Use of University Facilities and Outdoor Facilities Regulation - Interim
|Title||Use of University Facilities and Outdoor Facilities Regulation|
|Category||Finance, Operations and Auxiliary Services|
Revisions ongoing August 14, 2012; revised interim April, 2013; interim last revised and Chancellor approved October 2, 2014.
Facilities Service Center (252) 328 - 6858 (Main Campus) (252) 744 - 2251 (Health Sciences Campus)
Interim Regulation: Assemblies and Public Address in Designated Public Forum (March 2010)
1.1. Recognizing that its support derives in large part from public funds, East Carolina University is committed to making its Facilities and property as readily available for use by groups and individuals as is consistent with its educational mission, its duties as a custodian of State resources, and its responsibility to consider the welfare of its students, faculty, staff, and visitors. Consistent with its educational mission, the University encourages the free exchange of ideas on campus, while assuring that other important University interests and activities are not infringed upon or disrupted. This regulation is adopted for the orderly use of university Facilities. There may be additional policies specific to certain Facilities or for specific events and they may include more restrictive provisions than this policy. Persons or organizations seeking to use any University facility are advised to inquire about the existence of any such additional policies at the time they reserve its use. The University is committed to being accessible to the public. At the same time, limitations on activities on University property are necessary so that the University may fulfill its primary missions of teaching, research, and extension.
1.2. This regulation governs all Facilities and property on the University’s campuses or under the operating authority of the University.
2.1. ASSEMBLY: Use of University Facilities for the purpose of conducting a lawful assembly, rally, or demonstration not involving conduct or the encouragement of conduct that violates or would violate the law, policies, regulations, or rules of the University.
2.2. CENTRAL RESERVATION OFFICE (CRO): The CRO is responsible for coordinating the space reservation process throughout campus. The CRO schedules space in Mendenhall Student Center (MSC), Hendrix Theatre, Wright Auditorium, the MSC Brickyard, Designated Public Forum, and designated outdoor spaces. The CRO also approves meeting and event space on ECU’s campus including classroom buildings weekdays after 5:00pm and on weekends. Other spaces on campus are scheduled by designated Sub-Schedulers (see 2.22 for definition) in Academic and Administrative Units.
2.3. CHARITABLE CONTRIBUTION: A pledge or grant of anything of value to a Charitable Organization, where the value of the pledge or grant exceeds the value of anything received in return.
2.4. CHARITABLE ORGANIZATION: An entity within the definition of North Carolina General Statutes 1-539.11.
2.5. CO-SPONSORED NON-UNIVERSITY AFFILIATED ORGANIZATIONS are groups that are educational, community, or charitable organizations sponsoring an educational, governmental, or charitable program that is co-sponsored by a University department, Division of the University, or University Affiliated Organization including student organizations.
2.6. COURTYARD is an unroofed area that is completely or partially enclosed by walls or buildings. Courtyards are excluded from this policy.
2.7. DEPARTMENTAL BULLETIN BOARD is a bulletin board for posting official printed materials of a University department. A Departmental Bulletin Board should be clearly distinguishable from an Official Bulletin Board and a General Use Bulletin Board.
2.8. DESIGNATED PUBLIC FORUM is the area on the University Mall located in the four-sided green space adjacent to the Cupola, which is adjacent to well-traveled pedestrian sidewalks, and has been open to public speech by tradition and administrative approval. The extent of the site is the area to the South of the Cupola bounded by sidewalks on all four sides. Use of the Designated Public Forum is governed by REG07.30.02, “Assemblies and Public Addresses in Designated Public Forum.”
2.9. DIVISION OF THE UNIVERSITY is a group of University departments organized around a particular function.
2.10. FACILITIES: Any building owned or leased by the State of North Carolina and allocated to the University for University use or operational control or any building.
2.11. GENERAL USE BULLETIN BOARD is a bulletin board for posting other printed materials. A General Use Bulletin Board should be clearly distinguishable from an Official Bulletin Board and a Departmental Bulletin Board.
2.12. NON-UNIVERSITY AFFILIATED ORGANIZATIONS include all groups or organizations that are not directly supported by the University or that are not registered student organizations, even though some of the members or participants may be University personnel or students.
2.13. OFFICIAL CAMPUS PUBLICATIONS are University publications or printed materials that convey policies, regulations, rules, procedures, and official statements of the University.
2.14. OUTDOOR FACILITIES: Defined as outside structures and grounds owned or leased by the State of North Carolina and allocated to the University for University use or operational control.
2.15. PRINTED MATERIALS include, but are not limited to, advertisements, announcements, banners, declarations, flyers, handbills, materials, messages, statements, notices, pictures, posters, pronouncements, proclamations, publications, revelations, or similar materials.
2.16. PRODUCTION COMPANIES are entities engaged in the business of making original picture, television, or radio images for theatrical, commercial, advertising, and/or educational purposes.
