USC&A Policies & Procedures
| Area/Operations | Policy/Guideline/Procedure |
| Events During Exams | To be consistent with the academic mission of VCU and discourage students from activities that may interfere with academic pursuits, it will be standard practice to deny requests from student organizations to sponsor events during the final examination period which is defined as the end of regular classes through the end of the last final exam scheduled. Organizational meetings, study breaks for organizational members, and other private end of year activities will be reviewed on a case by case basis. |
| Filming/Media in USC&A Facilities | Any use of USC&A facilities for the filming for educational, commercial or proprietary reasons must be approved in advance. In some cases, sponsors may be required to provide evidence of release forms and process for individuals being filmed (See Film/Media Approval Form.) |
| Food/Merchandise Sales | No product may be sold or given away that duplicates or is similar in nature to those sold by contracted vendors in USC&A managed facilities. The Assistant Director, Event & Conference Services must approve all products, materials or charitable organizations prior to sale. |
| Fronting | No student organization or university department will be permitted to host an event on campus without being an active part of the planning and execution of the event. Knowingly presenting false information in order to allow a non-university entity access to USC&A facilities is considered fronting and is strictly prohibited. |
| General Rules on Reserving Space | University Student Commons & Activities will provide event space in the
USC&A managed space to registered student organizations and university
departments which have submitted a reservation, agreed to all conditions
of reservations and have completed all necessary procedures to obtain
space. Corporate, non-profit and governmental agencies sponsored by Student organizations receive some priority in the reservation process since the facility is designed and funded primarily to support student activities. USC&A reserves the right to deny space usage for a group or event if it is programmatically or operationally infeasible to accommodate or if the group or event is in conflict with university policies or regulations. |
| Hazardous Events | Events in which hazardous activities may be present must be reviewed by the University office of Risk Management. USC&A and the university reserve the right to deny requests for any event or activity which poses undue risks. |
| Information Tables | Distribution of literature, petition drives and similar activities must be conducted from a reserved table location. Registered student organizations and University departments may reserve information tables without charge. Non-university affiliated users must be sponsored either by a registered student organization or University Department. The Event Services Office reserves the right to determine the nature of sponsorship and whether any fees or special considerations apply. |
| Interfaith Meditation Room | The Interfaith Meditation Room in the University Student Commons is designed to provide a place of calm respite for reflection, meditation and prayer. The room is currently under renovation to create a more tranquil atmosphere for all users. The Interfaith Meditation is not reservable and is open all hours that the Commons is open. |
| Loading Dock - Student Commons and Larrick Student Center | Use of the loading dock areas of the University Student Commons and Larrick Student Center are restricted to service/delivery vehicles and personal vehicles which need to make deliveries because of programs or services occurring in these facilities. Towing is strictly enforced. |
| Lockers | USC&A provides both rental and day-use lockers. USC&A is not responsible for damage, theft or other loss related to use of lockers. USC&A reserves the right to check lockers at any time. Day-use lockers must be cleared by closing of the building each day. Rental lockers must be cleared at the end of the contract period. All items found in the lockers after the appropriate period will be discarded or given to VCU Police as lost and found. |
| Microphones or Music | Amplification of voice or music during events must be approved in advanced through the reservation process. |
| Payment | Pre-payment, verification of funding or University budget/index code must be provided before a reservation will be confirmed. If funding cannot be verified pre-payment is required. If payment is not received by designated due date services will be withheld or event may be cancelled. |
| Pepsi/Non-compete | Only Pepsi manufactured canned/bottled beverage products may be served in USC&A facilities. Coffee, tea and other brewed or mixed beverages are permitted through a caterer. Any other food or beverage provided either for sale or give away must no compete with products sold or serve din USC&A facilities or must have the approval of Dining Services. |
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.