West Lafayette Campus Policies
Student Organizations Speaker Scheduling Procedures Lafayette Campus (B-6)
OFFICE OF THE PRESIDENT
EXECUTIVE MEMORANDUM NO. B-6
July 17, 1972
To: Deans, Directors, and Heads of Schools, Divisions, Departments, and Offices
Re: Student Organizations Speaker Scheduling Procedures — Lafayette Campus
GENERAL STATEMENT: Purdue University is a complex educational community composed of students who wish to pursue a wide variety of curricular and extracurricular interests. Frequently, recognized student organizations wish to invite speakers from outside the University community to appear on the Purdue campus. Any recognized Purdue University student organization, or any group of students which is able to secure sponsorship by a recognized student organization, and is able to demonstrate financial responsibility to the satisfaction of the Business Office for Student Finance, may present speakers of its choice to address members of the University community in accordance with the provisions of this document.* The use of University facilities for such purpose is nevertheless subject to REGULATIONS GOVERNING THE USE AND ASSIGNMENT OF UNIVERSITY FACILITIES AT THE LAFAYETTE CAMPUS.
TYPES OF MEETINGS: There are three types of meetings at which recognized student organizations may sponsor outside speakers on the Purdue campus.
- Meetings closed to everyone but organization members. A student organization meeting will be considered closed to everyone but members if: (a) campus publicity or announcements are directed specifically to organization members and specifically excludes all nonmembers; and (b) the meeting is held at a campus location normally reserved for closed organization meetings.
- Meetings restricted to the University community. A meeting sponsored by a student organization will be considered restricted to the University community if: (a) all publicity and announcements about the meetings are directed to members of the University community and exclude specifically the general public; and (b) the meeting is held in an enclosed facility in which the sponsoring organization can insure that only members of the University community are in attendance.
- Meetings open to the general public.Meetings sponsored by recognized student organizations will be considered meetings open to the general public if one or more of the following conditions exist: (a) non University guests are invited specifically; (b) any publicity or announcements about the meeting either invites the general public or fails to indicate that the meeting is restricted to members of the University community or the sponsoring student organization; (c) any publicity or announcements which are communicated in media reasonably calculated to result in attendance by individuals other than members of the University community; (d) the meeting is held in an out-of-doors location; and (e) individuals other than members of the University community attend.
PROCEDURE FOR APPROVING SPEAKERS REQUESTS: If a recognized organization wishes to sponsor an outside speaker at a meeting restricted to the University community, or open to the general public, approval for that meeting must be obtained through the Offices of the Dean of Men and the Dean of Women. A request for approval can be made on the Student Calendar Form provided it is submitted at least one month** in advance of the proposed speaking engagement, is signed by the president and faculty advisor of the student organization, and sets forth the name of the requesting student organization, the proposed date, time and location of the meeting, whether the meeting is to be open to the public, and the expected size of the audience. The request for approval must also include a copy of the letter of invitation to the proposed speaker and a statement identifying the speaker and the topic of his speech.
A request made by a recognized student organization may be denied if the Offices of the Dean of Men and the Dean of Women determine, after proper inquiry, that the proposed speech will constitute a clear and present danger to the orderly operation of the institution by the speakers advocacy of such action as:
- The violent overthrow of the government of the United States, the State of Indiana, or any political subdivision thereof; or
- The willful damage or destruction, or seizure and subversion, of the institution's buildings or other property; or
- The forcible disruption or impairment of, or interference with, the institution's regularly scheduled classes or other educational functions; or
- The physical harm, coercion, intimidation, or other invasion of lawful rights, of the institution's officials, faculty members or students; or
- Other campus disorder of a violent nature.
Advocacy, as described above, means preparing the group addressed for imminent action and steeling it to such action, as opposed to the abstract espousal of the moral propriety of a course of action by resort to force; and there must be not only advocacy to action but also a reasonable apprehension of imminent danger to the essential functions and purposes of the institution.
In determining the existence of a clear and present danger, the Offices of the Dean of Men and the Dean of Women may consider all relevant factors, including whether such speaker has, within the past five years, incited violence resulting in the destruction of property at any state educational institution or has willfully caused the forcible disruption of regularly scheduled classes or other educational functions at any such institution.
In addition, approval may be withheld if it is determined that:
- All financial arrangements have not been approved by the Business Office for Student Finance (see step 4 under Procedures for Registering and Calendaring); or
- The proposed time and place will conflict with a scheduled academic event; or
- The proposed time and/or place might conflict with all-campus events of a general nature such as Homecoming and Gala Week.
A student organization requesting approval for an outside speaker to appear at a meeting open to the University community and the general public may expect a decision on the request within seventy-two hours of the time the request is officially received by a staff member in the Offices of the Dean of Men and the Dean of Women.
For all meetings open to the general public, the University may charge for the use of its facilities and shall do so for speakers on behalf of political candidates.***
A schedule of charges and forms of payment shall be determined by the University Business Office and shall be available upon request by a student organization.
Should approval be denied of a request for a student organization to sponsor an outside speaker to address members of the University community, the Campus Appeals Board shall hear complaints from that organization. In such cases, the Campus Appeals Board shall have the power and duty to make findings and recommendations to the President of the University, whose decision shall be final.
PROCEDURE FOR REGISTERING AND CALENDARING: Meetings open only to organization members need not be registered on a Student Calendar Form unless the meeting will involve the expenditure or receipt of money. Other meetings restricted to the University community, or open to the general public, must be registered on a Student Calendar Form in the Offices of the Dean of Men and the Dean of Women. The steps necessary to register such events are as follows;
Step 1: Provide requested information about the meeting on the Student Calendar Form;
Step 2: Obtain signatures of the president and the faculty advisor of the student organization on the Student Calendar Form;
Step 3: Obtain preliminary clearance for the meeting from a member of the staffs of the Dean of Men or the Dean of Women;
Step 4: Discuss all financial arrangements with the Business Office for Student Finance. That office must be satisfied that the proposed meeting is financially feasible for the sponsoring organization to undertake. Any contracts to be extended to outside speakers must be approved by that office before negotiations commence. If an admission fee is to be charged, arrangements for tickets and ticket takers must be made in a manner specified by the Business Office for Student Finance. Obtain signatures from the Business Office for Student Finance on the Student Calendar Form once all financial arrangements have been approved.
Step 5: Make arrangements with the director of the University facility desired for the proposed meeting and obtain that individual's signature on the Student Calendar Form. (It should be noted that the University is obliged to make certain that proper and appropriate charges are made and collected for all facilities and services provided.);
Step 6: Resubmit Student Calendar Form to the Office of the Dean of Men and the Dean of Women to seek final clearance for registration of the meeting.
Arthur G. Hansen
* University community, as described above, refers to all members of the staff and all duly enrolled students of Purdue University and their dependents.
** Exception to the one month requirement may be made by the Office of the Dean of Men and/or the Dean of Women providing that the conditions for approval are satisfactorily completed including any specific financial arrangements which are necessary for the use of the University facilities such as Fowler Hall, Loeb Theater, Hall of Music, Slayter Center, Lambert Field House, or Mackey Arena.
*** The necessity for this charge is consistent with the Internal Revenue Code Section 501 (c) (3).