General Assembly

Student Event Policy Committee

This committee was established by the General Assembly to review and then recommend changes to Student Life on how to make student event planning easier. Currently Student Life is in the process of a major revamping of these policies. The report below is what was delivered to Dean Avery, Senior Associate Dean Jonathan O'Brien, Associate Dean Earic Peters, Student Life Coordinator Kenna Cottrill, and VP of Hospitality Services Amy Munoz. The committee has also served to provide student input as the process continues.

Finally the committee compiled all relevant policies and placed them in one on-line location. Click here for all student event planning information: Event Planning 101

Resolution:

Passed the GA on : February 15th 2006
Passed the Senate on: February 27th 2006

"We, the students of Occidental College call for a review of policies for student programming regarding Space Reservation, Campus Dining Policies and charges, and Facilities Charges. This is an opportunity for students to provide feedback regarding campus policies and procedures in the above mentioned areas. A committee should be formed to recommend changes in policy which impacts programming. The committee will be comprised of at least five, but no more than ten, students who will work with various departments and administrators on campus and publish their recommendations of change at least two weeks before the end of the semester. Students should submit their names to the General Assembly Co-Chairs for selection."

Students Serving on this Committee:

Karen Calderon, Andrea Cova, Matthew Kuzio, Eleni Polakoff, and Ali Raymond

Student Event Policy Memo:

Download Word Document: Student Event Policy Memo

This memo is drafted with the intent to summarize student concerns and suggestions in regard to the current procedures and policies that students face when planning events. We hope that as the administrative review process of event planning evolves that we may provide further input on how to make the procedures more accessible to students. The three key points that we want to emphasize are:

· Greater Student Life Resources for Students Event Planning

· Clarity and Formalization of Procedures

· Outline of Potential Student Life/ College Policy Concerns that may affect student event planning

Greater Student Life Resources for Student Event Planning:

Currently, it clear that student life cares a great deal about student events. However it is also clear that access is not always available to key administrators due to overloaded schedules. We understand from the Town Hall meeting, that two new student life positions will be created. As students we feel that one of these positions should include the clear responsibility of working with students on event programming. Finally this person should work as a liaison between students and the CAEAC committee.

Clarity and Formalization of Procedures:

Currently there is no formal process that states which events must be approved by CAEAC and those events that do not have to be approved by CAEAC. As students we feel that there is a need to classify students events so that students will better know how much time is needed to plan different events. For example, the process for reserving a quad show is very different from reserving the Greek Bowl, however there are no clear procedures outlined for either. We believe that the formalization of procedures could be done through an event classification procedure. We have outlined one example of classification below.

Class 1: Small meeting/ get together of students.

Approval Process: Space request from Master Calendar

Class 2: Medium Event

Approval Process: Space request from Master Calendar and approval by the Student Life Coordinator/ Associate Dean of Students.

Student Life Liaison: Student Life Coordinator/ Associate Dean of Students.

Class 3: Medium Event requesting sponsorship:

Approval Process: Space request from Master Calendar and approval by the Student Life Coordinator/ Associate Dean of Students. An initial meeting with sponsoring organizations (i.e. Programming Board) at least two weeks before the date scheduled. NOTICE: Student Services need to be consulted on a policy/ guideline like this.

Student Life Liaison: Student Life Coordinator/ Associate Dean of Students.

Class 4: Large or Complicated Event

Approval Process: Event Proposal Submitted at least six weeks in advance to CAEAC if meets two of the following: Over 200 people, more than 1 day, more than 1 facility, catered food (both Oxy catered and outside vendors), alcohol present, or off-campus guests present.

We offer this classification system as a building point for a more in-depth one to be built from. The classification system is also something that we feel needs heavy student input in order to be made successful. In this regard, we would like to build a formal line of communication between the administration and ourselves to fully review the creation of a classification system.

Finally, we would like to create an online space where detailed information can be posted to fully explain policies that have in the past have raised questions by students. To this end we have created an event planning 101 page on the ASOC website.

http://asoc.oxy.edu/asoc/event101.htm

At this address, you will find that we have listed all policies pertaining to event planning and made them available in one central place. As further student questions arise, this page should evolve through the joint work of administrators and students.

Outline of Potential Student Life/ College Policy Concerns that may affect student event planning:

The basic concerns that Student Life may have about student events should be formalized. To achieve this goal, a formal list of concerns needs to be created. This list should be precise so that students may understand what specific issues Student Life may have within event. In this regard, nothing in the approval process should come as a surprise because students will know before hand that their event may not be approved due to a specific concern.