STUDENT DEVELOPMENT

Kalamazoo College desires to provide opportunities for personal growth and leadership development for its students. One goal of the institution is to provide co-curricular education through programming for students. Another is to help create a campus environment that allows for the social development of the student population. In tandem with this objective is the concern for the safety and overall well-being of the campus community and campus facilities, recognizing that involvement in the co-curricular experience is not a right but a privilege.

This concept allows College recognized student organizations the freedom to plan, organize and implement activities. This enables them to achieve their individual organizational goals, while accepting responsibility for the activities of the organization. The following policy was developed in an effort to achieve these objectives.

Policies

1. All events must be registered with the Student Development office. If the student organization uses, or implies the use, of the College name (or any recognized organization of the College), and/or College money, the event must be registered, regardless of whether it takes place on or off campus. After preliminary approval is given, the Associate Dean of Students will refer the organization to:
   • the appropriate person to reserve a space and request his/her signature (Facilities Reservations Coordinator, Dining Services director, area coordinators)
   • the Director of Security, if security guards are needed, and to request his/her signature.Return the event form to the Associate Dean of Students for final approval and signature. Registration must be finalized no later than two weeks before the event. If the event is not approved and coordinated within the timeframe stated, the student organization will not be able to hold the event.
2. All College sponsored events, whether using campus or off-campus facilities, must adhere to Kalamazoo College Policies and Procedures, including the Alcohol Policy.
3. Enforcement of the fire code regulations and restrictions is the responsibility of the organization planning the event. If there is a violation of the number attending the event, the event will be closed. Please check the Fire Safety Procedures for room capacity limits.
4. Kalamazoo College students must have a valid College I.D. for the social events. For certain events, such as dances, if guests are allowed, the organization will provide wristbands, one color for Kalamazoo College students and one color for a guest. If guests are allowed, one guest per Kalamazoo College student is permitted. Each guest must be at least 18 years of age and must show a valid I.D. The guest and his/her host must sign at the entrance to the event. The host is held responsible for the behavior of his/her guest and may be subject to student conduct action as explained in the Student Conduct Procedures. The organization is responsible for providing the sign-in log and for publicizing the admission procedure.
5. The leaders of the organization who are planning the event will oversee and be responsible for the event.
6. The organization's official advisor, a full-time faculty member, or staff may be required for the duration of registered events (determined by Student Development).
7. Student monitors and/or additional faculty/staff may be required for certain events.
8. The Associate Dean of Students determines if Security is needed, based on the nature and/or size of the event.
9. The Director of Security determines the applicable charges for the guards' time (charges may be applied for late cancellation of the event).
10. The student organization is responsible for cleaning the space used and may be required to hire custodians to clean the bathrooms near the reserved space. Charges will be levied against the organization's account.
11. The organization is responsible for any damage costs incurred.
12. All events must abide by the building closing times as listed in the Facilities Access Website.
13. advisor or full-time faculty/staff member, the Security officer(s), and the student organization leadership will jointly determine whether an event is terminated. It is the responsibility of the student leadership to announce the decision.
14. If an event is disruptive, and/or damages occur, and/or is terminated, individuals and/or the organization found responsible will be referred for action under the Student Conduct Procedures.

Procedures

1. Event forms are located in the Student Development office. To begin the registration process, a student organization can schedule an appointment with the Associate Dean of Students, or designee, to discuss the organization's plans for the event.
2. For the safety of the event participants, fire code numbers are not to be exceeded as stated in the Fire Safety Procedures Website. Event organizers must pick up a hand-held counter in Student Development for those events that do not require seating.
   
3. After receiving preliminary approval from the Associate Dean of Students, the student organization leadership should schedule appointments with the Facilities Reservation Coordinator to reserve space and the Director of Security to hire the necessary guards, if guards are required.
4. If a student organization wishes to use the Quad for an event, contact the Associate Dean of Students for Campus Life to discuss the event. Following that, contact the Facilities Reservation Coordinator to reserve the Quad. Due to the upcoming Commencement, the Quad is not available for use after sixth week of spring quarter. Facilities Management reserves the right to restrict the use of the Quad based on weather concerns leading up to, and including the day of, the event.
5. For those events that require Security, the student leadership, advisor (or full-time faculty/staff) and student monitors (if applicable), are required to meet with Security one hour before the event. Confirmation of the following is required: expected attendance, responses to and procedures for inappropriate and/or disorderly conduct, and the coordination of identification checks and guest list requirements, if guests are allowed.
6. If there are problems with alcohol use and abuse, the student leadership and/or the faculty/staff should refer to the handout outlining the emergency protocol.
   
   

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