USC&A Policies & Procedures
| Area/Operations | Policy/Guideline/Procedure |
| Candles/Open Flame | The use of candles/open flame of any kind in any University facility is expressly prohibited. Exceptions are made for catering operations and must be approved in advance. In outdoor areas, candles are permitted only if drip guards are used. In all circumstances if a USC&A staff member perceives a risk of personal or property damage as a result of candle/open flame use, the Manager on Duty may require the candle(s) be extinguished. |
| Catering | USC&A does not require the use of a preferred caterer for events in USC&A spaces. Food served as part of an event or program requires a licensed caterer or food prepared in a commercially licensed food preparation operation. Caterers must provide a copy of the license. (See Catering and Alcohol guidelines) |
| Charitable Events/Tables | If the sale or products directly benefits an IRS approved charitable organization, USC&A will process a refund to the sponsoring organization for table fee(s) upon proof that all proceeds of the sales have been paid to the charity. For events, USC&A will negotiate reduced rental rates. USC&A will process a refund to the sponsoring organization for rental fee(s) upon proof that all proceeds of the sales have been paid to the charity. |
| Common Ground Use | The Common Ground is designed primarily as a lounge for students use during operational hours. Common Ground is not part of the generally available event spaces. USC&A reserves the right to use the Common Ground for events or meetings in special circumstances. Use of the Common Ground for reserved meetings or events requires the approval of the Director, USC&A. |
| Complex Event Advising | Student organizations planning events that are defined as "complex" are required to participate in a specialized advising/planning process. This process ensures that all aspects of the event are planned and coordinated to meet all applicable university guidelines, procedures and policies. (See Complex Event Advising Process). |
| Cooking/Grills | Outdoor cooking on grills or other equipment is generally prohibited. Exterior cooking is permitted by licensed food service operators and are subject to state health inspection at anytime. Reservations for events that include licensed outdoor cooking must be submitted through the EMS online request process. |
| Damage/Breakage – Individuals | Individuals found responsible for any equipment or facility that is damaged, broken or requires excess cleaning will be charged replacement and administrative costs. Students who fail to pay for assessed damages will be reported to the Dean of Students for disciplinary action. |
| Damage/Breakage/Excessive Cleaning – Sponsors | Sponsors will be charged replacement and administrative cost for any equipment or facility that is damaged, broken or requires excess cleaning. |
| Demonstrations/Protests | Demonstrations and protests are defined by a specific university policy (See Demonstration Policy.) |
| Disruption of Other Events | Any activity or action by the sponsors or participants of an event which unduly disrupts other approved activities is prohibited. Event sponsors are required to maintain control of event activities and exercise common courtesy. |
| Electronic Reservation Requirement | All requests for reservable space must be submitted via the world wide web forms provided. Student organizations and University sponsored are required to create and use an account on Virtual EMS. Non-University sponsored are required to submit a web request form. For special ADA accommodations related to reservations, sponsors must contact the ECS Office at 804-828-9502. |
| Emergency Procedures | Emergencies are to be reported to the Information Center on the first floor of the USCA facility. Either the Student Manager on duty or an USCA staff member will activate the appropriate emergency response. In case of fire emergency, anyone may utilize the fire alarm pull stations located throughout the facilities. All occupants are required to evacuate the building when the fire alarm system sounds. Occupants are to follow instructions provided by USCA staff and other authorities in all emergency situations. Use of AED devices located in public areas of USCA facilities is limited to individuals who have received training in their use, or to individuals with CPR certification. |
| Event Security | Paid professional security personnel may be required at any number or types of events. ECS staff in cooperation with VCU Police will assess all event factors including but not limited to admission charges, alcohol, reputation of performer, external threat, media presence or other factors. If ECS and VCU Police determine factors warrant security personnel, the event sponsor will be required to pay all reasonable charges and submit a security plan as part of the Complex Event Advising Process. |
The following policies, procedures and guidelines have all been reviewed and revised for current nomenclature and University standards. All USC&A policies, procedures and guidelines are reviewed by the Student Activities Advisory Committee (SAAC) and approved by the Director and/or the Associate Vice Provost and Dean of Student Affairs.