Effective Date: March 24, 1988

The Office of the Dean of Students

Updated/revised: January, 1998

Policy for Scheduled Use of the University of Michigan
Designated Outdoor Common Areas

Preamble

The purpose of this policy is to insure that the designated common areas owned by the University are maintained in a safe and orderly manner that supports basic University functions of teaching, research, and service. The procedures and restrictions outlined in this policy are not intended to impinge upon the rights of members of the University community to express their beliefs and voice their grievances. Rather, this policy is intended to protect and advance the health and safety of the campus community and the educational environment of the University. The policy, however, must be interpreted so as to be consistent with the University's policy on "Freedom of Speech and Artistic Expression" (Standard Practice Guide 601.1), including the following principle:

Expression of diverse points of view is of the highest importance, not only for those who espouse a cause or position and then defend it, but also for those who hear and pass judgment on that defense.

I. General

A. Applicable Areas

The following policy applies to the designated outdoor common areas at the University of Michigan-Ann Arbor Campus. These areas include the Diag area and the North Campus Common area (See Figures 1 - 3^*). Other University property is under the sole jurisdiction of the Executive Vice President and Chief Financial Officer.

B. Relationship To Other Ordinances, Laws, and the Constitution

This policy does not supersede Regents' Ordinances, the Michigan Constitution or laws, or the Constitution or laws of the United States of America. The regulations set forth in this policy are intended to be supplemented by other applicable University regulations including, for example, those contained in the Student Organization Accounts Handbook.

C. Eligible Users

These designated, outdoor common areas may be scheduled by: student organizations which are registered with the Michigan Student Assembly (MSA); University of Michigan faculty and staff organizations; Regentally authorized corporations; University departments and units, and organizations officially recognized by the University (such as MSA, UAC, and CBN). Scheduled use is subject to approval under the auspices of the Vice President for Student Affairs.

D. 'University Days'

University Days will be dates designated in accordance with Section VI which are considered special to the University Community. These days will be set aside for designated users or activities (such as Art Fair, Commencement, Examination Days, Martin Luther King Day, Springfest, and Residence Hall Move-In Days). No other permits for use of the common areas will be issued for these dates. University Days will be designated annually (by March 15) for the year following the upcoming academic year (August 1 - July 31, two-years out).

II. Authorized Activities

Three types of activities are authorized under this policy: one, Information Distribution-- distribution of flyers, pamphlets, or other materials which may include the use of up to three tables per eligible user (See part A below for details); two, Fund Raising Efforts (See part B below for details); and three, Major Programs-- activities that do not fit into one of the other categories or are beyond the scope of the definitions in parts A and B (e.g., require more equipment or electrical power) which may include Information Distribution and/or Fund Raising (See part C below).

A. Information Distribution

1. Information Distribution without Equipment

Individuals may distribute flyers, pamphlets and similar materials without obtaining a permit or prior authorization. Distribution must not interfere with normal, University operations and may only occur in the public passageways as designated in Figures 1 - 3^*.

2. Information Distribution with Equipment

Tables and chairs may be used for Information Distribution. A permit for such use must be issued from either the Pierpont Commons or the the Office of Student Activities and Leadership (SAL). The eligible user must provide the equipment and must keep within the space allotted. Distribution must not interfere with normal University operations and may only occur in the public passageways as designated in Figures 1 -3^*. Placement of tables, chairs and other furnishings is restricted to assigned areas. Users are responsible for clean-up of the area used as well as the removal of all equipment at the end of each day. Information Distribution with Equipment may be scheduled up to seven days at a time by a particular user. Use is limited to a maximum of three tables per day, per user, and up to three users may be scheduled the same day.

B. Donations

1. Definition

Donations are defined as any activity that seeks to raise funds for non-commercial purposes.

