THE UNIVERSITY OF MEMPHIS OPERATING PROCEDURES SUBJECT: Regulating Admission to Non-Academic Activities-Dances PROCEDURE NO: 2E:13:01A DATE: September 8, 1992 SUPERSEDES PROCEDURE: 2E:13:01A DATE: March 26, 1990 Purpose: Registered student organizations are permitted to sponsor activities and dances in the University Center in an effort to foster positive social interaction among The University of Memphis students in a safe and secure environnent. In order to achieve this objective, the following procedure has been adopted and must be strictly observed by all sponsoring organizations. Registered student organizations may use University facilities for activity purposes, including dances, when space is available and when all applicable policies and procedures have been met. The following procedure specifically addresses dances held in the University Center, however, the admission requirements stated herein are applicable to dances held anywhere on the campus of The University of Memphis. 1. Procedure for Admission to Dances: a. Only individuals with current, valid identification cards from a Tennessee Board of Regents System institution, a University of Tennessee System institution, or from a college or university located in Shelby County, Tennessee, will be admitted to the dance. Identification cards with magnetic strips (other than U of M ID cards) cannot be validated by admitting officials; therefore, they will not be accepted for admission to the dance. b. Sponsoring organization advisors are responsible for ensuring that only individuals with current, valid ID cards from an institution specified above are admitted to the dance. A minimum of two support checkers and one advisor must be stationed at the designated entrance to the University Center prior to and during the entire duration of the dance. Failure to abide by the admission requirements of this provision could result in disciplinary action against the sponsoring organization. A Security Officer (See Item 9) will assist admitting officials by removing from the premises any individual who becomes disruptive as a result of a denial of admission to the dance. c. An authorized identifying wrist band must be attached to the wrist of each individual admitted to the dance. Any person found in the University Center dance area not wearing an authorized wristband will be removed from the premises. d. Passouts will not be permitted. If an individual leaves the University Center after being admitted to the dance, that individual may not reenter either the dance or the U.C. 2. Publicity: Advertisement of student dances may be distributed on and off campus and must carry the complete admission requirements as stated in this procedure. 3. Admission Charge: a. When University funds, including student activity fee funds, are used, all ticket sales must be coordinated through the University Ticket Office. b. When University funds are not used, the sponsoring organization must complete and have approved, 10 days prior to the dance, a "Solicitation of Funds" form. 4. Sponsorship: Dances may be sponsored by any registered student organization with adequate funds to cover the cost of the dance, including publicity and security (see section 9 below). The organization must also have completed all requirements as set forth in Form A available at the Information Desk located in the second floor lobby of the University Center. Sponsoring organizations shall be responsible for partic- ipants' conduct while at the dance. Conduct of participants must be commensurate with University regulations and Codes of Conduct. Future scheduling of events will depend upon the organization's ability to control the conduct of those in attendance and the organization's adherence to all applicable University policies and procedures. Organi- zations that fail to adhere to these policies and procedures will not be permitted to sponsor a dance the following semester, and may be subject to disciplinary action (see section 10 below). 5. Concessions: If any food or drink is to be distributed or sold at the dance, approval must be secured through the Office of Student Organizations at least 10 days prior to the dance. 6. Location: Dances may be held in the University Center if: 1) appropriate space is available, 2) advance space reservations are made, and 3) adequate control of attendance can be maintained. 7. Number of Dances: 1) Each registered organization will be permitted to sponsor only one dance per semester. 2) No dances will be held during the summer. 8. Sorority/Fraternity Assistance: Sororities must request and obtain assistance from a fraternity to assist in securing their dances. Fraternities must also request and obtain the help of a sorority to assist in securing their dances. 9. Security at Dances: a. A minimum of five private security officers must be requested in writing on a form available at the Information Desk of the University two weeks in advance by the sponsoring organization. Payment of these officers will be the responsibility of the sponsoring organization. NOTE: Security officers will not be required if the dance is sponsored by a single University of Memphis student organization (or a single fraternity and a single sorority co-sponsoring a dance) and admission is limited to members of the sponsoring organization(s) only. b. Gates to Lot #1 (Administrative Lot) will be controlled by a member of the Department of Public Safety at least thirty minutes prior to the dance and during the duration of the dance. The sponsoring organization will also be responsible for payment of this individual. c. Private security officers will maintain order during dances and will remove any individual loitering around the building entrances or in the University of Memphis parking lots, including those loitering in parked vehicles. d. Private security officers will normally be assigned as follows: (1) One Officer inside the U.C. ballroom dance area; (2) One Officer monitoring the East U.C. entrance area; (3) Two Officers monitoring the U of M Field House parking lot; and ' (4) One Supervising Officer roaming the U.C. and parking lot areas at will. Any change in assignments of private security officers will be coordinated by Department of Public Safety Shift Commander or the private security agency supervisor and the University Dance Coordinator or his designee. e. The U of M contact person in the event of a serious incident will be the U of M Department of Public Safety Shift Commander on duty at the time of the event. f. Private Security Officers will be responsible for arrests of individuals engaging in any disorders, fights, or other illegal acts occurring in the above-referenced areas. g. Identification of any individual arrested at the event, along with a description of the incident and the names of witnesses, will be provided to the U of M Department of Public Safety. h. U of M Department of Public Safety Officers will be called upon for assistance in any matter, including, clearing the parking area or managing disruptions. i. The University Dance Coordinator will also report violations of this policy and/or the Code of Student Conduct to the Office of Judicial Affairs. 10. Responsibilities of Sponsoring Organizations and their Advisors and/or Faculty/Staff Designates: Sponsoring organizations are responsible for ensuring strict compliance with all requirements of this procedure. Failure to comply with this procedure, particularly those provisions dealing with admission to the dances, may result in the imposition of disciplinary sanctions against the sponsoring organization and/or the individuals responsible for the violation. Advisors and/or faculty/staff designates to sponsoring student organizations must be in attendance prior to and during the entire duration of the dance. Attending advisors should be identified by name on the Form A submitted to the office of the Associate Dean of Student Life. Advisors to the sponsoring organizations are expected to assist University and security officials in the strict enforcement of this procedure. Additionally, sponsoring organizations are required to: a. Set up at least thirty minutes prior to the beginning of the dance; b. Display a sign, available at the Information Desk located in the second floor lobby of the U.C., stating admission requirements to the dance; c. Display signs, available at the Information Desk, stating a "No Passouts", "No Outside Containers", and "No Alcohol". d. Verify that all outside doors and all stairwell doors are locked, including those at the southeast and southwest corners of the U.C.; e. Station members of sponsoring organization in positions to monitor and control outside doors on the first floor of the U.C. and the entrance doors to the ballroom; f. Require Disc Jockey to announce that anyone not wearing a wristband will be removed from the dance; g. Arrange for advisors and students to meet with the Associate Dean for Student Life and the Associate Dean for Minority Affairs prior to the dance. 11. Exceptions: a. Any exception to the above procedure must be approved in writing by the Associate Dean of Students for Student Life prior to the event. b. Application by registered student organizations for dances at locations other than the University Center may be requested on a Form A filed with the office of the Associate Dean of Students for Student Life. Specific guidelines and procedures for such dances will be issued on a case by case basis.