Policies and Procedures for the Distribution of Literature, the Sponsorship of Visiting Speakers and Public Performances, and the Screening of Films
As indicated in the University mission statement, Marquette is committed to the unfettered pursuit of truth under the mutually illuminating power of human intelligence and Christian faith. In this context, the University encourages its student organizations to contribute to the role of the University as a forum for intellectual discussion, debate, investigation, and/or artistic expression.
Student organization requests for the distribution of literature, the sponsorship of visiting speakers and public performers and the screening of films will be considered in light of the educational purposes and the Catholic identity of Marquette University. Specific attention, therefore, will be paid to the context and purpose of the proposed material.
The university has final discretion in decisions regarding the distribution of literature, the sponsorship of visiting speakers and public performances, and the screening of films. In keeping with the intellectual imperative of the university and the instructive value of dialogue, educational or artistic merit and a balanced perspective will be the normative bases for decisions. The use of the university as a forum, however, in no way implies university approval or endorsement of the views expressed by material distributed, by a speaker, in a public performance, or in a film. In those cases where a program, film or printed material is considered to be opposed to the mission of the university, there may be a requirement for the presentation of multiple points of view.
All of these activities must conform to the University’s general regulations pertaining to student activities as presented in this handbook and in the Student Handbook, At Marquette.
Distribution of Non-Academic Literature
The university provides for the distribution of literature by student organizations. The following guidelines apply:
After authorization, one copy of the material(s) will be retained for the file in the Office of Student Development. Once material is approved for distribution, a stamp of approval must be placed on all materials for distribution.
Speakers, Films, Concerts, and Other Public Performances
Visiting speakers, films, videotapes, concerts, comedians, and other public performances must be registered and approved by the Office of Student Development (AMU 121) by filling out an Event Registration Form at least two weeks prior to the date requested for the event. Event Registration Forms are available on Marquette Involvement Link. When hosting a speaker on campus, student organizations must provide a biography/ resume of the performer AND a written description of the content/purpose of the performance with their Event Registration Form. All films require a catalog summary that includes the company name through which the film is being obtained.
DVD/Video Copyright Law Guidelines
In light of the availability of feature-length films on videocassettes and DVD and the proliferation of videocassette recorders and DVD players, student groups are advised to be aware that federal copyright laws restrict the use of videocassettes and DVDs to private showings and prohibit their public performance without prior written consent of the holder of the copyright. All films require a catalog summary that includes the company name through with the film is being obtained. Videocassettes and DVDs, which qualify for public showings, are covered by the above policy for speakers, films, concerts and other public performances.
In addition to policies and procedures for Sponsorship of Visiting Speakers and Public Performances and for Distribution of Literature, student organizations are expected to adhere to the Religious Activities Policy outlined in the Student Handbook, At Marquette.
All registered student organization events must be congruent with the policies, objectives, and mission of the University. It is expected that events will be registered using the regular time line and Event Registration Form in place for all student organization events. Religious activities sponsored by student organizations that should be registered include but are not limited to: worship or religious services, Bible studies, witness talks, spiritual retreats, and other off campus activities. The university has final discretion in decisions regarding the sponsorship of religious activities. When these decisions involve student organizations they are made by the Office of Student Development in consultation with Campus Ministry and other officials as appropriate.
Student organizations that wish to collect information from students on campus by the use of questionnaires, surveys and other collection techniques must have prior written approval to do so. Please see the Questionnaire/ Survey Policy Procedure outlined in the Student Handbook, At Marquette for more information on how to obtain such approval.
In addition to policies and procedures for Sponsorship of Visiting Speakers and Public Performances and for Distribution of Literature, the following guidelines have been created to regulate the presentation of political candidates and campaigns as well as elected or appointed government officials. The goal is to allow for sponsorship of these speakers and activities by a recognized student organization while protecting the interests of the sponsoring group and the university.
All approved events must be congruent with the policies, objectives, and mission of the University. It is expected that events will be registered and approved using the regular time line and Event Registration Form in place for all student organization events. In an election season, circumstances may arise where an organization learns of the availability of a political candidate or speaker less than two weeks before an event. Exceptions to the timeline may be made in these instances, but a request for exceptions with less than 24 hours notice generally will not be approved. The university has final discretion in decisions regarding the sponsorship of political candidates, speakers, or activities and these decisions are made by the Office of Student Development in consultation with other University officials as appropriate.
Sponsorship of Political Candidates
Student organizations may bring political candidates to campus when those candidates will serve in capacities of significance to the university. These include campaigns for city mayor, Common Council, county supervisor, county board, Wisconsin Assembly or Senate, other state officers, U.S. Congress, and the president.
Sponsoring a Political Candidate on Campus Grounds
Student organizations may bring a political candidate to campus for the purpose of meeting and greeting students, faculty and staff as a campaigning activity under the following conditions:
Sponsoring a Candidate by Hosting an Information Table
Student organizations may bring a political candidate to campus for the purpose of setting up an information table under the following conditions:
Sponsoring a Political Candidate by Hosting a Phone Bank
Student organizations may host a phone bank on campus for the purpose of campaigning for a political candidate under the following conditions:
Sponsorship of a Campaign Headquarters of Campus
Student organizations may not host a campaign headquarters on behalf of a candidate or campaign during an election season. A campaign headquarters is defined as any campaign activity directed by or involving the on-campus presence of non-student campaign personnel of a candidate or organization supporting a ballot referendum.
For All Elected Officials, Candidates, or Campaign-Related Speakers
Student organizations are expected to work closely with candidates, elected officials and/or campaign staff to ensure the event is a collaborative effort between the student organization and the visiting speaker. The student organization shall be solely responsible for making all arrangements with the university for the speaker, including payment of any security, audio-visual or related facility use charges.
