Policies and Procedures
Student Participation in Campus Life
A basic component of the University mission statement is the value of diversity in background, interests, experiences, beliefs, and cultures. Faculty, staff and students represent a variety of interests. Students come to campus with unique experiences, and while on campus, as a result of their interaction in the formal classroom and co-curricular programs and activities, they continue to develop and expand their knowledge and pursuits. For continued learning and development to occur, students are free to organize and join associations to promote their common interests, and to participate in programs and activities that provide services and social, cultural and intellectual development.
As in classroom matters, students have protection through orderly procedures to assure the right of participation in Student Affairs programs and activities. The institution maintains certain Student Affairs standards to preserve the following fundamental freedoms for students. Listed below are two of the areas most directly linked to the operation of CSUEB student organizations as outlined in the Student Rights, Freedoms and Responsibilities document. For a complete copy of this document, contact the Office of the Vice President for Student Affairs or click on the above link.
Freedom of Association
- Students are free to organize and join associations to promote their common interests, and to have these associations be officially recognized by the University. 'Institutional recognition' is understood to refer to any formal relationship between the student organization and the institution. Recognized student organizations are responsible for abiding by all institutional regulations for student organizations. Information about and assistance in forming a student organization is provided in Student Life and Leadership Programs(New University Union, Room 2011). Membership, policies, and action of a student organization will be decided by a vote of only those persons who hold bona fide membership in both the organization and the University community.
- Affiliation with an off-campus organization will not, of itself, disqualify a student organization from institutional recognition.
- Student organizations are free to choose their own campus advisor. Campus advisors can advise student organizations in the exercise of responsibility, but they do not have the authority to control the policies of such organizations.
- Student organizations are required to submit a statement of purpose, criteria for membership, rules or procedures, and a current list of officers as a condition of institutional recognition. They are also required to submit a membership list.
- Campus student organizations and program services are open to all students, except for qualifications that are based on gender if authorized by law. Information on student organizations is available in Student Life and Leadership.
Freedom of Inquiry and Expression
- Students and student organizations are free to examine and discuss all questions of interest to them and to express opinions publicly and privately so long as others' rights are not violated in the process. Students are always free to support causes by orderly means, which do not disrupt the regular and essential operation of the institution; however, such public expressions or demonstrations speak only for the student(s) involved and not for the institution.
- The institution's Time, Manner, and Place document provides routine procedures to support student freedoms and rights to invite and to hear any person of students' own choosing. Student sponsorship of films, exhibitions, and performances does not necessarily imply that the views expressed have been approved or endorsed either by the sponsoring group or by the institution. The institutional control of campus facilities will not be used as a device of censorship. The Time, Manner and Place document may be viewed in Student Life and Leadership Programs.
Use of University Name
Student organizations may not use the name of the University or represent the organization as an official component of the University in conducting affairs off-campus unless formal approval has been granted. This includes, but is not limited to using the University's name in publicity for off-campus events, signing contractual obligations or soliciting funds in the name of the University. Approval for the use of the University name must be obtained through Student Life and Leadership Programs and is subject to the conditions of approval outlined by Student Life and Leadership Programs. If approved, no member of the organization has the authority to represent the State of California or California State University, East Bay and neither agency is a party to any agreement entered into by the organization. Individuals entering into agreements off-campus accept responsibility only on behalf of themselves and the student organization which they represent.
Violation of this policy may jeopardize the organization's recognition by the University and/or subject individuals involved to disciplinary action.
Policies Governing the Use of Campus Facilities
Policies governing the use of campus facilities are compiled in the CSUEB Time, Manner and Place Regulations. This document provides information regarding the use of institutional buildings and grounds and general guidelines for enforcing those regulations and procedures deemed essential to the educational, research and service missions of the University. A copy of the Time, Manner and Place Regulations is available upon request in academic and administrative departments including Student Life and Leadership Programs. Specific policies related to student sponsored programs (e.g. fundraising, information tables/literature distribution, publicity) are included in this guidebook. In order for California State University, East Bay to carry out its educational responsibility of ensuring an opportunity for all members of the University community to attain their educational objectives, to provide a climate for creative learning in the classroom and in other forums, to protect the health and safety of students, faculty, staff and campus guests and to maintain and protect institutional facilities and property, it is necessary to place appropriate restrictions on the use of campus facilities.
