Implementing Regulations on Activities, Registered Campus Organizations, and Use of Properties

  1. INTRODUCTION

In order to carry on its work of teaching, research, and public service, UC San Francisco (UCSF or University) has an obligation to maintain conditions under which the work of the University can go forward freely, in accordance with the highest standards of quality, institutional integrity, and freedom of expression, with full recognition by all concerned of the rights and privileges, as well as responsibilities, of those who comprise the University community.

The University of California Policies Applying to Campus Activities, Organizations and Students (PACAOS) should be followed and read in conjunction with this document and can be found at https://ucop.edu/student-affairs/policies/student-life-policies/pacaos.html. This document serves as the campus implementing regulations for the following PACAOS Sections:

  • 13.00 Development and Review of Universitywide Policies and Campus Implementing Regulations
  • 40.00 Policy on Use of University Properties
  • 60.00 Policy on Student Governments
  • 70.00 Policy on Registered Campus Organizations
  • 80.00 Policy on Compulsory Campus-Based Student Fees

These regulations govern aspects of campus organizations and non-affiliates, use of University facilities, and time, place, and manner of public expression for which implementing campus regulations are required by PACAOS. The regulations address the rights and responsibilities of guests/non-affiliates and members of the University community, including faculty, staff and students, and provide standards for sustaining this community. They do not repeat all of the definitions or terms found in PACAOS, nor do they repeat the many self-executing provisions of PACAOS.

The UCSF Implementing Regulations are issued under this authority, and they supersede all previously published versions of the UCSF Implementing Regulations to PACAOS.

These UCSF Implementing Regulations are adopted by the Chancellor with the approval of the Office of the President. The responsibility for developing, modifying, and publishing these regulations is delegated by the Chancellor to the Vice Chancellor of Student Academic Affairs.


  1. REVIEW BOARD

Any student, faculty, or staff member may recommend a change in the campus implementing regulations by submitting a request in writing to the Vice Chancellor of Student Academic Affairs.

Vice Chancellor of Student Academic Affairs will convene the Review Board for PACAOS on a regular basis, or as necessary, to review such requests and to make recommendations to the Chancellor. Requesters will be given the opportunity to appear before the Board.

The Review Board for PACAOS will be appointed by the Vice Chancellor of Student Academic Affairs. and shall be composed of:

  • One student nominated by the President, Graduate & Professional Student Association
  • Two students nominated by the President, Associated Students of the Graduate Division
  • One student nominated by the President, Associated Students of Physical Therapy
  • One student nominated by the President, Associated Students of the School of Dentistry
  • One student nominated by the President, Associated Students of the School of Medicine
  • One student nominated by the President, Associated Students of the School of Nursing
  • One student nominated by the President, Associated Students of the School of Pharmacy
  • One faculty or staff member nominated by the Dean of the School of Dentistry
  • One faculty or staff member nominated by the Dean of the School of Medicine
  • One faculty or staff member nominated by the Dean of the School of Nursing
  • One faculty or staff member nominated by the Dean of the School of Pharmacy
  • One faculty or staff member nominated by the Dean of the Graduate Division
  • Two staff members nominated by the Vice Chancellor of Student Academic Affairs
  • One staff member nominated by the Senior Vice Chancellor for Finance and Administration

  1. EXPRESSIVE ACTIVITIES

It is the policy of the University to ensure that the exercise of free and open expression on University Property is at all times conducted in compliance with First Amendment rights, with orderly and civil behavior that ensures public safety, and in a manner that does not disrupt University operations or damage University Property.  The UCSF Interim Policies and Procedures on Expressive Activities is the campus implementing regulation for PACAOS Section 30.00, Policy on Speech and Advocacy. It applies to all free speech and open expression events held on University Property, collectively referred to as “Expressive Activities,” including, but not limited to: assemblies, associations, demonstrations, debates, picketing, protests, rallies, and speeches. Lectures, seminars or other presentations conducted or organized by Students, “Employees,” or “Affiliates” within the scope of their studies, employment, or affiliation are, for the purposes of this policy, considered “University Business.” University Business activities are not covered by the UCSF Interim Policies and Procedures on Expressive Activities, except if such activities have the potential for inciting behavior that could impede public safety, cause property damage, or disrupt University operations, in which case, these Expressive Activities policies and procedures apply.

