Student Activities

Division of Student Services

Student Activities Office Guidelines

The guidelines found on this page are meant to help you navigate the sometimes vague and confusing practices and procedures at Reed. For the most part, these guidelines are not new, but we wanted to put our operating procedures in writing so that the student activities office can be more helpful and transparent. We have also attempted to capture some institutional history so that you will have some context for each included practice.

Below, you can either download a PDF including all guidelines or link to a web page for each individual guideline. As always, please visit the student activities office if you have any questions or want more information. We’re always happy to talk.


Aerial Rig Safety Procedures

Adoption date:  May 2012

Authors:  Jessica Dennis ’10 (instructor), Kiri  Strack-Grose (student), Kristin Holmberg (Student Activities) – approved by Ed McFarlane

Purpose: To ensure that students will be able to pursue their interest in this art while maintaining the highest safety standards possible.

Participants

Those participating in the aerial rig student group should be current students or recent alumni who participated as undergraduates.

Rig set up procedures

  • No one involved in setting up the rig may use any nonprescription psychoactive drugs (including alcohol) or any prescription drugs that advise against operating heavy machinery.
  • The aerial equipment must be attached with locking carabineers, which hang in a direction such that the lock is pulled tighter by gravity.
  • Cables and supports will be tightened, after the frame is raised. After the first tightening the stability of the rig is checked and cables will be re-tightened if necessary.
  • The feet of the rig will be checked to be sure the weight of the rig is evenly distributed.
  • The first use of the equipment will be a test climb by the instructor, or a student approved by the instructor. This acts as a final check of the stability of the rig before students go on the equipment.
  • The silk will be re-tied every semester.
  • Rig tools and hardware will be checked for wear and replaced if necessary.
    During rig set up, students will initial a checklist to ensure that all set up steps have been done and double-checked.

Aerial lessons

  • No one involved in lessons may use any nonprescription psychoactive drugs (including alcohol) or any prescription drugs that advise against operating heavy machinery.
  • A crash mat at least 6 inches thick will always be used.
  • Anyone using the equipment will be fully supervised by the instructor.
  • No one, no matter how advanced, will use the equipment alone.
  • When learning a new move, it will first be discussed and demonstrated, including a description of tensions and torques that will be applied to the body and how to counteract them.
  • Everyone will be fully spotted by the instructor when learning something new.
  • Everyone will practice new moves as low as possible until proficient.
  • Students will clear what they are going to do on the equipment with the instructor before going on it each time. (Students already cleared by the instructor are exceptions.)
  • At the beginning of the class, students will be required to disclose any injuries or illness to the instructor.
  • Students will be required to take their personal safety seriously and to follow directions at all times.
  • Before going up-side-down, students will be advised of proper neck position should they start sliding or slipping downwards.
  • If tired, or for any other reason, a student on the equipment may always say "down," in which case the instructor will immediately switch to describing the fastest safe way back to the ground while spotting them down.
  • Students will not learn or do any drops, and will not swing on the equipment. The weight of the participants will always be centered on the rig frame and over the mat.
  • Liability waiver forms and emergency medical forms will be signed by anyone involved in lessons or performance.  These forms will be kept in a file on site when the rig is in use.

Clothing

  • All belts and shoes must be removed.
  • All rings and necklaces must be removed.
  • Any bracelets that dangle or have sharp or hard components must be removed.
  • Any earrings that dangle must be removed.
  • Any sharp components on clothes, earrings, or body piercings must be either removed or taped over.
  • Clothes may not have any dangling or draping components.
  • Clothes must be form fitting and allow range of movement.

In the event of an emergency

  • Anyone who falls must remain still while their condition is assessed.
  • They will be checked by the instructor for any injury to the back or neck before getting up.
  • If there is serious neck or back pain, CSO's will be called, while other group members keep the injured person still.
  • A medical file containing medical insurance information, allergies to any medications, any important medical conditions will be maintained on site.

Qualifying to be an instructor

In order to maintain a high level of expertise, instructors must be competent, know how to teach others, and understand the best practices for safety guidelines.  There are several paths to become the Reed aerial instructor as outlined below. (Note: This is a volunteer position. Instructors are not employees of Reed College.)

Instructors must have:

  •  Taken private lessons and received clearance from a reputable teacher (Contact teacher reference required)

-OR-

  •  Completed a semester as an “apprentice teacher” working with and studying safety under the current instructor

-OR-

  • Completed a training program that included training on proper instruction and spotting

-OR-

  • Previously acted as an instructor at an aerial studio

-AND-

  • ALL instructors must have basic CPR/First Aid certification
  • ALL instructors must have trained at a reputable aerial studio
  • All studio references will be contacted 

Top of Page

 

Academic Teams Domestic Travel Guidelines

Adoption Date: Fall 2011

Authors: Kyle Webster (Student Activities), Kristin Holmberg (Student Activities), Maura Gingerich (Model UN), Archit Guha (Model UN), Taylor Bailey (Chess), August Faller (Debate), and Veronika Sykorova (Mock Trial)

Purpose: Acknowledging Reed’s academic mission, these guidelines for student travel ensure that we are encouraging our students to value their academics and classroom performance first, while also offering them opportunities to further develop themselves as individuals.

This statement pertains to all students traveling on overnight trips directly connected to their participation in Reed-sponsored academic teams.  Traveling off-campus on Reed-sponsored overnight trips is a privilege and should be treated as such by students.

Once the team travel schedule has been established, the following actions will be taken:

  • At least three weeks prior to the planned travel, Student Activities will be given a list of student names in order to check academic standing with the Associate Dean of Student Services. If the student is not in good academic standing according to the criteria determined by the Associate Dean, the student will not be permitted to take part in the trip. Some students will be perceived as a maybe. In these situations, a member of the Student Activities staff will meet with the individual to discuss whether or not it is a good idea for them to be traveling with the team. In these instances, the final decision will be left up to the individual student.
  • All students will be told, at least three weeks in advance, to alert the professors of all affected classes immediately. If the professor does not approve of the student missing the class session in question, the student should alert Student Activities staff immediately and will not be permitted to take part in the trip.
  • Failure to alert professors in a timely manner will result in the student not being permitted to take part in the trip. If this occurs after tickets have been purchased, the student may be held responsible for reimbursing the college for the cost of their airline ticket.
  • It is up to the student to make arrangements to make up any work missed as a result of the trip.
  • Once tickets have been purchased, each student is committed to going and may be held financially responsible if they decide not to go.
  • Prior to leaving for a trip, each student must meet with a member of the Student Activities staff in order to sign an indemnity and release form and to receive an emergency wallet card. These cards will contain the phone number of the Student Activities staff member overseeing this particular trip, as well as Community Safety. Instructions on how to call either number collect will also be included.
  • Prior to leaving Reed for travel, the signator of the trip in question must provide the Student Activities staff with a sheet containing the following information:
    • The names and phone numbers of every person attending the trip
    • The name and phone numbers of all hotels/ hostels/ homes the team is staying at during the trip
    • All travel plans, including flight itineraries and rental car companies
    • The name of the tournament being attended, as well as a contact person representing the tournament
  • In the event of an emergency, Reed College staff must be notified by a member of the traveling student team once appropriate action has been followed to ensure the immediate safety of students and others (calling 911, going to the ER, etc…).
  • After each trip, the signator of the team will meet with a member of the Student Activities staff to discuss how the trip went and to begin plans for any future trips.
  • Students of legal age are permitted to drink during trips, as long as the use of alcohol does not impact their representation of Reed while on their travel. For further information, see the Reed Drug and Alcohol Policy.

Top of Page
 
 

Academic Teams International Travel Guidelines

Adoption Date: Fall 2011

Authors: Kyle Webster (Student Activities), Maura Gingerich (Model UN), Archit Guha (Model UN), Taylor Bailey (Chess), August Faller (Debate), and Veronika Sykorova (Mock Trial)

Purpose: Acknowledging Reed’s academic mission, these guidelines for student travel ensure that we are encouraging our students to value their academics and classroom performance first, while also offering them opportunities to further develop themselves as individuals.

This statement pertains to all students traveling on overnight trips to any foreign nation directly connected to their participation in Reed-sponsored academic teams. All domestic travel procedures apply to international travel. These are supplemental elements unique to international travel.  Traveling off-campus on Reed-sponsored overnight trips is a privilege and should be treated as such by students.