2. Guidelines

1. Authorization for all donations are required by the Associate Dean of Students for Activities and Programs.
2. Donations must be scheduled at least three working days prior to the activity to allow for proper scheduling.
3. Permits are issued for no more than two consecutive days. Unless otherwise explicitly stated, a day shall be from 8:00 a.m. until 7:00 p.m. or dusk, whichever is earlier.
4. Groups sponsoring donations must provide donors and potential donors with written information about the beneficiaries (through pamphlets, leaflets, signs, etc.).
5. Only one donation per common area may occur at a time, and may not occur in the same areas and on the same day as a Major Program sponsored by another user
6. Only one donation per eligible user may be scheduled per day, per designated outdoor common area. Eligible users may schedule up to two days per month, per common area [for up to six total days per month].
7. Donations must not interfere with normal University operations and may only occur in the public passageways as designated in Figures 1 - 3^*.
8. All money collected by registered student organizations from donations must be handled in compliance with the requirements of the Student Organization Account Service Handbook via University Fund account.
9. All money collected by University units, departments, and other University organizations must be handled in such as way as to guarantee that funds generated from the donations be used in a manner as outlined in part 1 (Definition) above.

C. Major Programs

1. Definition

Any activity that requires electrical power, amplification, the use of any Temporary, Three-Dimensional Structure(s), or equipment beyond three tables and six chairs is considered a Major Program. Major Programs may include information distribution and/or fund raising efforts, where the planned activity is beyond the scope of the definitions given above (e.g., requires additional equipment or the use of electrical power).

2. Guidelines

1. Scheduling: Major Programs where electrical power or other University equipment or resources are not required may be scheduled the same day, if the space is available. Major Programs requiring electrical power or other University equipment or resources must be scheduled at least five working days in advance to allow time for proper setup and ordering. The University reserves the right, on the basis of safety, flow of pedestrian traffic, class schedules, 'University Day' status, and other University activities and uses to assign activities to another common area or to deny the permit entirely.
2. Time Limits: Unless otherwise explicitly stated, a day shall be from 8:00 a.m. until 7:00 p.m. or dusk, whichever is earlier. Fund Raising Efforts as a part of a Major Program may be scheduled by a user for no more than two consecutive days, and total no more than two days per month.
3. Number of Permits Allowed By Area: Permits for Major Programs will be limited to one per day, per common area and no Major Program and Fund Raising Effort, sponsored by different users, may occur on the same common area on the same day.
4. Amplification: Speeches, music and other audio presentations may be amplified in accordance with An Ordinance to Regulate Parking and Traffic and to Regulate the Use and Protection of the Buildings and Property of the Regents of the University of Michigan. Two alternatives for amplification are available: non-powered amplification and electronically powered amplification. The following amplification regulations apply:
   1. Non-powered and powered amplification are allowed daily from 12:00 Noon until 1:00 p.m. in each common area covered by this policy.
   2. Power for amplification can be ordered through the Office of SAL or the Pierpont Commons, using the attached form^*. See Electrical Power.
   3. If decibels exceed noise levels established by An Ordinance to Regulate Parking and Traffic and to Regulate the Use and Protection of the Buildings and Property of the Regents of the University of Michigan, the eligible user will be informed by the Office of the Vice President for Student Affairs, or its designee, or the Department of Public Safety of the violation and directed to comply. In the event of a further failure to comply, the Office of the Vice President for Student Affairs, or its designee, or the Department of Public Safety are authorized to revoke the permit, terminate the use and/or take any other authorized action, which may include disapproval of future requests for use.
5. Noise Control: Audio presentations and other noise generated as a result of use are subject to regulations established by An Ordinance to Regulate Parking and Traffic and to Regulate the Use and Protection of the Buildings and Property of the Regents of the University of Michigan, which includes a decibel limit of 71 dB(A) from 7:00 a.m. to 10:00 p.m., and 61 dB(A) from 10:00 p.m. to 7:00 a.m.. Amplification is prohibited during non-authorized times.
6. Electrical Power: Electrical Power for amplification or other authorized use may be obtained from the Plant Maintenance and Renovations Department, and can be ordered through the Office of SAL or the Pierpont Commons using the attached form^*. Five working days advance notice is required for the scheduling of electrical connections. Fees will be assessed to the sponsoring organization for power costs and the labor for setup and removal of equipment. Labor charges will be assessed at a rate of 1.5 times the normal rate for work performed on Saturdays, Sundays, or other designated University holidays.
7. Sound Equipment: Speakers and microphones may be obtained from the Plant Maintenance Services Department, and can be ordered through the Office of SAL or the Pierpont Commons, using the attached form^*. Five working days advance notice is required for the ordering of sound equipment. Fees will be assessed to the sponsoring organization for power costs and the labor for setup and removal of equipment. Labor charges will be assessed at a rate of 1.5 times the normal rate for work performed on Saturdays, Sundays, or other designated University holidays.

