Volume II: 2.5 Campus Operations and Facilities Management Policies

2.5  Campus Operations and Facilities Management Policies

2.5.1        Activities and Programs with Minor Children Participants Policy

PURPOSE

The purpose of this policy is to promote the health, safety, and welfare of minor children on campus, as well as minors who participate in Canisius University sponsored programs and activities. To support the protection of minor children, this policy outlines what is required of employees, students, student employees, and volunteers who work in activities and programs with minor children, and informs individuals of their reporting obligations in instances of known or suspected child abuse or maltreatment.

POLICY

Canisius University campus grounds and infrastructure are designed to provide an environment conducive to the University’s mission as an institution of higher education.  For reasons that include the safety of minor children and assuring the efficient performance of academic pursuits, administrative operations and services, the University has adopted the following policies:

• Minor children must be supervised at all times by an authorized adult while participating in a University-sponsored program or activity.  During these visits, the minor child may not be left unattended or with other University personnel or students;

• All University-sponsored activities and programs with minor children must register annually with the Office of Event Services;

• All program staff that have direct contact with minor children or supervise a program with minor children are required to have a background check on record with the University before the adult is hired or allowed to engage with minor children. The background check must be reviewed and approved by Human Resources prior to being hired and/or engaged in working with minor children and at least once every 3 years thereafter.  University personnel that are rehired within a three-year period after their original hire date do not need a background check if one is currently on file with Human Resources;

• Non-University entities providing adult supervisors for University-based programs and activities involving minor children are required to conduct background checks on program staff and directors at least comparable to the standards indicated in this policy. Moreover, such entities must provide requisite insurance as established by the Office of Event Services;

• All University staff that have direct contact with minor children or supervise a University-sponsored program with minor children must abide by the standards of behavior listed in the Procedures/Guidelines section of this policy before working in activities and programs with minor children. The standards of behavior prohibits one-on-one interactions unless otherwise authorized in accordance with this policy;

• All University students coming into contact with minor children must always be supervised by a faculty member; and

• Any University employees and volunteers that have direct contact with minor children or supervise a University-sponsored program or activity with minor children, who witness child abuse or maltreatment, or have information that would lead a reasonable person to believe a minor child faces a substantial threat of such abuse or neglect, must follow the reporting procedures in the Procedures/Guidelines section of this policy.

DEFINITIONS

Authorized Adult—an adult, including but not limited to University employees, student employees or volunteers, who is responsible for the care, custody or control of the minor(s) child participating in any University-sponsored program or activity.

Child Abuse—encompasses the most serious harms committed against children.  An “abused child’ is a child whose parent or other person legally responsible for his/her care inflicts upon the child serious physical injury, creates a substantial risk of serious physical injury, or commits an act of sex abuse against the child.  Not only can a person be abusive to a child if they perpetrate any of these actions against a child in their care, they can be guilty of abusing a child if they allow someone else to do these things to that child.  Child abuse is defined in law at Section 412 of the Social Services Law and at Section 1012 of the Family Court Act.

University Housing—Facilities owned by, or under the control of, the University intended for use as housing.

Minor Children— a child under the age of 18, with the exception of properly enrolled students and employees.

Maltreatment (includes Neglect)—refers to the quality of care a child is receiving from those responsible for him/her.  Maltreatment occurs when a parent or other person legally responsible for the care of a child harms a child, or places a child in imminent danger of harm by failing to exercise the minimum degree of care in providing the child with any of the following: food, clothing, shelter, education or medical care when financially able to do so.  Maltreatment can also result from abandonment of a child or from not providing adequate supervision for the child.  Further, a child may be maltreated if a parent engages in excessive use of drugs or alcohol such that it interferes with their ability to adequately supervise the child.

Neglect is defined in law at Section 1012 of the Family Court Act.  Maltreatment is defined in law at Section 412 of the Social Services Law.  Although the terms are not synonymous in the law, for the purposes of this policy, the terms neglect and maltreatment are used interchangeably.

Mandated Reporters—are certain professionals recognized by New York State who are specially equipped to perform the important role of mandated reporter of child abuse or maltreatment.  Please refer to the Summary Guide for Mandated Reporters in New York State (Pub. 1159) for a listing of mandatory reports under New York law.