Activities covered under the Time, Manner and Place Regulations will comply with all applicable institutional regulations and federal, state and local laws. In addition, such activities may not:
- interfere with classes in session or other scheduled academic, educational or cultural/arts programs or library usage;
- obstruct the free flow of pedestrian or vehicular traffic;
- interfere with or disrupt campus business;
- use unauthorized voice amplification or create unreasonable noise; and
- disturb, harass or intimidate persons in the immediate area of the activity.
Time, Manner and Place Regulations have been developed under the authority of Title 5 of the California Administrative Code, subsequent resolutions and standing orders of the Board of Trustees and Chancellor of the California State University and responsibility of the President of California State University, Hayward for the general welfare of the campus. Student Life and Leadership Programs has the responsibility for implementing and enforcing these regulations for activities engaged in by student organizations.
General Conditions of Approval for Student Sponsored Programs
- Reservations are confirmed only upon approval by Student Life and Leadership Programs. A copy of the confirmed reservation must be in the sponsor's possession during the program.
- Programs are approved as outlined on the Program Request Form. Any deviation must be approved in advance by Student Life and Leadership Programs.
- Organized use of campus facilities is subject to the condition that the sponsoring organization shall bear primary liability for any claims or losses accruing or resulting to the University or to any person who may be injured, damaged or unpaid by the sponsor in the course of the use. The sponsoring organization is responsible for all clean up and for returning the facility to its original set-up.
- Admission may be charged to events subject to the CSUEB Policy on Fundraising.
- The University reserves the right to cancel approved events in the interest of safety to guests and/or security of the scheduled facility.
Recognized student organizations may sponsor events on-campus for the purpose of raising funds. Fundraising events are defined as events which organizations receive monies (either directly or indirectly) in exchange for merchandise, entertainment or a chance at winning a prize. Fundraising events may be subject to facilities use fees. Any direct solicitations (donations) by student organizations at open events on campus must be approved by Student Life and Leadership Programs.
- The raising of funds for political purposes is permitted, provided all solicitation rules and procedures regarding the collection of and handling funds have been met. Political is defined as supporting/opposing any candidate or ballot issue. This does not prohibit candidates or others from making public addresses on campus pursuant to the speakers policy of the University or the traditional activities of recognized campus political organizations.
- Under no circumstances may any payment or profit be accrued to any individual member(s) of the organization.
- The raising of funds may be permitted providing:
- The project is consistent with the purpose of the organization and the mission of the University policy.
- The net proceeds are used for the stated purposes of the organization.
- The net proceeds are used for purposes related to the educational mission of the University.
- The net proceeds are donated to a charitable and/or nonprofit organization.
- Any organization using the campus to raise funds must keep adequate records showing the means by which the funds were raised, the uses for which the funds have been or will be spent, and the amount, thereof. These records must be kept current and they must be made available for inspection and/or review. Upon establishment that reasonable grounds show that a financial irregularity exists or that funds have been spent for purposes other than those for which the funds were raised, the University may request a review of the organization's records.
- The appropriate University official will inform the organization's President in a reasonable amount of time before a review is requested.
- Appropriate action shall be taken by the University if irregularities are sustained with the organization.
- All funds raised on campus must be deposited into the organization's on-campus bank account at Associated Students. All on-campus fundraising must be planned in accordance with the time lines established by Student Life and Leadership Programs as indicated on page 12 of this document.
Recognized student organizations may maintain tables for the sale of goods, wares, articles and merchandise at the following locations:
- In front of the University Union/Bookstore
- Meiklejohn Hall Courtyard
- Agora Stage
- Library Roof Terrace
- Arts/Education Patio
- Theatre-Robinson Hall Courtyard
- Tunnel Connecting North & South Science
- Contra Costa Campus Courtyard
- Music/Business Building Peristyle
Information Tables/Distribution of Literature
Student organizations may set up information tables on campus to distribute information about membership, upcoming events or other issues relevant to the organization and the campus community. A distribution permit must be obtained through Student Life and Leadership a minimum of 48 hours in advance.
- Literature to be distributed must be of a non-commercial nature.
- Literature must clearly indicate the name of the sponsoring organization.
- Distribution may not involve the intimidation or coercion of persons solicited nor any action which interferes with the free flow of traffic and persons, the maintenance of University property or the orderly conduct of University business.
