Institutional Standards and Admin Policies | Handbook

Institutional Standards and Administrative Policies

In this section, you will find information on advertising, vehicle usage, liability, sales and solicitation, sexual harassment, alcohol and other substance abuse, facilities usage, on-campus dancing, sexual assault victims rights, social functions, and tobacco use.

Advertising Guidelines
All advertising must be approved and stamped by the Department of Campus Life prior to its distribution on campus. Advertising which has not been approved will be removed and the individual(s) or organization(s) will be liable for disciplinary action.

The steps in receiving approval for signs or posters are as follows:

Construct sign or poster to the proper specifications.
Have the poster approved at the Department of Campus Life in the Student Activities Center.
Place the posters in approved areas only.
Clear posting privileges with each academic dean and department chairperson.

Stipulations regarding the placement of posters and signs are as follows:

All signs or posters used by approved student organizations shall be approved by the Department of Campus Life.
All signs or posters may be placed on bulletin boards located in specific areas on campus.
Signs or posters may be placed on the various bulletin boards on the first floor of Maxwell Student Union, the residence halls, and other buildings upon the specific approval of the building/area supervisor.
The food service office approves all signs or posters for the dining hall after initial approval by the Department of Campus Life.
Bulletin boards in academic areas should not be used unless approved by the academic dean or department chairperson.
No signs or posters are to be placed on glass doors or glass areas. No signs or posters are to be placed on walls. Specific permission is needed to put signs on any brick-walled building.
Signs or posters shall be placed on bulletin boards by thumb tacks; staples, tape or adhesives are not allowed.
Only approved student organizations can advertise on the Georgia College campus. Exceptions involving events of community interest shall be approved specifically by the director of auxiliary services.

Limitations on the size, content, and length of time posters may be displayed are as follows:

Signs or posters are not to exceed 22" by 28" (poster size) unless approved by the building manager.
Refreshments shall be used in place of words denoting alcoholic beverages on all organization social function signs.
No signs or posters encouraging the excessive use of alcohol will be approved. No obscene material will be allowed on signage.
All signs or posters may be advertised a maximum of ten days prior to an event.
Signs or posters must refer to a specific event.
Outdated signs or posters shall be removed by the advertising organization within 48 hours after an event. Any organization not adhering to this guideline may face advertising restrictions.
A maximum of 25 signs or posters will be approved for placement under this policy.

Facilities Usage

Section 4.05 of the Academic Affairs Handbook

Liability
All Georgia College students are asked to sign a release and waiver of liability before participating in university sponsored activities where there are potential risks. Copies are available in the department of campus life or the office of legal affairs.

On-Campus Dance Policy
The following rules are policy for on-campus dances sponsored by student organizations at Georgia College.

Dances with open admission are not an appropriate means for organizational fundraising. Because they have traditionally been used as such by Pan-Hellenic Council organizations and the Black Student Alliance, and because these dances have become traditional events at Georgia College, the department of campus life will cover the cost of two Public Safety officers for up to 10 such dances per semester, thereby reducing the need for these organizations to maximize attendance in order to cover expenses. These organizations may continue to charge a reasonable admission charge to defray the cost of the event.
The sponsoring organization must provide an adviser and students to work for the duration of the event. The number of students provided must be equal to the number of entrances to the room being used for the dance (accordingly, MSU Lounge requires one adviser and three students). Two of these people are to staff the admission table at the front door to check IDs, collect money, stamp hands, sign in guests, and prevent guests from walking down MSU hallways. The others are to be posted at the other entrances to the room, to prevent unauthorized entrance.
Dances are open only to GCSU students and their invited guests. Current students of other colleges and alumni of a sponsoring Greek organization may also attend as guests. Admission of guests must follow these procedures:

Individual guests may be admitted only if accompanied and sponsored by a Georgia College student. Each Georgia College student may have no more than one guest. Guests must be at least 17 years of age and present a picture ID for admission. A guest and his or her host must sign in together at the admission table. Guests must leave with their host or the host with their guest if either leave before the conclusion of the event. Hosts are responsible for the behavior of their guests and/or alumni.
Fraternity / sorority alumni of sponsoring Greek organizations may be admitted to the event, with a picture ID and appropriate Greek paraphernalia or identification.
Current students of other colleges must show a valid college ID for admission.