Program/Activity Leader—the University point person for a University-sponsored program or activity.

Sponsoring Department—the academic or administrative department of the University which offers a program or activity or gives approval for use of University facilities.

PROCEDURES/GUIDELINES

The following procedures and policy guidelines apply to a sponsoring department offering or approving a program or activity that involves minor children or provides University housing for minor children participating in a program or activity:

Registration

Departments sponsoring activities and programs with minor children, including all camps, must register annually with the Office of Event Services prior to the beginning of the University’s fiscal year for ongoing programs and activities.  Information to be provided includes the general nature of the activities and program to be undertaken or offered; the dates and locations where minors will be participating; and the names of all adults who will be participating directly with minors in the program or activity.

In addition, each sponsoring department is required to obtain Health and Liability Waiver forms for each program participant and program staff member and submit it to the Office of Event Services prior to first day of the program or activity.

Background Screens

Each authorized adult that will have direct contact with minor children or supervise a University-sponsored program or activity with minor children is required to have a criminal background screen on record with the University before the adult is hired or allowed to engage with minor children. The background screen must be reviewed and approved by Human Resources prior to being hired and/or engaged in working with minor children and at least once every three (3) years thereafter.  Employees or volunteers do not need a background screen if one is currently on file with the University within the three-year period after the original hire or volunteer date.  Non-University entities providing adult supervisors for University-based programs or activities are required to conduct background checks on program staff and supervisors at least comparable to the University standards.

In order to complete a background screen, the sponsoring department must send the appropriate form(s) for each employee and volunteer to Human Resources no later than two weeks prior to the start of the program.

In addition to criminal records screens, the University also conducts a sex offender registry search.

It is the responsibility of the person in charge of the University-sponsored program or activity to assure that each authorized adult has submitted the required background screen request form(s) and has subsequently received clearance to participate.  Human Resources will maintain a roster of individuals who have been cleared to participate and the dates on which a new background check will be required.  The background screen will be limited to criminal offenses, including, but not limited to, child abuse, for which an individual has been convicted, pled guilty to a felony or misdemeanor, or where such charges are currently pending.

A decision not to permit an individual to participate in a program or activity covered by this policy based on the results of a background check will be made by Human Resources after consultation with the appropriate Senior Leadership Team member.  The University reserves the right to take appropriate action with respect to University employees who may have falsified or failed to disclose information material to their employment/volunteer status on applicable applications/forms uncovered as a result of the background check, including and up to immediate termination.  Copies of background check reports will be retained in Human Resources.

All contracts for the services of independent contractors that will be working with minor children must include a provision assuring that the personnel of such independent contractors or the contractor (in the case of a solo contractor) has complied with, at a minimum, background screens and training comparable to those required by the University under this policy.  In addition, all independent contractors must reference this policy and the Child Abuse and Maltreatment Policy to such contracts.

Orientation Training

Each authorized adult who will be participating in a program covered by this policy must attend mandatory orientation training on the standards of behavior requirements of this policy, on protecting minor children participants from abusive emotional and physical treatment, and on appropriate or required reporting of incidents of improper conduct to the proper authorities including, but not limited to, appropriate law enforcement authorities.  All training will be conducted or approved by the Office of Event Services, in conjunction with Human Resources and the Title IX coordinator.

Reporting Child Abuse or Neglect

If a program participant discloses any type of assault or abuse (at any time previous to, during or after the program), or an authorized adult has reason to believe that the participant has been subject to such abuse or maltreatment, the authorized adult must immediately call 911 or the local law enforcement agency.  Further procedures for addressing child abuse or Maltreatment can be found in the University’s Child Abuse and Maltreatment Policy.

Authorized adults must make all reasonable efforts to ensure the safety of minor children participating in University-sponsored programs and activities covered by this policy, including removal of minors children from dangerous or potentially dangerous situations, irrespective of any other limitation or requirement.

