Policies Governing Student Organizations, University Events, and Activities

The student activities program of Loyola University and the student organizations that form an integral part of this program constitute one of the best opportunities for students to achieve educational relevance in leisure time activities. Through participation in student activities, students are provided with the opportunity to integrate the experiences and knowledge of the classroom with everyday experiences of living and working in a society of people of varied interests, ideas, and values. The student activities program is therefore considered an extension of the classroom and hence an important part of the total educational program.

Student’s Role in Institutional Governance

Loyola University believes that students have an important role to play in the governance of the university, particularly in those areas that most closely affect their lives as members of the academic community.

Student self-governance is based upon the mutual trust and cooperation enjoyed between students and administration and upon the belief in the decision-making ability and responsible judgment of those primarily involved in co-curricular activities. Based on this fundamental tenet, the Board of Trustees through the president of the university (who possesses the ultimate authority for the recognition of student organizations) and through the vice president for student affairs and associate provost has delegated self-governance authority to the Student Government Association.

The Student Government Association (SGA) is the principal representative voice of the student body to the university. Student participation in the governance of the institution occurs in a number of different ways: students are appointed by SGA as members, often with full voting rights, to many university committees and to committees of the University Board of Trustees. The SGA’s president and vice president serve as a nonvoting Student Observer to the Board of Trustees. Students are also selected directly by various departments and divisions of the university to serve on committees dealing with matters of concern to students.

Definition

A student organization shall be defined as “a group of Loyola students joined together in the pursuit of a common purpose, which is in support of the mission, goals, and values of Loyola University, guided by a lawful constitution under the direction of chosen officers, which has been chartered by the Student Government Association and approved by the director of the Danna Center and student activities.” Recognition of a student organization in no way implies that Loyola University necessarily endorses the behavior, activities, positions, or points of view espoused privately or publicly by members or the recognized student organization.

Campus organizations, including those affiliated with an extramural organization, are open to all students without regard to race, color, creed, gender, sexual orientation, physical impairment, national or ethnic origin, or age as a condition for university recognition. National Interfraternity Conference (NIC), National Panhellenic Conference (NPC), and National Pan-Hellenic Council (NPHC) member fraternities and sororities are permitted under Title IX to open membership to only those students of like gender. Implementation of this policy is the responsibility of the nine-member Standing Committee on Student Rights, Freedoms, and Responsibilities.

Procedures for the Recognition of Student Organizations

Charter Application

This policy shall apply to all non-law school student organizations. Any group of 10 or more Loyola students desiring to establish an organization which will be in support of the university goals, purposes, and values may petition the Student Government Association for recognition. Law school student organizations may petition the Student Bar Association for recognition following the procedures available from the associate dean’s office.

The proposed organization must submit to the Student Government Association Court of Review a full application consisting of the following:

Intent to Charter form obtainable in the SGA office or the Danna Center and student activities. The interested students then have 30 days in which to submit a full application for recognition to the Student Government Association. During that period of time, a proposed organization may be granted the opportunity to have limited organization privileges which may include the following: reserving a meeting space up to four times for organizational planning purposes, advertising for the recruitment of members, and announcing planned meetings. No programs or social activities may be conducted during this period in the organization’s name. If the assistant director for student activities denies a proposed organization limited organizational privileges, the decision may be appealed to the director of the Danna Center and student activities.
An application for University Charter obtainable from the Danna Center and student activities office.
One typewritten copy of the constitution as outlined below.
A typewritten statement explaining both the need for the organization and how the organization proposes to contribute to the quality of student life at Loyola. This statement should address the criteria outlined in Criteria for Student Organization Charter Approval.
The signature list of 10 Loyola students who are members of the organization. Individual permanent addresses should also be included on the list.
The name of the adviser of the proposed organization, who is required to be a member of the Loyola faculty or staff.
Campus media groups must have the approval of the University Board of Communications to move forward with application.
Religious groups must have the approval of University Ministry to move forward with the application.
The support of Recreational Sports department will be taken into consideration for charter approval of recreational or athletic groups.
The support of the respective college will be taken into consideration for charter approval of honor societies, academic, professional, and fine or performing arts groups.
The support of the Interfraternity Council, National Panhellenic Council, or National PanHellenic Council will be taken into consideration for charter approval of traditionally defined fraternities and sororities. Further information on chapter expansion policies is available through the student activities office. Any fraternity or sorority seeking or renewing recognition may be required to be or become affiliated with the National Interfraternity Conference, National Panhellenic Conference, or National PanHellenic Council.