The UCSF Interim Policies and Procedures on Expressive Activities should be followed and read in conjunction with this document and can be found at https://studentaffairs.ucsf.edu/policies-compliance-guidelines-reports.


  1. USE OF UNIVERSITY PROPERTIES

Use of Grounds Open to Public Generally

"Areas open to the public generally" at UCSF are defined as public grounds, including, outdoor areas & side/walkways on campus. These areas may be used for distribution of noncommercial literature. No distribution of literature may occur in such a way as to impede traffic flow or obstruct entrances to buildings. Use of public grounds for employee organizations, defined as labor unions, should be directed to UCSF Labor and Employee Relations.


  1. DEFINED SPACE

General Assignment Space
General Assignment space includes, but is not limited to, classrooms and lecture halls. This space is reserved primarily to meet the University's academic and educational mission. (For site specific policies and guidelines contact Educational Technology Services.) Use of this space must be in accordance with PACAOS Section 40.00, Policy of Use of University Properties and must conform to applicable time, place and manner regulations.

Conference Center and Reception Facilities
Conference center and reception facilities include, but are not limited to, the Mission Bay Conference Center, Aldea Community Center, Millberry Union Event & Meeting Center, the Faculty/Alumni House, and the Lange Reading Room. (For site specific policies and guidelines contact the scheduling coordinator.) Use of this space must be in accordance with PACAOS Section 40.00, Policy of Use of University Properties and must conform to applicable time, place and manner regulations.

Special Use Areas
Special Use Areas are open spaces at UCSF designated for use by Registered Campus Organizations (student, faculty and staff), student governments and campus departments for noncommercial activities. Use of this space must be in accordance with PACAOS Section 40.00, Policy of Use of University Properties and must conform to applicable time, place and manner regulations.


  1. SPACE RESERVATION GUIDELINES AND PROCEDURES

Student Governments and Registered Campus Organizations
Student Life oversees the application of UC time, place and manner policy regulating the use of these areas by students, Student Registered Campus Organizations, and student governments. Student governments and Student Registered Campus Organizations must submit an event request with Student Life at least one week prior to the event for approval prior to reserving space with the appropriate space reservation coordinators. 

Written appeals to the Vice Chancellor of Student Academic Affairs must be made within five business days of the receipt of the denial. The Vice Chancellor of Student Academic Affairs or designee will review the appeal and issue a written decision within five business days of receipt of the appeal. The written decision may be appealed in writing to the Chancellor within ten business days. The Chancellor will review the appeal and issue a written decision within ten business days of receipt of the appeal. The Chancellor's decision shall be final.

University Departments
University departments must reserve campus space directly with the appropriate space reservation coordinators listed below.

Employee Organizations Defined as Labor Unions
Access to UCSF space by employee organizations, defined as labor unions, should be directed to UCSF Labor and Employee Relations. For employee organizations defined as labor unions, denial of request for use of University properties shall be made in accordance with the provision of the collective bargaining agreement, if applicable. (See Access Guidelines at the Human Resources website, https://hr.ucsf.edu).  

Non-University Organizations
Non-University organizations may use University properties for noncommercial activities that are for the benefit of the University when the events are in connection with an invitation to campus by a student government, University department, or by a Registered Campus Organization. The student government, University department, or Registered Campus Organization that extends the invitation shall assume responsibility for the event, including responsibility for expenses incurred. Event forms to reserve space shall be submitted by the student government, University department, or Registered Campus Organization to the appropriate office for approval prior to space reservation by the appropriate reservation deadline.

Space Reservation Coordinators
General Assignment space, such as classrooms and lecture halls, are reserved in 25Live in Educational Technology Services. The Scheduling Coordinator is responsible for reservations, reservation priorities, space inventory, use of space guidelines, and appeals for denials.

Conference Center and Reception Facilities, such as Millberry Union Event & Meeting Center, the Faculty Alumni House, are reserved by Facility Coordinators. The Facility Coordinator is responsible for reservations, reservation priorities, space inventory, use of space guidelines, and appeals for denials.