Standards of Behavior

Authorized adults or any adult participating in University-sponsored programs and activities covered by this policy may not:

• Have one-on-one contact with minor children; in general, it is expected that activities where minor children are present will involve two or more authorized adult participants/supervisors;

• Participate in a sleepover under the auspices of the University-sponsored program or activity, unless two or more authorized adults are present and remain in each other’s presence at all times;

• Engage in abusive conduct of any kind toward, or in the presence of, a minor child, including but not limited to hazing or verbal, physical, and/or cyber bullying;

• Strike, hit, administer corporal punishment to, or touch in an inappropriate or illegal manner any minor child;

• Pick up minor children or drop off minor children from their homes (other than the driver’s child or children or friends of the driver’s child or children other than when such child or children are present) at their homes in the adult’s personal vehicle, whether before, during, or after the program or activity;

• Engage in the use of alcohol or illegal drugs or be under the influence of alcohol or illegal drugs during University-sponsored programs or activities;

• Make pornography in any form available to minor children participating in programs and activities covered by this policy or assist them in any way in gaining access to pornography;

• Possess fireworks, firearms, guns, knives, archery equipment and other weapons during University-sponsored programs or activities unless being used for an officially sanctioned and approved instructional program;

• Permit the operation of motor vehicles by minor children while attending and participating in the University-sponsored program or activity;

• Use tobacco products during University-sponsored programs or activities; or

• Inappropriately use mobile devices, cell phones, cameras, imaging, and digital devices, including use of such devices in showers, restrooms, or other areas where privacy is expected by participants during University-sponsored programs or activities.

Use of University Housing

If the University-sponsored program includes minor children residing in University housing, the rules and regulations must be observed:

• Written permission from the minor child’s parent/guardian must be obtained by Student Affairs and submitted to the Office of Event Services prior to the minor child’s stay in University housing;

• The establishment of a curfew time which is age-appropriate for the participants as determined by the program director, which in no case shall be later than midnight;

• In-room visitation will be restricted to participants of the same gender;

• Guests of participants (other than a parent/legal guardian and other program participants) are restricted to visitation in the building lobby and/or floor lounges, and only during approved hours specified by the program; and

• The program must comply with all security measures and procedures specified by Residence Life and Public Safety.

RELATED POLICIES

Alcohol and Drug Prevention Program Policy

Child Abuse and Maltreatment Policy

Children in the Classroom and Workplace Policy

Sexual and Gender-Based Misconduct Policy

Smoking and Tobacco Use Policy

2.5.2        Bicycles, Hoverboards, Skateboards, and In-Line Skates/Blades Policy

PURPOSE

The purpose of this policy is to address the concern of personal injury or property damage occurring on campus caused by skateboards, hoverboards, skates, in-line skates, bicycles and other similar vehicles without prohibiting their use altogether.  This policy is in no way intended to discourage the appropriate use of these alternative modes of transportation.

POLICY

Every person riding a bicycle within the campus has all the rights and is subject to all the duties of a driver of an automobile.  Bicycles must be operated in a safe manner and may not be ridden in campus buildings. Bicycles can be stored in offices or locked on bike racks located outside of buildings.  Bicycles may not be secured to trees, light poles, posts, handrails, or buildings.

In addition to the above, the following policies have been established for the safety of the Canisius University community:

• Riding bicycles, rollerblades, skateboards, skates, in-line skates, hoverboards, or other conveyances in rooms, hallways, courtyards, lounges, and lobbies, as well on all steps and stairways is prohibited;

• Bicycles, rollerblades, skateboards, skates, in-line skates, hoverboards, or other conveyances may not be ridden on sidewalks or walkways where there is a likelihood that such operation will duly interfere with pedestrian traffic; caution is to be exercised at all times and the right of way yielded to pedestrians;

• Unauthorized motorized vehicles, other than wheelchairs, may not be operated on sidewalks;

• Bicycles, rollerblades, skateboards, skates, in-line skates, hoverboards, or other conveyances may not be ridden on any artificial or specially prepared surface (i.e., running tracks and basketball courts) with the exception of pedagogical use under the direction of a faculty member who has determined that the prepared surface cannot be damaged by such activity;

• All persons operating bicycles, rollerblades, skateboards, skates, in-line skates, hoverboards, or other conveyances on campus are expected to comply with and are subject to state and local ordinances, including adhering to all posted warning, caution, or speed limit signs;

• In the absence of posted speed limits, operators are expected to act in a responsible manner and in respect of local conditions; and

• No person traveling upon bicycles, rollerblades, skateboards, skates, in-line skates, hoverboards, or other conveyances is permitted to cling to or attach themselves to any other moving vehicle or golf cart on campus.