- No person or persons shall cast, throw, deposit or distribute any advertising handbills or circulars which contain false, misleading or illegal advertising.
- Approval for an information table allows solicitation only by members of the student organization and only at the times, dates and locations specified in the permit.
Recognized student organizations may maintain tables for the distribution of written or printed material at the locations designated below:
- In front of the University Union/Bookstore
- Meiklejohn Hall Courtyard
- Agora Stage
- Library Roof Terrace
- Arts/Education Patio
- Theatre-Robinson Hall Courtyard
- Tunnel Connecting North & South Science
- Contra Costa Campus Courtyard
- Music/Business Building Peristyle
Vendors - Off Campus
Student organizations may not charge or accept donations from outside vendors for the vendor's privilege of utilizing University property to sell items or to present informational or educational shows, demonstrations, etc., under the organization's sponsorship. An organization may act on behalf of a vendor providing that the members of the student organization staff the table/area where the solicitation takes place.
Student organizations may invite off campus vendors to sell items or present information as part of a program sponsored by the organization. All such vending must take place in the program area. All off campus vendors participating in student organization programs must file a Vending Agreement through Student Life and Leadership Programs at least five working days prior to the program. The University reserves the right to refuse vending privileges to any vendor.
Student organizations acting on behalf of a vendor: Arrangements made through Student Life and Leadership Programs via Program Request Form within the timelines established by Student Life and Leadership Programs. Student organizations must submit a copy of the letter of agreement/contract with the vendor to demonstrate how the group will benefit in the event a product is to be sold. Funds collected by the group as a result of this arrangement must be deposited into the group AS account within 30 days. Student Life will conduct periodic audits of the accounts of these groups to verify that the funds have been deposited.
Off Campus Vendors at Student Organization Programs: Students complete program form in Student Life and Leadership Programs. Vending agreements (permits) are provided to student organization for invited vendors. Student organizations are responsible for submitting these to Student Life.
Policy on Food Sales/Distribution
Anyone selling or dispensing food products should be aware of potential risks. The sponsoring organization is responsible for the proper preparation, storage and serving of food as outlined in these regulations. No home preparation of food for public consumption is allowed. While Student Life and Leadership Programs and the University Union Food Service will provide information to assist in planning, CSUEB does not have responsibility for the quality or condition of foods served by student organizations.
Student organizations planning closed functions (members only) may be allowed to provide nonperishable food prepared at home pending approval by the University Union Food Service. All food and beverages served at student sponsored programs must be prepared, stored and served under safe and sanitary conditions in accordance with the regulations described in this policy.
Definition of Terms
Slow Rate Perishable Foods Includes items that do not require heat or refrigeration to retard spoilage in normal serving time are slow rate perishables. This includes foods of the following nature:
- Any food or food product made and contained (bottled, canned, or packaged) by a licensed producer that is to be dispensed in the original container and does not require temperature control.
- Fruits sold in the natural form.
- Brownies, cookies, donuts and unfilled cupcakes/pastries.
- Coffee, tea and punch if made in approved containers and served in single service cups.
All items for sale or distribution must be individually wrapped, packaged or covered to protect them from contamination.
These foods are highly subject to spoilage and deterioration by both micro-organisms and naturally present enzymes, especially upon cooking. Perishable food items must either be refrigerated at or below 45 degrees Farenheit or heated at or above 140 degrees Farenheit even during transport and serving. Examples of perishable foods are: meat, fish, poultry, eggs, dairy products, salads (such as potato, chicken, tuna), cooked beans, any creamed item, cottage cheese, cream cheese, items with mayonnaise, desserts with cream, etc. Frozen meats should be thawed in the refrigerator (not at room temperature) and cooked immediately after thawing.
Student organizations planning sales of slow rate perishable foods (e.g. Bake Sales) must secure a permit through Student Life and Leadership Programs a minimum of 48 hours in advance of the sale. Student organizations sponsoring sales of perishable foods must file a permit with Student Life and Leadership a minimum of ten working days in advance. All food sales must be approved by the University Union Food Service. Distribution or sale of foods is a privilege which requires the sponsor to adhere fully to the regulations for food preparation, handling and service listed on the Food Sale Permit. The sponsor's signature acknowledges the sponsoring organization's acceptance of this responsibility and adherence to the sanitation requirements.