 Once the team international travel schedule has been established, the following actions will be taken:

  • At least two and a half months prior to the planned travel, the signator of the team in question must meet with a member of the Student Activities staff to discuss the desired trip. Students will not be permitted to travel to any countries currently on travel alert with the US Department of State, with very rare exceptions.
  • Once the travel has been approved, the signator must work with Student Activities and International Programs to determine necessary visa, passport and other needs.
  • At least two months prior to the planned travel, Student Activities will be given a list of student names in order to check academic standing with the Associate Dean of Student Services. If the student is not in good academic standing according to the criteria determined by the Associate Dean, the student will not be permitted to take part in the trip. Some students will be perceived as a maybe. In these situations, a member of the Student Activities staff will meet with the individual to discuss whether or not it is a good idea for them to be traveling with the team. In these instances, the final decision will be left up to the individual student.
  • All students will be told, at least one month in advance, to alert the professors of all affected classes immediately. If the professor does not approve of the student missing the class session in question, the student should alert Student Activities staff immediately and will not be permitted to take part in the trip.
  • Failure to alert professors in a timely manner will result in the student not being permitted to take part in the trip. If this occurs after tickets have been purchased, the student may be held responsible for reimbursing the college for the cost of their airline ticket.
  • It is up to the student to make arrangements to make up any work missed as a result of the trip.
  • Once tickets have been purchased, each student is committed to going and may be held financially responsible if they decide not to go.
  • Prior to leaving for a trip, each student must meet with a member of the Student Activities staff in order to sign an indemnity and release form and to receive an emergency wallet card. These cards will contain the phone number of the Student Activities staff member overseeing this particular trip, as well as Community Safety. Instructions on how to call either number collect will also be included.
  • Prior to leaving Reed for travel, the signator of the trip in question must provide the Student Activities staff with a sheet containing the following information:
    • The names and phone numbers of every person attending the trip
    • The name and phone numbers of all hotels/ hostels/ homes the team is staying at during the trip
    • All travel plans, including flight itineraries and rental car companies
    • The name of the tournament being attended, as well as a contact person representing the tournament
  • In the event of an emergency, Reed College staff must be notified by a member of the traveling student team once appropriate emergency protocol has been followed to ensure the immediate safety of students and others.
  • If the trip is longer than four days, the signator of the team must contact a member of the Student Activities staff at least once via e-mail to give a status update of the trip.
  • After each trip, the signator of the team will meet with a member of the Student Activities staff to discuss how the trip went and to begin plans for any future trips.
  • Students of legal age are permitted to drink during trips, as long as the use of alcohol does not impact their representation of Reed while on their travel. For further information, see the Reed Drug and Alcohol Policy.

 Top of Page



Campus Vendor Guidelines

Adoption Date: 2000-2001

Updated: spring 2008

Authors: Corey Landstrom (Student Activities), Student Senate

Purpose: These guidelines are written to ensure that students, staff and faculty can live and work on campus free from unwanted disruption.

In the interest of every student's right to health, safety, and general privacy, Reed College prohibits solicitation and/or sales on college-owned property except with the specific written permission of the college. In order to obtain permission to vend on campus, contact the Student Activities Office (503/788.6692) at least two days in advance.

In those instances in which permission is granted, vendors are required to follow the following guidelines:

  • Sales are limited to the business hours of Reed College (8:30 a.m. to 5 p.m., Monday–Friday) and during special events by previous arrangement.
  • Each vendor/organization is only permitted to vend two days per month.
  • No solicitation or sales will be allowed indoors, including the Residence Halls or the Dining Commons.
  • Sales are permitted in the following locations: Gray Campus Center porch, Student Union porch, quad, and front lawn (only during special events).
  • Vendors will not actively approach passersby.
  • Vendors must provide their own tables, chairs, etc.
  • Those vending on campus may not store merchandise or other materials on campus between visits.
  • Vendors may bring cars and trucks up to the Kaul entry to unload merchandise. After unloading, they must park in designated parking areas.

On the day of the campus visit, sales representatives must obtain a sales permit from the Student Activities Office located in the Gray Campus Center, Room 104. (Students wishing to sell merchandise must present a valid Reed College ID to be issued a permit.) This permit must be on display at the sales location.

Reed College does not charge fees to those who vend on campus.

Strangers or solicitors without clearance should be reported promptly to the Community Safety Office. The college reserves the right to refuse or rescind a sales permit.

Top of Page



Contracting Guidelines for Students

Adoption Date: January 2008

Authors: Student Activities and Student Senate

Purpose: To protect individual students, student groups, and student senate from financial difficulties stemming from the signing of poorly executed contracts

Students who are bringing a speaker or performer with fees over $200 need two signatures in addition to their own on the contract. The senate treasurer or vice president must sign to verify the availability of funds. A Reed staff member must sign the contracts to verify logistics and discuss contract negotiation. This staff member can be whoever is working most closely with the student or group.

Staff will make sure that students are thinking about the following:

  • The fact that they are signing a legally binding document and that they will be responsible for it.
  • Do students actually know what they’re getting?
    • Length of sets, type and quality of music, number of performers? Have they seen the performer(s), talked to people who have seen them, or researched the individual or group?
  • Do they have the funds from Senate or other sources?
    • Are there expenses beyond the honorarium? Travel? Lodging? Food? Ground transportation? Sound Kollektiv?
  • Do they have a location reserved?
    • Talk to Student Activities!
  • Have they talked with Sound Kollektiv or A/V services?
    • Are they available?
    • Can they support the technical requests of the performer?

A contract should not be signed until all of the above are worked out first. It’s preferable for the performer to sign first and then the student.

Top of Page



Deep Fat Fryer Guidelines

Adoption Date: March 2008

Authors: Kristin Holmberg and Kyle Webster (Student Activities), Kathleen Fisher (Environmental Health and Safety), Facilities, Community Safety

Propose: To ensure that students and staff are not injured by equipment owned by the student body. To protect the canyon from the environmental impact of oil spills on campus

These guidelines apply to the deep fat fryer purchased by the Student Body and any oil-based frying equipment that is brought to campus by students.

  • The fryer must be placed outdoors, away from buildings and away from drains. It should be located on a concrete surface, not on grass.
  • Any damage caused to grounds or buildings will be charged to the signator or individual responsible.
  • Students should exercise appropriate safety measures to prevent burns or other injuries. Safety precautions should include: remaining fully clothed, with shoes, shirt, and pants; using gloves when operating the fryer baskets and moving the machine; tying back loose hair and clothing.
  • The operator should have a fire extinguisher on hand (specifically a Type K [kitchen] that will put out oil fires). These can be obtained from Community Safety.
  • The operator should have an oil spill kit on hand consisting of oil pads and be knowledgeable about their use. Kits and information on their use are available from Community Safety. Spills should be reported immediately to Community Safety.
  • It is the responsibility of the operator to return the fire extinguishers and the unused spill kits to Community Safety. Signators will be charged for unreturned items.
  • There should be a plan for oil disposal worked out ahead of the event. Bon Appetit is happy to give you access to their used oil receptacle. Please make prior arrangements with a Bon Appetit chef.
  • Oil cannot be poured into sinks or down outdoor drains.
  • Please be aware that some members of our community have SEVERE reactions due to nut allergies. Please do not use peanut oil in the fryers. If the fryer has been used with peanut oil in the past, be sure to warn those eating from the fryer.

Top of Page



Dorm Use for Student Events

Adoption Date: Fall 2008

Author: Residence Life Staff

Purpose: To balance the desire of student groups to hold events in the dorms with the right of residents to have their living space be a comfortable place to live, sleep, and study

Events may be held in dorm social rooms, but you must first go through Residence Life. Dorm space may only be reserved through the Resident Director (RD) of each respective Area Group. After you reserve the space, you still need to fill out an event registration form in Student Activities. If you don’t know who the RD is of the space you would like to use, ask in Student Activities, talk to your fellow students, or even check the Res. Life website. The RD you speak with will take into consideration the following things:

  • How the community feels about having an event in their social area.
  • Events already scheduled in the space.
  • Res. Life’s past encounters with the group requesting the space.
  • Big academic events (i.e. Hum paper due dates, finals, reading week, etc).
  • In some cases: the frequency with which the space has been used during the semester.

As you all are aware, some social rooms are completely removed from sleeping areas and are, therefore, more conducive to frequent reservation. Most other areas, on the other hand, are in very close proximity to sleeping spaces and therefore cannot be reserved for regular use by outside groups.

Dorm social room space may be reserved until 1:00 a.m. at the latest. Please contact a Residence Life representative if you have any questions or if you are interested in reserving a dorm social area.

Top of Page



Event Registration Deadlines and Blocked Periods

Adoption date: Spring 2007

Authors: Student Activities & Conference and Events Planning

Purpose: This deadline ensures that students get what they need for events and will help those who schedule and execute setups to perform their work in a manageable fashion.