DEFINITIONS

Not applicable.

PROCEDURES/GUIDELINES

Individuals violating this policy are subject to disciplinary action and, as appropriate, legal citation, including the failure to stop at the scene of an accident in which they have been involved that results in property damage and or injury.  Identification must be presented to the other party and the accident reported to Public Safety.  The University will seek restitution if University property is damaged or destroyed.  Public Safety may also ban any offender from riding in certain areas of the campus or on the entire campus for up to one year or longer should there be repeat offenses.

RELATED POLICIES

Not applicable. 

2.5.3        Children in the Classroom and Workplace Policy

PURPOSE

The purpose of this policy is to promote the health, safety, and welfare of minor children on campus and to establish guidelines for supervisors and course instructors who are responsible for addressing issues of minor children in the workplace and classroom or laboratory/research facilities.  It also outlines responsibilities for parents and caregivers for any minor children they are permitted to bring to Canisius University facilities, whether they are students, staff, or faculty/instructors.

POLICY

Canisius University campus grounds and infrastructure are designed to provide an environment conducive to the University’s mission as an institution of higher education.  For reasons that include the safety of minor children and assuring the efficient performance of academic pursuits, administrative operations and services, the University has adopted the following policies:

• Minor children must be supervised at all times by a parent, guardian, or caregiver while on campus or participating in a University-sponsored program or activity.  During these visits, the Minor may not be left unattended or with other employees or students;

• The University does not allow the continued or reoccurring presence of a non-enrolled minor child in the workplace or classroom setting for the following reasons: (1) the potential for interruption of work; (2) health and safety concerns; and (3) liability to the University;

• Minor children may be brought to the workplace by parent or caregiver employees in the case of unforeseen or emergency situations or when common sense would dictate that it is more efficient for the employee to bring the minor child into the workplace (e.g., following or before a physician’s appointment if child is not contagious).  Such arrangements should be infrequent and only to be temporary in nature;

• Minor children are generally not permitted in classrooms while classrooms are in session unless permission is granted by the course instructor.  Should a minor child become disruptive, the student and minor child may be asked to leave by the course instructor.

• In keeping with the provisions of the Affordable Care Act, the University allows for reasonable break times for lactating mothers to express milk and provides accommodations shielded from view to do so.  In addition, mothers who choose to breast feed their infant at the workplace are allowed to do so as an exception to this policy.

• Employees and students who bring minor children to the workplace or classroom are responsible for all aspects of the child’s behavior.  The employee or student is responsible for the minor child’s safety and is financially responsible for any damages caused by the child.  The University does not accept liability for injuries to children or visitors on University premises in violation of this policy.

• Minor children are generally permitted in general use areas and facilities (athletic fields, public spaces, academic buildings, food service areas, etc.) with a parent, guardian or caregiver, but may be restricted from certain areas of these areas and facilities or from utilizing certain equipment.

• A minor child with an infectious disease should never be brought to campus.

• Even when accompanied by a parent, guardian or caregiver, minor children not participating in a University-sponsored program or activity are prohibited from high-risk areas such as: laboratories, shops, studios, mechanical rooms, power plants, garages, food preparation areas, or any areas containing power tools or machinery with exposed moving parts.

• This policy is not intended to prohibit participation in a University-sponsored event, such as “Take Your Child to Work Day” or other events where families are invited and encouraged to participate.

DEFINITIONS

Minor Children—children under the age of 18, with the exception of employees and enrolled students.

PROCEDURES/GUIDELINES

Responsibilities of the Parent or Caregiver

In the case of unforeseen or emergency situations when common sense would dictate that it is more efficient for the employee to bring the minor child into the workplace or classroom, parents or caregivers must contact their immediate supervisor (employees) or course instructor (students) as soon as possible in order to make a request to bring a minor child to work or class.

Such arrangements are expected to be infrequent and temporary in nature.  This allowance is not applicable to high-risk areas such as: laboratories, shops, studios, mechanical rooms, power plants, garages, food preparation areas, or any areas containing power tools or machinery with exposed moving parts.