Regulations for Food Sales / Distribution
All food sales/distributions for public consumption must comply with the following regulations to ensure sanitary and safe food handling and distribution:
- All foods must be obtained from a licensed and permitted retail or wholesale food distributor. No home preparation or storage is allowed.
- Perishable foods (e.g. meats, fish, dairy, salads or salad dressings with eggs or mayonnaise or egg products) must either be refrigerated at or below 45 degrees Farenheit or heated at or above 140 degrees Farenheit during transport and serving.
- Sponsor must provide an adequate number of refrigeration units and/or ice chests to maintain perishable foods within designated temperatures. Ice intended for consumption shall be properly protected and stored separately from ice used for refrigeration purposes.
- All food must be stored at least six inches off the ground or floor.
- Foods and utensils must be protected during display, preparation and storage. All food must be covered until served; no uncovered, unwrapped, unpackaged or unprotected foods shall be displayed for self service or exposed to the public on table tops.
- Food handling should be minimized. All food handlers shall be in good health and free from communicable diseases. No one person shall handle money and food at the same time. Whenever possible, food handlers shall use tongs, disposable plastic gloves or single use tissues when handling food. Before preparing, mixing or handling food and/or immediately after using restroom facilities, food handlers should wash their hands and arms thoroughly.
- Only single service (disposable) plates and utensils may be distributed; no re-use.
- No article of food or beverage which has been served previously to any person or returned from will be used in the preparation of other foods or beverages.
- Restroom facilities with hand wash stations must be accessible to food handlers and customers.
- Condiment containers should be pump, squeeze or self- closing covers. Single service packets are recommended.
- Arrangements for proper refuse collection (clean, lined, covered) and removal must be provided.
- Food must be served immediately after cooking; these items should be brought to campus frozen or refrigerated, cooked on demand at the site and served.
- All tables for the preparation and service of perishable foods must be covered. Barbecues are permitted outside of the tent for cooking purposes only. A tent is available by prior arrangement through the Student Life and Leadership Programs for this purpose.
Any event involving amplified sound outdoors must be approved through Student Life and Leadership Programs. Amplified sound is generally restricted to the hours between 11:45 AM - 1:15 PM. The level of amplified sound must be limited to reach only the immediate audience and must be maintained at a level that does not interfere with classes in nearby buildings.
High Risk Programs/Special Supervisory Requirements
A risk assessment for shall be completed, with the help of Student Life and Leadership Programs, for all events that may be considered high risk. Student organizations may be required to carry event insurance is deemed necessary by the University Risk Managment Department. The presence of the campus Advisor is required at all high risk events which include:
- High Risk Programs
A program may be determined to be high risk if it presents an increased potential for injury for participants (e.g. athletic activities). If the University determines that the activity is too great a risk, the activity will not be approved. In the event a student organization chooses to sponsor such an activity off-campus, the organization does so without University approval and individuals who sponsor or participate accept full responsibility for their actions.
- Student Sponsored Dances
- Programs involving Alcohol Service
- Special Programs
This includes programs held beyond regular operating hours without other direct supervision or programs involving a large number of participants. This may include programs held in the University Theatre, programs held on weekends, or programs held after 5:00 PM.
- All Student Clubs/Organizations must follow the updated Risk Management policy:
Student Clubs who are planning major events/programs/dances must provide a certificate of insurance with an additional insured endorsement naming the University and/or the Foundation as an additional insured from their national organization or they will be required to purchase insurance from the University.
Student Life and Leadership Programs contact person for Special Events Insurance Coverage is Kathleen Freitas. You will need to contact Kathleen regarding insurance at least two weeks prior to the event. Full payment of insurance premium is required before a certificate can be issued. Prior to meeting with Ms. Freitas the Student Clubs/Organizations must meet with their (SLLP) Advisor.
Club/orgs events that do not meet the minimum requirements will not be approved.
Recreational Programs/Gym Nights/Tournaments
Student organizations may reserve campus physical education facilities (Main Gym and outdoor playing fields) for gym nights, games and one or two day tournaments in accordance with the following guidelines:
- Reservations for physical education facilities (indoor & outdoor) must be made a minimum of fourteen (14) days in advance. Given the high demand for the use of and the limited availability of the Main Gym, student organizations may reserve the Gym for a maximum of two (2) programs per quarter.