III. TEMPORARY, THREE-DIMENSIONAL

STRUCTURES

The following policy applies to temporary structures, raised platforms, shanties, tents/canopies and other three-dimensional constructions, to be used in conjunction with an activity or used independently. Space limitations require that temporary, three-dimensional structures be restricted in size and number.

A. Numbers of Permits Allowed By Area

Due to the variations in size of the different common areas, only a limited number of groups may utilize Temporary, Three-dimensional Structures at one time. Structure permits allowed per site are as follows: Diag area, three (three Standard Canopies, as defined below); North Campus Area, five, four. These limits are subject to change due to construction or other blockage of common area space.

B. Permits

Permits are issued by the Pierpont Commons and the Office of Student Activities and Leadership. Permits must be requested at least five working days in advance, to allow for proper approval. The duration of a permit shall not exceed one month. Permits may be renewed when no other group awaits space. Permits must be clearly posted on the structure at all times.

C. Safety

All Temporary, Three-dimensional Structures will be sturdy and constructed with safe materials. In no case shall a Temporary, Three-dimensional Structure contain divided interior spaces, walls, or other features which may allow assailants or others to hide.

D. Drawings

All requests for Temporary, Three-dimensional Structures (other than Standard Canopies, as defined below) require a drawing detailing the size and construction of the structure, with particular emphasis placed on proposed compliance with safety regulations. Drawings must be submitted at the time of application and request for use of space.

E. Location

Three-dimensional structures are restricted to the designated outdoor areas indicated on the attached maps^*.

F. Canopies

Canopies may be used by a registered User in conjunction with an activity only. In all cases, they may not be located less than 25 feet from any building or other Temporary, Three-dimensional Structure, or less than 10 feet from benches, fire hydrants, or any other permanent structure [except where explicitly approved by the Associate Dean of Students for Activities and Programs].

1. Standard Canopies

1. Diag Area Canopies pre-approved for use on the Diag have the following characteristics:
   1. A size no greater than 10' x 10' per unit (though more than one unit may be used at a time to gain coverage area).
   2. Self-standing or self-supported (requiring no use of wires, cables or other supporting materials).
   3. Sturdy, non-dangerous construction (prevention of collapse).
   4. No use of stakes or other driven-in anchors (weight bags are acceptable and encouraged).
   5. Capable of rapid setup and removal without excessive equipment.
   6. No sides or walls.
2. Pierpont Commons
   The Standard Canopy as defined above is also pre-approved for use on the Pierpont Commons. Additionally, Users may request special approval from the Associate Vice-President for Business Operations for the use of canopies with the following characteristics, provided such request is received no less than ten (10) days prior to the scheduled event:
   1. A size of no greater than 1800 square feet.
   2. Clearly marked guide wires and/or supporting cables.
   3. Sturdy, non-dangerous construction (prevention of collapse).
   4. If sides are to be used, they must be transparent (clear) and must be removed if the canopy is to be left erected between the hours of 8:00 p.m. and 6:00 a.m..

2. Rental/Use of Standard Canopies

Standard Canopies are available from SAL, Pierpont Commons, and the League using the attached form. Users requesting tents will be required to pay a rental fee of $20 per day/per tent (due at the time of rental), and Users may schedule up to four per day. Reservations will be on a first-come, first-serve basis. There is no required advance time for reservations, but Users are strongly encouraged to plan ahead. Users will be responsible for the full costs of damage and/or loss of canopies under their care. Setup and removal is the responsibility of the User (this can be done by hand, without tools or other equipment). Users may utilize the included weight bags only to anchor canopies.

3. Use of Non-Standard Canopies

Canopies which do not meet the standards established above may be used only with the approval of a waiver providing for such use. See Section VIII: Waiver Process, for details.