Constitution

The constitution of the proposed organization may be written and structured according to the desires of the authors; however, the document must cover at least the following topics:

Name and purpose of the proposed organization. Date of constitution adoption or revision.
Qualifications and selection process for membership, including a statement of non-discrimination based upon race, color, creed, gender, sexual orientation, physical impairment, national or ethnic origin, or age. NIC, NPC, NPHC organizations who have a partial exemption under Title IX may so modify this statement as authorized by law.
Election of officers, their duties, responsibilities, and removal procedures.
Meetings of organization.
Relationship with university. A statement that the organization will support in its actions and programs the goals, purposes, and values of Loyola (cf: Loyola Goals, Character and Commitment Statement) and abide by university policies and procedures (cf: Student Handbook).
Constitution amendment process.
Procedures for the selection and removal of a university adviser.

Preliminary Review

The SGA Court of Review will review the full application, recommend/require changes to ensure compliance with university policies, and upon completion by the organization, forward the full application to the SGA vice president for action.

Presentation to the SGA

SGA will not review new charter applications until after October 1 and not after April 1 of the academic year. SGA must then vote on the application within two weeks of receipt by the SGA vice president.

It is the responsibility of the proposed organization to request being placed on the Congress agenda to appear before the voting body. This request must be made beforehand and upon notification by the SGA Court of Review that the full application has been forwarded to the SGA vice president for action.

The representative shall be required to make a presentation to the SGA Congress to explain why there is a need for the organization and how the organization proposes to contribute to the quality of student life at Loyola. In addition, the representative should be prepared to respond to any questions regarding the application, proposed constitution, or other relevant information that may impact the proposed organization or the quality of student life at Loyola.

Criteria for Student Organization Charter Approval

The criteria which shall be used by SGA to determine whether a proposed organization deserves recognition is as follows:

Is there an identifiable need for the organization at Loyola University?
. Will the proposed organization contribute to the quality of student life at Loyola?
Does the proposed organization espouse a purpose and a program, which makes it compatible with the mission, goals, and values of Loyola University?
Has the proposed organization accurately and completely fulfilled the requirements of submitting an application, constitution, and membership list as specified in the Student Handbook?
Is there any other relevant, factual information that may affect the suitability of the organization’s chartering by Loyola University?

SGA Voting Procedure and Appeal Process

After the presentation, the vice president of the Student Government Association shall open the question of approval of the application to debate. If congress feels that additional research or review is necessary, a motion to send the application to the SGA Student Affairs Committee shall be in order and shall take precedence. The Student Affairs Committee shall submit a recommendation at the next SGA meeting. If the application is not referred to the Student Affairs Committee at the conclusion of debate the question shall be put to a vote.

When the SGA Congress is ready to vote on the charter application for recognition, a two-thirds affirmative vote shall be required to grant a charter to an organization.

If approved and passed, SGA forwards its recommendation within one week to the director of the Danna Center and student activities for final review and approval. The newly recognized organization is then sent a letter informing it of its status as a chartered organization with the rights and responsibilities therein outlined in this chapter.

If the director of the Danna Center and student activities denies the application that SGA Congress recommended approved, a letter shall be sent to both the denied organization and the SGA informing each of the specific reasons for denial of the organization’s application based upon the criteria for recognition of student organizations. This decision may be appealed to the vice president for student affairs and associate provost within five business days of receipt of recognition of denial.

If SGA Congress recommends denial of recognition, the SGA vice president shall send a letter to the proposed organization providing specific reasons and the rationale. This decision may be appealed to the SGA court of review within five business days of receipt of recommendation to deny.

It shall be the function of the SGA court of review to review the criteria for recognition of the proposed student organization to ensure that Congress rendered an appropriate judgment based upon the criteria and provided factual, substantial reasons and a sound rationale for recommendation to deny.

If a disparity exists for reasons outlined by the court, the SGA court of review chief justice will order reconsideration by SGA Congress of the proposed organization application. If Congress recommends denial of recognition for a second time, the SGA president will inform the director of the Danna Center and student activities of this fact and its reasons for denial. The director of the Danna Center and student activities may uphold SGA’s decision or approve the application for university recognition.

If the SGA court of review agrees with the SGA Congress recommendation for denial, the SGA court chief justice should so inform the director of the Danna Center and student activities of this fact and its reasons. The director of the Danna Center and student activities may uphold Congress and court of review’s decision or approve the application for university recognition.
The organizational charter recognition process is not complete until the organization receives written notification of approval/denial from the director of the Danna Center and student activities.