Event Registration Deadlines

  • Event/meeting organizers need to reserve space on campus and order setups at least three business days before they are needed.
  • Be aware that SAO staff might not always be available on a walk-in basis, so please plan ahead. Students are welcome to make appointments to register events to be sure of staff availability.
  • Be aware that registering three days in advance does not guarantee availability of spaces.
Event is on… Register By 4:45pm on…
Friday Tuesday
Saturday Wednesday
Sunday Wednesday
Monday Wednesday
Tuesday Thursday
Wednesday Friday
Thursday Monday

Blocked Periods

  • Events can be registered over the summer for the fall after August 1.
  • Fall semester events can take place beginning the first day of classes and ending the Thursday before the dorms close for winter break. Spring semester events can take place beginning the first day of classes and ending the Sunday preceding finals week (the event must be registered by the Wednesday of reading week).
  • Students can not register events that take place during winter and summer breaks, or during Orientation, Paideia, or Renn Fayre (except with permission from the coordinators of said events).

Top of Page

Events with Sensitive or Potentially Harmful Content

Adoption date: October 2013
Authors: Nina Liss-Schultz and Benjamin Goggin (Student Senate), Dayspring Mattole (MRC), Kristin Holmberg (Student Activities), Jyl Shaffer (ADSAPR), Sean Howard (Reed Comedy Club)

Preamble
These guidelines attempt to address the conflict that is created surrounding events containing content of a sensitive or potentially harmful nature. They are drafted with the consideration of protecting both the freedom of expression guaranteed to various groups on campus (Reed College Community Constitution, Article VI, Section I [link]), and various community members impacted by content of a sensitive or potentially harmful nature. These guidelines are in no way referential to communication that could be defined, legally or institutionally, as harassment of any sort, and are drafted under the expectation that events will comply with all campus policies.

These guidelines are designed to protect all community members, including event participants and  event organizers.  By knowing what to expect, event participants can decide not to attend the performance if they know the content will be upsetting to them.  In the event that a complaint is generated regarding their event, there will be a clear record of the organizers’ attempts to mitigate harm.  


Guideline Application
These guidelines recognize the subjective nature of the interpretation of expression as “sensitive” or “harmful.” Therefore, it is necessary for the event organizers and Student Activities Office staff to think critically and collaboratively about the content of the event in question and its impact on the community.

Specifically, event organizers should refer to these guidelines if the event in question may cause harm to event participants. If one is addressing sensitive or potentially harmful topics such as sexual assault, race/identity, gender, etc. consider the impact on the participants. Event participants may have had difficult personal experiences with these kinds of sensitive topics and may experience trauma as a result. Other participants may feel that the event contributes to a negative or harmful campus environment.  This does not mean that one should avoid these topics, but instead that one should be thoughtful about how their event might impact others.

Because of the wide range of events and topics that may be considered “harmful”, Student Activities staff members and event organizers should use a reasonable person standard when applying these guidelines.  A “reasonable person” is a hypothetical person who is level-headed and rational, aware of community norms, and not under the influence of a judgment-impairing substance.


Event Planning Considerations
As part of general event registration procedures, signators should meet with Student Activities staff to discuss the event in full at least three days prior to the event day. During this conversion, the signator and SAO staff should discuss any concerns or issues that may arise and how to mitigate harm to community members.  

  • What content could be potentially harmful and to whom?

  • How might one’s event interact with relevant policies/statements?

  • How will one notify community members of the content in question before the event?

  • How will one communicate the nature of the content to the audience?

  • If people disrupt or protest one’s event, how might the group deal with these situations?

  • Is the group willing to give people contact info for campus staff to report complaints?

  • If there is negative feedback about the event, how will the group communicate with students and staff?

  • If there is negative feedback about the event, how will SAO communicate with the group about it?


There are many methods that signators can use to mitigate harm to the community.  Here are some that can be discussed in the SAO meeting:

  • If deemed necessary by Student Activities staff, the signator or event organizer should post a sign(s) reading, “The event taking place in this space from ____ to ____ tonight contains content that may be considered _____,” at every entrance to the space with a brief description of the event.

  • Consider a location that is most suitable to the content and nature of the event.

  • Announce content at the beginning of the event (possibly during event as well)


These guidelines apply to all student groups. It is understood that the signator is generally responsible for the group, but the Student Activities Office acknowledges that the signator should not and will not always be held responsible for individual members’ actions. Neglect of these guidelines may result in: a conversation with the SAO staff about restorative actions, initiation of the honor process, or a hold on registration of future events during pending Honor and Title IX investigations and/or after recommendation by the Title IX Coordinator or the Judicial Board.

Top of Page



Fire Pit Guidelines

Revised 10/2007

To get a fire pit permit:
The Fire Bureau requires a permit because we do not have a permanent, exterior burn-site and because open burning violates the Clean Air Act. You will need to provide information such as what the fire-pit is made of (steel), where it will be located (Commons Quad or Library), what will be burned (wood), the availability of hoses/fire extinguishers, etc. You will need to visit them at 1300 SE Gideon, one block N of Powell (Take 28th to Holgate, turn left. Follow Holgate to Milwaukie and turn right. Gideon is one block past Powell. Turn right onto Gideon and you'll see the sign for the fire department permits office. Hours are 9-3:30 M-F.) Look for a Fire Station on the corner- the Fire Marshal is in the building right next door, marked Portland Fire Marshal’s Office. The process usually takes 5-10 minutes depending on how busy their office is that day. You do not need an appointment.

Contact Jerry Alvarez, Fire Inspector for Special Events, at (503) 823 –3955 if you have further questions.

Usage Guidelines:

  1. Locate the pit at least 50 feet from structures and other combustible materials (e.g., trees, bushes, others). The two approved locations for use of the pit are the Quad and in front of the Library.
  2. Limit the duration of the fire to three hours.
  3. Eliminate conditions that would cause the fire to spread to within 50 feet of any structure. Do not stack your wood or have other flammable items near the fire pit.
  4. Use only cut wood, and only enough kindling and paper to start the fire. No other items should be burned in the pit. Many items such as building material may cause safety hazards or toxic fumes.
  5. The woodpile in the fire pit must be less than 3 feet in diameter and less than 2 feet in height.
  6. Do not use items such as gas, lighter fluid, etc. to start your fire. Use as little paper as possible.
  7. Have a garden hose connected to a water supply and three 3A-40 BC fire extinguishers available. Community Safety will check out fire extinguishers and a water key for the hose before the event. Your organization is responsible for the cost of replacing and/or recharging them. Student Activities will order these when they help you register the event.
  8. The official organizer of the event must attend the fire constantly until it has been extinguished. This person must be sober and carry a copy of the burn permit and the event registration form.
  9. Discontinue burning should hazardous conditions exist (e.g., wind, or other hazard) or should smoke emissions become offensive to occupants of surrounding property or at the discretion of a CSO.
  10. Damage to the surrounding grounds may be the responsibility of the event sponsor.
  11. The distribution of alcohol, as set forth in the Drug & Alcohol Policy, is prohibited.
  12. The most important factor with the management of your event is the safety of every participant. If you become concerned that an individual or individuals are at risk, please contact Community Safety.

Note:
$10 fine if water key is not returned to Community Safety with the fire extinguishers
$25 fine if any items other than wood are found in the Fire Pit – this is a safety issue for Phys Plant

Top of Page



Fire Dancing Permit Procedures

Date adopted: October 2005
Date revised: October 2007, October 2011
Author: Kristin Holmberg (Student Activities), students from Weapons of Mass Distraction
Purpose: To help students know how to fulfill Portland Fire Bureau requirements

The Fire Bureau requires conditional use permits for both the venue and the performers.

Venue Conditional Use Permit

  • This is an annually renewed permit (Jan 1 – Dec 31).
  • The permit cost is $150 – paid by senate.
  • To apply, use the “Conditional Use Permit – Fire Art” form, check the “fire performance art venue” box. The form is signed by the Director of Student Activities.
  • A schematic of the performance spaces, including distances in feet, should be attached. Include a letter that describes the spaces (usually amphitheatre, GCC/Commons porch, and SU porch) and why they are safe despite not meeting the guidelines.
  • A Fire Inspector will come and look at the space to determine if the permit will be granted.

Performers’ Conditional Use Permit

  • To apply, use the “Conditional Use Permit – Fire Art” form. Check the “Fire Art” box.
  • This permit is currently free of charge.
  • Each permit can have up to 10 names on it. One person can be responsible for one permit.
  • For each permit, the applicant should come with enlarged photocopies of the ID for each of the ten people listed on the permit.
  • Specify that this permit is for the practice burns every Thursday.
  • You will need an additional permit for specific performances – You can use the IDs that are already on file at the Fire Bureau for these permits.
  • You must apply for permits at least a week ahead of the performance.
  • If you have a performer who engages in “fleshing” of audience members or other types of performance that would require a waiver as per the fire regulations, indicate this in your application.
  • If you would like to have more than two performers in the performance area at once, indicate this in your application.
  • When asking for exceptions like those listed above, indicate what types of precautions will be taken (extra spotters, more safety precautions, etc).