Special Use Areas are reserved in 25Live. The Scheduling Coordinator is responsible for reservations, reservation priorities, space inventory, use of space guidelines, and appeals for denials.

Other University properties are generally unavailable for use other than for academic and administrative activities.

Responsibility of Event Organizer
The organizer of the event, as indicated on the reservation form, accepts full responsibility for the event. This responsibility may include, but is not limited to, financial responsibility for all costs and damages associated with the event.

Time Regulations
Time regulations will be at the discretion of the scheduling coordinator and must conform to applicable UC time, place and manner regulations.

Amplified Sound in Outdoor Areas
Reasonable levels of amplified sound are permitted in specified outdoor areas. Time regulations for amplified sound are site specific. Prior approval is required by the scheduling coordinator.

Appropriate Use of Space
A request for use of Limited-Public and Special-Use Grounds (Student Only) may be denied if the nature of the proposed event would be inappropriate or unsafe for the space requested or does not otherwise meet applicable policies and procedures, including Time, Place, and Manner restrictions.

Use of Alcoholic Beverages
Approval is required for student governments, Registered Campus Organizations, University Departments, Employee Organizations, and Non-University Organizations to serve alcohol at a campus function (see Campus Administrative Policy 200-31 and UCSF Student Alcohol Policy).

California State and city and county of San Francisco laws and ordinances, and University of California and UCSF policies dealing with alcoholic beverages apply to all University properties.

Noncommercial Material
For the purposes of these regulations, the term "noncommercial material" refers to printed material that is not sold or distributed for private business or personal profit, or the promotion of such profit.

General Purpose Bulletin Boards
UCSF students, faculty, staff, Registered Campus Organizations, and University departments may post noncommercial materials on general purpose bulletin boards. General purpose bulletin boards are those without a sign indicating departmental jurisdiction.

Posted materials must clearly indicate the name of the sponsor, as well as the date of the posting. Items must be removed by the sponsor after the completion of an announced event. Items may be removed by the University ten (10) business days after posting in order to make room for other notices.

Poster size should be no larger than 11" X 17" so as not to limit space available for others.

Since posting space is limited, organizations and persons are limited to one poster per event per bulletin board. There shall be no posting over announcements that are still current.

Individuals or organizations misposting or failing to remove their posters after an event may be billed for the time it takes to remove the posters and clean or restore the area. Individuals or organizations may also be subject to other disciplinary action consistent with University policy.

Banners
UCSF departments, student governments, and Registered Campus Organizations may post banners in designated locations. For information on locations and current banner practices, contact the appropriate office.

Exhibits
UCSF departments, student governments, and Registered Campus Organizations may reserve specific Special Use Areas for temporary exhibits of noncommercial materials. 

Literature Distribution and Voter Registration Tables
Specified Special Use Areas may be reserved for distribution tables for noncommercial materials and for voter registration (http://policies.ucsf.edu/policy/050-14; see Section 42.50 for information regarding student voter registration activities)

Noncommercial Fund Raising
For the purposes of these regulations, the term "noncommercial fund raising" refers to an income generating activity that is not conducted primarily for private business or personal profit, or the promotion of such profit.

Student Governments and Student Registered Campus Organizations may engage in noncommercial fund raising on-campus in accordance with the UCSF Fundraising Guidelines, available in Student Life (http://studentlife.ucsf.edu/policies/fundraising-guidelines).

Non-University organizations may not engage in collection of funds on campus other than to charge reasonable fees to recover costs of production of noncommercial literature that is distributed in campus areas generally open to the public.

Commercial Entities
Other than the conference centers and reception facilities, off-campus vendors and commercial entities are permitted access to University properties only when invited by a University department, student government, or Registered Campus Organization.

University departments, student governments, and Registered Campus Organizations may invite off-campus vendors and commercial entities onto University properties in connection with an appropriate service or program, and must be for informational purposes only. The sale of products or services is prohibited.


