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Student Organization Dance Policy

Northern Kentucky University
University Center Management, Office of the Dean of Students
Latest revision: September 7, 2004

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All registered student organizations (RSO) with the Northern Kentucky University Office of Student Life are eligible to use the University Center (UC) Ballroom for scheduled dances.  This document supercedes any previous dance policy.  Each student group must adhere to the following guidelines to insure continued use of these facilities:

RSO Dance Scheduling Requirements

  1. A Dance Registration Form must be completed and returned to the Office of Student Life three weeks prior to the dance date.  A $50 security deposit is also required when the Dance Registration Form is submitted.  The deposit will be fully refunded provided no facility damages occur during the dance and the RSO fulfills its obligations for dance set-up and clean-up. 
  2. Dances in the UC are permitted on Friday & Saturday evenings, scheduled no later than 2 a.m.  Only one dance per weekend is permitted in the UC.  Deviation from this policy must be approved by the Office of Student Life, Department of Public Safety (DPS) and University Center Management (UCM).
  3. RSO's are permitted to sponsor one dance and co-sponsor another dance each semester. Co-sponsored dances cannot be scheduled until one month after the start of fall semester classes so that all RSO's have the opportunity to schedule their events for the academic year.
  4. RSO's that plan to sponsor a dance during the academic year are required to have their faculty/staff advisor and a senior member of the organization attend a Student Organization Dance Training Workshop at the beginning of the fall semester.  RSO's that fail to attend the workshop will not be permitted to schedule dances during the current academic year.

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RSO Contact Person

The RSO sponsoring the dance must designate a student contact person for their group.  The contact person is responsible for overseeing the operation of their RSO's dance.  Any problems that arise should be reported to the DPS officers, UCM representative and faculty/staff advisor as soon as possible.

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Dance Cancellations

  1. Cancellations must be made in writing to UCM and DPS 1˝ day's prior to the scheduled date of the dance. Dances that are scheduled on Friday evenings must be cancelled by noon on Thursday and Saturday evening dances must be cancelled by noon on Friday.  If the RSO fails to notify UCM and  DPS of a dance cancellation, the student organization will lose its privilege for holding dances for the remainder of the semester and be assessed charges for two hours of  police service (approximately $250) incurred by the University.  Charges will be placed on the organization's account.  Organization officers can be held accountable for delinquent charges associated with an organization's account.
  2. If a dance is cancelled and another student group requests to take their date, the 3 week minimum notice for scheduling dances as stated in section A-1 still applies.  Exception to this policy must be approved by DPS, Student Life and UCM.
  3. UCM will consider acts of God and/or inclement weather in the enforcement of the cancellation provisions.

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Security

  1. Any activity that can be interpreted as a dance will require DPS officers to be in attendance especially when the public is invited and an admission fee is charged.  It is the responsibility of the RSO to obtain signature approval from a DPS representative on the Student Organization Dance Registration Form.
  2. DPS officers are present for law enforcement purposes only and will not be responsible for supervising the door or signing in dance participants.
  3. DPS officers will be responsible for checking ID's and operating metal detectors on all dance participants.
  4. Members of the RSO are expected to assist in preventing a crowd from gathering at the entrance door.
  5. DPS officers, UCM representative or the student organization advisor has the right to refuse admission to or reject from the event anyone who is disruptive, intoxicated, disorderly, or jeopardizes public safety (a sign will be posted at the dance entrance stating this policy).  This also includes the right to terminate the event and/or restrict use of the University facilities.
  6. DPS officers, UCM representative, faculty/staff advisor and student organization leadership will jointly determine whether an event must be terminated.  It will be the responsibility of the student organization leadership to announce the decision in the event the dance must be cancelled.
  7. RSO sponsoring the dance is responsible for selecting four student monitors at the event.  These individuals will be responsible for helping monitor event policy violations and will immediately report such observations of disorderly or suspicious conduct to the advisor and/or DPS officers in attendance.  Student monitors and advisors are not intended to replace or act in the capacity of DPS officers.  At least one monitor must be present at the entrance to the dance at all times.  Monitors must be identifiable in some manner (name tags, t-shirt, hat, armbands, etc.).  At the conclusion of the event, dance monitors must assist DPS Officers, faculty/staff advisor and UCM representative in assuring the smooth exit of all patrons from the UC and the immediate premises outside the UC.
  8. Student monitors, faculty/staff advisor, and UCM representative are required to meet with DPS officers 15 minutes prior to the start of the dance to review safety and security procedures.
  9. Paddles, canes, alcoholic beverages and step shows are prohibited at dances.
  10. All students attending the dance are required to wear wrist bands that will be provided by UCM.