G. Other Temporary, Three-dimensional

Structures

Temporary, Three-dimensional Structures, excluding canopies, shall not exceed 32 square feet at the base (excluding any supporting cables) or 8 feet in height. They may not be located less than 25 feet from any building or other Temporary, Three-dimensional Structure, or less than 10 feet from benches, fire hydrants, or any other temporary or permanent structure [except where explicitly approved by the Associate Dean of Students for Activities and Programs]. Temporary, Three-dimensional Structures shall be self-supporting and can not be affixed to trees, shrubs, benches or buildings. Any supporting wires or cables shall be clearly visible and placed so as to avoid interfering with the normal flow of traffic. Anchors for supporting wires or cables may not be driven into concrete sidewalks, stairs, or passageways.

H. Limited Use

Temporary, Three-dimensional Structures shall not be inhabited, or otherwise used as long-term shelters.

I. Maintenance

Upkeep of the structure is the responsibility of the eligible user, the individuals signing on its behalf and/or its members. Eligible users are required to keep the immediate area free of litter and to remove all their materials from the area upon completion of use. Trees and shrubs shall not be used as structural supports. Damage to grass, trees, or shrubs resulting from the erection or use of a Temporary, Three-dimensional Structure shall be repaired/replaced at the expense of the eligible user, the individuals signing on its behalf, and/or its members. Structures that are not taken down and removed by the eligible user upon expiration of the permit, will be removed by the University with costs assessed to the eligible user, the individuals signing on its behalf and/or its members.

IV. SCHEDULING PROCEDURE

A. Form Submission

Outdoor Common Area Authorization Forms are available in the Office of Student Activities and Leadership in the Michigan Union and in the Pierpont Commons administrative offices. The Outdoor Common Area Authorization Form must be fully completed and approved by all parties when required by this policy, BEFORE any use takes place. No advance preparation or advertising should be undertaken prior to the University approval of the Outdoor Common Area Authorization Form. This form is a formal agreement between the eligible user and the University. The signing of this agreement signifies that the University regulations set forth in this policy, as well as any other applicable regulations will be adhered to by the eligible user, including each of its members and the individuals signing on behalf of the eligible user. The approved application form must be available at the site at all times.

B. Issue of Permits

Permits will be issued on a first-come, first-serve basis.

C. Advance Scheduling

Outdoor common areas may be scheduled for the upcoming year at any time after the Vice-president for Student Affairs, under the procedures in Section VI, has issued the list of University Days for the year following the upcoming academic year (August 1 - June 31, two-years out). Dates designated as University Days will be reserved for special use by designated users and no other permits will be issued for these days.

D. Encumbered Funds

Funds will be encumbered for the eligible costs described in Section V, Part C. In accordance with the provisions of the Student Organizations Account Handbook:

To be eligible to use a University facility, registered organizations must have sufficient funds on deposit to meet all obligations in connection with such use. Only after certification by SOAS that the organization has met deposit requirements will the organization be able to execute a facilities use agreement.

1.Student Organization Process

Student, University-funded accounts will be verified and funds will be encumbered by SOAS prior to the approval of the application. Funds may be encumbered in advance of the event only for the following: fees for electrical power and incidental labor costs; rental of University sound equipment, canopies, and other supplies; cost of labor for any stage or other construction; and reasonable litter clean up costs. Organizations will be obligated to pay for the eligible costs described in Section V, Part C, according to the degree of responsibility determined under Section V, Part A. Costs in excess of the deposit will be billed to the student organization, the individuals signing on its behalf, and/or its members. Any amount of the encumbered funds remaining after the payment of damage and clean up shall be released to the organization within 30 days.

2. University Department/Special Group Process

Authorized account signers will provide a University Account number for verification of sufficient funds to cover all expenses related to the event. Organizations will be obligated to pay for the eligible costs described in Section V, Part C, according to the degree of responsibility determined under Section V, Part A. Costs will be billed to the account number that is provided by the authorized signer. Any encumbered amount remaining after the payment of damage and clean up shall be refunded to the organization within 30 days.

E. Shared Space

When more than one eligible user is scheduled to share a common area at the same time, the eligible users must cooperate and not interfere with the proceedings of other common area events. If scheduled, eligible users sharing the common area become uncooperative, the Office the of the Vice President for Student Affairs and/or the Department of Public Safety are authorized to revoke the permit(s) and terminate the use.