  1. STUDENT GOVERNMENTS

The authorized student governments of the University of California, San Francisco, existing as of April 2014 are as follows:

Graduate & Professional Student Association
Associated Students of Physical Therapy
Associated Students of the Graduate Division
Associated Students of the School of Dentistry
Associated Students of the School of Medicine
Associated Students of the School of Nursing
Associated Students of the School of Pharmacy


  1. REGISTERED CAMPUS ORGANIZATIONS

Any organization whose membership is comprised predominately of UCSF students, faculty, and/or staff may register and receive all of the applicable benefits of either Student or Staff Registered Campus Organizations.

The University encourages the formation of Registered Campus Organizations to promote and provide for the special interests of the UCSF community. Registered Campus Organizations may, consistent with these regulations, raise funds on campus, invite speakers, and use University properties. However, the University does not sponsor or endorse an organization by virtue of registration or by granting permission to use properties, and Registered Campus Organizations should take reasonable precautions to avoid any unauthorized implication that they are sponsored, endorsed or favored by, or acting on behalf of, the University without the express written consent of an authorized University official.

Registration Requirements
Each organization must register annually and meet the registration requirements with the appropriate office. The University registers organizations for the purpose of authorizing the use of certain campus facilities and services.

The membership of Registered Campus Organizations, whether on- or off-campus, shall comply with University policies and Implementing Regulations. The University may revoke specific privileges for specified periods of time, or may revoke the registration of any Registered Campus Organization that violates these regulations or University policies. Disciplinary actions shall be appropriate to the violation. Individuals who violate the regulations or University policies may also be sanctioned by the appropriate office.

Registered Campus Organizations may state that its membership is composed of students, faculty, and/or staff of the University of California, but shall not indicate or imply that it is sponsored, endorsed or favored by, or acting on behalf of, the University.

Use of University Name
Registered Campus Organizations shall not use the name of the University of California, or abbreviation thereof as part of its own name, but may use the phrase “at UCSF” to indicate location.

Registered Campus Organizations violating PACAOS Section 70.40 and/or PACAOS Appendix B, shall bear all costs associated with correcting this violation. Corrections include, but are not limited to, violations in printed materials, email, and websites.


  1. REFERENDERUM

Referendum Procedures for Establishing, Eliminating, Increasing, or Reducing Compulsory UCSF Campus-Based Student Fees

These procedures have been developed in accordance with the Policy on Campus Based Student Fees, Section 80.00 of the University of California Policies Applying to Campus Activities, Organizations and Students.

Upon proposal of a referendum by either a recognized student government or an official campus advisory committee, the following procedures shall be followed:

Referendum Language
For referendums sponsored by an official campus advisory committee, the Graduate & Professional Student Association (GPSA) shall approve the wording of the referendum and information materials.

For referendums sponsored by a student government, the sponsoring Executive Board shall approve the wording of the referendum and information materials.

Information Materials and Dissemination
Comprehensive and impartial materials describing the referendum shall be developed and approved by the sponsoring advisory committee or student government. The University shall provide these materials to each registered student affected by the referendum electronically or by U.S. Mail.

At least one open forum at each major campus site shall be held to provide equal opportunity for arguments both in favor and against the referendum.

Synapse
Opinions both in favor and against the referendum shall be published in Synapse, the UCSF student newspaper.

Voting Procedures
The voting procedures of the GPSA Election Code shall be used for all referendum.

A special Referendum Election Board shall be appointed by the sponsoring organization, and shall be representative of the constituencies affected by the referendum. The Referendum Election Board shall hear and resolve complaints.

To establish a new compulsory student fee by referendum, or increase an existing compulsory student fee, a minimum of 20% of all eligible voters affected by the fee must vote for the election to be valid. A majority vote is required for approval.

To eliminate a compulsory student fee by referendum, or reduce an existing compulsory student fee, a minimum of 20% of all eligible voters affected by the fee must vote for the election to be valid. A majority vote is required for approval.

For any ballot measure in support of a non-capital-project-related campus program, where voter eligibility is limited to graduate and/or professional students, the Chancellor may set the minimum voting pool, for that ballot measure only, at a lower level based on historical graduate and professional student voter turnout rates.

If a proposed referendum is not passed, it shall be at least three quarters before it can be brought to vote again. These procedures shall be followed again at that time.

Approval
All referendum results are advisory to the Chancellor and subject to final decision by the Chancellor and approval by the President of the University of California.