All dances must be approved in advance by the director of campus life. As part of the approval process, the appropriate representative of the sponsoring organization must submit a signed copy of these rules, and a contract must be signed between the DJ (or other entertainers) and the organization. The DJ will not be allowed to advertise the event off the GCSU campus, and will forfeit his or her fee for doing so.
Arrangements must be made with the Georgia College Campus Police at least two weeks in advance to arrange two officers to work the event. One Campus Police officer will patrol the dance area and one will patrol the parking lot area. The officers must be hired from the advertised start time of the event until 30 minutes after the closing of the event. Campus police reserves the right to close down an event if the officers or advisors perceive that the sponsoring organization is being irresponsible or uncooperative with the officers or advisors. In such a case, the department of campus life may decline to cover the cost for the officers incurred at that event.
No more than 200 people may be admitted to dances in the MSU Lounge.
Posters with dance rules will be provided by the department of campus life and must be posted by the sponsoring organization, one outside the event venue and one inside near the admission table. These posters will include a stipulation that no refunds will be made.

Sales And Solicitation Policy
The sales and solicitation of goods and services by vendors on the Georgia College & State University campus is prohibited. Exceptions involving goods and services of campus community interest shall be approved specifically by the director of campus life.

Sponsorship of sales of goods or services which closely duplicate those of the local business community is limited to student, staff or faculty groups, clubs and organizations only, and solely for the purpose of fund raising. Any such event or activity must be cleared through the director of campus life.

Sexual Assault Victims Rights
Victims of sexual assault are afforded rights that are recognized by Georgia College & State University. These rights include assistance by the university to help the victim. A copy of the policy for victims of sexual assault is available in the counseling center office and in the campus police department. In the event of a sexual assault, please contact one of these offices so that assistance can be rendered. Counseling for victims is also available in the counseling center.

Sexual Harassment Policy

For further information please contact one of the following:
Office of Institutional Equity and Diversity
Yves-Rose Saintdic
Director
142 MSU
Campus Box 004
Milledgeville, GA 31061
(478) 445-1382
FAX - (478) 445-1287

Social Functions
Any registered student organization hosting a social event, whether on-campus or off-campus, will be expected to abide by all applicable local, state, and federal laws and regulations. All social events on campus must be approved by the director of campus life and must be in compliance with Georgia College & State University policies and procedures for student organizations. If the event is held on campus facilities such as the East Campus (Lake Laurel), the main campus (Maxwell Student Union), and the J. Michael Peeler Athletic Complex (picnic grounds and athletic fields), appropriate facility usage request forms must be submitted to Continuing Education & Public Services where approval of the appropriate building/area supervisor will be obtained. A damage deposit must accompany the application in order for the request to receive full consideration. Completed requests must be submitted to the director of campus life for his approval of the appropriateness of the event prior to submitting to CE/PS. All applications must be approved in entirety one week prior to the date of the requested event.

Each organization sponsoring a social event on campus property must sign a statement of responsibility and a waiver of liability included on the Social Function Application releasing Georgia College & State University from liability for personal injury or damages to property, littering or destruction, and cleanup of Georgia College & State University property. All scheduled events shall terminate at designated times. If the organization plans to serve alcoholic beverages during the social event, they must adhere to the alcohol policy of the university. Organization advisors must be present at all social events where alcohol may be present.

The Board of Regents recognizes and supports the laws of Georgia with respect to the sale, use, distribution, and possession of alcoholic beverages on university campuses as well as within the state at large. To this end, the Board has endorsed a program designed to enhance awareness and curb abuse of alcohol by students and others in the University System. This program emphasizes that each institution shall stress individual responsibility related to the use of alcohol on and off the campus.