V. COMPLIANCE

Compliance is the responsibility of the eligible user that is issued a permit to use University areas for activities, events, and programs, including each of the individuals signing on behalf of the eligible user and/or other individual members of the eligible user organization. Individuals directly inciting violations shall be personally responsible for violations of the regulations contained in this policy. Eligible users are responsible for the conduct of their events, according to the principle of shared responsibility as outlined in Part A below.

Permits may not be transferred or used in any manner in which an eligible user effectively transfers use of the permit to any other group or individual.

Failure to comply with these or other applicable regulations or failure to reimburse the University for costs incurred in connection with an approved use may result in revocation of permission to use University facilities for the remainder of the term and/or for future terms. The Associate Dean of Students for Activities and Programs shall implement this part of the Policy and shall determine the degree of responsibility of an eligible user for violations of this policy or other applicable regulations as follows:

A. Shared Responsibility

The University of Michigan is committed to developing policies and procedures which support the idea that responsibility for activities taking place on University property is shared by the User and the University. Therefore, when determining responsibility of an eligible user for a violation or non-compliance with The Policy for Scheduled Use of University of Michigan Designated Common Areas or other applicable regulation by attendees, participants, speakers, eligible users, or members of eligible user organizations, the following factors should be considered:

1. Proper, thoughtful prior planning.

This may include but is not limited to:

a. Timeliness of planning, scheduling, and reservation steps as they apply to the activity.

b. The accurate estimate of expected attendance, and steps taken to address this estimate, as they apply.

c. The provision/planning for an appropriate number of support personnel (may include members of the sponsoring group and/or University personnel).

d. Proper contingency plans in place for use when circumstances not anticipated in the original plan may arise.

e. Any other steps taken to minimize the risks of incidents or noncompliance, such as incorporating guidelines/regulations into advertising.

2. Proper steps taken during the event to discontinue or minimize the impact or scope of a violation.

This may include, but is not limited to:

a. The announcement and/or distribution of guidelines or rules to attendees during the event or in response to the violation.

b. Direct or indirect efforts by members of parties involved to stop or minimize the impact and scope of the violation.

c. Proper, timely notification of additional safety and security resources to respond to the violation, if applicable. These resources may include support from the following offices: DPS, the Dean of Students, Pierpont Commons, and Student Activities and Leadership.

d. The identity of the person(s) causing the violation and their relationship to the eligible user.

e. The events (if known) causing, contributing to, or leading up to the violation.

3. Proper steps taken after the violation to minimize the impact and/or scope.

This may include, but is not limited to:

a. Cooperation with University officials, law enforcement personnel, and any other persons seeking information and/or help in an official capacity.

b. The repayment and/or admission of any damages or charges that are uncontested by the parties involved.

B. Suspension of an Activity or Event

Within the parameters of Standard Practice Guide 601.1, "Freedom of Speech and Artistic Expression," an activity or event may be suspended if the speakers, eligible user, or persons responsible for the event directly threaten public health and/or safety, unreasonably interfere with the operations or use of University buildings or grounds, damage University buildings or grounds, or violate the terms and conditions of the permit and/or this policy. Structures and displays that pose health or safety hazards will be removed by the University. Individuals attending an activity or event may be removed if they engage in criminal activity at the event and are arrested or if they unduly interfere with the freedom of expression or communication of the speakers and the procedures of Standard Practice Guide 601.1, "Freedom of Speech and Artistic Expression," have been followed.

C. Reimbursement for Costs

1. Eligible Costs:

The University will assess those individuals directly responsible, for the following costs, including but not limited to: litter pick-up, repair or replacement of damaged trees, grass and shrubbery; removal of paint on buildings, columns, sidewalks or any other surface; removal of improperly posted signs and banners; removal of signs and banners whose permit has expired; removal, storage or other disposition of any three-dimensional structure; costs incurred through any other damage, destruction or defacement of University property.

2. Payment of Costs:

Eligible costs will be billed directly to the organization, the individuals signing on its behalf, and/or its members when the costs exceed the amount of the estimate or costs may be billed to those individuals directly responsible.