Rights of Campus Organizations

Upon approval of recognition, the group shall become a chartered organization, with all the rights and privileges and immunities conferred by such a charter, which include the following:

Use of the university’s name in association with the name of the organization.
Use of university facilities in accordance with the policies that govern them.
Solicitation of membership on-campus under the organization’s name.
Solicitation of funds on-campus under the organization’s name, subject to the approval of the director of the Danna Center and student activities.
Listing of the organization in the official publications of the university.
Use of university bulletin boards.
Registration of events. All events held on-campus and off-campus which are sponsored by a student organization must be registered with the office of the director of the Danna Center and student activities.
Ability to petition the Student Government Association for an allocation of funds to be used for activities for the organization beginning the semester following charter recognition.
Receipt of university publications that can assist in the organization’s work.
Right to request the use of campus mailbox, if available. Clearance must be obtained from the Danna Center and student activities.
Right to actively promote the goals, purposes, identity, programs, and activities of the organization. Active promotion may be regarded as wearing any clothing and/or accessories, displaying organization paraphernalia, display and/or distribution of written publicity for the organization or an event, public announcements at a Loyola event or any visible sign that intimates or articulates promotion. Promotion includes letters or any symbols that could be associated with the group. This applies to any on-campus and off-campus Loyola-associated event.

Responsibilities of Student Organizations

Student organizations chartered by the university have a responsibility to conduct their activities and programs in a manner that is consistent with the goals, purposes, and values of Loyola (cf: Loyola Goals Statement and Character and Commitment Statement) and abide by university policies and procedures (cf: Student Handbook).

The life of an organization is reflected in its membership, acting collectively and/or individually in fostering the goals, purposes, activities, and identity of the group. Members have responsibilities to their organization to conduct their personal behavior in a manner that does not negatively reflect on the organization, particularly in matters that can be related to the functions and activities of the organization. Organizations are expected to educate their members to the appropriate and legitimate ways in which the individual member is to foster the organization’s existence at the university and to take organizational action when the individual fails to adhere to the standards of the group or the university. Consequently, an organization may be held responsible for a member’s behavior when that member’s behavior is demonstrably related to the organization’s life and draws attention to the organization rather than to the member as an individual student.

Organization Officers

At the time of nomination and during their tenure, all student organization officers must be in good academic and university standing and have/maintain at least a 2.5 grade point average.

Notification of Change of Officers and/or Adviser

Each recognized student organization of the university is responsible for notifying the Danna Center and student activities office when a change has occurred in the organization’s listed officers and/or adviser. This notification should be submitted to the assistant director for student activities in writing as soon as possible but not later than one week after the change has occurred. All changes of adviser are subject to the approval of the director of Danna Center and student activities. Notification of change of officer should include the full name, address, and phone number, as well as when the officer’s term expires; for advisers, notification should include the adviser’s box number and extension.

Registration of Events

All university events and activities sponsored by student organizations, living unit organizations, and major governing groups must be scheduled and approved through the office of the director of the Danna Center and student activities. Student organizations may not co-sponsor events with establishments that are commonly known as bars, taverns, or pubs. (Bars, taverns, or pubs are defined as establishments that generate more than half of annual gross sales from alcohol.) Registration of all events is strongly encouraged by campus organizations to assist in planning a campus master calendar of events. All registered events in the campus master calendar of events will be published unless a sponsoring organization specifically requests that the information not be publicized.

Facilities are reserved through the appropriate university department. A list of proper contacts for all locations is available through the Danna Center and student activities office.

Financial Responsibilities Any organization that financially obligates itself, whether through a member or officer, for services, merchandise, or a facility does so in the name of the organization and its members. The university is not responsible in any way for debts incurred by an organization.

Requirements for Maintaining Charter

It is to be understood that each chartered organization of Loyola is subject to the rules and regulations, review, and decisions of the university and the Student Government Association. If an organization violates any of the provisions of its charter statement, constitution, or the regulations of the university, the SGA, by a two-thirds vote, may revoke the organization’s charter, subject to appeal to the director of the Danna Center and student activities. Likewise, the director of the Danna Center and student activities may suspend, place on probation, or take other appropriate action against any student organization found in violation of university policy.

In order to ensure that organizations remain functional and active in the life of the university, it is required that organizations maintain a minimum membership of five students. If the organizational membership falls below five, the organization’s charter is subject to administrative revocation by the director of the Danna Center and student activities until such time during that academic year the organization can substantiate a membership of five or more students. If the membership requirement is not met within the academic year, the organization must apply and meet the criteria for membership for any new organization.

Yearly Charter Renewal

Charter renewal is for the purpose of updating the organization’s file of officers and recording constitutional changes. Each recognized student organization must renew its charter with the Danna Center and student activities office yearly by May 15th. Organizations must conduct their election of primary student officers prior to the deadline for the renewal application to be accepted as complete. Failure to comply with the renewal deadline shall result in charter revocation and hence the organization’s privilege to operate as a Loyola organization. Organizations failing to charter by May 15th may renew their charter after that date and during the next academic year by completing the necessary forms and paying a late fee of $15. After a two-year charter renewal lapse, the organization must re-apply for recognition according to the procedure specified in this chapter for new organizations.