- The campus advisor must be in attendance for the duration of all programs involving the use of Physical Education facilities. Programs will be evaluated on an individual basis to determine whether additional supervisory arrangements are necessary.
- All individuals participating in athletic activities at student organization sponsored programs must complete liability release forms prior to participation. The completed release forms must be filed with Student Life and Leadership Programs within two working days following the program.
- Programs held in campus physical education facilities must adhere to all University policies including those specific to the facility (e.g. Main Gym Rules of Use). On-going recreational programs (e.g. leagues) may only be sponsored in conjunction with the Associated Students Recreational Activities Program or under the supervision of a staff or faculty member of the Department of Kinesiology & Physical Education.
- There will be an hourly charge for a monitor who will be present during your event. Consult Student Life and Leadership Programs for up-to-date prices for this service.
Main Gym Rules for Use
- Only individuals with proper credentials are allowed into the main gymnasium (registered students, registered entrants into a tournament, faculty and staff of CSUEB, etc.). All other people enter the facility at their own risk and should be so informed prior to admittance to the main gymnasium. An example of the latter would be family members who wish to sit adjacent to a court where a badminton match is being played.
- Only white soled shoes are allowed in the gymnasium. There are absolutely no exceptions to this rule.
- No food or drinks are allowed in the main gymnasium.
- No animals are allowed in the building.
- No smoking is allowed in the building.
- Only one door should be opened to the main gymnasium the door closest to the main physical education office on the south side of the gymnasium.
- One representative of the sponsoring organization must be stationed at the entrance to the main gymnasium at all times. University Police Department (UPD) will be notified in advance of the event. They will open the door the main gymnasium, turn on the lights in the main gym, and open the doors to the women's and men's bathrooms on the south side of the gymnasium.
- Any participant abusing University equipment should be given an immediate warning. A second incident should result in his/her removal from the gymnasium. If resistance occurs, the supervisor should neither argue with the person nor engage in any physical confrontation. The supervisor should call UPD at Ext. 3791 and ask for their assistance. A white telephone on the eastern wall of the main gymnasium hallway is available for this purpose.
- At the conclusion of the event the main gymnasium should be cleaned of all debris. Public Safety should be called to secure the facility and turn off the gymnasium lights.
- All emergencies, medical and otherwise, must be referred to UPD by calling Ext. 3791.
- Any incidents or problems should be reported to the on-site supervisor. If there is no on-site supervisor assigned to the event, incidents or problems are to be directed to UPD at Ext. 3791.
Student organizations may hold dances on campus in accordance with the University Policy on Student Sponsored dances. The University encourages student sponsored dances especially those that provide opportunities for social interaction and cultural awareness among CSUEB students and other college students. In addition, the University supports student sponsored dances for the purpose of fundraising provided the revenues support the organization's purpose and goals, the University's mission and/or community service activities. The University will provide the support and assistance necessary to enable student groups to produce safe, enjoyable and successful dances. Clubs will be responsible for submitting the necessary Risk Management Forms (supplied by Student Life and Leadership Programs) in order to ensure the safety of their event.
Dances held on campus must meet the following general programmatic criteria. These criteria will be interpreted based on the degree of risk assessed to be inherent in the proposed dance. If any of these guidelines are not met, the dance will be subject to cancellation.
- Recognized student organizations interested in sponsoring dances must contact Student Life and Leadership Programs at least four weeks prior to the date of the proposed dance. The sponsoring group's advisor is required to participate in the planning process.
- Attendance is limited to the following:
CSUEB students, any age with CSUEB student identification. Each CSUEB student may be accompanied by one (1) guest over the age of 18 with proper age identification.
- Special arrangements may be requested to accommodate CSUEB alumni and their guests. Guest lists must be submitted for approval to Student Life and Leadership Programs at least 48 hours prior to the dance. Guests must be at least 18 years old and must show proper age identification.
- The ending time for dances will be no later than 2:00 AM.
- Publicity must be approved by the University representative responsible for approving the dance arrangements prior to printing and distribution. All publicity must contain the following: date, time (doors must close no later than 12:30 AM), location, admission policy, notation that capacity is limited, admission price, name of sponsoring organization.
- If the plan calls for an off-campus disc jockey and/or any other type of performer, the following requirements must be met:
- References from past performances must be provided. (The past performance record will be a factor as to whether or not the individual(s) will be allowed to perform at CSUEB).