D. University Community Mediation Committee

The University Community Mediation Committee will be the body for reviewing the determination of the degree of responsibility for a violation or noncompliance with the Policy for Scheduled Use of the University of Michigan Designated Common Areas, or other applicable regulation.

1. Composition

The University Community Mediation Committee will consist of nine (9) members as follows:

a. Five (5) student members:

i. The MSA President or his or her written designee.

ii The currently sitting president of a registered student organization, to be designated by the Michigan Student Assembly.

iii The currently sitting president of a registered student organization, to be designated by the UM Engineering Council.

iv. A student representative designated by the Michigan Student Assembly, currently enrolled in a school or college located primarily on Central Campus.

v. A student representative designated by the Michigan Student Assembly, currently enrolled in a school or college located primarily on North Campus.

b. Four (4) Staff/Faculty Members:

i. The Dean of Students or a representative (not to include the Associate Dean of Students for Activities and Programs), who shall act as the chair of the committee proceedings.

ii The Associate Dean for Undergraduate Education in the College of Engineering, or a representative.

iii A faculty representative designated by the Senate Advisory Committee on University Affairs.

iv A representative of the University Libraries designated by the Associate Director for Public Services, University Libraries.

2. Quorum

The University Community Mediation Committee may meet officially (and make decisions) anytime five or more members are present, provided that at least two of the members present are students, and that at least one member present is a student, staff, or faculty from North Campus.

3. Appointment and Terms

The University Community Mediation Committee will be composed by January 1 of each year. The members will serve a one-year term. Meetings of the Committee will be called by the Dean of Students, and be administered by the Office of the Dean of Students.

4. Recusals

In the event that any member of The University Community Mediation Committee is a member of a group, department, or unit involved in a dispute brought before the Committee, that member must recuse himself or herself from that particular case. Additionally, Committee members are expected to exercise the option of recusal whenever a conflict of interest or potential conflict of interest exists - though this decision will be made by each member individually. Absences from the Committee as a result of recusals shall be filled by a majority vote of the rest of the Committee, with the restriction that the ratio of students versus non-students must remain intact.

5. Charge

a. The University Community Mediation Committee will be charged with determining the appropriate level of responsibility to be given to each party relating to a violation, where the original division of responsibility, or the process followed to reach that decision has been contested by one or more of the involved parties.

b. The committee will also be charged with determining the most appropriate course of action to follow, given the division of responsibility. In the case of student organizations, the Committee's decision may not result in higher costs and/or sanctions than those originally established.

6. Timeline/Process

a. Any party involved in a dispute regarding The Policy for Scheduled Use of the University of Michigan Designated Common Areas that wishes to contest the original division of responsibility and subsequent course of action must notify the Chair of the Committee (the Dean of Students or a representative) in writing within seven (7) days of issuance of the original decision.

b. The Chair, upon receiving such a notification, should set a hearing date to fall within fourteen (14) days of the request for redress. The Chair is then charged with gathering written documentation and notifying all parties involved of the hearing date and scheduling times to hear from each.

c. A decision should be made by the Committee within five (5) days of the original hearing.

d. The decision should be made known (in writing) to all parties involved within seven (7) days of the decision.

VI. Prohibited Uses

Prohibited uses include, but are not limited to:

A. Threats to Health or Safety

Any event, activity, furnishing or structure that threatens the health, safety or environment of the University community or its functions as an institution of teaching, learning and research is a prohibited use. Examples of such hazards include, but are not limited to:

Health: Trash, garbage or other decaying materials.

Safety: Examples of safety hazards include, but are not limited to: enclosures in which assailants or others can hide, objects that cause tripping or other hazards, exposed electrical lines, sharp edges or protruding nails, and displays that have not been safely maintained. Safety hazards are caused by displays that block or obstruct pedestrian or vehicular circulation routes and displays that interfere with the proper maintenance of the campus (e.g., snow removal, care of landscapes and trash removal). Safety is endangered by crowds which exceed the capacity limits of the space assigned.

B. Obstructions

All handicapped and non-handicapped accesses, ramps and railings to buildings must remain unobstructed at all times.

C. Ecological Damage

Eligible users are required to keep the immediate area free from litter and to remove all of their materials from the area upon completion of use. Trees, grass and shrubs shall not be altered, damaged or destroyed.

