University and Student Involvement Policies

Student Event Policy 

This policy covers student-sponsored events. All student-led/student-sponsored events must be registered with the Office of Student Involvement via WesNest. All requests, with the exception of wood frame parties (see Hosting a Wood Frame Party), must be through a WSA-recognized student organization or Greek organization/society.

Specifically excluded from this policy are meetings and rehearsals, organized by student groups and limited to Wesleyan students. Students may make reservations for meetings and rehearsals in Room Request (EMS), via your WesPortal, at least three business days in advance.

Event Spaces

Events may happen in the following spaces:

1. Program Houses/Residential Spaces including WestCo Courtyard and the Butterfields Courtyard (this does not include wood frames or lounges) with approval from the Area Coordinator. The student group hosting the event must submit and register the event through WesNest no less than 14 business days in advance for all spaces within residential areas. NOTE: Program House spaces can only be reserved by residents of the respective house. 
2. Classrooms (e.g., Fisk, PAC, Exley)
3. Usdan (includes Huss Courtyard and Lawn) - No less than 14 business days in advance.
4. Fayerweather (Beckham Hall and practice rooms) - No less than 14 business days in advance. 
5. Russell House
6. Allbritton
7. Foss Hill
8. Memorial Chapel - No less than 14 business days in advance
9. Zelnick Pavilion - No less than 14 business days in advance
10. CFA (Please note, the CFA has a separate request and approval process. For more information, please contact the Associate Director of Student Involvement).

Student events must be sponsored by a WSA-recognized student organization. Event hosts must adhere to event guidelines and policies when booking the space.  An acknowledgement will be required when registering the event on WesNest. Wesleyan Public Safety has the discretion to return any event to its permitted capacity or end events when they are out of compliance, unsafe, or after receiving two complaints about noise or disruptive behavior. The group is responsible for cleaning up after the event. Failure to adhere to the guidelines in the policy may result in judicial referrals or fines.

• Determining Risk

  To determine if an event is high or low risk, any combination of the following factors may be used:

  1. High Risk:
     • An estimated 150 people in attendance for a residential or non-residential space.
     • Event will be open to persons who are not Wesleyan students.
     • The event is co-sponsored/co-hosted with an off-campus organization.
     • An artist/speaker(s) with a large following and/or who is considered controversial is performing.
     • Attendees may arrive at the event under the influence of alcohol and/or other drugs.
     • There is an expectation for attendees to be lively participants of the event, no formal agenda or program planned.
  2. Low Risk:
     • Fewer than 150 people estimated for attendance in a residential or non-residential space.
     • The venue has fixed seating.
     • Closed organizational meetings and events that are limited to only Wesleyan students.
     • The intention of the event is for educational, rather than social, purposes.

  Event Levels

  All events fall under one of the three statuses outlined below.

  Level 1
  Level 1 events are defined as small-scale, low risk, campus events where fewer than 150 Wesleyan students will be present and no outside guests are permitted. The student group hosting the event must submit and register the event through WesNest no less than 7 business days (14 business days, depending on the space) in advance.  Examples of small-scale events are lectures, movies, or coffeehouses. 

  Level 2
  Level 2 events are defined as medium-scale, higher risk, campus events at which 150 people or fewer will be in attendance. These events may or may not have guests and security may be required. Examples of level 2 events are after-parties or a dance showcase/ performance. The student group hosting the event must submit and register the event through WesNest no less than 7 business days (14 business days, depending on the space) in advance.

  Level 3
  Level 3 events are defined as large-scale, very high risk, campus-wide events where 150 or more attendees are expected to be in attendance. Depending on the event, guests may, or may not, be permitted. These events typically require security presence. Examples of level 3 events are parties in collaboration with an outside organization or a concert with an artist who has a large following. The student group hosting the event must register and submit the event through WesNest and meet with a professional staff member in Student Involvement to discuss logistics no less than 30 days prior to the event date. Certain events will require the use of wristbands, which Student Involvement can supply. If the event is open to other colleges, Student Involvement will need to approve prior to advertising the event on other campuses.

   

• Quiet Hours

  The right of residents to study and sleep takes precedence over the right to make noise that disturbs others. When “Quiet Hours” are in effect, all noise should be kept at a minimal level and not be heard outside the room, unit, or building. All students are expected to respect the rights of others.

  Quiet Hours are uniform throughout campus:
  Sunday– Thursday:          11 p.m. – 8 a.m.
  Friday– Saturday:            1 a.m. – 10 a.m.

  At all other times, students are expected to observe “Courtesy Hours” and be mindful to ensure that noise levels do not interfere with or negatively impact other students or the surrounding community. Courtesy hours are 24 hours a day, 7 days a week. If another person asks you to control the noise level, regardless of the time of day, you are expected to comply with the request.