Lapse, Withdrawal, Suspension, or Revocation of Charter

Organizations in good standing with the university who allow their charters to lapse or voluntarily withdraw from the university forfeit all rights and privileges accorded student organizations as specified in this chapter and should not operate on the university campuses. Organizations may not withdraw their charter nor allow it to lapse to circumvent sanctions or pending disciplinary action by the university.

Suspension of charter means that the organization has no legal basis for operating on campus or at off-campus university-sponsored events, for recruiting members, or for promoting the organization, its identity, or its activities. Suspension of charter for a period of time under stated conditions means that organizations must adhere to sanction requirements or face delay of reinstatement or permanent charter revocation for repeated non-adherence to sanction conditions. Additional conditions may be imposed requiring the organization to perform or refrain from certain actions.

Revocation of charter results in the loss of the rights and privileges granted to the organization by the charter and is an action by the university indicating a total and permanent separation of the organization from the university and a total prohibition for the organization and its members/supporters to conduct any activity on the university campuses or at off-campus university events which in any way promotes the goals, purposes, identity, programs, or activities of the banned organization.

Promotion of Non-recognized, Suspended, or Revoked groups

Student groups that are not recognized by the university through the process outlined in this chapter of the Student Handbook may not operate in any manner on campus or at any off-campus university related event.

Members of unrecognized groups and individual students may not promote the goals, purposes, identity, programs, or activities of non-recognized, suspended, or charter-revoked organizations. Students found in violation of this policy will be fined $250 for the first offense, $500 for the second, and suspended for a minimum of one semester for subsequent offenses. Any imposition of these sanctions will be in accordance with the university statement on due process.

Business Fraternities

At the time of recruitment, during the new member period, and at the time of initiation, members shall be in good academic standing with their respective college. Grade release forms must be signed at the beginning of recruitment; the record on file with the Office of Student Records is the official grade point average.

Eligible students shall be defined as follows:

Fall semester – any transfer student with at least 12 academic credits or upperclassman who has at least the minimum GPA as established by the fraternity.

Spring semester – any student who has completed at least 12 academic credits who has at least the minimum GPA as established by the fraternity.

A potential member shall not be, or ever have been, an initiated member of another business fraternity. A potential member shall not have been a pledge within one calendar year of another business fraternity at the same school.

A mutually agreeable formal recruitment schedule for business fraternities must be developed by October 1 each year and submitted to the assistant director for student activities. Schedule must include formal and informal recruitment activities.

A new member program must be submitted and approved by the assistant director for student activities. Likewise, each new member class must participate in a risk management education seminar provided by the Danna Center and student activities office.

Expectations of Social and Service Fraternities/Sororities

Greek organizations have been a part of the history of Loyola almost since the founding of the institution. These organizations are an important part of campus life for many students and can have a meaningful impact on the development of their members.

Greek organizations are different in some respects from other student organizations, particularly in selection of members, the secrecy of their rituals of initiation, the very broad scope of organizational activities and high campus visibility. Therefore, the university has defined specific standards of performance and behavior which all Greek organizations will be expected to meet in order to continue their affiliation with the university. In order for fraternities and sororities to secure and maintain university recognition, they must actively participate on the Interfraternity Council (social fraternities), Panhellenic Council (social sororities), or NPHC Council (service fraternities and sororities).

A copy of The Greek Handbook and the Statement of Loyola University Expectations, revised, July 2002, is available in the Danna Center and student activities office and the student affairs office.

Hazing Policy

This policy is applicable to all student organizations, with particular relevance to Greek-letter chapters and to all recreational sports and intercollegiate athletic teams.

Loyola University prohibits any action taken or situation created—regardless of location, intent, or consent of the participants—which endangers the physical health or safety of an individual; or creates a risk of injury; or causes discomfort, embarrassment, harassment, or ridicule; or which willfully destroys or removes public or private property for the purpose of initiation or admission into or affiliation with, or as a condition for continued membership in an organization.
Loyola furthermore prohibits any action or situation that is mentally, physically, or morally degrading; or which interferes with scholastic activities or responsibilities of a student; or which requires a person to perform a menial task of any kind; or which is inconsistent with Greek-letter organization ritual or founding principles.

Loyola prohibits any other activities that are in violation of the policies and rules of recognized student organizations, Loyola University, city, parish, state, or federal law, and/or national Greek-letter governing bodies and conferences. Hazing will not be tolerated and severe action will be taken by the university against any student or organization found in violation of this policy, up to and including indefinite revocation of the charter for the organization and suspension or dismissal for students involved.

