USC&A Policies & Procedures
| Area/Operations | Policy/Guideline/Procedure |
| Performer Contracts, Agreements and Riders | Any events which involve a contracted service, performers, catering, special equipment, audio/visual, etc. must be confirmed no later than 10 working days (Mon-Fri) prior to the event. All specifications for the event including performance riders, equipment requirements, catering licenses etc. must be submitted to the ECS office or the event may be cancelled. |
| Personal External/Non-University Sponsored Events | University Student Commons & Activities may provide event space in the USC&A managed space on a limited basis for personal non-university functions. Rental space for personal events within USC&A managed space is available to active, dues paying members of VCU’s alumni associations and VCU employees only (excluding VCU Health Systems). We accept reservations for personal events during the summer, spring and fall breaks only. |
| Political Events | All entities hosting events on campus with elected officials, appointed government officials, or political candidates must notify the Office of Government Relations and Health Policy in advance of any formal request for space in campus facilities. |
| Public Film Viewing | Any time a copyrighted or otherwise legally protected film (no matter what the medium) is shown in a public space (meeting room, classroom, lounge, common area) or is shown beyond what is fairly considered personal use, the sponsoring organization must have permission of the licensed film distributor. |
| Sales/Solicitation 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. |
| Sidewalk Chalking | Chalking of sidewalks at VCU is permitted in limited areas and must be approved in advance. Sidewalk chalking must be requested through the EMS online request process. |
| Skates, Skateboards, Motorized Assistive Vehicles | Skateboards, blades, & skates must be carried on the Commons Plaza and the sidewalks, ramps, & stairs leading to the Commons entrances. Use of skateboards, blades, & skates inside USCA facilities is prohibited. Use of personal Motorized Assistive Vehicles by persons with a disability is permitted in USCA facilities and surrounding sidewalks, ramps, and plazas when operated in a safe manner consistent with VCU policy. |
| Televisions | The public televisions in University Student Commons (Common Ground) and Hunton Student Center (TV Lounge) are for general public use. The TVs are scheduled to remain on CNN for news at all times. If a student wishes to have the channel changed to a specific program and that student is the only one in the room, the student must present his/her ID to the Information Center to be held during the program. The student manager on duty will change the channel to the requested program. When the program is over, the student will collect his/her ID, IA will inform student manager and student manager will return the TV to CNN. |
| Temporary Structures (Tents, Stages, etc.) |
Permit application required and must be submitted no less than 30 days in advance. Sponsor is responsible for all fees that apply. USC&A will work with sponsor to develop and submit application. ECS reserves the right to deny requests at any time. |
| Vehicle Loading/Unloading | Use of the loading dock area of the University Student Commons and Larrick Student Center is restricted to service/delivery vehicles and personal vehicles which need to make deliveries because of programs or services occurring in the facilities. Hunton Student Center does not have a loading dock or loading zone. Deliveries are made on the 12th Street side of the building. Check with each building for loading procedures. |
| Weapons | Weapons of any type are prohibited in USC&A managed facilities with the exception of those in the possession of licensed law enforcement agents. |
| Weekly Meeting Limitations | In order to allow the highest number of student organizations and University departments as possible to utilize USC&A managed facilities during the week, weekly meetings will be limited to a maximum 2 hours with an additional 30 minutes to allow for facility set up. Sponsors which require longer times for their weekly meetings will be required to submit a special request to the Director. Weekly meetings on weekends in academic space will be subject to a 4 hour time limit. |
| Window Painting | Requests will be reviewed on a case by case basis and must be approved in advance by Associate Director, Facilities and Operations. |
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.