The mission of the Student Programs Office, in the Office of the Dean for Student Development (ODSD), is to develop men and women who are engaged with the Boston College community and prepared for leadership in the larger society. The Student Programs Office is committed to providing an opportunity for students to integrate the intellectual, social, and spiritual aspects of their collegiate experience, and to develop men and women for others.
ODSD establishes policies and procedures for student clubs and organizations regarding event planning, meeting and event space allocation, use of facilities, club registration, postings and publicity, and financial guidelines. Additional information is available online at www.bc.edu/clubs.
All contracts for student-sponsored events must be signed by an associate or assistant dean of the Office of the Dean for Student Development a minimum of one month prior to the event date. The policy includes any contract for goods, entertainment, or services. An ODSD associate or assistant dean must be consulted prior to any verbal or written commitment by the sponsoring organization. ODSD provides performance contracts for productions as needed. Contracts are to be signed only by an official representative of ODSD. Contracts signed by students will not be considered binding by the University.
See the Financial Information section of Student Clubs and Programming Resources.
Members of the Boston College community will be authorized to set up information tables when contact (petitions, sign-up sheets, etc.) with the University community is needed. Registered clubs and organizations, faculty, and administrators should visit or call ODSD (21 Campanella Way, Suite 242, 617-552-3480) to book a table. A minimum of one month's advance notice is recommended due to limited space availability. Organizations may reserve a table a maximum five times per semester. Tables are assigned on a first-come, first-served basis.
If approved, the table may be staffed from 10 a.m. to 4 p.m. in the McElroy Lobby. Please do not set up the table in front of the newspaper and information distribution bins. On the day of the reservation, "check in" at the Bookstore Customer Service Desk to receive a table. A Boston College ID will be collected and returned at the end of the day provided that the table is returned intact to the Bookstore. Information tables should have a sign identifying the sponsoring group.
ROOM RESERVATIONS AND PROGRAMMING ASSISTANCE
The Office of the Dean for Student Development assists students with the planning and coordination of events and functions. University offices and non-University groups should contact the Bureau of Conferences for room reservations.
All student-sponsored events or programs must be consistent with the values and principles espoused by Boston College as a Jesuit and Catholic University.
Space Reservations
Any ODSD or Campus Ministry registered student organization wishing to reserve space for meetings or functions should have an officer complete the online Space Reservation Request Form at www.bc.edu/roomreqs. Within five to seven business days, the officer will receive an email confirming or denying the space request. Requests should be submitted well in advance of the time periods recommended below.
Requests for meeting space should be submitted at least two weeks prior to the date of the event. NOTE: Space is allotted on a first-come, first-served basis within the priorities stated in the "University Policy" section.
When planning an event that requires the coordination of University services or rentals such as chairs, tables, platforms, food service, audiovisual equipment, or security, requests for space should be submitted at least three to four weeks in advance.
Once the space is approved, the student club officer should meet with an ODSD assistant dean to receive the Program Authorization Worksheet. The student club officer must then set up meetings with the necessary offices that will assist in planning the details, arranging for services, budgeting, etc. Additional advance planning may be required for large-scale events.
Alcohol
Boston College upholds the laws of Massachusetts, which prohibit use of alcohol by persons under 21 years of age. Therefore, an alcohol authorization must be obtained before serving alcohol at any event. Contact ODSD for additional information about alcohol authorizations; also see "Alcohol and Drug Use and Abuse" in Section 5. Behavioral Standards and Policies.
Food Service
All food service is provided by Boston College Dining Services unless special arrangements are authorized by ODSD. Applicants should arrange food service with the Bureau of Conferences (BOC) at least three weeks prior to the event. A guaranteed number of meals must be submitted to BOC three business days prior to the event.
Security
A Boston College Police officer or detail may be required depending on the event type or size.
Public Attendance
An event not limited to the Boston College community constitutes an event open to the general public and is subject to special limitations. Consult with ODSD before planning such an event. If the event is approved, ODSD must also give prior approval for any advertising directed to the general public. Failure to comply with either requirement may result in the loss of privileges.
Cancellation
There is no charge for a cancellation except where expenses have been incurred for special layouts or procurement of equipment. However, full utilization of Boston College facilities requires that every effort be made to notify ODSD as soon as it is known that a facility will not be used. Willful failure to cancel a reservation may result in a future denial of space and the loss of privileges.
