During the Fall 2020 semester, please refer to the New Paltz Forward plan for information and guidance about events, meetings, visitors, and the measures being taken to protect our community.
Table of Contents
- Student Event Approval and Consultation Process
- Event Security
- Guest Policies
- Proof of Identification
- Rules for Late Night, Parties, and High Security Events
- Student Union MPR Event Rules
- Copyright Law for Movies and Films
- Student Outdoor Events Policy
- Demonstration, Protest, and Picketing Information
- Fundraising and Vending Policy
- Money Handling Policy
- Political Campaigning Policy
- Student Clubs Hosting Outside Groups Policy
- Candles at Student Events
- Steppe and Stroll Policy
- Child Protection Policy Overview
- Cancelling and/or Suspending an Event
STUDENT EVENT APPROVAL AND CONSULTATION PROCESS
Every event hosted by a student group (except residence hall groups holding events within their building) being held on the SUNY New Paltz campus must have their event approved by the Center for Student Engagement. The process will typically follow a standard approval procedure. The steps are as follows:
- The sponsoring group(s) must complete an ENGAGE form requesting the reservation of space for the event. This form must be submitted to the Center for Student Engagement at least 21 days before an event or 10 days before a meeting. Forms turned after this timeframe may not be approved due to time constraints and logistics of the event. Please note that large scale festivals, concerts, and other events should be submitted at least 45 days in advance of the event date as more approvals are often involved.
- The sponsoring group(s) will be scheduled to have an in-person event consultation with a member of the Center for Student Engagement.
- At the event consultation meeting, the sponsoring student group(s) should be ready to discuss all logistics for their event such as, but not limited to: a timeline of the event with a comprehensive list of all activities taking place at the event; any outside agencies or speakers performing; biographies of any outside speakers/guests; marketing and promotion plans; a decision of food being held at the event; how the event should be laid out with tables, chairs, and other equipment; projected attendance; technology needs; etc.
- If the event is being held outside of the Student Union, the group will be directed to get approval from the scheduler associated with the event location. Please note this can only be done AFTER the event consultation has taken place as the building schedulers will not reserve the space to a student group without the Student Club Event Consultation Worksheet and approval from the Center for Student Engagement on ENGAGE (both will be obtained at the event consultation).
- Based on the event consultation, the Center for Student Engagement will notify the sponsoring student group(s) of other departments that must approve the event depending on the logistics of the event. Possible additional approvals may include, but not limited to: University Police, Environmental Health and Safety, Conference Services, Catering, Student Association Business Office, Instructional Media Services, Facilities Management, etc.
- After all approvals have been achieved, all completed paperwork must be returned to the Center for Student Engagement. At this time, the Center for Student Engagement will submit facilities work orders and schedule any outside security personnel.
- Please note that all Student Association group must be simultaneously seeking approval for funding for the event through the SA Budget and Finance Committee. If funding is not approved by the Student Association, the event is likely to be cancelled as the group would be unable to pay for any services required to host the event.
The Center for Student Engagement with the advice of University Police, when deemed necessary, is responsible for coordinating and approving a security plan with the sponsoring organization. This plan must be reviewed with the sponsoring organization at least 72 hours prior to the event for the event to be approved.
The following factors will be used when determining how much security (outside security and/or University Police staffing) will be hired for your event and what security checks/measures will be required for entry into the event.
- Where the event is located (indoors or outdoors)
- Is the event closed to SUNY New Paltz students only, open to student and their guests, or is it open to the public.
- When the event is located.
- The various elements/controversial factors to your event.
- Speakers or performers at your event.
- History of the event having security needs and/or concerns in the past.
Please note that security services are charged to the hosting organization.
In order to maintain a safe environment for your event and attendees, the sponsoring student group(s) will be asked to select one of the following Guest Policies for the event. Please note as an event is more accessible to the general public, the likelihood of security services being required increases.