2.17. PUBLIC ADDRESSES: Use of University Facilities for the purpose of orally and publicly communicating, informing, educating, or conveying an idea, concept, principle, belief, etc., to one or more other persons, other than in conversation.
2.18. PUBLICATIONS include any printed materials to include single or multiple pages.
2.19. Operations and activities involved in promoting and selling goods or services; to sell goods or services.
2.20. SOLICITATION To seek to obtain by persuasion; to petition persistently; to approach with a request or plea; to urge (as one’s cause) strongly; to try to obtain by usually urgent requests or pleas. No financial transactions need take place between the sponsor and customer.
2.21. STUDENT CLUBS AND ORGANIZATIONS are organizations comprised of East Carolina University students and registered with the Student Activities and Organization Center. For a listing go to http://www.ecu.edu/sao.
2.22. SUB-SCHEDULER: Those individuals in Academic and Administrative departments who have responsibilities for managing space reservations for particular facilities on the ECU Campus. These individuals work in concert with the CRO Staff and utilize the University’s 25Live software to manage reservations.
2.23. UNIVERSITY AFFILIATED ORGANIZATIONS include all official University committees, special committees and task forces supported directly by the University, one of its affiliated Foundations, or the East Carolina University Alumni Association and Student Clubs and Organizations.
2.24. UNIVERSITY DEPARTMENTS are recognized units of the University
2.25. UNIVERSITY DINING FACILITIES include all dining Facilities and outlets located on university property operated by or under contract with the university.
2.26. UNIVERSITY MALL: Area of grass and sidewalk area bordered by Cupola Court, Faculty Way, Wright Circle and Campus Building’s – Flanagan/Student Health/Joyner Library normally referred to as the University Mall.
3. General Regulations
3.1. The laws of the State of North Carolina govern use of Facilities and Outdoor Facilities. Regulations and guidelines have been established to ensure compliance with these laws, consistent application, and the orderly use of these Facilities and Outdoor Facilities within the resources and mission of the University.
3.2. Facilities and Outdoor Facilities exist to accomplish the educational objectives and programs of the University.
3.2.1. Departments and Divisions of the University shall have priority in the use of University Facilities and Outdoor Facilities. Student Clubs and Organizations and University Affiliated Organizations shall have priority in use over Co-Sponsored Non University Affiliated Organizations. Co-sponsored Non University Affiliated Organizations shall have priority over Non University Affiliated Organizations. Any appeals of scheduling decisions must be addressed with the appropriate designee.
3.3. University Affiliated Organizations: University departments, divisions of the University, university affiliated organizations, and student clubs and organizations may be granted use of these Facilities and Outdoor Facilities for educational, cultural, developmental, and social programs and activities within the guidelines of other existing university policies, regulations, and rules.
3.4. Co-Sponsored Non University Affiliated Organizations
3.4.1. Non University affiliated organizations that are educational, community, or charitable organizations may be granted permission to use Facilities and Outdoor Facilities to sponsor educational, governmental, or charitable programs with co-sponsorship on a single event basis.
3.4.2. Programs by these organizations must be co-sponsored by a University department, division of the University, or University affiliated organization with a logical relationship to the sponsored program. The co-sponsor will be responsible for maintaining a continuing liaison between the outside group and the appropriate University officials throughout the planning and implementation stages of the event. It is the responsibility of the co-sponsor to assure that the organization, its members, and the program adhere to the generally accepted academic and communal standards of the University. The co-sponsor will be held responsible for the actions of the sponsored organization, Non University affiliated organization.
3.4.3. Co-sponsored Non University affiliated organizations shall abide by the same rules as any University department, division of the University, University affiliated organization, or student club or organization. Specifically, co-sponsored Non University affiliated organizations may be granted use of these Facilities and Outdoor Facilities for educational, governmental, or charitable programs within the guidelines of other existing University policies, regulations, and rules.
3.5. Non University Affiliated Organization
3.5.1. Because the use of University Facilities and Outdoor Facilities presents the possibility of disturbance to normal University activities and damage to University property, non-University affiliated organizations or individuals without co-sponsorship shall abide by limitations governing the use of Outdoor Facilities including, but not limited to the following:
3.5.2. No permanent or semi-permanent structure, including but not limited to chairs, tables, stakes driven into the ground, or trailers, etc., may be constructed or placed for any activity in Outdoor Facilities. Interior structures of Facilities may not be redesigned or restaged in any manner. Campus Recreation and Wellness with the appropriate Memorandum of Understanding (M.O.U.) Agreement signed is granted an exception.
18.104.22.168. If a tent is required for your Outdoor facility use, it must be reviewed by EH&S, Facilities Services, and Disability Support Services. All tents greater than 200 square feet and canopies greater than 400 square feet must also be permitted by the North Carolina State Construction Office. Please reference the attached link to access tent/canopy guidelines as well as the tent/canopy permit application. It is recommended that thirty (30) days advanced notice be provided. TENTS AND CANOPIES
3.5.3. No Outdoor facility use may include the serving of food, beverages, or any refreshment in any amount. Exception to this limitation is given to Campus Recreation and Wellness with the appropriate Memorandum of Understanding (M.O.U) Agreement signed.