D. Damage to University Buildings or Grounds

Examples of property damage include, but are not limited to: breaking or uprooting of trees or shrubbery; painting on buildings, columns, sidewalks or any other surface; defacing buildings, columns, sidewalks or any other structure; or in any other way damaging any building or other fixture on University property.

E. Sales and Solicitation of Sales

Sales or solicitation of sales of any type are prohibited. Sales are defined as the exchange of goods or services for money or other goods or service. Exceptions to this regulation may be granted only by the Executive Vice President and Chief Financial Officer or a designee of the Executive Vice President in response to a written request. A response to such request will be provided no more than 30 days after submission.

F. Vehicular Restrictions

Motorized vehicles may not be operated on any of the common areas. Some exceptions are made for service and emergency vehicles. Permits for exceptions (e.g., a user may find it necessary to use a vehicle to deliver and pick up equipment) to motorized vehicle restrictions may be sought from the Director of Public Safety through the Office of SAL or Pierpont Commons using the attached form.^* Operation of vehicles of any kind on or over lawn or planted areas is prohibited.

G. Graffiti

Painting, posting, taping or defacing in any manner buildings, grounds, structures, walkways, walls or trees is not allowed, except in areas designated by Michigan Advertising Works (MAW).

H. Drugs and Alcohol

The illegal use, possession or sale of drugs and alcohol is prohibited on University property. Consumption of alcohol or possession of open or uncapped containers of alcohol is prohibited in the area of the University land bounded by State Street, North University, East University, and South University, which includes the Diag. Regardless of common area, no alcoholic beverage or other drug shall be consumed and/or used at any event.

I. Improper Postings

Posting of signs or notices on street signs, building identification signs, sidewalks or walkways is prohibited, except in areas designated by Michigan Advertising Works (MAW).

VII. University Days

A. Definition

University Days will be dates designated in accordance with this section which are considered special to the University Community. These days will be set aside for designated users or activities (such as Art Fair, Commencement, Examination Days, Martin Luther King Day, and Residence Hall Move-In Days). No other permits for use of the common areas will be issued for these dates.

B. Criteria for University Day Status

To be considered for University Day status, dates must be annual events and meet the following criteria.

1. The activity fully supports the University's basic missions of teaching, research, and service.

2. The activity directly effects a very significant portion of the campus community.

3. The activity is of such scope that it necessitates the exclusion of all other events for that date.

C. Designation Procedure

1. Submission of Proposals

Any authorized user of the University of Michigan

Designated Common Areas may seek to have a specific date designated as a University Day for their use by submitting such a proposal to the Office of the Dean of Students by February 1, two academic years prior to the proposed inclusion. The proposal should detail the planned events, expected attendance, any requested waivers from this policy, and how the date meets the criteria as outlined above. Dates currently designated as University Days are automatically reconsidered.

2. University Day Committee

a. On or before February 15 of each year, the Vice President for Student Affairs shall charge a committee to consider the status of University Days for the year following the upcoming academic year [two-years out]. This committee shall include: The Associate Dean of Students for Activities and Programs [chair], the MSA President or a designee of such and two other designees of MSA, a representative of UMEC, a representative of UAC, a designee of the Vice President and Chief Financial Officer, and two designees of SACUA (one representing Central Campus, one representing North Campus).

b. The Committee will consider the status of all current University Day designations, as well as all proposals for new designations. The Committee will determine the dates which will be accorded University Day status for the year following the upcoming academic year [two- years out]. In no case shall such days (excluding commencement(s), examination days, and study days), number more than ten (10). The decision of the Committee shall be announced no later than March 15.

3. Dissemination of Information

The decision of the committee will be passed to the Vice- President for Student Affairs and the Vice-president and Chief Financial Officer and disseminated to the University community.

4. Permanently Considered Dates

Dates automatically considered for University Day status include: Art Fair, Examination Days, Martin Luther King Day, Move-In, Study Days, and Commencement.

VIII. Waiver Process

A. General

Any eligible user may seek to have specific parts of this policy waived for a specific purpose. This waiver must be submitted and reviewed according to the following process. This is the only process by which exceptions to this policy will be made.

