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.