3.5.4. Requests to use open flames must be reviewed and approved by EH&S prior to the activity and require completion of an “application for the use of open flame devices”.
3.5.5. Outdoor facility activities should not exceed occupancy of 100 people Exception to this limitation is given to Campus Recreation and Wellness with the appropriate Memorandum of Understanding (M.O.U.) Agreement signed. East Carolina University is committed to equality of educational opportunity and prohibits discrimination against students, applicants, employees, or visitors based on race/ethnicity, color, creed, genetic information, national origin, religion, sex, sexual orientation, age, disability, political affiliation, or veterans’ status.
3.5.6. Facilities and Outdoor University Facilities may not be used for overnight activities. Exception to this limitation is given to Campus Recreation and Wellness with the appropriate Memorandum of Understanding (M.O.U.) Agreement signed.
3.5.7. No activities may be held if they render a facility or Outdoor facility unsatisfactory for use in its normal or primary function or conflict with any activity previously scheduled according to this regulation or with normal or scheduled University operations.
3.5.8. Users are responsible for the cleanliness and order of all Facilities and Outdoor Facilities following their use. Certain Facilities and Outdoor Facilities may charge a fee for housekeeping services as well as grounds services depending on the type of event. It is the responsibility of the user to follow the cleanliness guidelines of the facility or Outdoor facility being used.
3.5.9. All activities or events must be conducted in such a manner that campus pedestrian traffic and vehicular traffic are not impeded and those members of the University community who are not participating in the activity or event may proceed with their normal operations.
3.5.10. All proposed activities must be reviewed by the following departments to assure that appropriate accommodations, health and safety measures will be in place prior to final approval: Environmental Health and Safety (EH&S), ADA Coordinator and ECU Police.
3.5.11. Nuptial activities are not considered an educational, governmental, or charitable program and a logical relationship does not exist for co-sponsorship by any University Department, division of the University, or University affiliated organization. Therefore, nuptial activities including, but not limited to, a ceremony or reception shall abide by the same limitations governing the use of Facilities and Outdoor Facilities as non-University affiliated organizations or individuals without co-sponsorship.
4. Reservation of Facilities
4.1. This policy applies to any and all Facilities and Outdoor Facilities owned, leased, or under the authority of East Carolina University, including all Facilities located on the Main campus, Health Sciences campus, as well as all Facilities located at other locations. “Facilities” shall include all buildings and structures, grounds, sidewalks, recreation areas, and streets considered to be part of the campus of the University.
4.2. Publicly Available Facilities are those Facilities which the University makes available for use by individuals and groups that are not otherwise affiliated with East Carolina University. Any individual or group, including East Carolina students, faculty, and staff, may reserve and use these Facilities for any lawful purpose. There is a fee associated with any publicly available facility. Information regarding fees and reservations for these Facilities can be obtained by contacting the Central Reservation Office.
4.3. Instructional Facilities are those Facilities of the University which are not publicly available and are only available to East Carolina University students, faculty, and staff and officially recognized University organizations. Use of these Facilities shall be restricted to activities related to the education, research, and service missions of the University.
4.4. During summer sessions only, some instructional Facilities may be used (on a space available basis) by non-affiliated groups holding summer programs on campus provided such use is jointly approved by the appropriate Dean or his designee.
4.5. Use of University Facilities or grounds will not be permitted during times when the University is closed unless approved by the Chancellor or his designee.
4.6. Requests for the Use of East Carolina University Facilities are to be submitted through the Central Reservation Office (CRO) web portal. Additional approvals are required for use of Facilities that will entail Sales and Solicitation and/or Events with Alcohol. The CRO will communicate those approval requirements to the requestor at the beginning of the reservation process in accordance with University policies. As stated in 1.1 above, certain Facilities may have additional registration or use requirements. The CRO will check with the Sub-scheduler when making reservations for a specific facility to ensure all requirements are met and communicate that information to the requestor.
4.6.1. The completed CRO Request Form will be submitted to the CRO via the web portal no later than 10 business days prior to the anticipated use. Submission of the Form does not guarantee permission for use of Facilities requested. Generally, competing requests for use of a facility will be resolved on a “first come, first serve” basis; however, exceptions may be made at the discretion of the Authorized Designee.
4.7. Requests for the Use of East Carolina University Outdoor Facilities are to be submitted through the Central Reservation Office (CRO) web portal. To request use of an Outdoor University facility requires completion of the information of the person submitting the request and information regarding the activity planned for the Outdoor space. Any organization, individual, or company affiliated with the University and wishing to use Outdoor Facilities must submit an Outdoor Reservation Request Form online via the CRO web portal. Depending on the Outdoor space requested, the submitted form will be reviewed by the appropriate party responsible for approving and scheduling the use of the requested Outdoor space.