SUNY New Paltz Students Only:
- All New Paltz students must show their College identification card in order to gain entry to an event. Students without College ID will not be permitted to enter the event under any circumstances.
- No outside visitors will be permitted into the event unless the sponsoring student group(s) has provided a guest list for entry into the event. Guests on this list must follow the rules associated with Proof of Identification at events.
SUNY New Paltz Students and their Guests:
- All New Paltz students must show their College identification card in order to gain entry to an event. Students without College ID will not be permitted to enter the event under any circumstances.
- A SUNY New Paltz student will be permitted to sign in up to a maximum of two outside guests with valid photo ID to the event. Please note that the SUNY New Paltz student bears responsibility and accountability for their guests. Please see the Proof of Identification at Events for additional rules for signing in guests.
- No outside visitors will be permitted into the event unless the sponsoring student group(s) has provided a guest list for entry into the event. Guests on this list must follow the rules associated with Proof of Identification at events.
Open to Students with College ID:
- All New Paltz students must show their College identification card in order to gain entry to an event. Students without College ID will not be permitted to enter the event under any circumstances.
- A SUNY New Paltz student will be permitted to sign in up to a maximum of two outside guests with valid photo ID (college students not required) to the event. Please note that the SUNY New Paltz student bears responsibility and accountability for their guests. Please see the Proof of Identification at Events for additional rules for signing in guests.
- A non-New Paltz student with college ID from another college may be permitted to enter the event. These students must sign-in on a Guest Sign-In Sheet at the event entrance and record their college ID with Guest Check-In attendant. A student from another college MAY NOT sign in guests.
- Visitors without college ID from any college will not be permitted into the event unless the sponsoring student group(s) has provided a guest list for entry into the event. Guests on this list must follow the rules associated with Proof of Identification at events.
Open to the Public, 18 and Over:
- All New Paltz students must show their College identification card in order to gain entry to an event. Students without College ID will not be permitted to enter the event under any circumstances.
- A non-New Paltz student with a valid photo ID listing date of birth may be permitted to enter the event. These patrons must sign-in on a Guest Sign-In Sheet at the event entrance and record their ID with Guest Check-In attendant. Patrons under the age of 18 will not be permitted to enter the event.
- Visitors without ID will not be permitted into the event unless the sponsoring student group(s) has provided a guest list for entry into the event. Guests on this list must follow the rules associated with Proof of Identification at events.
Open to Public (all outdoor events):
- EVENT BEING HELD INDOORS:
- All New Paltz students must show their College identification card in order to gain entry to an event. Students without College ID will not be permitted to enter the event under any circumstances.
- A non-New Paltz student with a valid photo ID listing date of birth may be permitted to enter the event. These patrons must sign-in on a Guest Sign-In Sheet at the event entrance and record their ID with Guest Check-In attendant.
- If the sponsoring group has a special guest list, those on the list are still subject to Proof of Identification.
- EVENTS BEING HELD OUTDOORS:
- ID’s will not be checked for events being held outdoors, unless alternative arrangements can be made.
In accordance with the campus guidelines on Proof of Identification, the following policies are reiterated for student organizations:
- All New Paltz students must show their College identification card in order to gain entry to an event.
- All non-students must show picture identification before entering an event (dances, dinners, etc.). Those not presenting identification will not be allowed to enter the event and can be asked to leave the facility or may be escorted off campus.
- After showing their identification, all non-students must be registered as a guest of a student. The Center for Student Engagement will provide you with a Guest Sign-In Sheet.
- All ID's will be recorded at entrance and no non-student can be at the event without the host who is sponsoring them (unless the event is open to the public).
- Students registering a non-student as a guest will be held responsible for the behavior and actions of their guest at the event.
- Non-students who are guests of a student will be asked to show a state/ federal picture identification.
- SUNY New Paltz students are allowed to have a maximum of two guests at an event.
- If the event is open to the public, non-students will not be required to be registered as a guest of a student.
