policies in advance of the event and answer any questions the participants may have.
    2. that students shall adhere to the principles of Student Conduct as outlined in Title 5, California Code of Regulations, Article 2, Student Discipline, Section 41301, Expulsion, Suspension, and Probation of Students. (Included by reference in this policy)
    3. that University employees shall adhere to principles of conduct as outlined in University policies listed in the reference section of this document.
    4. that when alcoholic beverages are present University employees and students shall use them in a reasonable manner that conforms to applicable laws. The intent to permit the consumption of alcoholic beverages shall be approved by the appropriate department chair, school dean, or administrator. This does not apply to commercial establishments licensed to serve alcoholic beverages. When appropriate all participants will be informed that alcoholic beverages might be present. When appropriate a designated driver, abstaining from all alcohol, shall be identified to all participants.
    5. that the University employee leader of the event has the responsibility to document and report to the appropriate department chair, school dean, or administrator serious violations of this policy.
    6. that the University employee leader of the event notify the appropriate department chair, school dean, or administrator of the planned off-campus event.
    7. that the appropriate department chair, school dean, or administrator may require any of the following action/s from the University employee leader of the event (considering such factors as duration and distance from campus):
      1. to file a Notice of Planned Off-Campus Event. (Included by reference in this policy)
      2. to have all participants fill out a Release Agreement and Emergency Information Form. One copy of the forms will be accessible to the event leader. A second copy of the Release Agreement and Emergency Information Form will be on file in the appropriate administrative office. (Included by reference in this policy)
      3. to file a list of all participants.
      4. to provide advance information and guidelines to students and other participants regarding factors such as: the rigor and physical requirements of the event; appropriate safety practices; and consumption of alcohol. Submit a copy of these guidelines, unique to this specific event, to the appropriate department chair, school dean, or administrator.
      5. to carry a basic first aid kit; be able to provide basic first aid skills; be aware of access to medical facilities or emergency medical services; and be aware of the special medical needs of event participants.
  3. Violations
    Proven violations of university, state, federal laws, policies, and regulations may result in corrective or disciplinary action.

References:

SSU Philosophy Statement on Alcohol and Other Drugs (6/89)
SSU Drug Free Workplace Policy (5/89)
SSU Alcoholic Beverage Policy (10/99)
Drug Free Schools and Campus Act - 1989 (PL 101-226)
Drug Free Workplace Act - 1988 (PL 100-400 and 100-690)
SSU Affirmative Action and Non-Discrimination Policies and Discrimination Complaint Procedures (1/96)


Updated October 23, 2000 by UAO.WebContact@sonoma.edu