4.7.1. Any organization, individual, or company not affiliated with the University and wishing to use Outdoor University facilities should submit their request using the External Request form via the Central Reservations Office web portal.
4.7.2. A co-sponsored non-affiliated University organization must provide a copy of the contract or letters of agreement acknowledging the co-sponsorship by a university department, division of the University, or University affiliated organization with a logical relationship to the sponsored program. A non-affiliated University organization must provide a statement of acknowledging receipt and understanding of the applicable University policies, regulations, and rules and a commitment that the organization, its members, and the program will adhere to the applicable university policies, regulations, and rules in addition to the generally accepted academic and communal standards of the University.
4.7.3. Football game day activities in the athletic real property, Outdoor Facilities, and playing fields are under the responsibility of the Athletic Department.
22.214.171.124. Use of athletic real property, Outdoor Facilities, and playing fields by University departments, divisions of the University, University affiliated organizations, student clubs and organizations, co-sponsored non University affiliated organizations, and non-University affiliated organizations require authorization of the Athletic Department. (Real property is defined as land, buildings, and anything affixed to the land.)
4.7.4. Use of University Mall area is excluded from any reservation process except for the following Chancellor approved University functions: Barefoot on the Mall, events related to the celebration of the Centennial, “Get a Clue”, Youth Arts Festival, Egg Hunt, Senior Salute Dinner, Walk the Plank, and Founder’s Day celebration as stated in Faculty Senate Resolution #08-57.
4.7.5. Requests for the use of East Carolina University Facilities for Political Events should be directed to the Office of the Chancellor, Chief of Staff, who may organize a committee to review the request and will work with the requestor as to what Facilities and/or Outdoor Facilities will be impacted.
4.7.6. Only the Chancellor, or his designee, is authorized to enter into contracts for use of Outdoor University Facilities on behalf of the University. The University, through its officers, reserves the right to interpret this regulation and to apply it in the best educational interest of the University. The Chancellor, or his designee, reserves the right to change, alter, or grant exceptions to this regulation to best fulfill the mission, and processes of the University.
4.8. “Fronting” by University Organizations: Instructional Facilities, as defined in Section 4.3 above are limited for use by East Carolina University students, faculty, staff, and officially recognized University organizations for activities related to the University’s education, research, and service missions. East Carolina University faculty, staff, and students and organizations may not reserve an instructional facility on behalf of or for the use of an outside organization. East Carolina University students, faculty, staff and organizations also may not reserve publicly available Facilities on behalf of or for the use of an outside organization for a reduced rate. This conduct is considered “fronting” and is prohibited. The Authorized Designee of the University for an instructional facility may deny or rescind permission to use that facility if it is determined that the use is not primarily for the benefit of the student, faculty, staff, or officially recognized organization making the reservation. The University shall not be liable or responsible for financial or other damages incurred by an individual or organization whose permission to use a facility is denied, rescinded or modified (including a rate change), pursuant to this fronting policy.
5. Use of Facilities for Speeches/Assemblies is governed by REG07.30.02, “Assemblies and Public Addresses in Designated Public Forum”.
6. General Posting
6.1. People responsible for printed materials must refrain from using language, words, design or lettering directed toward and offensive to a member of or a visitor to the university community and must ensure all displayed materials comply with applicable laws, including but not limited to those concerning safety, defamation, and obscenity, or trademark and copyright regulations. Materials that do not comply with these provisions may be removed without notice. In addition, people responsible for printed materials must ensure that all materials are consistent with the university’s regulations on advertisement related to alcohol and tobacco and other university policies, regulations, rules, city ordinances, state and federal laws as well as the university’s student code of conduct. Failure to comply with this regulation will result in removal without notice.
6.2. The University has established three types of bulletin boards on campus that are covered by the posting regulations.
6.3. Printed solicitation materials shall not be nailed, tacked, stapled, or in any way attached to any surface other than an identified general use bulletin board.
6.4. Markings on walkways, roadways, or any permanent structures on Campus with chalk, paint, or any other materials are prohibited.
6.5. Posting on University Bulletin Boards: Printed materials must support the mission of the student organization or University department and comply with the applicable laws, including, but not limited to those concerning safety, defamation, and obscenity and trademark or copyright regulations.
6.5.1. Posting on an Official Bulletin Board: Only official announcements of the University and required posted materials (i.e. FLSA Wage and Hour Policies, EEO Policies, ECU Substance Abuse Policy, etc.) may be posted on an official bulletin board.
6.5.2. Posting on a Departmental Bulletin Board: Each University Department is responsible for establishing necessary procedures and guidelines to determine what printed material is considered official by the Department and qualifies for posting on a departmental bulletin board. Likewise, the University department is responsible for the monitoring and removal of printed materials posted on their respective departmental bulletin board.