- Any off-campus individual(s) scheduled to perform at a dance must be signed to a performance contract detailing the price to be paid for the performance, when the payment will be made, and a statement that the individual(s) agree to assist the management team in maintaining acceptable crowd behavior.
- All funds collected at the dance will be handled and deposited according to the appropriate University and Associated Students regulations.
- Once a participant leaves the dance, he/she may not return to the dance. The University reserves the right to close a dance at any time for reasons of safety. Once closed, no further admissions will be allowed.
- Alcohol is not allowed.
- Dance Monitors: The sponsoring organization must identify a minimum of five monitors to assist with the event.
- University Union Personnel: A student building manager and a minimum of three ushers are required for each dance event.
- Department of Public Safety: A minimum of two peace officers approved by the Department of Public Safety and three security officers are required at each event.
- Cashier: A designated cashier hired through Associated Students is required for each event. All charges for the dance (i.e. facilities, personnel) will be at rates applicable to student organizations.
Other criteria may be added to meet facilities requirements and/or unique circumstances of a specific dance. Arrangements for extraordinary measures to be taken (e.g. additional charges for security and personnel, changes in security requirements for participants safety such as searches or backup support, extraordinary demands on facility/equipment use, etc.) must be agreed upon prior to the event. One week prior to the dance, a dance planning meeting will be held with the sponsoring organization, dance monitors, advisor and representatives of Student Life and Leadership Programs, DPS and the University Union to finalize the specific arrangements and procedures for the event. The sponsoring group's record of previous events will be a significant factor in considering approval for a dance (e.g. attendance composition of prior dances, organization cooperation, publicity, the post-dance evaluation session).
The University retains final responsibility to approve a student-sponsored dance. The concerns of the facility manager, sponsoring group and the Department of Public Safety will be taken into consideration when considering approval.
For additional information and a complete copy of the University Dance Policy, please contact Student Life and Leadership Programs.
Student organizations sponsoring on campus events involving alcohol must comply with established University procedures governing the service of alcohol on campus. Requests for alcohol service must be filed with Student Life and Leadership Programs a minimum of three weeks prior to the event. A condensed version of the University Alcohol and Other Drug Policy which outlines the general requirements for the service of alcohol on campus is provided below. A copy of the complete policy is available through Student Health and Counseling Services or the above link.
California State University, East Bay has the responsibility to provide a healthy environment where the use of alcohol and other drugs does not interfere with learning and working. The university is committed to maintaining a campus environment that makes the abuse of alcohol or the use of illegal, non-prescribed or harmful drugs unacceptable. University policies and procedures regarding alcohol and other drugs serve as guidelines to insure that alcohol and drug use does not adversely affect the quality of a person's experience at Cal State Hayward.
Beer and wine are legal and available on campus to people 21 years old and over, and the university policy establishes reasonable guidelines and procedures for the use of alcohol within the campus community. It also recognizes that alcohol poses risks to the health and safety of individuals, communities, and society. University policies regarding alcohol consumption, availability, and problems are therefore designed to minimize these risks. Students, staff, administrators, and faculty have a mutual interest in maintaining an environment that encourages intellectual, social and personal growth. The excessive promotion and use of alcohol or the use of illicit drugs is not compatible with an optimal environment for learning and growing. The university further recognizes that alcoholism and drug addiction are illnesses, and should be treated as such. University policies regarding alcohol and other drugs seek to create an environment that is conducive to healthy and responsible choices.
The following general principles guide California State University, East Bay's Alcohol and Other Drugs policy:
- Abstinence is accepted and provided for in all circumstances.
- Any alcohol consumption in high risk settings, (e.g. active sports, driving, machinery operation, and pregnancy), is clearly discouraged.
- Heavy consumption of alcohol in all situations is unacceptable.
- Moderate consumption of alcohol in low risk situations is accepted.
- Use of illicit drugs (including performance-enhancing substances such as anabolic steroids) is unacceptable.
The use, consumption and possession of any narcotic dangerous drug, or controlled substance by any student, employee, guest or visitor at the university for which the individual does not have a legal license or valid prescription is strictly prohibited. The unlicensed distribution or sale of any narcotic, dangerous drug or controlled substance by anyone on campus is strictly prohibited.
Policies For The Use, Consumption, And Sale Of Alcoholic Beverages
- The use/or consumption of alcohol by anyone under 21 years of age is prohibited at any time on campus, and is subject to the penalties imposed by state law and university policies.