Things to consider

  • Burns cannot occur during state or county burn bans. There is no good system to determine if there is a ban. Do a web search for “Multnomah county burn ban” or call the Fire Marshall to see if there has been one issued.
  • You can appeal the terms of the permit if you do not include the above exceptions or if they are not approved. There is not a formal appeals process. Submit a site plan and letter with an explanation to the Fire Inspector.

To Get a Conditional Use Permit:
You will need to visit the Fire Bureau at 1300 SE Gideon, one block north of Powell. Hours are 9:00 a.m. to 3:30 p.m., Monday through Friday. To get there, take 28th to Holgate, then turn left. Follow Holgate to Milwaukie and turn right. Gideon is one block past Powell. Turn right onto Gideon and you'll see the sign for the fire department permits office. Look for a Fire Station on the corner; the fire marshal is in the building right next door, marked Portland Fire Marshal’s Office. Obtaining the permit usually takes 5 to 10 minutes depending on how busy their office is that day. You do not need an appointment.

Contact the Fire Inspector for Special Events, at 503/823.3955 if you have further questions.

Please ask Student Activities for information regarding fire dancing safety guidelines.

Top of Page



Fire Performance Guidelines

Updated: September 2011

Authors: Portland Fire Bureau

Purpose: To ensure the safety of fire dancers and their audience members and to provide guidelines to advise fire dancers of safety considerations and practices consistent with fire and life safety codes and public assembly safety concerns. For the most up to date code, see http://www.portlandonline.com/auditor/index.cfm?a=25728&c=29178

Top of Page



Fire Performance Art

August 23, 2011
FMO POLICY CE C-7
FIR 3.07

  1. GENERAL
    1. This policy is established May 10, 2001.
    2. The purpose of this policy is to provide guidelines to advise fire performance venues and artists of safety considerations and practices consistent with fire and life safety codes and public assembly safety concerns.
    3. This policy applies to all acts of fire performance art occurring within all areas in which Portland Fire & Rescue has authority­. Fire art refers to performances or demonstrations such as fire breathing, fire juggling, fire dancing, etc. Not included: pyrotechnics and flame effects (these are addressed in a different policy and require a separate permit).
    4. The business owner, event coordinator and the fire performer are responsible for all aspects of fire and life safety. Failure to possess a current permit and follow the minimum requirements set forth in this document will result in revocation of permit, future permits and/or issuing of citation(s).
    5. Fire performance artists shall:
      1. Be at least 18 years of age
      2. Have valid, state issued identification and Fire Performance Permit readily accessible at each performance
    6. Audience:It should be recognized that audiences, especially youthful ones, may not fully understand the dangers associated with fire performance art. Every effort should be made to emphasize the safety precautions and dangers of such activity.
  2. SPECIFIC
    1. References:
      1. 2007 Portland Fire Code, Section 308.3.7
      2. Portland City Code Title 31, Sections 31.20.110 and 31.40.020
    2. Definitions:
      1. Fire performance art: Any act (fire juggling/tossing, fire eating, fire dancing, etc.), in a public or private place, that utilizes fire.
      2. Venue: The property, facility, building, or room within a building where flame effects are used, intended to be used, or are prohibited.
  3. PROCEDURES

    The following information is provided for use by fire performance venues and artists.

      1. Safety
        1. Space:
          1. A 25-foot distance shall be maintained between the fire-involved item and any member of the audience and any combustible item within the immediate performance area. The boundary should be marked and secured identifying this perimeter.
          2. The performance area should meet minimum perimeter requirements as demonstrated by the following:
            1. A three-sided performance area will be a minimum of 30’ in all directions away from a non-combustible background.
            2. Any area lacking a non-combustible background will be a 50’ radius minimum.
            3. A maximum of two performers shall be allowed within a performance area at any one time, with the boundaries expanded 5’ in all directions (ie a 55’ radius)
          3. A Fire Performance Art Venue’s interior space must be sprinklered and have a minimum 12-foot ceiling height. Approval will be dependant upon design, height and materials of the ceiling.
        2. Spotters:
          1. Spotters should be trained in first aid measures for burns and be knowledgeable in the use of, and have ready access to, fire extinguishers and extinguishing agents.
          2. Two trained spotter(s) shall be designated for each performance, one must maintain the perimeter, and the other spotters’ sole function is to provide safety through constant monitoring of the performance, audience, and fuel being used.
          3. Additional spotters may be required by the Fire Marshal when:
            1. There are three or more fire artists performing at the same time.
            2. There is a large audience in attendance.
            3. Any time the Fire Marshal deems necessary.
          4. Each spotter will have direct access to at least one 5-gallon open-topped bucket of water, minimum ¾ full, with a clean cup or ladle, provided for each fire performance area to cool any accidental burns. Additional water buckets may be required, dependent upon the circumstances of the performance and occupancy.
        3. If any excess fuel or flame reaches the audience or unintended materials, the performer(s) may be cited and the permit may be revoked.
      2. Extinguishing Agents:
        1. Each spotter is responsible for at least one 2A-10BC minimum classification fire extinguisher for each performance to combat any flammable or combustible liquid fires. The extinguisher(s) shall be readily available in close proximity to each of the spotters. The Fire Marshal may require additional extinguishers, dependent upon the circumstances of the performance and occupancy.
        2. At least one wet cotton towel (minimum size 15” x 24”) for each active fire performer and a wool or Nomex blanket shall be readily available to extinguish the fire implement(s). The towel should be white in color to differentiate its use from other towels that might be used to mop up flammable or combustible liquid spills. Colored towels for mopping up flammable or combustible liquids should be stored in a metal container with a tight fitting lid.
      3. Fire Implements:
        1. It is recommended that wick material consist of cotton wrapped in Kevlar (to prevent breakdown of the cotton as it burns). Synthetic materials should be avoided.
        2. If items are tethered to maintain control from launching into the audience, the tether shall be of non-combustible material in good repair, without fraying or cracking.
      4. Fuels: Common fuels include:
    • Denatured Alcohol
    • Lamp Oil (smokeless/odorless)
    • “Fire Water” brand fuel
    • Kerosene (recommended for outside use)
    • Stove Fuel
    • Isoparaffin Oil (Shell Sol T)
    • “Allume Feu” brand gel fuel
    • Biodiesel

    Note: Gasoline is prohibited under any circumstance. Fuel may be allowed in either the original container with the cap secured in place or in a UL Listed self-closing Flammable Liquid storage container, maximum one (1) gallon on site.

    1. Clothing: The clothing of performers should be of fire resistant materials such as Nomex and/or PBI. If it is not a fire resistant material, natural fiber such as wool, leather, or cotton will be worn. Clothing should be snug fitting and not come in contact with any flame. If there is any unintended or inappropriate flame spread during a performance, the performers permit may be revoked and a citation issued.
    2. Smoking: Smoking shall be prohibited within the boundary of the performance and fuel storage areas.
    3. Permits:
      1. Conditional Use Permit – Fire Art:
        1. Fire performance artists must obtain an annual “Conditional Use – Fire Art Permit” that will be valid only for a specified venue for dates noted in a calendar year, January 1 through December 31. Additional locations will be required to have separate permits.
        2. Once a Fire Art permit is issued, the artist may call the Fire Marshal’s Office Permit Desk at 503-823-3712, or e-mail the Public Assemblies Team at publicassembly@portlandoregon.gov, within 7 days notice of an upcoming performance to add any additional dates to their permit.
        3. Each application shall be accompanied by:
          1. A copy of the performer’s photo ID
          2. A written letter signed by the property owner or their representative authorizing the fire art performance.
          3. Letters will clearly indicate:
            1. The site address
            2. Business name (if applicable)
            3. Drawing with measurements outlining the performance area/perimeter
            4. Printed name/title of the person signing the letter
        4. Artists shall ensure that locations where they intend to perform hold a current “Conditional Use – Fire Performance Art Venue Permit”.
        5. Each individual performer will be responsible for obtaining a “Conditional Use Permit – Fire Art”.
        6. A permit with up to 10 performers may be obtained by a licensed business whose practice is to perform and entertain as professionals.
        7. Each performer and spotter or ‘handler’ needs to have photo ID on site, or, the permit holder will be subject to revocation of the permit and subject to citation.
      2. Conditional Use Permit – Fire Performance Art Venue:

        Fire performance venues including street fairs or outdoor public gatherings hosting a Fire Performance shall obtain an annual “Conditional Use – Fire Performance Art Venue Permit” through the Fire Marshal’s Office. A copy of this policy will be included with the permit application.