RULES FOR LATE-NIGHT, PARTIES /OR HIGH SECURITY EVENTS
- All campus, local, state and federal policies are to be followed at all times. Appropriate action will be taken against all those who do not comply.
- For security reasons, all hired entertainers will be allowed up to three personnel to assist with the event set-up once the building has been locked down. For the duration of the event, entertainers must follow the same entry procedure as attendees.
- Upon entering the premises, all persons will be searched by professional security staff hired by SUNY New Paltz (see Event Security Levels Section of this policy). Lines will be posted with the gender of the security person who is conducting searches, in order to prepare students for an expedited entry.
- If there is a need to evacuate the building, all event attendees will be required to exit designated and signed exits.
- For Student Union MPR events: evacuations shall only be from the primary 2nd floor building entrance; elevator access and stairwell use will not be allowed. Re-entry will occur through the 1st floor doors via the Student Union Atrium Plaza and its walkways. All those returning to an event will be searched again by security staff. Re-entry will occur only when the building has been cleared.
- If you require a back-up date for your event ("rain date"), the date of the back-up may be no sooner than two weeks from the primary event date. This will give Student Engagement staff appropriate time to re-book the space if the back-up date is not utilized.
- Student Engagement professional staff members have the authority to close down any event if deemed necessary.
- For all events, entry doors will close no later than 1 a.m. No persons will be allowed to enter the event after the doors have been closed. For all events, the sponsoring group, Center for Student Engagement, and University Police shall pre-determine a designated time when entry doors will close.
- All cash collection at an event must adhere to SUNY New Paltz, Student Engagement, and/or Student Association policies and procedures. These regulations will be strictly enforced.
- For dance shows, no canes are permitted on the floor of the MPR. Special arrangements should be made to rent a dance floor when using canes and/or staffs.
- In order to protect the performers and the equipment, all dancing and step show performances are prohibited from using the stage.
- No paper will be taped over windows or doors.
- At least one set of lights must remain on at all times. A person must be able to see across the room.
- One set of main doors to the Multi-Purpose Room will remain open throughout the event.
COPYRIGHT LAW FOR MOVIES AND FILMS
If a group is planning on showing a movie, film, video, or other multimedia presentation, there are legal restrictions regarding copyrights. All student events are considered a “public performance” and will require that the group to obtain copyright approval, regardless if a fee is charged to view the movie. Groups can acquire this one of two ways – paying for the copyrights for the film through an authorized vendor or acquiring written permission for the distributor and/or studio that produced the film. Often, a license for a film can range from $100 - $800 depending on the movie and only covers the viewing of the film at a specific date and time. A license does not give you rights to show the film at any time in the future.
Purchasing a movie from a local store, renting a movie from a video store, or borrowing the movie from a library DOES NOT authorize you to show the film at an event. These methods are NOT legal ways of acquiring license to show the film. For assistance, please speak with a staff member in the Center for Student Engagement. Be advised that acquiring copyright approval can take many weeks, so please plan on starting early. Groups that do not acquire legal approval to show the film or movie put the group and college at risk of substantial legal fines and violations of copyright law.
As per the Student Events Policy (available online at www.newpaltz.edu/studentengagement/forms.html), all student clubs requesting to host an event must first complete an ENGAGE form and submit it to the Center for Student Engagement. For events held outdoors, this form is due a minimum of 21 days prior to your event (45 days in advance is recommended). This is due, in large part, to the logistics associated and services required for events held outdoors. The Center for Student Engagement will review the request to make sure it complies with this policy.
- The college has the authority to determine appropriate time and place for events held on campus property. Factors that affect permission for space may include, but not limited to, are: proximity to classrooms; proximity to campus residences; proximity to campus boundaries/neighbors; safety and security requirements; the scale/size of the event; the potential draw for attendance; access to power, lights, and other services; construction; anticipated/scheduled campus programs such as commencement or convocation.