Membership Policy

Loyola University fully supports in its educational programs, and co-curricular and extracurricular activities a policy of non-discrimination on the basis of creed, color, sexual orientation, physical impairment, national or ethnic origin, age, and affirmative action on the basis of race or gender. However, NIC, NPC, NPHC fraternities and sororities are permitted under law to open membership to only those students of like gender. In order to reduce the possibility of subtle discrimination by student organizations that have a selective membership policy based upon nonacademic criteria, it is the policy of this university that student organizations must have at least half of that organization’s active membership present for voting. In order to select an individual for membership, the organization must not require more than two-thirds positive vote or less than one-third negative vote by that organization’s members who are present for selection of members.

Checking Account Policy

All student organizations must abide by the following policy:

Funds received directly from the university (i.e.,Student Government Association or a department) must be deposited and disbursed only from a university agency account.
Funds generated from university funds or resources must be deposited and disbursed only from a university agency account.
Funds generated without the use of university funds or resources (e.g., membership dues) may be deposited in a commercial bank providing the university adviser is a cosigner to the account. The purpose of the university adviser acting as a cosigner to the account is to ensure the funds are only spent in a manner consistent with the organization’s purpose and approved in advance by the organization. In the event of a conflict between the university adviser and the organization regarding a disbursement from a commercial checking account, the director of the Danna Center and student activities will serve as final adjudicator to the dispute. Student organizations authorized to have an off-campus bank account can not use the name of Loyola University in any form on the account or use the university’s Tax ID Number.
The accounting and bookkeeping procedures for all revenue generation and funds, regardless of their source, must be approved by both the organization and the university adviser.

Solicitation of Funds by Organizations

Recognized student organizations may solicit funds and conduct sales or other fund-raising projects on campus only if approved in advance by the Danna Center and student activities office. In general, only those sales or projects that are in line with the purpose of the organization or which offer to the campus a service not otherwise available are approved. Student organizations may not give away alcohol or bar tabs as prizes in fund-raisers. Off-campus fund-raisers do not have to be approved by the director of the Danna Center and student activities. The sponsoring organization is expected to understand and adhere to all established university policies governing student organizational activities. Organizations choosing to sponsor off-campus fund-raising events do so with the knowledge that they are assuming full legal responsibility for all activities that occur at that event.

Speaker Policy

It is the policy of Loyola to foster a spirit of free inquiry and to encourage the timely discussion of a wide variety of issues, provided that the views expressed be done so openly and, therefore, are subject to critical evaluation. Restraints on free inquiry should be held to that minimum which is consistent with preserving an organized society in which peaceful democratic means for change are available. Therefore, recognized student organizations are encouraged to invite speakers to the campus subject only to the following provisions:

Sponsorship must be by a student organization or group. The sponsoring group or organization is responsible for the conduct of speakers.
Complete a form to be furnished by the Danna Center and student activities office indicating among other things, the subject to be discussed, the names of all speakers and the time and place of the meeting, the form to be certified by the appropriate officer of the organization and the organizational adviser.
Public announcements shall contain statements that indicate clearly and accurately the speaker’s identification, as well as the identity of the sponsoring organization.
For meetings dealing with controversial issues, ample time shall be allowed for questions and free discussion of the ideas presented.

Missed Class Policy

Loyola University recognizes that on rare occasions students may need to miss classes due to university-sponsored extracurricular activities. In that case, a faculty member may grant a student an excused absence if she or he makes a request of the faculty member while presenting a letter from the student’s adviser, coach, etc. In the case of a student-athlete, the athletic director must also sign the letter. The letter must state the specific reason for the absence, including dates, and must be submitted one week prior to the missed class. The student is responsible for all work as a result of the missed class. The faculty member remains the ultimate arbiter of the legitimacy of the excused absence. (Approved by the University Faculty Senate: February 9, 1998.)

Organizational Off-campus Facilities

Loyola University realizes that chartered student organizations may maintain off-campus facilities which are publicly identified with the organization and which the group plans to use for organizational activities. The university expects the legal ownership group to be actively involved in the management of the facility to ensure that the facility meets all applicable city, state, and national codes and ordinances. In addition, the university expects the facility exterior and grounds to be maintained in an attractive manner that well represents the organization to the neighborhood community.

The university’s acknowledgment of off-campus facilities does not imply the university’s oversight of the management of the facility or responsibility for the safety and well-being of its occupants.

University Police Coverage for University Events

Certain university/student-sponsored events will require special university police coverage. The types of events requiring special coverage include but are not limited to the following:

Events that will draw a large gathering of people
Events in which alcoholic beverages will be available

Events that present a topic or activity with the reasonable potential for a disturbance or disruption
Events known by the public where money will be collected

The director of university police will make the final determination as to whether an event will require special security coverage and the number of officers required.

For planning purposes, the following may be helpful: Arrangements for special security services must be made with the university police department at least 10 working days prior to the scheduled event. The minimum time for which a university police officer is employed is three hours. Special services are paid to the university police department according to an hourly rate schedule determined annually.