- The sale of alcoholic beverages is NOT permitted on campus, with the exception of the sale of beer and/or wine conducted in accordance with applicable campus regulations. Permission to sell alcoholic beverages on campus is usually limited to the recognized campus food service agents, including the CSUEB University Club.
- Alcoholic beverages may be served on special occasions with prior approval at functions sponsored by approved student organizations. Service will normally be permitted only in conjunction with food service. Service of alcohol on these occasions is not allowed before 4:00 PM on weekdays during academic quarters. Exceptions to this policy may be granted for events held in the University Union at the discretion of the Vice President who is responsible for approval.
- Recognized campus clubs and organizations may be granted permission to serve alcoholic beverages at approved campus functions in designated areas. Requests to serve alcoholic beverages must be submitted in accordance
with approved procedures.
- A member of the sponsoring organization shall be assigned the responsibility of insuring compliance with all applicable provisions of the alcohol policy. The faculty advisor or an appropriate university official must be the supervising individual for student organizations.
- Non-alcoholic beverages and food must be served at all events on campus where alcohol is served.
- Organizations sponsoring an event at which alcoholic beverages are served may not require those attending the event to pay money - including buying raffle tickets, tokens, drink tickets, or admissions tickets in order to be served alcoholic beverages.
- The fact that alcohol is available is not to be featured in advertising for an event on campus.
- Alcoholic beverages must be served by individuals who are aware of responsible beverage serving techniques. Participants may not serve themselves, and consumption of alcohol from unsupervised kegs and open bars is prohibited.
- Alcoholic beverages may not knowingly be served to any underaged or obviously intoxicated individual.
- When alcohol is to be served as part of a university sanctioned activity of a recognized group (whether on or off campus), such group is responsible for insuring that all provisions of this policy and all applicable state laws are enforced. "University Sanctioned" is defined as an official event sponsored by a university department or recognized organization. Specifically excluded from this requirement are informal social gatherings by members of the university community.
- Alcohol drinking contests are prohibited at social events on campus.
- Participants will not be allowed to exit an event in the possession of alcoholic beverages.
- In cases where an individual becomes intoxicated, event sponsors will make every effort to intervene to prevent that individual from driving. Designated driver responses and safe ride type activities to prevent driving by intoxicated persons will be encouraged.
Approval Standards and Procedures
The organization or individual sponsoring a campus event where alcohol will be served must first receive university approval for the proposed event. Requests for approval to serve alcoholic beverages on campus are made to the Vice President, Student Affairs and the Vice President for Administration and Business Affairs.
- The Vice Presidents will carefully consider a request to serve alcohol based on its appropriateness in a university setting. To determine appropriateness, the following factors will be considered: Time of day, level of supervision, training of servers, conduct of business, high risk situations, audience (type of potential drinkers), length of event, and general safety factors.
- The Vice Presidents will determine if appropriate controls can be satisfactorily established and maintained before permission is granted for the serving of alcohol on campus. Written permission to use alcoholic beverages shall be subject to the following restrictions:
- Attendance shall be limited to members of the sponsoring organizations and their invited guests.
- The event shall not be open to the public, and shall not be advertised or publicized to the university community as an event where alcoholic beverages are to be served.
- Alcoholic beverages will not be permitted at public events such as athletic contests, concerts, performances, or all-university dances.
- Alcoholic beverages will not be approved for functions at which alcohol is the focal point, or the inducement for attendance at the event.
- The individual(s) assigned the responsibility for the conduct of the event will be in attendance at the function.
- All organizations or individuals planning to serve alcohol at any function must have prior approval from Student Life and Leadership Programs and the Vice President. All approvals must be completed at least one week prior to the planned event. All sections of the Alcohol Approval form must be fully completed.
- Request for approval is made as part of the program planning and approval process.
- Organizations may request permission to sell alcoholic beverages at special events and must contact Student Life and Leadership Programs for a copy of the procedures.
Any student who violates the policy on alcohol and drugs shall be subject to disciplinary action up to and including the possibility of dismissal from the institution. The preceding is an abbreviated version of the California State University, East Bay Alcohol and Drugs Policy. For a complete copy of his university policy contact Student Life and Leadership.