6.5.3. Posting on a General Use Bulletin Board: University affiliated organizations, individuals, student clubs and organizations, non-profit organizations, and educational institutions may post printed materials on general use bulletin boards pursuant to the restrictions noted in this regulation. Any printed material regarding the promotion for sale or consumption of alcohol, tobacco, and illegal substances is prohibited. In addition, the following regulations shall apply:
126.96.36.199. The size of a piece of posted material should not cover more than 25% of the size of the bulletin board and should be no larger than 18 inches by 25 inches. Posted material should not extend beyond the frame of the bulletin board. No more than one item for the same event or purpose may be placed on the same general use bulletin board.
188.8.131.52. Timeframe for posted materials: All printed material related to an event should be removed within 72 hours of the completion of the event. The maximum allowable time for any printed material to be displayed is two weeks or fourteen calendar days.
184.108.40.206. All printed materials posted will be removed and discarded in the month following the end of each semester and at the end of the second summer term by ECU Housekeeping Services regardless of the date of posting.
6.6. Posting Advertisements. Advertising, including table tents, flyers, sandwich boards, and digital signage for commercial (i.e. profit-making) purposes by businesses, organizations, entities, and individuals not associated with the University is prohibited, with the exception of the provisions of section ten of this regulation. Further information regarding student communication guidelines can be found at Student Announce.
6.6.1. Alternatives to the prohibited posting of commercial advertisements include advertising in student publications such as The East Carolinian, or utilizing University Mail Services for fee-based dissemination of commercial advertising.
6.6.2. University affiliated organizations, departments, individuals, student clubs and organizations must adhere to guidelines and policies as outlined in the Student and Employee Computer Use Policy and the Student Code of Conduct
6.7. Posting by University Affiliated Organizations and Student Clubs and Organizations on sandwich-type boards or staked signs on campus is permitted only with prior approval from SAO.
6.7.1. Advertising, including sandwich-type boards, staked signs and digital signage cannot obstruct pedestrian or vehicular traffic, the view or sightline of any vehicle or pedestrian or be placed within three feet of any sidewalk or roadway.
6.7.2. Boards and signs may be placed prior to day of event and must be removed immediately following the event.
6.7.3. Boards placed contrary to these guidelines will be removed by the designated University building/facility managers.
6.8. Table Tents: Table tents are folded miniature flyers that are placed on top of tables (similar to a center piece). Table tents may be posted by University Affiliated Organizations and Student Clubs and Organizations on tables in the following Facilities with prior approval of the building/facility managers: Mendenhall Student Center, Campus Dining locations and the Student Recreation Center.
7. Distribution of free copies of non-University publications
7.1. The distribution by any group or individual of free copies of non-University publications is permitted with prior approval of the building/facility managers in the following areas on the University campus: Wright Plaza/Student Stores, Mendenhall, Student Center, Student Recreation Center, Bate Building, Todd Dining Hall, West End Dining Hall, Eastpointe Dinning Area (Jones Hall), Brewster Building, Joyner Library, Rivers Building, Brody School of Medicine, and Health Sciences Building.
7.2. An individual or group distributing free copies of non-University publications is required to provide an appropriate free-standing rack at each distribution point. Only one rack may be placed at each approved location. Racks must be constructed of noncombustible material. Placement of racks is prohibited in corridors, stairwells and other means of egress.
7.2.1. Racks can be placed only at approved locations that allow for unobstructed egress, normal pedestrian traffic, makes reasonable accommodation for physically-challenged individuals, and allows for clear line of sight for bicycle and vehicular traffic.
7.2.2. Racks must not obstruct fire hydrants, fire department connections; pull stations, fire extinguishers or other emergency system/notification devices. Rack locations must be approved by the University’s Environmental Health & Safety Department.
7.2.3. Racks shall be maintained in operable and sanitary condition free of graffiti or other types of material that would detract from the campus standards for aesthetics, orderliness, and cleanliness. It shall be the duty of the rack owner to maintain each newspaper rack at all times in a safe condition at its proper location. The rack owner shall periodically inspect each newspaper rack in order that it is properly maintained. The individual or group is responsible for the condition and maintaining the contents of the rack. Rack size is not to exceed 3’ x 2’.
7.3. Failure to provide or maintain proper racks shall be cause for revocation of campus distribution privileges. Copies of a publication found on Campus in violation of this regulation shall be subject to automatic removal and disposal without prior notice.
7.4. Posting on emergency phones/equipment, or vehicles in parking lots, is prohibited.
8. Banner Hanging
8.1. A banner is defined as any items (flags, sheets, posters, etc.) that are larger than 40 inches vertically and/or 40 inches horizontally.
8.2. Only registered University affiliated organizations and departments may hang a banner.
8.3. Banners may not be displayed on University owned or leased buildings.
8.4. Banners may be displayed in the designated tree area on the eastern end of the Mall closest to Wright Circle and the designated tree area at the bottom of College Hill Drive. A banner found hanging in any other location on campus will be reported to Facilities Services and subsequently removed.