Both immediately before and immediately after an elected official, candidate for public office, or campaignrelated speaker is permitted to speak at an event or meeting of a student organization, and both immediately before and immediately after anyone at an event or meeting of a student organization makes a statement in support of or against a candidate for public office, the following should be read aloud:
“The views expressed here today are those solely of the speaker and not of Marquette University. The use of Marquette’s facilities does not constitute an endorsement of any political candidate or of the views expressed. No fundraising is permitted at this event.”
Sponsorship of Political Activities During an Election Season
Prior to an election, the Office of Student Development may designate a period of time during which all events that are political in nature must be reviewed and approved by the Office of Student Development before any reservation (tentative or confirmed) can be made by the AMU Event Management office or other campus scheduling officials. Events that are political in nature are defined as any event that features a political candidate as a speaker, panelist, or special guest; promotes the interest of any political campaign; or features an issue-driven speaker or agenda. All approved events must be congruent with the policies, objectives, and mission of the University.
Sponsorship of Voter Registration Activities
Student organizations may sponsor non-partisan voter registration activities. Only Marquette students who are officially recognized City of Milwaukee Board of Election Commissioners are eligible to register voters. When sponsoring a voter registration event, the student organization must submit the names and ID number assigned by the City of Milwaukee Board of Election Commissioners for all students who will be conducting voter registration activities. In accordance with election laws, all voter registration events must be nonpartisan in nature; no campaigning may take place and no materials in support of any candidates or issues can be displayed while registering voters. Student organizations that exist to promote the campaign of a specific candidate will not be permitted to sponsor voter registration activities. Upon approval of voter registration activities, the Office of Student Development will provide additional information on any procedures that may apply for submitting voter registration forms and providing information from the University to newly registered voters about Election Day requirements for student voters.
Sponsorship of Events Related to Recalls, Referenda, or other Ballot Issues
The Office of Student Development will review requests for potential sponsorship of events related to referenda, recalls or other ballot issues on a case-by-case basis, in consultation with other University officials.
In addition to the general requirements for registering student organization activities, some student organization activities involving minors (those under the age of eighteen) may be subject to the policies and procedures for working with minors, as outlined in the University Policy and Procedure (UPP) 4-26: www.marquette.edu/upp/documents/upp4-26.pdf. Some activities may be exempted from this policy. Exemptions will be granted by the Office of Student Development in consultation with the Office of Administration, Risk Management, and General Counsel.
It is expected that all activities including minors will be registered and approved using the Event Registration Form in place for all student organization activities. These events must be registered at least sixty days prior to the first scheduled activity. Organizations must indicate on the Event Registration Form if minors will be physically present and participating. If minors are physically present and participating in activities (1) on the Marquette University campus, or (2) in activities that are under the authority or direction of the student organization (regardless of location), the organization will need to complete a number of additional steps as outlined below. Unless exempted from one or more parts of the policy, activities will not be approved by the Office of Student Development and individuals are not permitted to participate in activities that involve direct interaction with minors until background checks have been conducted and required training is completed.
All activities that meet the criteria outlined above will need to submit the following information to Risk Management.
The forms and contact information are available at: www.marquette.edu/riskmanagement. Forms will not be processed until all of the required forms are received. Requests for exemptions to this time line will generally not be approved.
In addition to the completion of the required forms outlined above, a background check will be required of each Marquette University student participant prior to his or his direct participation with minors in a program or activity covered by this policy and at least once every four (4) years thereafter. It is the responsibility of the student organization member coordination the activity to assure that each participating Marquette University student participant has submitted the required background check request form and has subsequently received clearance to participate.
Each Marquette University student participant who will be interacting with minors in such a program or activity shall complete mandatory online training on the behavioral requirements of this policy, on protecting minors from abusive emotion and physical treatment, and on reporting and notification of incidents of improper behavior. Information about this training will be provided upon completion and submission of all required forms. Individuals are not permitted to participate in activities that involve direct interaction with minors until the required training is completed.
It is not uncommon for student organizations to enter into contractual agreements with performers, musicians, speakers, and the like. When negotiating contracts with these groups, be sure to keep in mind the following:
Contracts can be confusing, but as with everything, the Office of Student Development is here to help. If you have questions about contracts, please don’t hesitate to stop in or call (414) 288-7205.
At Marquette, dances sponsored by student organizations are social activities primarily for Marquette students and guest(s).
In order to hold a dance, the sponsoring organization must register the event with the Office of Student Development, AMU 121, and meet with the Associate Director of the Alumni Memorial Union for a preliminary dance planning meeting, no later than four (4) weeks prior to the dance to discuss the event. A follow up meeting is required no later than seven (7) business days prior to the event date, to finalize event needs and expectations. This final planning meeting is also an opportunity to introduce the event’s sponsoring organization members/volunteers to the Alumni Memorial Union, Student Affairs and the Department of Public Safety liaison(s) on site during the event prior to the date of the dance.
The Student Organization Dance Policy includes provisions for four levels of dances as follows:Level 1 – Open to Marquette University Student Organization Members Only.
Depending on the level of the event and the anticipated attendance, the costs, timing, locations and security requirements will vary. Possible campus locations for dances include the AMU Marquette Place, AMU 163, AMU Ballroom and the Union Sport Annex Court. Fees paid by the student organization range from $100 – 300 for staffing, security and room set-up. Additional costs may include rented equipment, entertainment and/or catering. Note: there will be only one Level 4 dance per night, per weekend.
For dance date(s) availability, or to obtain a complete copy of the Dance Policy (including the entrance requirements for each level) go to www.marquette.edu/amu/plananevent.shtml or email Annette Conrad: firstname.lastname@example.org.