- In order to support the academic mission of the institution, no amplified sound will be permitted near classroom buildings while classes are in session. No events will be approved outdoors during Final Examination periods.
- Outdoor events on the Old Main Quad with amplification have a curfew of 7:00 p.m. (Friday-Saturday) or 6:00 p.m. (Sunday-Thursday). All other campus locations are 10:00 p.m.
- Work-orders for power, water, equipment, security, etc. will be placed by the Center for Student Engagement on behalf of the student group. This must be done at least 10 days prior to your event.
- Groups must provide details of power requirements for their event in advance for making arrangements for a power supply. Groups needing excessive power access may be required to rent generators. At no time shall groups run power cords through doors and windows to adjacent campus buildings.
- Equipment staging (delivery of tables, chairs, etc.) for your event will take place in the nearest authorized campus building. Typically these facilities are:
- Old Main Quad (Old Library Lobby)
- Parker Quad (Capen Hall Lobby or Parker Theatre Patio)
- Peregrine Quad (Peregrine Dining Hall Lobby)
- East/West Intramural Fields (Lenape Hall Lobby)
- Athletic Fields and Track (AWC Lobby or Track Shed)
- Excelsior Concourse (Lecture Center Lobby)
- Student Union Concourse/Plaza (Student Union Lobby)
- Residence Hall Events (Nearest Residence Hall Lobby)
- McKenna Patio (McKenna Theatre Lobby)
- The Pond Patio (South Classroom Building)
- Groups may only access these areas for picking up equipment ordered for their event. Groups must also return equipment to this location upon the completion of their events. Outside of set-up and breakdown, groups shall not access these facilities for any purpose. Equipment shall never block exits or violate fire code policies when staged or stored.
- Campus buildings adjacent to your outdoor event are not designated areas of refuge in the event of inclement weather. It is expected that groups schedule and use a reserved rain-site location or rain-date in the event poor weather conditions are forecast.
- Campus buildings adjacent to your outdoor event are not designated bathroom facilities for your event. Attendees should travel to their residence hall or the Student Union for access to bathroom facilities. For large events, groups may be required to rent porta-potties.
- Groups must set-up all equipment at least 25 feet away from any campus building entrance. No equipment should block entrance or egress from these facilities.
- Groups are expected to leave the grounds as they find them. Please remove all debris, literature, etc. caused from your event.
- Groups shall not damage or alter campus grounds (i.e. trees, bushes, grass, asphalt, etc.) in any way.
- Groups shall not block any marked walking pathways or sidewalks for pedestrian use.
- Use or access to the pond (a.k.a. – the gunk) is strictly prohibited.
- Groups hosting their own BBQ will only be permitted to do their own food prep and grilling if anticipated attendance is less than 50 people. Any event expected 50 people or more requires use of an approved vendor.
- BBQ grills must be set-up at least 25 feet from any campus building.
- Any group raising a tent or canopy must obtain permission through an application for Use of Tents, Canopies, and Other Membrane Structures with the Office of Environmental Health and Safety. These applications are available in the Center for Student Engagement.
- If a group is going to have a piece of equipment that needs to be staked or tied down, please make sure the Center for Student Engagement is aware. Hammering stakes into the ground will require the hosting group/vendor to make arrangements for underground gas/power/etc. lines be marked.
- Any group doing a run, walk, parade, or other similar event that will leave campus property onto local village streets must complete a separate application with the Village of New Paltz. These applications are available in the Center for Student Engagement. Please submit a copy of your application and approval from the village to the Center for Student Engagement.
STUDENT DEMONSTRATIONS, PROTESTS, AND PICKETING INFORMATION
The purpose of this information is to clarify for students and/or organized groups looking to coordinate demonstrations, protests, picketing, or other free speech activities on campus property. The Student Handbook outlines policies regarding these types of events including, but not limited to:
- Freedom of Association (page 3)
- Rules for the Maintenance of Public Order (page 4)
- Freedom of Speech and Assembly; Picketing and Demonstrations (page 5)
Individuals and/or groups not associated with the college should refer to the “Use of Facilities by Third Parties for Free Speech Policy” for such related activities.