        1. Included with the permit application shall be:
          1. A site plan of the venue, including
            1. The dimensions of the performance area, seating and equipment layout
            2. Dimensions of the room, aisles, and location of exits.
          2. A written letter signed by the property owner or their representative authorizing the fire art performance shall be submitted with the application.
        2. Applications must be received 7 days prior to the initial requested performance to accommodate plan review and a site visit, prior to issuing a permit.
        3. The permit will be valid for one calendar year, January 1 through December 31.
        4. The permit, approved site plan and Policy CE C-7 (FIR 3.07) should be available on site at all performances and shall be presented upon request.
        5. Venues shall ensure that artists they intend to have perform hold a current “Conditional Use - Fire Art Permit”.
      3. Inspection: Venue owners, their representatives, and event coordinators for street fairs or outdoor public gatherings, are responsible to maintain the requirements as outlined in this policy during all fire practice and performance.

Erin Janssens, Fire Marshal
Portland Fire & Rescue

PREPARED BY:

D. Porth

EFFECTIVE DATE:

5-10-01

REVIEWED BY:

 

REVIEW DATE:

 

REVISED BY:

K. Kosmas

REVISION DATE:

8-23-11

Top of Page


Fundraising Guidelines

Adoption date:  Summer 2012

Authors:  Kristin Holmberg (Student Activities), Jan Kurtz and Lindsay Nealon (Development)

Purpose:  To offer clear guidelines for students and student groups engaging in fundraising activities so that they do not conflict with broader college fundraising efforts

Did you know that tuition covers just 60% of Reed’s annual operating costs? The remaining 40% is funded by philanthropy. Reed is a non-profit organization and relies on generous gifts from alumni, parents, and friends to operate. The college is also required to follow strict IRS regulations in how gifts are solicited and receipted.

The guidelines below exist because Reed needs to be thoughtful about how student groups raise money. We need to be careful that student-initiated fundraisers do not conflict with broader college fundraising priorities and that anyone asking for donations follows specific procedures.

  • Student groups wishing to fundraise should visit the Student Activities Office and talk to a staff member to be sure that their plans match the spirit and intent of these guidelines. 
  • Student groups are allowed to fundraise for things that are central to the  mission of the group (i.e.: travel, program expenses, charitable donations, etc).
  • College offices and the student senate will not generally provide “seed money” for groups in order to pay for the fundraising activity. 
  • Student groups may contact offices for contributions for their program.  However, if fundraising goals are not met, college offices cannot be expected to fill in the gaps.
  • Students are expected to conduct fundraising in a way that predominately focuses on the internal campus community (ie: bake sales, letter writing, events, etc.).
  • Students are welcome to approach their own friends or family members for fundraising support, be we ask that student groups refrain from broader outreach to alumni, trustees, businesses, or foundations so that the fundraising does not conflict with the college’s fundraising efforts.
  • Out of respect for our neighbors, please do not approach local businesses for in-kind or monetary donations.  You can imagine how often some of the local businesses are contacted.
  • Requests from student groups can not appear to come from college offices.  Please do not use Reed letterhead or include the names of college offices in fundraising requests.  Be clear with donors that this is not considered a donation to Reed College (The Reed Institute) and that they will not receive a receipt for tax purposes.
  • If a student group is making a donation to a non-profit organization, they should be sure that the money is going to a reputable organization.  Resources such as Guidestar.org can give you important information to get you started.
  • Raffles, bingo games or texas hold’em games must follow state laws.  See the Department of Justice FAQ here

Fundraising is an exciting and worthwhile endeavor, as well as an excellent way to build your skill set in a field that offers many intriguing career paths. If you are interested in learning more about the world of fundraising, consider getting involved with Reed’s student Phonathon program or the Reedies for Reedies scholarship drive. Both offer the chance to help Reed and Reedies, build your resume, and give back to the community. The Assistant Director of the Annual Fund for Students and Young Alumni in the Development office can tell you more and help you get involved.

Top of Page


Gray Fund Pilot Use Guidelines

Adoption Date: Spring 2009

Authors: Kristin Holmberg (Student Activities), Michele McPherson (Facilities Services), Michael Lombardo (Sports Center)

Purpose: To ensure appropriate use of Gray Fund vehicles

The Gray Fund Pilot is primarily meant for uses related to Gray Fund programs. In an effort to limit wear and tear on a popular vehicle, we are limiting use to Student Services programs and offices. Personal use of the vehicle is not permitted. Use should be limited strictly to program-related needs.

Drivers:

  • Only certified van drivers can drive the Pilot. Contact Cyrus Monsef in the Sports Center for information on getting certified (503/777-7285 or monsefhc@reed.edu).
  • Those wishing to drive in winter/snow conditions need to take the winter driving course on chains and the traction control feature.

Reservations:

  • All users need to make reservations with Michele McPherson.
  • Gray Fund users are not required to fill out a van reservation form. All other users must fill out the van reservation form and return it to Michele McPherson.
  • Those wanting to use the Pilot for last-minute needs should check with Michele to make sure it’s available.
  • Gray Fund users have priority and can bump other users. Other Student Services Staff use is on a first come, first served basis.

Billing:

  • Use for Gray Fund programs or program-related needs is not billed.
  • Use for on campus errands and fleet servicing/maintenance does not get charged and paperwork is not required.
  • All other uses should be billed to the department using it (ie: orientation, PE, etc.).

Policies and Procedures not listed here are the same as those listed in the Van Use Policy.

Top of Page



Hazing Guidelines

Adoption Date: June 2009

Authors: Kristin Holmberg (Student Activities) in consultation with Community Safety, Sports Center and Student Services

Purpose: To maintain a friendly and welcoming student community and to comply with Oregon state law

Reed College does not condone hazing as defined by Oregon law. This applies to student groups, academic teams, sports teams, or any other group on campus. Those engaging in hazing activities are subject to initiation of the honor process.

Oregon law defines hazing as:

  • Subjecting an individual to whipping, beating, striking, branding or electronic shocking, to place a harmful substance on an individual’s body or to subject an individual to other similar forms of physical brutality;
  • Subjecting an individual to sleep deprivation, exposure to the elements, confinement in a small space or other similar activity that subjects the individual to an unreasonable risk of harm or adversely affects the physical health or safety of the individual;
  • Compelling an individual to consume food, liquid, alcohol, controlled substances or other substances that subject the individual to an unreasonable risk of harm or adversely affect the physical health or safety of the individual; or
  • Inducing, causing, or requiring an individual to perform a duty or task that involves the commission of a crime or an act of hazing.

Top of Page



75th OREGON LEGISLATIVE ASSEMBLY—2009 Regular Session

A-Engrossed

Senate Bill 444

Ordered by the Senate April 7
Including Senate Amendments dated April 7
Sponsored by COMMITTEE ON EDUCATION AND GENERAL GOVERNMENT

SUMMARY

The following summary is not prepared by the sponsors of the measure and is not a part of the body thereof subject to consideration by the Legislative Assembly. It is an editor’s brief statement of the essential features of the measure.

Defines terms for purpose of prohibition on hazing. Punishes student organizations that commit hazing by maximum of $720 fine. Punishes members of student organizations by maximum of $360 fine.

A BILL FOR AN ACT

Relating to hazing; creating new provisions; and amending ORS 163.197.
Be It Enacted by the People of the State of Oregon:
SECTION 1. ORS 163.197 is amended to read:

163.197. (1) A student organization or a member of a student organization commits the offense of hazing if, as a condition or precondition of attaining membership in the organization or of attaining any office or status in the organization, the organization or member intentionally hazes any member, potential member or person pledged to be a member of the organization.

(2)(a) A student organization that violates subsection (1) of this section commits a Class A violation.

(b) A member of a student organization who personally violates subsection (1) of this section commits a Class B violation.

(3) Consent of the person who is hazed is not a defense in a prosecution under this section.

(4) As used in this section:

(a) “Haze” means:

(A) To subject an individual to whipping, beating, striking, branding or electronic shocking, to place a harmful substance on an individual’s body or to subject an individual to other similar forms of physical brutality;

(B) To subject an individual to sleep deprivation, exposure to the elements, confinement in a small space or other similar activity that subjects the individual to an unreasonable risk of harm or adversely affects the physical health or safety of the individual;

(C) To compel an individual to consume food, liquid, alcohol, controlled substances or other substances that subject the individual to an unreasonable risk of harm or adversely affect the physical health or safety of the individual; or

(D) To induce, cause or require an individual to perform a duty or task that involves the commission of a crime or an act of hazing.