University Policy
Boston College is an academic institution dedicated to the principles of higher learning. Within the rules and regulations set out below, any person seeking to use the space and facilities of Boston College will be awarded that right to be exercised for purposes conducive to the life of an academic institution. Utilization of the resources of Boston College requires that all persons applying for use of the facilities understand and comply with the basic requirement of respect for the right of the whole community to have the facilities maintained for everyone to use.
Priority in reserving space will be given to applications in order of their relationship to the academic function of the University. Therefore, space will be assigned first to applications for University-wide events such as Convocations and University Orientations. Second priority will be given to official Boston College student, faculty, and administrative organizations. Third priority will be given to events sponsored by a school within the University. Applications sponsored by groups not affiliated with the University will be considered for space allocation only upon application in writing to the Boston College Bureau of Conferences.
No grant or overhead fee for the use of facilities will be charged for a registered University student activity. However, by signing an application, the individual signing and the group he or she represents agree to pay any expenses incurred by the University. The types of non-routine expenses that will be charged are: additional custodial expenses required to open buildings normally closed on nights and weekends; overtime necessitated by an event; equipment or services not customarily supplied by the University; additional security personnel; any special clean-up necessitated by the event; and any property damage caused by the event.
The individuals and the sponsoring organization using a University facility are responsible for leaving it in a neat and orderly state. If any part of the facility is rearranged for the event, it is the group's responsibility to return the facility to its normal arrangement at the end of the event, except where a request has been filed for a special layout on the Program Authorization Worksheet and approved by ODSD.
Boston College is a private institution founded to further the goals embodied in the Jesuit tradition of higher education. An essential element in the Jesuit tradition is an emphasis on the search for truth in an academic community. Since the search for truth demands freedom of inquiry, the free exchange of ideas is a principal value of the University. Such freedom of inquiry is, however, not absolute and must be balanced by the University's obligation to adhere to the principles and values inherent in Boston College's identity as a Catholic and Jesuit institution.
To maintain an environment in which such freedoms can thrive, while at the same time being sensitive to and respectful of the Catholic heritage of the institution, the University administration reserves the right to review presentations funded by student activity monies. Such a review could result in necessary adjustments to require that balanced views be presented, postponement of the program for further discussion and review, or, in rare instances, cancellation of the program. In addition, in cases where the University may not be able to assure the adequate safety of either the University community or an invited speaker, Boston College reserves the right to reschedule or relocate the presentation or, in rare instances, to cancel the event.
STUDENT CLUB AND ORGANIZATION REGISTRATION
Boston College students interested in establishing a club while at the University are encouraged to do so provided the club and its purpose promote the personal development of students and are consistent with the values and principles espoused by Boston College as a Jesuit and Catholic University. The registration process for new clubs is facilitated by an assistant dean for student development.
Benefits offered by the University to registered clubs include: use of University facilities; eligibility to apply for funding from University student activity fees; use of student organization office space when available; use of the Boston College name; budgetary administrative support through the University financial accounting system; publicity in on-campus media; administrative consultation and advice on programs and projects; and participation in Student Activities Day.
The first step in the process of applying for club registration is to attend a new club information session, where the registration process is discussed in great depth and all necessary information is provided. The sessions are held in the ODSD office, 21 Campanella Way, Suite 242, during the fall and winter semesters. For the 2007-2008 academic year, new club information sessions will be held during the week beginning September 18 through October 26, 2007, and during the week beginning January 28 through March 14, 2008. Please call ODSD at 617-552-3480 for the dates of upcoming new club information sessions. Only freshmen, sophomores, and first semester juniors are eligible to start a new club.
ODSD encourages responsible student programs of all kinds that are in keeping with the goals and traditions of Boston College. As a private institution of higher education informed by the high ideals of Jesuit education, Boston College reserves the right to refuse to register clubs that are not compatible with its educational goals or institutional tradition.
STUDENT CLUB AND ORGANIZATION RESPONSIBILITIES
Boston College student clubs and organizations, as well as their officers and members, are expected to abide by all University policies, procedures, and community standards and all local, state, and federal laws. Violations will be referred to the Office of the Dean for Student Development for review and, if appropriate, adjudication.
The Office of the Dean for Student Development ticket booth operations are located at the Robsham Theater Arts Center. The ticket booth provides a central distribution point for all tickets and offers accurate, safe, and reliable record keeping procedures. Tickets can be purchased during the theater's normal business hours.
Ticket sales procedures for registered student organizations are in the process of being revised. Further details will be available at Club Treasurer's training in fall 2008.
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