Failure to make appropriate arrangements for university police coverage will subject the event to cancellation.

Outdoor Campus Events

All outdoor events held in the Peace or Residential quads must be reserved through the assistant director for center services. The sponsoring organization is responsible for cleanup after the event or for payment for the cost of cleanup by the physical plant department should they fail to fulfill this responsibility satisfactorily. University police coverage is required for all outdoor campus events, unless it is deemed unnecessary by the director of university police.

Noise in the Quads

Amplified sound may be denied for events and activities should the associate director for center services believe excessive noise will disrupt academic or religious pursuits in the Peace Quad or the academic or sleep environment in the Residential Quad or Greenville Lawn. Generally, amplified sound is allowed on T/R 12:15 p.m. – 1:45 p.m. and Sunday – Friday 3:30 p.m. – 8 p.m. In addition, chanting, singing, and other loud noise are not permitted in the quads without approval of the associate director for center services. A fine of up to $250 will be levied against student(s), groups, or organizations that violate this policy.

Advertising, Publicity, and T-Shirt Designs

In order to protect the rights of campus organizations and individuals as well as university property and to maintain an attractive campus, the following rules relating to posting of signs on campus are to be observed.

All notices and signs must clearly state the official name of the sponsoring organizations.
Notices or signs are to be limited to bulletin boards. In no case should signs or notices be posted on the outside or inside of campus buildings, except on bulletin boards. Signs posted on walls, glass windows, and doors of any campus building will be removed. Signs may not be posted on elevators, trees, benches, or in the parking garages.
Notices or signs posted on departmental bullet inboards must be approved by the department.
Flyers or notices may not be placed on vehicles parked on-campus.
During student election periods, the posting of signs on stakes in the ground will be acceptable; however, no election signs may be posted in classrooms or be visible from St. Charles Avenue, Calhoun, and Freret streets, or located in the horseshoe or in the vicinity of Marquette, Thomas Hall, or Holy Name Church. All election signs must be removed by the owners within 24 hours of completion of the election.
No signs should be placed near private residences or in any manner contrary to the ordinances of the city of New Orleans.
Specific regulations regarding the posting of signs in university residence halls and Danna Center are to be found in the respective chapters of this handbook. Signs posted in residence halls must have the approval of the director. Likewise, signs posted in Danna Center must have the approval of the director.
All signs posted in contradiction to this policy will be removed and discarded.
No person or persons should deface, tamper with,destroy, or remove any sign or inscription on any property owned by Loyola without proper authorization. The maximum sanction will be a fine up to $10 for each violation, but may be less depending on the severity of the violation. This is $10 per major violation, not for each sign posted.
All advertising for any party where alcohol is available (on- or off-campus) must be approved by the director or assistant director for student activities or the director or associate director for residential development as is applicable.
Advertising which explicitly or implicitly suggests or indicates alcohol will be available at an event is prohibited. The words "refreshments" or "beverages" are encouraged instead.
All organization t-shirt designs must be approved by the university adviser or assistant director for student activities. T-shirts that explicitly or implicitly suggest or indicate alcohol are prohibited. T-shirt designs that are derogatory, degrading, or demeaning to the respect and dignity of any human are prohibited.

University Alcohol Policy

An integral part of Loyola’s commitment to student development is the effort to foster an environment that supports the growth of the whole person. This includes the development of social skills. The university appreciates the value of student-sponsored social activities as one of the main avenues available for such development. It further understands that the legal use of alcoholic beverages in social settings is a prevalent and accepted custom that many students may want to incorporate into their social activities. However, given the significant alcohol-related problems in society, our policies regarding the use of alcohol must reflect the importance of assisting students to make responsible and legal choices regarding the use of alcohol. It is the intent of this policy to help create conditions where the consumption of alcoholic beverages can be less problematic. These policies are to be utilized to help avoid the misuse of alcoholic beverages. Loyola possesses a valid state license to sell beer in the Underground, Convenience Store, and Pine Street Café. Loyola Dining Service’s catering license authorizes it to serve beer and wine on campus. No liquor may be sold or served on campus by the drink or bottle at any time or under any circumstance not approved by the director of the Danna Center and student activities. For purposes of clarity the following definition shall apply: Party: (social function, event, or other designated name by an organization) A social function including 10 or more people that an organization sponsors, on or off campus, at which alcohol will be consumed. Reception: A reception is any event involving alcohol where the main focus and emphasis is not solely on consuming alcohol for the purposes of socializing. Examples of receptions would include those events proceeding or following speaker engagements, drama and musical performances, events that promote faculty/staff/student interaction, parent’s weekend events, or holiday gatherings. Philanthropic events will be handled on a case-by-case basis. The Danna Center and student activities office reserves the right to determine whether an event is considered a “social” function or a “reception” function.