(b) “Member” includes volunteers, coaches and faculty advisers of a student organization.

(c) “Student organization” means a fraternity, sorority, athletic team or other organization that is organized or operating on a college, university or elementary or secondary school campus for the purpose of providing members an opportunity to participate in student activities of the college, university or elementary or secondary school.

SECTION 2. The amendments to ORS 163.197 by section 1 of this 2009 Act apply to conduct occurring on or after the effective date of this 2009 Act.

Top of Page



Mural proposals

Adoption Date: unknown

Authors: Ministry of Propaganda (Senate) and Stephanie Snyder (Cooley Gallery)

Purpose: To ensure that student artists communicate with the necessary areas of campus.

Step One:

  • Create a proposal for your mural. Include, who, what, where, a timeline, and a description of the project. Attach a detailed sketch.
  • Do the groundwork well because your approval will be for the sketch you submit. You will have to resubmit your request if you change it.

Step Two:

  • Contact the Senate Ministry of Propaganda for initial approval. Contact senate@reed.edu to find out the current chair of the committee.
  • The Ministry will make sure that the project is realistic for the timeframe, that the subject matter is appropriate for a public space, that the space is appropriate, and that the work can be completed without disruption to the building occupants.
  • Once the Ministry approves the project, move on to the next step.

Step two and a half:

  • If the mural is to be placed in a dorm, the artist must get approval from Residence Life before continuing the process.

Step Three:

  • After the Ministry approves the mural, forward the proposal to the Art Collection Management Committee, chaired by Peter Steinberger. Please also send the proposal to Stephanie Snyder, Director of the Cooley Gallery.
Step Four:
Once your proposal has been accepted by the ACMC, you must do the following
  1. Check with Facilities to make sure that there are no plans to paint/repair that space in the near future, and let the ACMC know you have the “all clear.” Email your clearance to stephanie.snyder@reed.edu and the Ministry.
  2. Submit the exact dates when the work will commence and be finished. Email this to stephanie.snyder@reed.edu and the Ministry.
  3. Submit your name as the artist. This name does not have to be displayed on the wall label next to the piece, but the Gallery Director/ACMC needs to know who you are.
  4. Make a proper wall label for the piece that follows these specs and post it adjacent to the piece.

EXAMPLE:

Matthew Barney, 2003
Sub-erotica
Acrylic paint
87 x 88 in.

If you would like to include a descriptive paragraph discussing your motivation for the work, or ideas about the work, please do. Stephanie would be happy to proof read it for you.

Other information:

The ACMC will do its part to assist you. All questions should be sent to: Stephanie Snyder, Cooley Gallery Art Director, x7251 or stephanie.snyder@reed.edu.

If you follow these few steps, we will do our best to make sure that your piece stays up 1 year after completion, barring that Facilities doesn’t have a significant reason for altering the work. Stephanie will occasionally monitor pieces for vandalism, report repair needs, and contact the artist if necessary.

If you don’t follow these instructions, the Senate will not pay for your supplies and we will ask Phys Plant to remove the work. This is not meant to sound harsh, but there are many bodies and people involved when a project like this happens! You must stick to your original proposal or complete a new one. NO EXCEPTIONS!

Top of Page



Noise Guidelines for Student Events

Adoption Date: April 2009

Authors: Kristin Holmberg (Student Activities), Jennifer Bates (Public Affairs), Rick Fagerstrom (Community Safety), Drew White (Residence Life/Student Activities), Phillip Schwartz (Student Senate), Sean Lerner (Renn Fayre/Sound Kollektiv), Beth Martin (Conference and Events Planning)

Purpose: These guidelines were created in order to provide clear expectations for the campus community in order to be responsive to neighbor concerns about noise on campus and to city noise ordinances.

Guidelines for Indoor Events
  • Most indoor events will not require a noise variance.
  • The first neighbor complaint will result in the CSOs asking Sound Kollektiv to substantially decrease the volume and the sub-frequencies (bass).
  • The second complaint will again result in the CSOs asking Sound Kollektiv to substantially decrease the volume and the sub-frequencies (bass).
  • The third complaint will result in the CSOs asking Sound Kollektiv to turn off the music.
Guidelines for Outdoor Events
  • No amplified sound is permitted in the international plaza after 10 p.m.
  • Outdoor events with amplified sound taking place after 10 p.m. must apply for a noise variance.
  • If the College receives complaints (and the event coordinator has applied for a variance), the first complaint will result in CSOs asking to have the music turned down. The second complaint will result in a request for the music to be turned off.
  • For those who did not seek a noise variance, the event will get shut down after the first neighbor complaint.

Definition of Noise Complaint

A single noise complaint is based on a single incident. For example, if more than one neighbor calls in the same time span, they will be counted as one complaint. After the music has been turned down, the next set of calls after the action will be considered the second noise complaint.

Information on Obtaining a Noise Variance
  • Contact the Student Activities Office to talk about the process and obtain the correct paperwork.

Top of Page



Non-commercial Solicitation

Adoption Date: April 2009

Authors: Kristin Holmberg (Student Activities), Jennifer Bates (Public Affairs), Rick Fagerstrom (Community Safety), Drew White (Residence Life/Student Activities), Phillip Schwartz (Student Senate), Sean Lerner (Renn Fayre/Sound Kollektiv), Beth Martin (Conference and Event Planning)

Purpose: These guidelines were adopted to make sure that those living, studying, and working on campus can do so in a comfortable environment, free of unwanted interruptions from those soliciting on campus.

  • Non-commercial solicitation is defined as individuals or organizations coming to campus in order to distribute materials, canvass, engage in petition-signing, proselytize, or to engage in similar activities. For issues regarding politicians and vendors, please see the applicable guidelines.
  • These guidelines recognize Reed’s neutral stance on religious and political issues, as well as the high value the College places on academic freedom. Decisions will not be made based on ideological issues.
  • A student group or department must sponsor individuals or organizations wishing to engage in non-commercial solicitation at the College.
  • The student or student group must complete an event registration form with Student Activities in order to reserve a table for the guest. Departmental sponsors can work directly with Conference and Events Planning. Tables can be reserved in public places only. This includes the Commons, the quad and the SU porch area and excludes academic or living spaces.
  • Solicitation is limited to the business hours of the College, 8:30 a.m. to 5 p.m.
  • Solicitors should display a copy of the event registration form on the table.
  • Solicitors must remain behind their table. They should not walk around campus, approach people, or shout out from their table to attract attention. They should exercise a respectful attitude toward all community members.
  • Solicitors can register tables no more than two days a month.
  • The college reserves the right to ask solicitors to leave if they do not comply with these guidelines.

Top of Page



Political Season Guidelines

Adoption date: September 2008

Author: Jennifer Bates (Public Affairs) and Kristin Holmberg (Student Activities)

Purpose: To ensure equal access to candidates; To prevent activities that may jeopardize Reed’s non-profit status.

Reed College, as a non-profit charitable organization, cannot participate in political campaigns. This means the college cannot fund it (including student body funds), and cannot do anything to imply this is a Reed College sponsored event. As student organizations engage in political activity, we ask you to treat this appropriately so the college can maintain its non-profit status.

A student organization may invite a political candidate running for office, campaign organizations, or political organizations to campus. However, the students cannot use college funds to sponsor, host or pay the candidate, the campaign, or political organization. College funds include student body funds.

We ask that you not use college letterhead or logos to invite candidates to campus, so as not to imply college sponsorship.

Student groups can use Reed facilities for calling, but cannot use Reed phone lines. We want to avoid Reed College appearing on caller IDs.

A political campaign or party cannot sponsor voter registration drives.

Any opposing candidate who wants to have the same opportunity cannot be denied. Equal opportunity must be given if it is requested. If a candidate is brought to campus and the opposing candidate wants to come, they must be allowed. Ideally, the candidate will be invited to the same event. If logistics preclude this, Student Activities will assist with coordinating the event for the candidate.

Top of Page



Posting Guidelines

Adoption Date: Spring 2007

Updated: June 2009

Authors: Kristin Holmberg (Student Activities), Towny Angell (Facilities), Ed McFarland (VP, Finance), Mary Catharine King (VP, Dean of Student Services)

Purpose: To strike a balance between students’ needs to publicize their events and the college’s need to maintain a safe and clutter-free environment

According to campus policy, posters and fliers may be placed on bulletin boards only. Facilities staff will remove campus postings nightly. The only exception to this rule is Gray Campus Center (GCC), where the following stipulations exist:

  1. Posters placed in the GCC cannot be placed on the windows of doors, or glass doors.
  2. Tape that does not mark walls or paint must be used and can be obtained through Student Activities.
  3. The office of Student Activities will remove posters in the Gray Campus Center twice a week.
  4. Posters placed outside of permitted spaces are subject to daily removal.
  5. Students are encouraged to take posters down after their events.
  6. If additional bulletin board space is needed for students, contact Student Activities. If additional bulletin board space is needed for faculty, contact physical plant.