  During reading period and final exam periods “Quiet Hours” are in effect 24-hours. Beginning at 11:59 P.M. on the last day of classes through the last day of finals, twenty-four hour “Quiet Hours” are in effect in all residences. The last day to hold an event is the last day of classes each semester, the event must end by 11:59pm. Events will not be approved during break periods.

• Sound Guidelines for Outdoor Events
  • Amplified sound before 5 p.m. is not allowed Monday through Friday, or prior to 11 a.m. on Saturday and Sunday.
  • Any amplified sound that is approved Sunday through Thursday in the center of campus may be approved until 10 p.m.; on the periphery of campus it may be approved until 9 p.m. barring any noise complaints, which could result in an earlier end time.
  • Any amplified sound that is approved Friday and Saturday anywhere on campus may not continue later than 11 p.m. in the center of campus and 10 p.m. on the periphery of campus barring any noise complaints.
• No Alcohol or Drugs at Events
  All student clubs and organizations' events are alcohol-free and drug-free. No alcohol or drugs are to be present in any student group hosted event.
• Important Dates and Deadlines
  Student groups should refer to the OSI Office Calendar for important dates and deadlines. The webpage will be updated regularly.
• Student Involvement Student Organization Policies and Disciplinary Process

  Groups found in violation of the Code of Non-Academic Conduct, outlined in The Student Handbook, by the Community Standards Board (CSB) may receive the following sanctions:

  1.     A written disciplinary warning with a copy maintained in the judicial file. The warning may specify corrective measures that can help the group avoid similar complaints in the future.
  2.     Disciplinary probation for a period to be established by the board, implying that the group’s standing within the University is in jeopardy and that further negligent or willful violations will normally result in suspension of University recognition. Disciplinary probation may include restrictions on the group’s functions during the probationary period. The group should also be informed of corrective measures that must be undertaken during the probationary period and maintained after its conclusion.
  3.     Suspension of University Recognition — a group desiring to reestablish a relationship with the University must reapply for recognition by the University through the dean of students.
  4. The board may recommend other sanctions such as community service, fines, educational assignments, restitution, etc. in addition.
• Operating a Business/Solicitation
  Per Residential Life Housing Contract, residents are not permitted to use any Wesleyan facilities or services for business or personal profit activities. This includes, but is not limited to buildings, telephone systems, and computer networks, hardware, or software, etc.  Only members of recognized student organizations, with permission from The Office of Residential Life, may conduct fundraising activities in the residences. Fundraising activities may not include door-to-door solicitation. No outside organization or person may solicit in campus residences.
• Political Activity

  Wesleyan is a 501(c)3 not-for-profit entity as defined by the Internal Revenue Service. Under the IRS restrictions, Wesleyan is prohibited from participation in political activities. IRS Revenue Ruling 2007-41, published June 18, 2007 (“IRS 2007-41”) describes this restriction: “Organizations that are exempt from income tax under section 501(a) of the Internal Revenue Code as organizations described in section 501(c)(3) may not participate in, or intervene in (including the publishing or distributing of statements), any political campaign on behalf of (or in opposition to) any candidate for public office.”

  While at first blush IRS Rev. Rul. 2007-41 may seem innocuous, the IRS has ruled that prohibited activity may include indirect support such as the use of institutional resources and facilities. See IRS 2007-41. Wesleyan’s policy with respect to political activity is simply to comply with the IRS guidelines. With only modest scenario changes, hypothetical examples can vary wildly along a continuum between acceptable and unacceptable. As shown in IRS 2007-41, the IRS has chosen to evaluate such activity based upon all of the facts and circumstances in each case.

  Pursuant to IRS interpretations, use of University facilities by political candidates is not, in and of itself, problematic. In order to comply with the IRS guidelines however, the University and University supported groups must provide comparable time and resources equally among all legally qualified candidates. As a result, the University insists that student or other groups wishing to bring political speakers to campus extend their invitation to other competing candidates as well.  Alternatively, it would be acceptable for student groups to invite political candidates to events where no University resources were used (including University subsidies to the group, physical space (except where leased at market rate), administrative support, etc.).

  In response to student requests, the University has opted to take a further step to encourage political visits to campus in accordance with IRS restrictions. The University has adopted this policy and in its marketing materials allowing free, equal access to any political candidate to certain University facilities at no cost under set terms and conditions:

  1. The available facilities would be Science Tower 150 (Tishler Hall) & Science Tower 184 (Woodhead Lounge), to the extent not previously reserved.
  2. The arrangements would have to be made directly by the interested candidate or their staff to the Wesleyan Events & Conferences Office (860.685.2280) no later than five business days before the date requested and reservations will be granted on a first come, first served basis. Events & Conferences will generate a contract which must be signed by the client for the use of the space.
  3. Candidates who cancel confirmed bookings less than 48 hours prior to the booking or do not show for bookings may be restricted in future bookings.
  4. The candidate would be responsible to meet and agree to all University policies of use for facilities.
  5. Any other university services (food, crowd management, public safety, ITS, custodial, etc.) if necessary, will be available on equal terms to all candidates at market rates paid by the candidate or event organizers but not supported in any way by the university.
  6. The maximum attendance at the event/visit would be limited to the maximum occupancy of the room (Science Tower 150 seats 298 people; Woodhead Lounge seats 85 people). Other facilities may be made available through the University Events & Scheduling Office and in accordance with IRS restrictions. Contact this office for information and rates.
  7. University personnel, including subsidized student groups may invite particular candidates only by providing the candidate with copies of the University policy for such visits.
  8. The University does not support or endorse the candidacy of any political candidate.
• Brand Guidelines for Student Clubs and Organizations
  For branding purposes, students can reference the Wesleyan Style Guide under University Communications to be aligned with the University’s branding guidelines. Student groups can submit a Communications Service Request to assist with developing a brand for the student group.
• Tent Policy
  • Installation of tents in the yards of woodframe houses will not be approved. Physical Plant will not help to secure the tents or anything in them (rented plates, chairs, etc.). In the past, people have had these items stolen and the university will not take any responsibility. Tents have been prone to damage lawns and irrigation systems.
    
    
  • A small popup tent (under 20’x20’), may be put up at a student's own risk without a permit from the fire marshal.  However, Physical Plant will not facilitate and the student will be responsible for paying for any resulting damages.
    
    
  • Students may not install any pop up tenting anywhere on campus that is not in a woodframe backyard. For example, tents cannot be put up on the lawns around Fauver Apartments, near the residence halls, etc.
    
    
  • Tents 20x20 and over must be pre-approved by Fire Safety and Grounds at least 10 business days prior to the event.
• Disruptions

  Ground Rules

  Picketing, demonstrations, sit-ins, or student strikes, provided they are conducted in an orderly and non-obstructive manner, are a legitimate mode of expression, whether politically motivated or directed against the college administration, and should not be prohibited.

  1. Demonstrators, however, do not have the right to deprive others of the opportunity to speak or be heard, take hostages, physically obstruct the movement of others, or otherwise disrupt the educational or institutional processes in a way that interferes with the safety or freedom of others.
     
     
  2. Students should be free, and no special permission should be required, to distribute pamphlets or collect names for petitions concerned with campus or off-campus issues.
     
     
  3. Protests, sit-ins, demonstrations, student strikes, and other forms of expressions also violate the Code of Non-Academic Conduct when they:
     
     
     1. Disrupt or obstruct curricular, co-curricular, or administrative/operational activities of the University
        
        
     2. Deny the rights of students, faculty, staff, or guests of the University
        
        
     3. Inhibit others from moving freely on any part of the University campus, property owned or leased by the University, or to areas where they desire or need to pursue their goals
        
        
     4. Disrupt the proper use of University offices or facilities
        
        
     5. Endanger the safety of any person on University property
        
        
     6. Destroy or damage property
        
        
     7. Violate statutory health and safety regulations

  LOCATION

  Protests, sit-ins, demonstrations, and other forms of expression are prohibited in residential areas or offices assigned to members of the faculty, staff, and students.

  SYMBOLIC STRUCTURES

  Symbolic structures (e.g., displays, statues, booths, banners, shanties, tents) must be approved by the dean of students according to standard procedures, and must be removed at the conclusion of the approved period.

  COSTS

  Individuals involved in forms of expression, dissent, and political action may be responsible for costs associated with these activities. Costs that could be incurred include, but are not limited to, repair or replacement of damaged property and additional security costs that are deemed necessary by University officials.

  INTERNAL INJUNCTION

  The Community Standards Board (CSB) has the power to determine when free expression or an action by an individual or group create conditions that damage the environment necessary for teaching and learning, infringe upon the rights of other individuals, or “otherwise hinder the community in achieving its purpose.” Upon receiving a complaint that a disruption or harassment is in process or imminent, the CSB shall convene to review the complaint.

  The CSB has the authority to warn an individual or group that specific conduct or action infringes on the rights of others to an environment that is “free and favorable” for teaching and learning or “hinders the community in achieving its purpose,” and that such conduct or action must cease by a specific deadline. This warning carries the force of an internal injunction, which will remain in effect until superseded by a decision of the vice president for student affairs. If the CSB determines that an internal injunction has been violated, one of its officers will report the violation to the dean of students. The dean of students, in consultation with an officer of the CSB, may impose immediate temporary sanctions that could include an interim suspension of individual students pending a full, formal judicial hearing, which would be held at the earliest opportunity.

  INTERIM SUSPENSION

  If a student’s continued presence in class or on campus endangers University property, the physical safety or well-being of other members of the University community, affects his/her physical or emotional safety or well-being, or disrupts the educational process of the community, the dean of students (or designee) may invoke an interim suspension. An interim suspension is an immediate temporary suspension from the University pending a judicial hearing.