8.5. For safety reasons, banners may not hang over sidewalks or in any way inhibit pedestrian movement. Banners cannot be tied to bricks, cement blocks, wooden pieces, or other objects, nor can they alter or damage ECU property in any way. If a banner causes any damage, the organization or department shall be held responsible for the cost of repair or replacement. All banners must comply with the American Disabilities Act (ADA) requirements. a banner, individuals may not drive a vehicle onto the sidewalk or grass.
8.6. A banner must be registered online with the Student Activities Office before it can be hung. Due to limited space, a banner can hang for no more than two (2) weeks prior to the event and must be removed within 24 hours following the event. Failure to comply with this regulation will result in removal without notice.
8.7. The banner must support the mission of the organization or department and comply with the applicable laws, including, but not limited to those concerning safety, defamation, and obscenity and trademark or copyright regulations.
8.8. Self-installation of banners without guidance from Facility Services is strictly prohibited. The individual or group responsible for self-installation will be reported to ECU police and the banner will be removed.
8.9. The University assumes no liability for lost, stolen or damaged banners.
9.1. Handbills/Leaflets/Flyers distributed other than through campus mail, must be distributed at the approved outside spaces in order to prevent disruption to campus and/or officially sanctioned events and maintain campus beautification. The approved outside spaces are listed at the Student Activities Office site.
9.2. No corporation, financial institution, business entity, nor non-university affiliated organization shall distribute handbills/leaflets/flyers or other give away items at East Carolina University using sales representatives, or through or in connection with any individual or student organization, or within the premises and on the grounds of East Carolina University.
9.3. University departments, university affiliated organizations, student clubs and organizations, co-sponsored non-university affiliated organizations may distribute handbills/leaflets/flyers in designated locations. Individuals, representatives of departments or organizations shall not verbally accost individuals to take the handbills/leaflets/flyers or force handbills/leaflets/flyers on any individual within the premises and on the grounds of East Carolina University, in any way, shape or form.
9.4. The organization responsible for the distribution of handbills/leaflets/flyers is required to collect and remove any loose, dropped, or littered handbills/leaflets/flyers in the vicinity of the distribution area. Failure to do so may result in a charge to the department/unit/organization due to Facilities Services providing housekeeping or grounds services.
9.5. Handbills/leaflets/flyers must support the mission of the organization or department and may not promote illegal activity or violate the student code of conduct.
9.6. Distribution of handbills/leaflets/flyers for commercial (i.e. profit-making) purposes by businesses, organizations, entities and individuals not associated with the University through campus mail is permitted, following guidelines set by University Mail Services.
10. Sales and Solicitation
10.1. Only university-registered organizations (student clubs, committees), university departments and vendors operating under a formal contract with East Carolina University, hereafter known as University or student group, will be allowed to sell or promote articles on the ECU campus. These organizations may sell items provided that there is no conflict with university-operated or contracted sales. No sales will be allowed for the financial gain of individuals.
10.1.1. University or Student groups may conduct solicitations of charitable contributions in accordance with this regulation and North Carolina Charitable Solicitation Laws (NC G.S. 131F-1-131F-10).
10.1.2. Student Clubs and Organizations may conduct solicitations to their members as deemed necessary and appropriate by their membership. Student Clubs and Organizations may conduct solicitations to non-members by obtaining advance permission from Student Activities and Organizations, and, if applicable, from the person responsible for the location where the solicitation is to be held at least two weeks in advance of the sale. Check here for Requests for Sales and Solicitations.
10.1.3. Non-University charitable organizations are prohibited from conducting independent solicitations of charitable contributions; however, a Non-University charitable organization may solicit if it is sponsored by a University or Student Group and if it is in compliance with applicable North Carolina statutes and University policies, regulations and rules. A University or Student group may sponsor a Non-University charitable organization by obtaining advance permission for the solicitation from Student Activities and Organizations, and, if applicable, from the person responsible for the building where the solicitation is to be held at least two weeks in advance of the sale. Check here for Requests for Sales and Solicitations. A representative of the hosting University or student group should be present at all times during the event. The Non-University charitable organization should also have a representative present, or literature available about the charitable organization.
10.1.4. Vendors not operating under a formal contract with East Carolina University are prohibited from conducting independent solicitations; however, a vendor who is not contracted with the University may solicit if it is sponsored by a University or Student Group, does not compete with an existing University-contracted vendor, and is in compliance with applicable North Carolina statutes and University policies, regulations and rules. A University or Student group may sponsor a Non-University charitable organization by obtaining permission for the solicitation from Student Activities and Organizations, and, if applicable, from the person responsible for the building where the solicitation is to be held at least two weeks in advance of the sale. Check here for Requests for Sales and Solicitations. Additionally, at least 50% of all profits received by the vendor must be returned to the hosting University or Student group unless waived by the sponsoring group. A representative of the hosting University or Student group must be present at all times while the guest vendor is on campus, and is responsible for ensuring that proposed activities comply with all federal, state and local laws, rules and regulations.