Top of Page

 

Responses to Alcohol, Tobacco, and Other Drugs in Student Spaces

Date Created: February 2010

Particpants: Jack DiBoise (KRRC signator), Gary Granger (Community Safety), Celia Hassan (Senate President), Kristin Holmberg (Student Activities), Megan McElroy (Conference and Event Planning), Pete Meagher (Student Services), Cori Savaiano (Senate Treasurer), Nina Showell (Senator)

Purpose:  This document serves as a guideline for Student Activities and Community Safety staff members as they respond to Alcohol, Tobacco and Other Drug (AOD) incidents in student spaces.  The goal of this document is to provide students with clear and consistent information regarding Reed’s approach to AOD in student spaces. This framework is meant to function as a guideline.  It is a flexible document that presents a range of possible tools depending on the context of each situation.  It is intended to support the College Drug and Alcohol Policy and the Alcohol and Other Drug Implementation Plan.  The goal is to work with signators before issues become more serious. 

The primary mission of Reed College is “to provide a balanced, comprehensive education in liberal arts and sciences, fulfilling the highest standards of intellectual excellence.” In service of this mission, Reed College strives to provide a healthy and safe environment in which students may live and study. Our Honor Principle guides and informs all behavior on campus and suggests “Any action that causes unnecessary pain or discomfiture to any member of the Reed community . . . is a violation of the honor principle.”

Student spaces should be used responsibly in order to allow all members of the Reed community to enjoy these spaces. The use of cigarettes and/or illegal substances in student spaces may discomfort other members of the community.

Smoking of any substance inside a student space is harmful to the health of those exposed and poses safety risk in the event of a fire. In addition, Oregon law states that it is illegal to smoke any substance inside a public space or workplace. To address the issue of smoking in student spaces, we propose a series of steps that begin at a level appropriate for the violation and that escalate according to frequency and seriousness of the situation.

Definitions for responses

Minor:  Single incidents of smoking (any substance) or minors in possession of alcohol.

Serious:  From the AOD Implementation Plan – “The College also regards as a very serious violation of the Drug and Alcohol Policy providing to any individual (whether by sale or gift) of any hard drug (including heroin, cocaine and methamphetamine), in any amount. Individuals providing hard drugs to others knowingly subject another person to a potentially serious or even fatal risk of injury, typically without being able to verify the contents or strength of the substance or the tolerance of the recipient to that substance.”

Verbal discussion:  Any individual cited for an AOD violation in a student space, will be subject to the College’s established response as outlined in the AOD Implementation Plan, in addition to a verbal discussion with Community Safety and/or Student Activities staff. If Community Safety staff is unable to identify a specific student in association with an AOD violation in a student space, the subsequent verbal discussion would involve the signator and staff from Community Safety and/or Student Activities.

Written notice to signator: This includes an email notification of the incident to the signator from Student Activities and/or Community Safety staff.

Increased monitoring of student space:   Space could be monitored by the student signator,  Community Safety Officers or Student Activities staff.

Make environmental changes to space:  This includes and is not limited to installation of access control devices, installation of additional smoke alarms, installation of lights that can't be turned off, removal of window coverings, etc. 

Action plan:  The signator will meet with Community Safety and/or Student Activities staff.  Together they can brainstorm next steps, including contingencies should similar incidents recur in the future.

Temporary closure of space:  The space will be unavailable for student use for a short period of time.  Lengths of closures will increase with each violation.

Permanent closure of space: The space will be closed until it is reassigned to another student group.

Top of Page

 

Sexually Explicit Events

Adoption Date: Spring 2012

Authors: Kyle Webster (Student Activities) and Fetish Club members (students)

Purpose: Given the sexual nature of some student organizations and events, it is important to create a space in which the individuals in attendance feel safe. Additionally, the intent is to effectively communicate what the content of an event is to all persons potentially entering that event space, not to censor.

The following expectations are established for student events and organizations dealing with sexual subject matter:

  • Signators should meet with Student Activities staff to discuss the event in full at least three days prior to the event day to discuss any concerns or issues that may arise (i.e.-will there be nudity? how graphic will conversations and activities become?).
  • Student Activities will notify Community Safety of event so they can ensure the safety of students in attendance and plan accordingly. (i.e. –is there need to keep special look-out of the area to protect students from voyeurs?)
  • If deemed necessary by Student Activities staff, the Signator should post a sign reading, “The event taking place in this space from ____ to ____ tonight is of a sexual nature,” at every entrance to the space with a brief description of the event.
  • No minors under the age of 18 outside of the Reed community are permitted to attend any event deemed to be of a sexual nature.

All student organizations are expected to be familiar with definitions of sexual assault, consent, misconduct and harassment. For more information see the Sexual Harassment policy and the Sexual Assault Prevention site.  The Assistant Dean of Sexual Assault Prevention and Response is always availble to consult with student groups about how to thoughtfully and respectfully present sexually explicit events.

If a student takes note of activity that is perceivably or actually a sexual assault, they are asked to notify Community Safety immediately.  

Top of Page



Structure Registration Guidelines

Adoption Date: 2004–2005

Authors: Kristin (Holmberg Student Activities), Michael O’Brien (CSO), Gloria Torbeck (Facilities), Jennifer Bates (Public Affiars)

Purpose: To clarify structure expectations and processes so that students can more easily execute their projects and so that college staff have an opportunity to work with the student to mitigate safety and damage concerns

Registration Process:

  • This process is intended for temporary structures that will be built for a week or less. Students can petition to leave structures up for up to one additional week. Longer term or semipermanent structures need to be approved through the Art Committee.
  • Structures which will be long-term or semipermanent should be proposed to the senate which will in turn present them to the vice presidents of the college for decisions on a case by case basis.
  • Come to the Student Activities Office and fill out the structure registration form with a staff member.
  • Student Activities will fax your form to other offices who need to be notified. If any of those offices have concerns, we’ll talk with you about how to lessen the concern.
  • Once everyone has approved the structure, you will receive a confirmation email.

Structure Guidelines:

  • Structures, for this purpose, are defined as any nonpermanent item constructed on campus. This includes art, installations, ramps, etc.
  • Students are encouraged not to build structures that are intended to support people or to be climbed on.
  • Structure registration should occur at least 3 workdays prior to the building time in order for all parties to be contacted and to give approval.
  • Structures should be solidly built and should not pose safety hazards.
  • Structures should be at least 50 feet from buildings, should not block fire lanes or walkways, and should not be more than 12 feet tall.
  • In order to prevent charges for sprinkler or pipe damage, structures should not be staked in the ground or have any part that penetrates the grass.
  • The sponsor of the structure is responsible for fully cleaning up the area after the structure is removed including nails, boards, garbage, etc.
  • Paint used on structures should be water-based tempera paint. Physical Plant will provide paint that will not cause permanent damage. Tarps should be used when painting on cement, but not when painting on grass.
  • Vehicles should not be driven on lawns to deliver building materials.
  • Hazardous or flammable materials (chemicals, gasses, etc.) should not be used in construction.
  • If structures are not executed according to these guidelines and the submitted proposal, they will be removed after consultation with the structure sponsor.
  • If it becomes necessary for physical plant to remove a structure, the student’s business account will be billed for staff hours worked and for disposal costs after consultation with the student senate leadership.

Top of Page



Student Space Information

Adoption Date: 2006

Authors: Kristin Holmberg (Student Activities)

Purpose: To help inform signators of expectations and how we can help them

Access: Signators can go to student activities to fill out key request forms for themselves or any member of their organization. Forms will need to be signed by the signator, the VP of Senate and a Student Activities staff member. Student activities will email you when your form is ready to pick up and you can take it to Physical Plant to get the key.

Some signators prefer not to give keys to every member of their organization. There are three ways you can handle access to your space if you do not want to give everyone keys.

  • You can request that Community Safety check out keys to group members. To do this you should ask student activities for key request forms and provide an access list to Community Safety.
  • You can buy a lock box which affixes to the door of your space. These are available at most hardware stores including Ace on Woodstock. Give the code out to people you trust. Some groups like the MRC have an agreement so the code isn’t distributed, others like the women’s center want free access to all and pass the code along. Be clear with your group what the expectations are.
  • You can give Community Safety an access list and ask them to key in those people. This isn’t ideal since students will need to wait for access and this makes CSOs that much busier.
  • Some spaces have swipe card access. Signators of these spaces should provide an access list to Gabe Leavitt in Administrative Computing Services.