Primary Points of Understanding:
- Free inquiry and expression are indispensable to the objectives of a higher educational institution, and as such, the campus will not limit or restrict the freedom of speech or peaceful assembly.
- Campus policy is not written to prevent or restrain controversial opinion or dissent, but rather to ensure the rights of others are not impacted and to maintain public order appropriate for a college campus.
- Organizers should give reasonable advance notice to the college of any planned assembly, picketing or demonstration upon campus grounds, its’ proposed locale, and intended purpose. A Facilities Use for Scheduled Event (FUSE) form should be completed and submitted to the Office of Student Activities and Union Services.
- Organizers should work to ensure that prohibited conduct does not take place at their program and ensure the group maintains rules of public order.
- Students have a responsibility to conduct themselves appropriately and within the expectations of campus rules and regulations including, but not limited to,:
o Harassment
o Physical Abuse
o Property Damage/Destruction
o Trespassing/Unauthorized Use of Facilities and Services
o Disorderly/Disruptive Conduct
o Compliance with Official Requests
- The college reserves the right to institute security perimeters around high profile campus events. In the event a security perimeter is established, the perimeter details will be available at both University Police and the Office of Student Activities and Union Services.
If you have questions and would like more information about coordinating a protest, demonstration or other type of assembly, please contact the Director of Office of Student Activities and Union Services in Student Union 211 or by calling 257-3025.
FUNDRAISING AND VENDING POLICY
The following policy exists to provide registered student organizations with the ability to provide food, beverages and miscellaneous items for sale during programs and events, which are open to the campus community and conducted on property owned and controlled by the College.
You must fill out a vending form and provide answers to all information requested before any contracts are signed. ENGAGE forms that identify vending will be cancelled if the vending form is not completed.
This policy applies to events/programs, which meet the following criteria:
- Activities and programs sponsored by registered student organizations, including residence hall programming groups.
- Programs and activities registered by groups must submit contractual agreements made between the student group and vendor attached with an ENGAGE form to the Center for Student Engagement.
Items, which may be offered for re-sale by student groups during, authorized campus activities and programs are limited to the following:
- Pursuant to Article 129‐A of the NYS Education Law 6437, the advertising, marketing, and merchandising of credit cards to students is prohibited at SUNY New Paltz.
- Commercially prepared non-alcoholic beverages dispensed in factory-sealed, single portion packages.
- Commercially prepared food items, which are factory-sealed and dispensed in single portion packages.
- Organizational promotional items which include the name and/or logo of the organization or event (i.e., tee shirts, mugs, posters, etc.).
- Sale of goods (jewelry, hand-crafted items, etc) by an individual student or off-campus vendors.
- Flowers, greeting cards, and other items, which are consistent with the nature of the occasion and event, and deemed, appropriate by the Center for Student Engagement.
Merchandising activities, which are prohibited, include, but are not limited to, the following:
- Sale of services by an individual student or off-campus vendors.
- Sub-contracting sales of goods and services by registered student groups to off-campus vendors.
- Sale of food and beverages other than those previously stipulated.
- Re-sale of used clothing, furnishings, appliances, etc.
- Any sales, which result in individual profit.
- Alcoholic beverages, except as provided for in the College policies regarding the purchase and sale of beverage alcohol (copies of which may be obtained from the Center for Student Engagement).
All requests for permission to sell items at authorized activities are limited to a single event basis. Organizations receiving approval to sell specific items will be provided a single authorization certificate which must be posted at the event. A member of the sponsoring club/organization must be present throughout the event.
A minimum of 10% of all proceeds must be deposited into the student club account. Student Association groups have a minimum 20% requirement. Proceeds from the sale of items at events which are open to the public may involve a sales tax liability and as such, the sponsoring groups are responsible for determining the applicability of sales tax levies, appropriate record keeping and possible payment of such taxes.