If the primary considerations of health, safety, institutional liability, productivity, professionalism, or the quality of the working or learning environment are compromised by the frequency of the minor child’s presence, in the opinion of a supervisor or course instructor, the parent may be instructed not to bring the child into the workplace, or to request an exception.  An exception requires written justification signed by the caregiver.  The justification must be routed through and approved by the appropriate Senior Leadership Team member.  Requests will be considered on a case-by-case basis and will be rare.

If a request is approved, the minor child must be directly supervised by the parent or caregiver at all times and the parent or caregiver is responsible for all aspects of the child’s behavior.  The parent or caregiver may not ask any other employee, course instructor, or student to supervise the child.

If a request is approved, the minor child must be directly supervised by the parent or caregiver at all times and the parent or caregiver is responsible for all aspects of the child’s behavior. The parent or caregiver may not ask any other employee, course instructor, or student to supervise the child.

Parents or caregivers must ensure that the presence of a minor child does not disrupt or interfere with the productivity of the work or learning environment.  Parents or caregivers will be required to remove the minor child if the child’s behavior becomes disruptive or a distraction to other employees or students.

Minor children are not to have access to any confidential information at any time.

Responsibilities of the Employee Supervisor

A supervisor has the responsibility and right to instruct the parent not to bring the child into the workplace, to limit the frequency, or to request an exception if, in the judgment of the supervisor, the presence of the minor child compromises the health or safety of fellow employees, workplace productivity or the presence of a high quality working environment.

Supervisors are responsible to give appropriate consideration to mothers who wish to breastfeed their infants at work and report the same to the applicable Senior Leadership Team member.  Supervisors are expected to work with the Human Resources to ensure that mothers have reasonable accommodation to do so in private.

Supervisor should consult the Human Resources if there is any concern of question regarding an employee’s request to bring a minor child to the workplace.

Responsibilities of the Course Instructor

A course instructor has the responsibility and right to have the student remove the minor child if, in the judgment of the course instructor, the presence of the minor child compromises the health or safety of fellow students, classroom productivity or the presence of a high quality learning environment.

A course instructor should consult with his or her department chair if there is any concern of question regarding a student’s request to bring a minor child to class.

RELATED POLICIES

Activities and Programs with Minor Children Participants Policy

Child Abuse and Maltreatment Policy 

2.5.4        University Space Policy

PURPOSE

This policy is intended to provide a centralized structure to manage all Canisius University property and facilities as deemed appropriate to:

• Accomplish the mission of the University;

• Implement established priorities;

• Attain a safer and healthier environment;

• Achieve operational efficiency and economy; and

• Improve the land use, space utilization, or appearance of the institution.

POLICY

All space at the University belongs to Canisius University. The University will allocate and reassign space to best support and further the University’s academic mission and priorities. All University space allocations, space utilization, requests for space changes, or additions must be approved by the University president in accordance with the procedures and policy guidelines set forth in this policy.

DEFINITIONS

University Space—a contiguous area on the University campus that accommodates a single use.  “Space” can refer to interior or to exterior space.

PROCEDURES/GUIDELINES

Goal

Implementing this policy will serve to raise the assurance that all Canisius University property and facilities are deemed necessary and are planned:

• Integrally, with strategic, academic, and financial planning initiatives;

• Comprehensively, and in coordination with concurrent plans;

• Responsibly, in pursuit of optimum allocation, utilization, and operation; and

• Fiscally, for the maximum benefit of available resources; and aesthetically, to express an image that Canisius University is a place of quality, excellence, and rich tradition.

Responsibility

The Office of Facilities Management will be responsible for the development of procedures for campus planning, capital project planning, and space management which incorporate and complement existing policies for the main campus and other properties, as well as managing space on campus. 

A Facilities Project Working Group designated by the president will be responsible for reviewing University space allocations, space utilization, requests for space changes, or additions and for making recommendations to the president for approval.  The Facilities Project Working Group will consist of:

• vice president for finance and administration;

• vice president for student affairs;

• vice president for academic affairs;

• associate vice president for academic affairs;

• faculty representation; and

• director of facilities management.

The Facilities Project Working Group shall meet at least once a semester.