Remember that only current students should have access to student spaces. Those not currently registered as students are welcome to be guests but won’t be given access independently; this includes alumni and past signators.

Access to student spaces is not generally available during winter break.

Maintenance
If your space is damaged, needs attention, or needs some improvements contact Michele McPherson in Facilities to place a work order (x7283 or mcphersm@reed.edu). Facilities staff can come and fix most problems. If you are requesting changes to your space (new shelves, etc) contact Senate first since they will need to allocate funds for the project.

Smoking
Remember that no smoking is allowed in the Gray Campus Center or the Student Union.

Space Inspections
From time to time various off-campus officials will make unannounced visits to student spaces (Fire Marshal, OSHA, Multnomah County Health Dept.). In order to be proactive and to avoid fines (which are passed on to Senate and/or your organization), student activities staff will occasionally do space walk-throughs. Don’t worry—we’ll let you know before we come. We’ll be looking for the following things that we’ve been cited for in the past. Please make sure these guidelines are followed:

  • Christmas lights can only be used within 30 days of Christmas and must be commercial grade.
  • Extension cords may not be used for more than a day (use power strips instead, which are available from the bookstore).
  • There should be no bedding material/obvious sleeping arrangements in an unalarmed room or one not permitted for occupancy.
  • Storage and other items must be more than 18 inches from the ceiling and from fire sprinklers.
  • There should be no signs of smoking (ashtrays, burn marks, cigarette butts).
  • There should be no holes in ceiling tiles/things hanging from the ceiling .
  • There should be no excessive garbage/cans and bottles.
  • No exits may be blocked.
  • There may not be lots of paper on the walls.
  • No overloaded plugs are allowed.
  • All chemicals must be properly stored (dark room and print shop).
  • Any items covering smoke detectors or touching sprinklers are prohibited.
  • No disabled smoke detectors or other fire safety equipment are allowed.
  • No electrical outlets or boxes may have damaged or missing covers.

User Agreements
This is your space and as signator you have responsibility for it. This also means that you have the right to take care of it and ask others to do so as well. Some signators have created user agreements to be sure that their space is taken care of. This is a great way to make sure that you’re not stuck paying for repairs for other people’s damage or constantly cleaning up after other group members. The agreements can include any areas you think are important. Some agreements written in the past have covered areas such as damage to the space, leaving the space clean, giving out the lockbox combo, or care of equipment. They list consequences such as losing access to the space or being fined for damage.

Top of Page



Student Space Key Distribution

Adoption Date: Unknown

Authors: Unknown

Purpose: To ensure that the appropriate students are accessing student space

Key procedure:

  1. Student comes to the Student Activities office and fills out a key request form.
  2. The SAO staff contacts the VP of the student senate and the signator for signatures on the form. This is to give students control over the spaces for which they are responsible. SAO staff does not always know which students have the right to enter which spaces. This puts the decision-making in the hands of the space signator.
  3. Once the form is signed by the proper parties, the SAO staff will sign the form.
  4. The student can then pick up the form and take it to Facilities.

Other guidelines:

  • Keys are normally issued for the entire academic year, unless staff knows that there will be a signator turnover (i.e.: Quest staff).
  • Keys can only be issued to currently enrolled students. This does not include alumni or to students on leave.
  • Lock cores are switched out at the beginning and end of Winter and Summer breaks. The switch usually matches the opening and closing of the dorms. This is to help staff and signators maintain security during less used times.
  • When getting keys for the first time each year, signators will read and sign the Student Space Information Sheet (see Student Space Information in these guidelines).
  • Ping Pong room storage closets require three signatures: student organization, Ping Pong Room signator and VP.

Top of Page



Summer Student Space Agreement

Adoption Date: Summer 2006

Authors: Kristin Holmberg (Student Activities) in consultation with Conference and Events Planning and Community Safety

Purpose: To allow students access to student space while maintaining respect for summer conference users

The following statement represents the contents of a form that both the outgoing and incoming signators sign in the spring. This agreement must be signed in order to get keys to the space.

I agree to the following conditions for summer student space use:

  • I take responsibility for the space listed above. I will maintain the space and its contents and keep the space in good working order.
  • I will provide summer access lists to Community Safety.
  • Members of my organization understand that many places on campus are rented out to summer conferences. We will in no way interfere with summer conference groups.
    • Bike Co-op should check with CEP before setting up in the quad for bike repairs.
  • The organization will not create excessive noise in the student space.
    • Band practice room users can only practice after 5:00 p.m. when conferences are not using Gray Campus Center. Check with CEP for conference schedules.
    • KRRC can only broadcast, not play speakers out of their windows.
  • Organization members will not scrounge from conferences or from Commons dining.
  • Failure to comply with policies regarding smoking, drugs and alcohol may result in closure of the space.
  • I understand that complaints about the space and its occupants or any violation of this agreement may result in closure of the space.

Top of Page



Van Use Policy and Procedures

Adoption Date: Unknown

Authors: Facilities Services

I. Use of Vehicles
All van usage subject to cancellation due to weather or road conditions as determined by the vehicle coordinator.
  • Reed College vehicles are to be used only for official school functions. Events intended for Reed College students will only transport students who are currently enrolled without prior College approval.
  • Vehicles are for passenger transportation only and are not to be used for hauling.
  • Vehicles are reserved in advance on a "first come" basis. If vans are needed for a scheduled class, the sports center has priority and can bump other groups from the reservation book. Additional vehicles may be rented from Enterprise in case of scheduling conflicts or as needed. Please call Michele at x7283 or Cyrus at x7285 for specifics.

II. Procedures

  1. Reservations
    1. Confirm availability of vehicles by calling x7283, physical plant office.
    2. Complete part one of the Vehicle Reservation Form and be sure to include the complete department budget number and name of authorized driver. Be sure to obtain departmental approval. These forms are available at the physical plant if your department does not have any on hand.
    3. Return completed reservation form to the physical plant office at least two working days or by 3:00 pm on Thursday before the weekend prior to reservation date to finalize your reservation. (Vehicle will not be considered reserved until this completed form is returned.)
  2. Cancellations
    1. Notice must be given within 24 hours of scheduled departure time. Weekends and holiday trips must be canceled before 4:00 p.m. on the last working day prior to scheduled departure time.
  3. Drivers
    1. Drivers are arranged for by the requester and/or department.
    2. Only Reed College authorized drivers may drive Reed College vehicles.
  4. Van Packet
    1. A van packet will be issued by the physical plant office during regular working hours, Monday through Friday, 8:00 a.m. to 5:00 p.m. or the Switchboard for evening, weekend, early morning, and holiday trips. Vehicles may not be picked up sooner than one-half hour before departure time. Vehicles are not to be taken home overnight for early morning departures.
    2. The van packet will include completed reservation form, vehicle safety check form, van trip information sheet, keys, and a gas credit card.
    3. Before leaving campus you must turn in all information forms completely filled out to the switchboard. Once forms have been given to the switchboard a cellular phone will be issued, if necessary.
    4. The vehicle must be left in a clean and presentable condition for the next scheduled user.
    5. The vehicle must be parked in its designated space. (Notify community safety of any unauthorized vehicle parked in a van space.)
  5. Van Break Down or Other Emergency
    1. Using a phone contact dispatch at 503/777.7533. Driver will state nature of emergency and location. Dispatch will contact van coordinator.
III. Rates and Additional Charges
  1. Cost for in-town trips is 50¢ per mile. Cost for out-of-town trips is 40¢ per mile.
  2. Any citations will be passed on to the driver.
  3. Any passes, lunches, parking fees, etc., needed by the driver will be provided for by the department.
IV. Billing Procedure
  1. Upon completion of trip, the charges will be computed and entered on the reservation form.
  2. Departments will be charged through the business office by means of monthly journal entries from the physical plant office. A copy of these charges will be put in your mailbox.
  3. Student driver wages will be charged to the department and/or organization at the current hourly rate. Drivers receive $8.70 per hour.
  4. Any discrepancies must be resolved with the physical plant office as soon as possible.

Excessive damages as a direct result of negligence on the part of any user can result in the loss of the privilege of using reed college vehicles.

Top of Page



Contact Student Activities

student-activities
@reed.edu

Phone: 503/788-6692
Fax: 503/788-6657
Office: Student Center

Kristin Holmberg

Director
503/788-6645

Ramiro Espinoza

Assistant Director
503/777-7526

Nyla Moore

Administrative Coordinator
503/788-6692