MONEY HANDLING POLICY FOR EVENTS
Events Held in Student Union:
- All student club events requiring a charge for admission must utilize ticket sales in order to account for all cash inflow.
- The pre-sale of tickets will require special arrangements and will be permitted when in compliance with Student Association policies.
- The sponsoring organization must provide at least two organization members to assist with the collection of money and the collection of tickets.
- The process of ticket sales within the Student Union shall be:
- The collection of money will be monitored by a Student Engagement staff member, Student Association business office, or organization advisor in conjunction with a member of the sponsoring organization.
- Ticket prices will be displayed in several places surrounding the ticket sales table
- For events with more than one ticket price (i.e., student price, non-student price), a tally sheet will be used to monitor the number of tickets sold at each rate.
- Tickets must be numbered.
- The range of numbers on the tickets will be recorded by the Center for Student Engagement, and the number of tickets issued will directly correspond with the capacity of the space being used and/or the desired number of event patrons, whichever is lower.
- A member of the sponsoring organization will be stationed at the door to collect tickets from patrons as they enter the event (for larger events, two or more ticket collectors may be needed, to be provided by the sponsoring organization).
- Money collected will be kept in a cash box at the ticket sales table. The cash box will be kept locked when it is not in use.
- Prior to the event, the Center for Student Engagement along with the sponsoring organization will designate a time to stop selling tickets.
- Immediately following completion of ticket sales for the event, all money and all tickets collected must be counted and secured. A plan for security of cash must be planned in advance.
- The Center for Student Engagement has a safe available for security of sales. If selected, an organization representative and a member of Student Engagement shall count the money together and record the totals prior to being placed in the safe.
- The next business day, the group must establish a meeting time with the Center for Student Engagement to resolve any money arrangements to SA or outside bank.
Events Held Outside of Student Union:
- For SA groups, please consult the Student Association Business Office. For all other groups, please work with the Center for Student Engagement for arrangements
As an academic institution, we recognize and welcome the educational benefits of exposing students to political debate and information, including partisan political speech. We have made some of our facilities available to a wide range of outside speakers and expressive activities and, therefore, have legal obligations to open such facilities to political speech, as well. In handling requests for permission to use campus facilities, we must be guided by the principle of viewpoint neutrality and evenhanded treatment as to terms and conditions of use (i.e. rental charges, security costs, insurance, etc.).
With regards to political speech and speakers, the State University has placed certain limits on access to its facilities. It has been longstanding State University policy – going back to at least the 1970s – to prohibit use of State University property for partisan political candidate fundraisers. This policy is consistent with our legal obligations, the educational mission of the State University, and other strong interests, such as avoidance of the inevitable impression of endorsing particular candidates.
The policies that address the most commonly asked questions are the New York State Public Officer's Law and SUNY policies on facilities usage for non-commercial purposes. The applicable provisions are:
Public Officer’s Law:
No state employee may use his/her official title, position or authority in any campaign activities, including untargeted mass mailings. No state resources of any type may be used in furtherance of these activities, including, but not limited to, telephone, office supplies, postage, photocopying machines, computers (including e-mail) and support staff (see Advisory Opinion No. 93-9) nor may campaign activities be conducted from a state office or during state business hours unless leave is taken. Finally, no state employee may solicit from subordinates, as this practice is strictly forbidden by Civil Service law §107. (See also Election Law §17-158.)