To assist in the implementation of alcohol awareness programs and to enhance the enforcement of state laws on the campuses of the University System, each institution shall adopt and disseminate comprehensive policies and procedures, consistent with state and local laws, concerning the use, distribution, and possession of alcoholic beverages on campus and institutionally approved events off campus. Disciplinary sanctions for violation of the policies or other unauthorized use of alcoholic beverages shall be included in each institution's disciplinary code of conduct.

A copy of the policies and procedures adopted by each institution shall be filed with and approved by the office of the vice chancellor for student services of the board of regents. This shall be reviewed and approved by this office annually thereafter.

Copies of policies and procedures, forms and information relative to the implementation of system policy on the Georgia College & State University campus are available upon request from the department of campus life in the Student Activities Center.

Please note the following policies:

All registered student organization members, faculty, or staff using university facilities and serving alcoholic beverages must be in full compliance with the Board of Regents Alcohol On Campus policy as well as Georgia College & State University Policies and Procedures for social functions.

Coordinators of events shall complete a Social Function Application one week prior to the proposed function.

Coordinators of events must sign a statement of responsibility and waiver of liability releasing Georgia College & State University from liability for personal injury or damages.

Organization members or appropriate faculty or staff members will accept full responsibility for any personal injuries, damages to property, littering or destruction, and cleanup of Georgia College & State University property.

Registered student organizations must submit an appropriate damage and cleanup deposit attached to the Social Function Application.

All registered student organization events shall terminate on or before 12:00 midnight with the exception of the Maxwell Student Union Lounge where events may be held until 1:00 a.m.

If registered student organizations plan to serve alcoholic beverages during the social event (no sale is permitted on state property) they must be served no later than 30 minutes prior to the termination time, and within the following guidelines:

Alcoholic beverages may be served outside only at the J. Michael Peeler Athletic Complex picnic area and the Lake Laurel Lot.
Alcoholic beverages are served inside only within the Maxwell Student Union and the Lake Laurel Lodge.
Whenever alcoholic beverages are served, equally accessible, alternative, nonalcoholic beverages and snacks, or food must also be served.

Specific regulations for use of alcoholic beverages by registered student organizations must be followed.

Locations and conditions regarding faculty/staff receptions where alcohol is served may be approved on a case by case basis through the Division of Business and Finance in conjunction with the Department of Public Service.
Violations of the Social Functions Policy will result in the termination of further privileges and may include other possible disciplinary actions or sanctions.

Alcohol and other Substance Abuse Policy
Georgia College & State University recognizes the need to address the issues of alcohol and other drug abuse among university students. Drug use may pose physical and psychological risks, and long-term harm to self and others, in addition to the legal consequences of involvement with controlled substances.
Georgia College & State University supports a program of drug abuse prevention and education along with a procedure for dealing with problems arising from the non-medical use of drugs.

Georgia College & State University believes in taking a proactive stand in regard to substance abuse. This policy and various programs have been established to stand behind this philosophy. It is believed and hoped that prevention/education programs will benefit the entire University community by promoting informed decisions with reference to drug use.

The following are the substance abuse policies of Georgia College & State University:

Persons under 21 years of age cannot possess or consume alcoholic beverages. Appropriate signs must be posted to this effect at the point of serving.

Persons must not present any false identification, either written or oral, in order to obtain alcoholic beverages.

Persons of legal drinking age must not provide alcoholic beverages to underage persons.

The sale of alcohol on campus is illegal and expressly forbidden.

No alcoholic beverage should be given to any person who is in an obvious state of intoxication.

Persons and/or organizations who serve alcoholic beverages are responsible for the damages, both to person and property, incurred by those served.

Any person who is intoxicated can be prevented from driving a motor vehicle by campus police officers.

Intoxication will not be accepted as an excuse for disorderly conduct on campus.

Sponsoring organization members must employ a campus police officer to check ID's for legal drinking age and monitor the use of alcoholic beverages at events.