10.1.5. All solicitation must be conducted so that campus pedestrians and automobile traffic are unobstructed and members of the University community may proceed with their normal activities.
10.2. The East Carolina University name, logos, and graphics are federally registered trademarks controlled by licensing agreement, and any use must be approved in advance by the designated university administrator. Information regarding the use of the university name or logos may be found online at Athletics Branding. This includes any item sold or given away and/or any advertising/promotion/representation that displays the university trademarks-or-associates with or represents the university. Requests for approval of the use of University name, marks, logos and graphics may be submitted online at Logo Review. All items printed with the university name or logos must be printed using a university-approved licensed vendor.
10.3. The following sales and solicitations are expressly prohibited on campus:
10.3.1. Sale of food products that conflict with dining services sales, as determined by the Director of Dining services or his/her designee.
10.3.2. All activities in which participants must pay to be eligible to win a game of chance (i.e. card games of chance, raffles, etc.)
10.3.3. Sale of items which will pose a threat to the individual who made the purchase to their surrounding environment, including but not limited to guns and knives.
10.3.4. Sale of items that conflict with existing University contracts or services, including but not limited to course materials, textbooks, electronics, merchandise and ECU apparel not purchased through the ECU Student Stores.
10.3.5. Sale of items using University-copyrighted images without prior approval.
10.3.6. Solicitation on University property surrounding all athletic Facilities, including University-operated parking lots, before, during, or after East Carolina athletic contests.
10.3.7. Activities at intersections on University grounds in which participants enter the street to solicit from passing vehicles.
10.3.8. Other sales and solicitations may be considered by submitting a request to Student Activities and Organizations at Student Activities and Organizations website.
10.4. The sale or distribution of goods or services shall be limited to such places and times of operation that may be deemed appropriate by the University. For reservation guidelines contact the Central Reservations Office.
10.4.1. University or student groups must have the name of the sponsoring organization, the good or service provided, and the price of that good or service visibly posted at the site of their sponsored solicitation event.
10.4.2. It shall be the responsibility of the sponsoring University or student group to monitor, clean up, and remove all materials at the site of the solicitation when concluded.
10.5. If a solicitation event is to take place off campus utilizing public areas, the University or student group shall submit a solicitation permit request to the Greenville Police Department, explaining the nature and purpose of the project and where the monies will go.
10.6. State funds and Student fees may not be used to finance a fundraising event.
10.7. University or student groups found to be in violation of this regulation through either their own actions or the actions of their sponsored Non-University charitable organization or vendor will receive the following penalties:
10.7.1. First offense: warning
10.7.2. Second offense: the group will lose its privilege of sponsoring an on-campus solicitation for four academic weeks.
10.7.3. Third offense: the group will lose its privilege of sponsoring an on-campus solicitation for the remainder of the academic year.
10.7.4. Permission to engage in the following noncommercial solicitation and canvassing activities in the residence halls shall be obtained from Campus Living. All violations or appeals shall be heard by the Assistant Director of Campus Living. The decision will be final.
10.7.4.1. Sales and solicitation may occur only within the designated areas of the residence hall.
10.7.4.2. There shall be no door to door solicitation of any kind.
10.7.4.3. All non-affiliated groups shall be sponsored by a duly registered student organization, and they shall follow the same procedures as outlined above.
10.7.4.4. Noncommercial activities shall include:
10.7.4.4.1. Allowing students to be afforded access to the presence and ideologies of candidates who seek election in town, county, state, or national groups.
10.7.4.4.2. Allowing affiliated groups to participate in solicitations on behalf of charities that comply with the North Carolina Charitable Solicitation Laws (NC G.S. 131F-1-131F-10).
10.7.4.4.3. Allowing an affiliated group, acting in a manner consistent with its stated purpose and in fulfillment of its informational or educational goals, to seek to enlarge its membership, disseminate its own point of view, or to solicit support for its causes.
10.7.4.4.4. Allowing enrolled students to be afforded access to religious views and perspectives.
11. Credit Cards
11.1. No person, corporation, financial institution or other business entity shall solicit credit card applications at East Carolina University through or in connection with any individual or student organization, or within the premises and on the grounds of ECU, except when deemed appropriate by the Associate Vice Chancellor of Student Involvement and Leadership.
11.2. Any solicitation of credit card applications must be accompanied at the same time by information on the responsible use of credit and the risks of credit use. Credit card applications may be distributed at a campus event, but they may not be completed and submitted at the event. A vendor may not accept any completed credit card applications while on campus.
11.3. A credit card vendor and/or any representative of a vendor shall not accost students or any other person within the premises and on the grounds of ECU, in any way, shape or form, even during an official event.
11.4. A credit card vendor may offer tangible gifts, or other items, free to students or any other person on the campus of ECU, but shall not do so with any stipulations or restrictions, such as for completing a credit card application, even during an official event.