Use of Facilities by Non-Commercial Organizations and Use of Facilities by Third Parties for Free Speech:
Political organizations are included in SUNY's definition of non-commercial organizations that are permitted use of campus facilities and in the College’s policy on Use of Facilities by Third Parties for Free Speech. All non-commercial organizations are required to obtain a revocable permit for each use of campus facilities. These permits, obtained through Center for Student Engagement for use of the Student Union Building (SUB), Conference Services and University Police for other campus locations, establish the terms and conditions for use of facilities, including reimbursement for any associated costs. If a political candidate wishes to speak in one of the free speech zones identified in the Use of Facilities by Third Parties for Free Speech policy during non-blackout dates outlined in the policy, they should contact the Office of the Vice President for Administration and Finance. The Use of Facilities by Third Parties for Free Speech policy may be found at this link: Use of Facilities by Third Parties for Free Speech.
The SUNY policy on Use of Facilities by Non-Commercial Organizations imposes the following additional conditions for use of facilities by partisan political organizations:
That the proposed meeting gives promise of contributing to the educational purposes of the institution.
That the institution sees a reasonable possibility of making the facilities available for other viewpoints to be presented.
Distribution of Campaign Materials:
Individuals campaigning for office shall have access to students and employees in parking lots, entrances to buildings and other areas to which members of the public are admitted, provided that such activities do not inhibit the movement of people or vehicles, impair the safe and efficient conduct of the operation or interfere with work duties or work performance. Individuals are not allowed to campaign in residence halls.
Individual campaign posters are not permitted in public spaces on campus. Meeting notices and other organizational materials shall not be hung upon, posted or otherwise affixed to the walls, doors, windows, trees or other appurtenances of facilities and buildings owned or leased by the state.
More information on State University policies regarding use of facilities by non-commercial organizations can be found at this website (scroll down under Policy I to Section K: Use of university facilities for political purposes).
STUDENT CLUBS HOSTING OUTSIDE GROUPS POLICY
When a student group is interested in hosting an event that involves or is focused on a group from an elementary and/or secondary school on campus the following process must take place. Possible events could include, but are not limited to: school visit and tour, community service event, tutoring programs, educational program, etc.
- The student club must submit an ENGAGE form and schedule an event consultation for any space required for the visit with the Center for Student Engagement at least 30 days in advance. The Center for Student Engagement will assist the group with coordinating parking, room reservations, arranging for meal service, approvals of any tours, etc.
- The student club must provide the Center for Student Engagement with the following information:
- Name of School/Program these groups are associated with
- School Contact (Name and Number)
- How many students are travelling to campus
- How many chaperones are traveling with the group (there should be at least one chaperone for every 10 students visiting campus – this is in congruence with the NYS Education Policy).
- Details on how the group is being transported to campus
- If the visiting group is visiting for the purpose of touring the campus as a potential applicant(s) to the college, the Office of Undergraduate Admission should be consulted.
- The Office of Undergraduate Admission may provide the hosting group with literature and a 30 minute presentation if a counselor is available. The student group must provide the presentation space. If no counselor is available only literature will be provided. All questions regarding admission requirements should be directed to the Office of Undergraduate Admission. Business cards and contact information will also be provided for this purpose when no presenter is available.
- Groups that would like to tour/enter residence halls must obtain written permission from the Office of Residential Life and all occupants of the room/suite being shown.
- Hosting school groups overnight is strictly prohibited.
- Events with minors present must be reviewed to be in compliance with the Child Protection Policy.
The use of burning candles at student events is limited to religious services, memorials and vigils held at outdoor locations, only. The use of candles is not permitted in any indoor campus facility. We encourage the use of battery operated/flameless candles, when at all possible, as a safe alternative. The following parameters apply for any student program that includes the use of burning candles.
- The burning of candles at a campus event is only permissible with the approval of both the Center for Student Engagement and the Environmental Health & Safety Department.
- The student group must distribute approved candles (see below) to the participants of the program.
- The group must notify attendees that the candles must be extinguished and collected at the conclusion of the program.
- The group must make every effort to douse (in a small bucket of water) every candle and to collect all candles that were distributed.
- Candles that have been used must be discarded at the conclusion of the program. They may not be stored and saved for future use.