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Dance Admission Requirements

  1. Dance admission requirements are as follows:
  2. All dance participants must sign the attendance list.
  3. NKU students - must present their NKU student picture ID for admission
  4. Guest Policy - Only NKU students may bring guests to the dance.  Guests must present a college ID or a picture ID which indicates they are age 18 or older.  Guests must be signed in by a NKU student.  The NKU student will be held responsible for the behavior of their guests and will be held accountable for any violations listed under the NKU Student Code of Rights and Responsibilities.
  5. NKU students may bring up to 5 guests to the dance.  Requests for exceptions to this policy must be made in writing to the Director of UC Operations at least one week prior to the scheduled dance.
  6. Dance sign-in list must be submitted to the UC staff representative at the conclusion of the dance.

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Dance Attendance Limitations

  1. Dance attendance in the UC Ballroom cannot exceed 200 persons capacity.  It is the responsibility of the RSO to make sure the Ballroom does not exceed capacity. 
  2. If the 200 person capacity has been reached (200 names on sign-in list which also includes the members of the RSO sponsoring the dance) and patrons start leaving the dance, DPS officers must approve additional participants being admitted to the dance. 
  3. Individuals leaving the dance must have their wrist bands removed by DPS officers before additional patrons are allowed to enter the dance.

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Faculty/Staff Advisor

RSO must have their registered NKU faculty/staff campus advisor sign the Dance Registration Form and be in attendance at all dances.  If the faculty/staff advisor cannot attend the dance, the RSO must notify the Student Life Office and UCM in writing of their replacement at least three days prior to the event.  The student organization faculty/staff representative must be approved by the Director of Student Life and the Director of UC Operations.

Faculty/staff advisors or an approved faculty/staff representative must complete pre-event training at the beginning of the fall semester.  The on-site event management responsibilities of the faculty/staff advisor will include the following:

  1. Attendance at the dance 15 minutes prior to the start of the dance and not leaving until 30 minutes after the dance has concluded.  The dance will not take place until the faculty/staff advisor or approved representative has checked-in with the UCM representative.  If the faculty/staff advisor or approved faculty/staff representative leaves the dance early, the dance will immediately be terminated.
  2. Coordinate and supervise RSO members working the dance.
  3. Ensures that all dance participants sign the dance registration list when entering the dance.
  4. Assistance in supervising the event which includes:
    1. periodic monitoring of the dance participants,
    2. enforcement of all University policies and procedures,
    3. enforcement of capacity requirements and
    4. assisting in clearing the facility after the event.
  5. Serves as a liaison between the RSO, UC Management and DPS officers.
  6. Assists DPS officers, student dance monitors, and UCM representative at the end of the dance to assure the smooth exit of all patrons from the UC and the immediate premises outside the UC.

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RSO Additional Responsibilities

  1. Required to assist UCM with dance set-up and clean-up at the conclusion of the dance.
  2. A minimum of 60% of the RSO's membership must be present at the dance.
  3. RSO must meet with the UCM representative prior to the start and immediately after the dance to check for any property damage.

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Joint Conformity

All dances programmed under these standards must also conform to other University regulations (i.e. Greek Social Events Policy and Student Code of Rights and Responsibilities) which may be more restrictive than these guidelines. Users of the UC are always subject to safety restrictions dictated by University officials in attendance.

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Liability

  1. The RSO agrees that all guests of the RSO and participants in any RSO event or activity are under the direct and complete control of the RSO, and therefore the RSO is liable for all damages resulting from participants and/or attendees' utilization of NKU's facilities and/or equipment.  The RSO agrees to reimburse NKU for all damages to facilities and/or equipment and to indemnify and hold harmless NKU, its officers, agents and employees against all claims of loss, injury or damage to persons or property arising out of the RSO event or activity or the preparation for the same.  NKU shall not be liable for the loss of or damage to any property of the RSO and participants or attendees of the RSO event or activity which has been placed on the NKU's premises.
  2. RSO's are encouraged to obtain liability insurance for the RSO or group, or be covered under a liability policy provided by a larger sponsoring group (i.e. national fraternities/sororities, etc.)  Advisors, event supervisors and RSO members should be covered under the RSO's insurance plan or carry individual insurance.
  3. RSO leaders and members should educate themselves about legal liability and other consequences regarding alcohol consumption and accidents resulting in personal injury or death.

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Failure to Follow Standards

Student groups and organizations may be held accountable to both civil authorities and to the University for infractions of these standards.  Officers and members of RSO and other students found responsible for not following these standards are subject to University discipline proceeding regardless of the pendency of any criminal or civil proceedings, or of any other University proceeding, regarding the same conduct.  In addition, failure to comply with these dance policies can result in the sponsoring student organization losing its privilege to use the facility for future group related events.

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