Guidelines for Drawings
Recognized student organizations may hold drawings at California State University, East Bay to provide funds for their treasury or to donate to charity. Student organizations conducting drawings on-campus must secure approval through Student Life and Leadership Programs. The following guidelines have been established to ensure compliance with the California Penal Code Section 319 et seq.
Organizations are responsible for having tickets printed. Each ticket must contain the following information:
- Name of sponsoring organization and "California State University, East Bay."
- Amount of donation and the word DONATION printed after the amount (i.e.$.50 DONATION).
- List major prizes offered.
- Date and place of actual drawing.
- Where proceeds are going if other than to the sponsoring organization's treasury.
- Space for contributor's name, address, zip, and phone (usually on back of ticket).
- "FREE DRAWING" imprinted at the top of the ticket, and/or the ticket in and of itself must have value for the price paid, (i.e. a coupon for a discount for the purchase of a food item or other items of value).
It is suggested that tickets be numbered and that a contributor receive a ticket stub with the same number as his/her entry ticket.
Before distributing tickets, a date, time and place must be established for the actual drawing. Contributors must be given this information upon request so they can be present if they wish. It should not be required that persons must be present to win. The drawing must be on-campus and open to the public.
Individual organization members may distribute tickets to other individuals on a person-to-person basis anywhere in the open, public areas of the campus (not in campus buildings).
Distribution of Tickets
If your organization plans to distribute tickets in the community (off-campus), you will need to get permission from the cities where you plan to solicit. You will also need permission from shopping centers and/or other commercial businesses if you plan to distribute tickets on their private property.
Prizes may be a service, goods, or cash. Prizes may be donated by the club or purchased by the club. The name of the merchant and/or brand name of any prize product must be mentioned in the drawing publicity on-campus. Sometimes this advertising entices merchants to give you a discount.
Remember that your organization is legally liable for awarding all the prizes advertised; if your organization plans to pay for the prizes out of ticket proceeds, you must be financially prepared to award the prizes even if you don't distribute enough tickets to cover the cost of the prizes. If you don't award the prizes, your organization is open to charge of fraudulent advertising (criminal offense).
Contributors cannot be required to purchase any article or service to be eligible to enter the drawing.
At the actual drawing, there must be at least two (2) members from your organization present and one (1) neutral party (a non-club member who is not a friend or relative of any club members); a club's Advisor is an acceptable neutral party. After the completion of the drawing, an Accounting of Funds Statement must be filed with the office originally approving the event. This form simply asks for the gross income from the drawings and any expenses including the cost of prizes.
World Wide Web Guidelines
Organization seeking homepages should contract an outside internet service provider.
Appropriate use policies for campus computer accounts apply to home pages, including policies regarding commercial use, copyright and harassment. Usage must be in accordance with applicable State and Federal laws as well as the policies and procedures of the California State University and CSUEB. If you have questions about these policies, please contact Student Life and Leadership Programs.
The following guidelines apply to student organization web pages linked to the CSUEB Home Page:
- Student organization pages must contain the following disclaimer: "The information on this page represents that of (Organization's name) and not that of CSUEB. (Organization's name) takes full responsibility for the information provided on this page."
- The page must be linked to the email address of the information provider/individual who is responsible for maintaining the page.
- Student organization home pages may not contain any CSUEB logo or seal.
- Use caution in making links to other internet sites. It should not be assumed that all material on the Internet is acceptable to the CSUEB Web audience. If you have any doubts about the suitability of a link, contact Student Life and Leadership Programs.
- Do not put any person's personal data on the Web unless you have the consent of the person concerned.
- The Student Life page which provides links to student organization home pages will contain the following statement: "Many of the resources linked to this home page are maintained by independent providers. CSUEB can not monitor all linked resources. The University monitors only official university pages on which appears the CSUEB logo. The statements views and opinions contained in the independent provider's communications and materials are those of the authors and are not endorsed by nor do they necessarily reflect the opinion of CSUEB."
- The University reserves the right to de-link pages that are not in compliance with the above guidelines.
Helpful Hint: Should you wish to maintain a dynamic web page (i.e. weekly changes to a calender of events) it may serve your organization better if you contracted with an internet provider as the home site for your web page. You may then provide Student Life and Leadership Programs with the first page of your web site which will then serve as the link from CSUEB to your organization's home page. Please contact Student Life and Leadership Programs for detailed information about the procedures and applications to create or link your web page.