- Make-shift protectors (paper or plastic cups) may not be created for use with candles for collecting wax as they are flammable. Groups must purchase and use drip protectors intended for the purpose of collecting melted wax. Drip Protectors are also often called “Bobeches.”
- Groups may only purchase and use candles intended for vigil services. Many candles come with drip protectors included, as well. Vigil candles are 1/2” or less in diameter and less than 7” in length.
- Pillar, tea light, votive, and other decorative candles are not permitted
Be advised that often groups may refer to a steppe or stroll event as a “probate show.” A probate is often connected a student in a probationary or potential new member status going through an educational process for membership. Hosting events where “probationary” or potential new members must perform for membership is strictly prohibited. The college will only approve steppe and stroll shows that include all members of the chapter/organization where participation in the actual performance is voluntary. With this in mind, the following rules apply for hosting a steppe or stroll show on campus:
- Acknowledging the unique, historical, and cultural significance of a steppe and stroll show has on this culture, the sponsoring group(s) must educate attendees of this significance of the performance.
- The explanation outlined above should inform attendees the difference between the cultural significance of the show and observations that are commonly associated with hazing new members (marching in line, uniforms, etc.).
- Organizations may not walk or march in line, excluding stepping or strolling, during the performance.
- Uniforms (outside of wearing similar fraternity and sorority lettered paraphernalia) are not permitted unless the group hosting the event is a theatrical performance club in its core purpose of existence at SUNY New Paltz.
- No masks will be permitted as part of a performance.
- Hoodies, hats, headbands, bandanas, etc. may not cover the face of the participants.
- Canes and staffs that cause damage to a floor will not be permitted as part of the show. If groups need to incorporate these elements into the show, it is the expectation that groups rent a dance floor or similar flooring to protect the floors.
- Only currently enrolled members, graduated alumni, and advisor(s) on record of the SUNY New Paltz chapter/organization may participate in the performance.
- If a group with a new member intake process is participating, potential new members (or interest members) cannot be mandated to perform. Participation by potential new members must be optional.
- A performance, or portion thereof, that is made up of only potential new members actively going through an intake process is strictly prohibited.
- A steppe/stroll show performance cannot legitimize or serve as rationale that forced calisthenics is acceptable as this is considered a form of hazing. Neither performances, nor their rehearsals, are permitted to violate any provisions of the hazing policy.
- A performance should not involve the degradation and/or belittlement of any member or of another campus organization.
- Each chapter involved in the show must complete a “Steppe/Stroll Show Participation Application” outlining their script, attire, actions, participants, etc. This application is due to the Center for Student Engagement no less than 10 business days (two weeks) before the event.
- These events may not take place in locations that will interrupt or disturb classes that are in session and may not take place outdoors past 9:00 PM.
- Chapters and/or guests from other college campuses are not permitted to be invited, attend, or support the SUNY New Paltz program without prior written approval from the Center for Student Engagement.
- The overall program must go through the regular event consultation process with the Center for Student Engagement, as do all student coordinated events.
CHILD PROTECTION POLICY OVERVIEW
Individuals must conduct themselves appropriately with children who participate in University-related programs and report instances or suspicion of physical or sexual abuse of children. The State University of New York at New Paltz is committed to protecting the safety and well-being of children who participate in University-related programs and activities, whether on or off campus, or utilize campus facilities for activities including, but not limited to, sports camps, academic and personal enrichment programs and research studies.
Student groups that are coordinating events that included minors should have their program reviewed in the Center for Student Engagement to ensure compliance with the SUNY New Paltz Child Protection Policy. The complete policy is available online at https://www.newpaltz.edu/internalcontrols/cpp.html
CANCELLING AND/OR SUSPENDING AN EVENT
The Center for Student Engagement reserves the right to cancel or temporarily suspend any event that has been insufficiently planned as determined by the Director/Assistant of the Center for Student Engagement and/or has not met the requirements stated in the contract or because of a situation that has occurred while event is on.