All on-campus student organization events involving alcohol must be personally cleared with the director of campus life.

Sponsoring organization advisers are strongly encouraged to attend any event at which alcohol is served.

Open containers with alcoholic beverages cannot be carried outside the specific location of the event.

Public advertising of any event must not include any specific mention of alcohol. The word refreshments must be used in place of words denoting alcoholic beverages.

The number of guests at events where alcohol is served must be restricted to the legal fire capacity limit.

There will be no events involving alcohol on-campus or off-campus during new student orientation.

Alcohol cannot be given as a prize for contests, games, and other such activities.

The consumption of alcohol is prohibited at all organized campus athletic events.

The use of university or student activities funds for the purchase of alcoholic beverages is prohibited.

Drinking games or activities contributing to alcoholic overindulgence are prohibited.

Alcohol can be served in designated areas only on Fridays and Saturdays (See Social Functions Policy.)

Sponsoring organizations must have designated drivers available.

Appropriate amounts of alternative beverages and food must be available at events.

Alcohol purchased for an event must be prorated to the number of persons of legal age attending the event. Guidelines per 40 persons are:

One-half barrel (keg) or 165 12-ounce beer servings; or
Equivalent one ounce 86 proof distilled beverage servings; or
Equivalent three ounce wine servings.

Persons of legal drinking age and persons of non-legal drinking age must be identified by colored nontransferable wrist bands or predestinated equivalent method of identification.

A maximum of four hours serving time of alcoholic beverages at any event must be strictly enforced.

No outside alcoholic beverages may be brought in or allowed at the social function, unless coolers are approved in advance for specific outdoor functions.

Locations and conditions regarding faculty/staff receptions where alcohol is served may be approved on a case by case basis by the division of business and finance.
Although decisions related to substance use/abuse are personal choices, resulting behavior may have negative impact on the decision maker and others. When behavior infringes on the rights and/or property of others at Georgia College & State University, and is related to the use of alcohol and/or other controlled substances, or when illegal activity involving the use of such substances becomes known, it is the responsibility of Georgia College & State University to take appropriate action.

If a student is involved in a substance abuse related offense, he may, in addition to other possible actions, be referred to the university's substance awareness and abuse program. Very often a drug problem has its roots in serious personal and emotional difficulties. The student will be required to attend an alcohol/drug education workshop. Depending on the seriousness of the incident, a student may be referred directly to the university's substance awareness and abuse program or to professional alcohol/drug counseling and remediation services, or other actions may be taken.

All participants must attend the alcohol/drug education workshop within one semester of receipt of an offense letter, if attending as part of a disciplinary sanction.

If a referred student does not attend the workshop, the facilitator will notify the appropriate official in writing. If the student has just cause for not attending, the student must notify the facilitator at least 24 hours prior to the workshop, and reschedule for another workshop time.

The purpose of the alcohol/drug education workshop is to give participants an opportunity to analyze and assess their drug related attitudes and actions, and to prevent related problems from occurring in the future. The Oconee Center for Alcohol and Drug Services is available for further screening, treatment, and rehabilitation. If such a referral is made, the financial responsibility for this service will rest solely with the student and/or the student's family. The university will not be responsible for private therapy.

Tobacco Use
The following policies are in effect:
There will be no smoking within enclosed spaces in facilities on the Georgia College & State University Campus in Milledgeville. Each building and/or facility will have No Smoking signs posted on or near access doorways (i.e., doors opening to the outside of the building.)

Each building coordinator will designate one or more covered outdoor spaces at each building or facility site where smoking of tobacco products may take place. Receptacles containing sand or other noncombustible materials will be provided in these areas.

The smoking of tobacco products is permitted within campus living facilities with the consent of all residents of the same living space; (e.g., roommates in residence halls and roommates in the facilities housing conference participants). The only exception to this allowance is that smoking is not permitted in the group bedroom areas of Lake Laurel Lodge.