Procedures

Any department requiring additional space or modification to existing space shall complete a Facilities Project Request form. All requests are subject to an approval process which starts with a review by the requestor's budget owner. If approved by the budget owner, then the request is reviewed by the department vice president. The department vice president can disapprove the request or direct it to the Facilities Project Working Group for further review. The Facilities Project Working Group will review and evaluate requests based on the space policy goals as enumerated in this policy. The Facilities Project Working Group shall meet at least twice a semester or as necessitated by the urgency of a request.

RELATED POLICIES

Debt Management Policy

Event Management Policy for External Clients

Event Management Policy for Internal Users

2.5.5        Credit Card Marketing Policy

PURPOSE

The purpose of this policy is to comply with NYS Education Law Section 6437, which prohibits the advertising, marketing, or merchandising of credit cards on University campuses.

POLICY

Pursuant to NYS Education Law Section 6437, Canisius University prohibits the advertising, marketing, or merchandising of credit cards to students on University owned, operated, or controlled property, and at any University-sponsored events.  This prohibition applies to all banks and other commercial entities (including their third-party representatives) that engage in the on-campus marketing of credit cards to students through solicitation activities.

DEFINITIONS

Not Applicable.

PROCEDURES/GUIDELINES

Not Applicable.

RELATED POLICIES

Not Applicable.

2.5.6        Demonstrations on Campus Policy

PURPOSE

The purpose of this policy is to promote the academic mission of the University by providing students and employees with an environment that encourages and promotes the dissemination of information and the pursuit of knowledge.  Demonstration is a natural part of fulfilling that mission, as long as they occur in a manner that is respectful of and does not infringe on the rights or safety of others, does not damage property, and does not disrupt normal University operations.

POLICY

Demonstrations by members of University community must be registered and approved in writing 72 hours in advance by the president’s office, which will then notify Public Safety of the approval.  Demonstrations may be organized and led only by members of the Canisius University community.

Demonstrations or other forms of expression may not compromise the rights of other members of the University community, nor interfere materially with the general operation of Canisius University.  Free speech is a cherished foundation of academia.  Forms of expression, however, may not be contrary to the University mission or demean or degrade individuals on the basis of a protected class as set forth in the University’s Notice of Non-Discrimination Statement.

Sponsorship or participation in demonstrations in no way relieves the individuals or organizations involved in such activities of responsibility for their conduct.  Individuals and organizations sponsoring or participating in demonstrations are accountable for compliance with applicable laws, this policy, and other applicable University policies.

DEFINITIONS

Demonstrations—includes the presence of one or more persons on the Canisius University campus with the intent to express a particular point of view in a manner that attracts attention, as in protests, rallies, sit-ins, vigils, or similar forms of expression.

PROCEDURES/GUIDELINES

All approved demonstrations (and expression of any form) at Canisius University must be peaceful and orderly and confined to campus and the hours approved by the president’s office.

In the event or threat of a non-approved demonstration or an approved demonstration that is not peaceful or orderly or otherwise violates this policy, the emergency demonstration procedures set forth in the Canisius University Crisis Response Plan will be implemented.

Individuals violating this policy are subject to disciplinary action.

RELATED POLICIES

Crisis Response Plan TBA

Freedom of Expression Policy

Notice of Non-Discrimination Statement (TBA, will be included in Volume II)

Political Activities and Speakers Policy

Sexual and Gender-Based Misconduct Policy

2.5.7        Event Alcohol Policy

PURPOSE

The purpose of this policy is to establish policies, procedures, and guidelines for the service of Alcohol at a Canisius University facility or facilities.

POLICY

A liquor license or catering permit is required for all events at which alcohol is served on Canisius University premises.  In addition, compliance with the procedures and policy guidelines set forth in this policy, as well as the Canisius University Alcohol and Drug Policy and other applicable University policies, is required.

DEFINITIONS

Alcohol or Alcoholic Beverages–any alcoholic liquor, wine, cereal malt beverages, or beer. 

Alcoholic Liquor–any wine, whiskey, gin, vodka, or any other intoxicating liquor.

Cereal Malt Beverage–any beverage having more than 3.2% alcohol by weight produced by fermentation and not by distillation. 

Beer–any beverage having more than 3.2% alcohol by weight produced by fermentation.

PROCEDURES/GUIDELINES

Permits

1. A liquor license or catering permit is required for all events at which alcohol is served on Canisius University premises.