On-campus Events Policy

Student organizations that sponsor parties are responsible for all aspects of the party, including the proper planning, limiting attendance, and paying for any damages, ensuring that federal, state, and city laws, as well as university policies and applicable national organizational policies and standards are upheld. Sponsoring students must see to it that guests conduct themselves properly. Sponsors of the event must be present for the entire duration of the event.
For all events where alcohol is available, the organization must complete the social event registration form and must comply with all policies regarding advertising. The registration of events shall entail the agreement by those registering the event to assume full responsibility for monitoring and controlling the event within these policies. Failure to do so will result in disciplinary action against individuals and/or organizations.
Any organization planning to sponsor an event where alcohol will be available must attend the Alcohol Hosting Seminar which is presented at the beginning of the fall and spring semesters and at other times as deemed necessary. Any organization sponsoring an on-campus event for the first time during the year must meet with the assistant director of student activities or associate director of residential development to review plans for hosting the event.
Nonalcoholic beverages, other than water, must be available at the event in an equally attractive variety to the alcoholic beverages and must be displayed with equal prominence as the alcoholic beverages. When nonalcoholic beverages run out, the serving of alcoholic beverages must cease.
Food (such as pizza, sandwiches, fruit, vegetables, etc.) must be available for the duration of the event. Chips, pretzels, popcorn, etc. may be available, but do not qualify as the necessary type of food. When the appropriate foods run out, serving of alcoholic beverages must cease until additional food is made available.
At all on-campus events, including receptions, alcohol may be purchased, possessed, and consumed only by those who are identified as being at least 21 years of age. Identification for individuals 21 years or older may be checked only by Loyola faculty, staff, Loyola Dining Services employees, or university police personnel. Those sponsoring the event are responsible for enforcing this policy and must set up procedures for checking legal proof of age and clearly identifying those who are able to consume alcohol. Wristbands must be used (not hand stamps or tickets) for all events, except receptions. At receptions, the sponsoring organization must have a visibly posted sign that reads: “You must be 21 or older to consume alcoholic beverages.”
At all on-campus reception events an open bar is permissible provided that a server from Loyola Dining Services or an approved university caterer is present to serve alcohol. At private departmental receptions, an open, unattended bar is permissible provided a person 21 years or older from the department assumes responsibility for the alcoholic beverages served at the event.
At all on-campus social events alcoholic beverages may not be provided free of charge unless the organization receives prior approval in writing from the director of the Danna Center and student activities or a designee. If prior approval is granted, alcoholic beverages may be served only to those 21 years of age or older. Price of admission cannot include alcohol.
The sale of alcoholic beverages is allowed by only licensed vendors who have a site license for the location. If money changes hands at an event for the sale of alcohol, the exchange may occur only between an individual 21 years of age or older and a licensed vendor. Loyola Dining Services is a licensed vendor and approved university caterer and can serve alcohol anywhere on campus. Loyola Dining Services must be used for all events in the Danna Center, Residential Quad, and Peace Quad. For other locations, only approved university caterers with a site license may serve/sell alcohol. A list of approved university caterers is available in the Danna Center and student activities office.
The sponsoring organization or department must legally purchase alcohol or have it donated (cases of beer, wine, kegs) from a local vendor. The local vendor may not come to campus to serve/sell alcohol unless it is an approved university caterer. The local vendor may donate alcohol, cups, signs, etc. for the event in exchange only for recognition at the event. An organization may not list them as sponsors on any advertising. It may have a “Thank You” banner, etc. at the event.
Servers of alcohol will ensure that guests who appear to be intoxicated will not be served further alcoholic beverages. Some indications of intoxication are slurred speech, difficulty walking or standing, etc.
The distribution or sale of alcoholic beverages should be discontinued within a half-hour prior to the scheduled ending time of an event.
At all events, alcohol or alcoholic beverages may not be made available from common source containers such as trash barrels, watermelons, igloos, punch bowls, etc., that are larger than five gallons.
Use of Everclear or grain alcohol is prohibited.
Drinking games or activities or advertisements for events such as happy hours that deliberately encourage the consumption of alcohol are prohibited.
At all events on campus where alcohol is available the director of university police will determine the appropriate number of officers for the event. Organizations sponsoring the events are responsible for hiring and paying of these officers. The role of university police is that they are required to see to it that all relevant items of the university alcohol policy are adhered to and that safety and general order prevail. A university police officer should be present during the whole course of the event as well as 30 minutes before and after. University police are not present to monitor the guest list or check IDs unless an additional officer is employed specifically to do so. A university police officer is required to report to the proper authorities infractions of the alcohol policy.
The Underground, by law, cannot sell alcoholic beverages to individuals younger than 21 years of age. It is unlawful for any person, other than a parent or legal custodian, to purchase any alcoholic beverage on behalf of a person under the age of 21.
Events held in campus buildings must be approved by the appropriate authority: in the Danna Center, Pine Street Café, and fraternity houses—assistant director for student activities; residence halls—associate director for residential development; in all other campus buildings—vice president for student affairs and associate provost.