11.5. This section does not apply to any banking institution that has an "affinity card" contract, or any other university contract to provide banking services currently in effect with ECU, or to an affiliated corporation of the University or to any contract for goods or services in effect with Dowdy Student Stores.
11.6. This section shall not apply to any branch bank located on campus or any credit union with an office on the ECU campus.
11.7. This regulation does not preclude the placement of any paid credit card advertising or the paid sponsorship of any sanctioned event on campus by a credit card vendor.
12.1. A raffle is a game in which the prize is won by the random drawing of a name or number of someone purchasing the chance.
12.2. Nonprofit student organizations or associations may conduct raffles on the East Carolina University campus provided that these raffles are conducted in compliance with North Carolina General Statute section 14-309.15.
12.3. A student group/organization is not automatically a nonprofit entity nor does it fit under the umbrella of the university's nonprofit status. The organization must be recognized by the North Carolina Department of Revenue as tax-exempt.
12.4. Note that ECU can only conduct two raffles on campus per year. Request to sponsor a raffle for campus departments must be made to the Chancellor or designee in writing at least 6 months prior to the date of the requested raffle.
12.5. Note that state law regulates the maximum cash prize offered or paid for any one raffle and the value of other proceeds. Consult with the Office of the University Counsel for additional information about conducting raffles.
13.1. Amplified sound is defined as any sound that is broadcast through electronically amplified equipment or sound that is electronically enhanced. This includes the use of any type of electrical sound equipment from large amplifiers to portable stereo systems.
13.2. Amplified sound is not allowed in the following areas without prior approval by the Associate Vice Chancellor of Student Involvement and Leadership or their designee due to their proximity to classrooms or study areas:
13.2.1. Science & Technology plaza area
13.2.2. Joyner Library sonic plaza area
13.2.3. Rivers Building plaza area
13.2.4. Wright Plaza area
13.3. Amplified sound may be permitted in the following areas starting at 6:00pm Monday-Friday and starting at 10:00am on Saturday and Sunday due to their proximity to residence halls, classrooms or study areas and at other times with prior approval from the Associate Vice Chancellor of Student Involvement and Leadership
13.3.1. Mendenhall Student Center brickyard area
13.3.2. Mendenhall Student Center dining hall entrance area
13.3.3. University Mall
13.3.4. Todd Dining Hall entrance area
13.3.5. Eastpointe Dining plaza area (Jones Hall)
13.3.6. Jarvis Hall back yard area
13.3.7. Alumni Lane road area
13.4. Amplified sound is not allowed in the following areas except during official University events arranged by or with the approval of the Chancellor’s Office or designee.
13.4.1. Trustees Fountain at Wright Circle
13.4.2. Whichard side yard area
13.4.3. Fifth Street yard area (beside Spilman)
13.4.4. Fifth Street yard area (in front of Jenkins)
13.5. Amplified sound is allowed in the following areas in accordance with the guidelines established by this regulation:
13.5.1. Bottom of College Hill area
13.5.2. Athletic grounds
13.5.3. Recreation field areas (North Recreation Complex and Blount Recreational Sports Complex)
13.6. No amplified sound is allowed in any Outdoor campus area after 12 midnight without prior approval by the Associate Vice Chancellor of Student Involvement and Leadership or their designee due to proximity to residence halls, classrooms or study areas.
13.7. In addition to any specialized policies, regulations, and rules for the specific area being used, all Outdoor events are subject to the City of Greenville Noise Ordinance No. 05-108.
13.8. The performing groups, sound amplification providers, and the sponsoring campus organizations must acknowledge awareness of and adherence to all sound regulations by including agreement to this regulation in the contract when scheduling an event.
13.9. If in the judgment of a designated University official or representative, the amplified sound in a permitted area exceeds the City of Greenville Noise Ordinance No. 05-108 or the University’s requirement of maxim decibels measured (whichever is more stringent), the group will be directed to lower the volume. It is expected that the sound will be lowered to an acceptable level. If a second warning is issued, the group will be asked again to lower the volume to an acceptable level. If the volume is exceeded a third time, ECU police will be called and the event will be terminated.
13.10. Non-amplified activities that are held in outside campus areas where sounds such as crowd noise can be heard within a building must adhere to the City of Greenville Noise Ordinance No. 05-108.
14. Alcohol on campus is governed by POL07.30.04, “University Alcohol Policy”.
15. Weapons on campus are governed by REG05.20.07, University Regulation Concerning Weapons on Campus.
16.1. Nothing in this regulation shall be deemed to affect the activities of University Departments and University Affiliated Organizations whose official activities include selling or promoting the sale of goods or services, taking surveys, administering the State Employees Combined Campaign, or sponsoring assemblies or public addresses.
16.2. Nothing in this regulation shall prohibit the University from barring solicitation, handouts, assemblies or public addresses in campus areas that are not public forums. Areas not traditionally open to the public for speech, such as office space, residence halls, and classrooms, may be limited to University uses.