B. Eligible Sections

Waiver requests may be submitted for Sections II and III (authorized activities; temporary, three-dimensional structures) only. No other parts of this policy may be waived under this process.

C. Submission Guidelines

1. Advance Planning

Waiver proposals must be submitted to the Associate Dean of Students for Activities and Programs [3000 Michigan Union, 764-7420] no less than 45 days prior to the scheduled event. It is strongly recommended that groups requesting a waiver submit materials well before the 45-day deadline, so as to ensure proper planning. No advertisement of activities which depend upon the waiver being accepted may take place until official, written notification is given to the group. This notification (either approval or disapproval) will be received no more than 30 days from the date of submission.

2. Assistance

All organizations considering submitting a waiver request are strongly encouraged to seek assistance from the Office of Student Activities and Leadership in advance of any submission.

3. Criteria for Approval

a. The proposed waiver may in no circumstance have the effect of decreasing the potential health and safety of the sponsors, the attendees, the University community, or the public.

b. The proposed waiver may not cause (or potentially cause) damage to University grounds, buildings, or other property.

c. The proposed waiver may not violate any section of this policy other than Sections II and III.

d. The proposal must clearly show compelling grounds to grant the waiver, including specific reasons the event would be significantly less effective without the inclusion of a waiver.

e. The proposal must show that, although specific language in the policy may be waived, the overall spirit of safe, orderly and effective programs will be upheld in a manner consistent with this document.

4. Required Materials

The following materials must be included, at a minimum when submitting a waiver proposal:

a. A clear outline of the event, its scope and nature, including: the expected attendance; the beginning and ending times of the event; and a complete list of the sponsoring organizations.

b. A detailed explanation of the proposal, including specific language to be waived.

c. Information supporting the waiver proposal according the criteria given (Paragraph 3 above).

d. Detailed drawings showing clearly the location, dimensions, and other features of the event set-up.

5. Proposal Meeting

Upon submission of a proposal to the Associate Dean of Students, the sponsoring organization must make an appointment to meet with the Associate Dean of Students as soon as possible. This meeting is to allow the organization to present the proposal and answer any questions. The Associate Dean of Students will attempt to identify problems with the proposal and suggest areas for improvement, if needed. The proposal may be revised and resubmitted to the Associate Dean of Students subsequent to this meeting (but the date of original submission will remain in effect for purposes of the 45 and 30 day limit [see Section VIII, Part C, Paragraph 1]). The Associate Dean of Students will forward the proposal to the Associate Vice-president for Business Operations with recommendations after the Proposal Meeting has taken place.

6. Notification and Approval

The sponsoring organization will be notified in writing of the status of their waiver no more than 30 days from the date of the original submission. The proposal may be accepted, rejected, or partially accepted. In no case does disapproval of a waiver request remove the sponsoring organization from the scheduled date. Scheduled events may continue as planned, but without the waiver.

IX. Policy Review and Amendment

A. Policy Review

This policy will be reviewed once yearly (at a minimum) under the auspices of the Office of the Dean of Students. The initial review process must contain at least one (1) open forum for members of the University Community to express concerns with the policy. At least one (1) open forum meeting regarding this policy must take place in conjunction with the annual announcement of University Days (as established in Section VII, Part C, Paragraph 2) of each year, and be publicized and announced ahead of time. Depending upon the level of response and issues raised, the Office of the Dean of Students may subsequently convene a Review

Committee (comprised of interested parties) to address community concerns. In all cases, due effort should be made to confine the review process to the months from September to May.

B. Amendment

Amendments to this policy shall be proposed by the Review Committee, operating under the auspices of the Office of the Dean of Students. Proposed amendments must be forwarded to the Executive Vice President and Chief Financial Officer and the Vice President for Student Affairs for approval or disapproval. In all cases, due effort should be made to confine the amendment process to the months from September to May.

*Figures, forms, and attachments are available at the Office of the Dean of Students (3000 Michigan Union).

Approved: March 24, 1998, Robert Kasdin, Executive Vice President and Chief Financial Officer and Maureen A. Hartford, Vice President for Student Affairs.

For more information, contact:
The Office of the Dean of Students
(734) 764-7420
http://www.umich.edu/~dofs/welcome.html