Off-campus Events Policy

tudent organizations which sponsor off-campus events where alcohol will be available are responsible for all aspects of the party, including proper planning, the behavior of members and guests, and ensuring that federal, state, and city laws, as well as university policies and applicable national organizational policies and standards are upheld. State law prohibits the purchase, possession, or consumption of alcoholic beverages for all persons under the age of 21.
For all events where alcohol is available, the organization must complete the social event registration form Third Party Vendor Contract and must comply with all policies regarding advertising.
A student organization planning to sponsor an event off campus where alcohol will be available must attend the Alcohol Hosting Seminar which is presented at the beginning of the fall and spring semesters and at other times as deemed necessary.
A student organization sponsoring for the first time during the year an off-campus event where alcohol is available must meet with the assistant director for student activities to review plans for hosting the event.

If the university finds that an organization is not legally and responsibly hosting its events off campus where alcohol is present, the student organization may be subject to an organizational disciplinary hearing, sanctions, and required rules and regulations in the future hosting of events, on or off campus, where alcohol is available.

Recommended Guidelines

The following guidelines are strongly recommended for the responsible hosting of events off campus. The university expects the student organizations to host their events responsibly.

Nonalcoholic beverages, other than water, should be available at the event in an equally attractive variety to the alcoholic beverages and should be displayed with equal prominence as the alcoholic beverages. Alcoholic beverages should not be provided free of charge or at such drastically reduced prices as to encourage alcohol misuse.
A sufficient amount and kind of food should be served along with the beverages (i.e., not just chips and dip).
Servers should ensure that guests who appear to be intoxicated will not be served further alcoholic beverages. Some indications of intoxication are slurred speech, difficulty walking or standing, etc.
Drinking games or activities for events that deliberately induce consumption of alcohol should not be conducted.
The distribution or sale of alcoholic beverages should be discontinued within a half hour prior to the scheduled ending time of an event.

Advertising

For advertising and promoting of organizational events with alcohol see Advertising and Publicity policy items 10 and 11.

If you have any questions regarding the policy or how it applies to a particular event you are planning, please see the appropriate student affairs staff member (i.e., senior resident assistant or associate director for residential development; assistant director for student activities for events sponsored by student organizations; fraternities; or sororities) before planning your event.

Student Organizational Discipline

Student organizations chartered by the university have a responsibility to conduct their activities and programs in a manner that is consistent with and supportive of the goals, purposes, and values of Loyola and abide by university policy pertaining to student organizations.

Organizations alleged to have violated university policy are subject to an organizational disciplinary hearing before the Student Government Association judicial branch. An allegation of a violation of university policy by a student organization should be directed to the director of the Danna Center and student activities who will notify the organization of the allegation and due process rights.

Organizational hearings will be conducted in accordance with the following statement of student organizational due process:

The alleged offense must be a violation of written university policy, verbal or written instructions given to an organization, or civil law.
The organization must be informed in writing of the reasons for the disciplinary action in sufficient detail and in ample time that they may have the opportunity to prepare for the hearing.
The organization has the right to be assumed innocent until found culpable. The burden of proof rests upon the member of the academic community bringing the charge to provide enough evidence such that a reasonable mind might accept as adequate to support a conclusion.
The organization must be given an opportunity to testify and to present evidence and witnesses. The organization shall have the right to cross-examine any witness offering evidence and will be given a copy of any written statement presented by a witness who may have been granted anonymity.
All information on which a decision might be based must be introduced during the organizational hearing. The decision on culpability should be based upon this information.
A taped recording of the hearing will serve as the official record. The university has the responsibility of recording the hearing. No other recordings of the hearing will be permitted. The record of the hearing is the property of the university. If the organization is found culpable of the violation(s), and wishes to listen to the tape recording prior to writing an appeal or during the appellate process, the organization and its adviser may listen to the recording in the student affairs office. No copies of the recording will be made or released. The recording will be preserved until final disposition of the case.
The organization may be advised during the hearing by their organizational adviser.
The organization may appeal the final decision of the organizational hearing for one or more of the reasons as outlined in Chapter 10 under the section entitled, “Basis of Appeal.” All appeals are reviewed by the vice president for student affairs and associate provost.

Study Day

No social or other activities may be scheduled by a student organization on Study Day. This restriction does not apply to business meetings. The dates for Study Day are noted in the university bulletin and the online university calendar.