2. The Canisius University liquor license covers the following buildings and their corresponding types of bars:

• Student Center – full bar: beer, wine, and liquor

• Montante Cultural Center – full bar: beer, wine, and liquor

• Palisano Pavilion and the cement front patio – beer and wine ONLY

• Patrick Lee

1. During NCAA athletic events and at functions where admission fees are charged, Alcohol cannot be served on University premises.  For all other functions the proper permit must be obtained.  The University reserves the right to determine whether alcohol may be served at any event in accordance with this policy.

2. All other facilities, spaces, and grounds not covered by the Canisius University liquor license require a temporary catering permit from the New York State Liquor Authority in order to serve alcohol at an event.

   1. The sponsoring organization is responsible for requesting a catering permit through New York State no later than thirty days prior to the event date.

   2. The sponsoring organization is responsible for the permit fee.

   3. Any questioning of the policy regarding the temporary catering permit should be directed to the appropriate vice president.

General Event Guidelines

These guidelines apply to ALL events on the Canisius University campus.

1. The sponsor of the event must complete an event request form either online with the online event space/request form.

2. For all events serving alcohol, Public Safety must be notified of the event by the Office of Event Services.  Public Safety will determine the number of personnel appropriate for the event.  The event sponsor is responsible for the payment of security personnel.  See Security Guidelines.

3. The University’s dining management company must order the alcohol for the event.  A trained bartender employed by the University’s dining management company is responsible for checking the wristbands and is to serve alcoholic beverages only to persons legally permitted to consume or make a purchase.

4. The University’s dining management company, as an agent for Canisius University, may refuse sales or service of alcohol to anyone who is believed to be intoxicated and may pose a risk to themselves or others.  The dining management company will inform the on-site event organizer and or Public Safety of the decision to refuse service.

5. The event sponsor is responsible for the payment of the dining management company’s bartender(s) and wristbander(s).  Any questioning of this procedure should be directed to the appropriate vice president.

6. Canisius University cannot legally accept and distribute donated alcohol / liquor unless it is donated from or through a wholesaler / distributor or winery.  Wholesaler / distributor or winery is defined as businesses from which the University would purchase alcohol.

   1. Canisius University requires that the wholesaler / distributor or winery to provide the University with a donation receipt.

   2. The wholesaler/distributor or winery is responsible for the delivery of the donated alcohol.  The University then becomes the owner of the donated alcohol.  The sponsoring organization cannot leave the premises with the alcohol.

   3. All alcohol orders must be received 14 days prior to the event date.

   4. The service of alcohol must, at all times, conform to state and local laws, and the University’s Community Standards.

   5. The consumption of alcohol may not be the focus of an event.

   6. Alcohol may not be carried onto or off the premises of a permitted area by anyone other than a staff member from the University’s dining management company.

   7. The sponsor must provide:

      1. Non-alcoholic beverages; and

      2. A substantial amount of food, consistent with the number of anticipated guests.

Identification Checks

In addition to the general event guidelines, the following must be adhered to when students attend events:

1. Students will be admitted to events with alcohol only with a valid Canisius University ID card.  Students of legal drinking age must also present a valid driver’s license or legal government identification for proof of legal age prior to being served alcohol at the event;

2. The University’s dining management company will hire a wristband distributor who is responsible for assisting Public Safety personnel by placing wristbands on students who are eligible to purchase or consume alcoholic beverages.  Payment for the wristband distributor will be the responsibility of the sponsor.

   1. Upon request, a comprehensive list of Canisius Students that are of legal age will be provided by the Office of Student Life and will be in the possession of the wristband distributor; and

   2. Wristbands can be supplied by the University’s dining management company.

   3. The dining management company’s bartender is responsible for checking the wristbands and is to serve alcoholic beverages only to persons legally permitted to consume or make a purchase.

   4. External clients are asked to assist the Public Safety officer, wristband distributor and the bartender in identifying which of their guests are underage.

Publicity

All publicity regarding the event at which alcohol is served must be approved through the Office of Student Life.  To be approved, publicity must:

1. Conform to state and local laws;

2. Include the name of the sponsoring organization;

3. State that a valid driver’s license or legal government identification is required to determine whether persons may consume alcoholic beverages;