The Office of Campus Life and Student Engagement staff is here to assist you with navigating through Campus Life and Student Engagement's event policies and procedures. These policies and procedures have been designed in order to help students, faculty and staff with events and activities in and around the University Center. Some policies are directly geared towards student organizations and others towards the University community.
All policies herein are subject to national, state, local laws and NSU policies as outlined in the Student Handbook.
Event approval policies only apply to undergraduate student organizations registered with the Office of Campus Life and Student Engagement. All departments, offices and organizations not registered with the Office of Campus Life and Student Engagement should refer to their respective event approval policies for any type of event.
2. If the room request requires furniture, equipment, clean up, or any physical changes to the space, the organization’s account may be charged. No alteration, addition, improvement of any kind to the space can be made without prior written approval. Instillation of signs without permission from Facilities Department is prohibited.
3. NSU reserves the right to determine if additional staffing or security is needed, at the expense of the meeting/event coordinator/student organization.
4. Fees will still be charged in regards to work orders for any cancellations that are less than five (5) days before the requested date.
5. Please be sure your advisor is added to your organization’s SharkHub roster. This allows them to be automatically added on all Event Request submissions as a voting reviewer.
6. Open flames of any kind are not This includes, but is not limited to, candles, lighters, sternos, etc. Charges may apply if this policy is violated.
7. Must comply with all applicable laws, regulations, ordinances, and codes with respect to use and occupancy of reserved space. Must also comply with all applicable NSU policies and procedures.
Undergraduate Registered Student Organizations wishing to host events off-campus must provide a list of expected attendees to the Office of Campus Life & Student Engagement (typically obtained directly through SharkHub). This includes their names, NSU email address, and N#'s. If additional approval is needed, expressed approval by the Director of Student Engagement or a designee may be required. The organization must meet with the Director of Campus Life and Student Engagement to assess risk and fill out waivers associated with the trip. If approved, all campus polices will be in effect for the off campus location and a full time staff member must be present for the entirety of the event. Any off-campus event must be registered via SharkHub under your organizational portal at least 10 business days before the day of your event.
In many instances when using campus vans or participating in some events, participants may be required to sign a waiver of liability. For more information, contact the Office of Campus Life and Student Engagement for a waiver template.
Any registered student organization under the Office of Campus Life and Student Engagement that is sponsoring student travel to conferences, presentations, etc. must register any and all student travel with the Office of Campus Life and Student Engagement. All students traveling on behalf of a student organization, using University funds must complete and submit a travel request form prior to travel to the Student Activity Fee Accounts Office. Please send a copy of the travel release and copy of valid photo ID for traveling to firstname.lastname@example.org after form submission.
If the student organization is sponsoring the student travel through the use of student organization funding, the student organization must adhere to the travel policies and procedures set forth in the Student Activity Fee Accounts Office Manual.
Advisors must approve all event/room reservation submission forms via SharkHub. The advisor must create a SharkHub account using their NSU credentials in order to approve event requests and room reservation requests. Please note that if the advisor does not approve the event/room reservation requests in a timely matter, the organization may be hindered as the event/meeting will not be fully approved until the advisors reviews the event overall. This can/will hinder the minimum 10 business day rule policy.
When inviting any companies onto campus, student organizations must request $1 million liability insurance from the company that specifically indemnifies Nova Southeastern University as the additionally insured. This document is called the "Certificate of Insurance" (COI). For food vendors, they must also provide a copy of their current food license. All documents must be turned into the Office of Campus Life and Student Engagement at least 10 business days prior to the event taking place.
All external vendors, organizations, and/or guests attending the meeting/event must be approved by Facilities Department, Legal Department, and Business Services. A Certificate of Liability Insurance will be needed for all external vendors, organizations, and/or guests in attendance.
Students may appeal the decision of Campus Life and Student Engagement Office by submitting in writing 24 hours following the decision to the Assistant Dean of Student Engagement.
The University Center Vendor Sales & Solicitation Policy provides a method of accommodating the valid sales and solicitation needs of student organizations, NSU departments and non-NSU organizations, while protecting the rights of the students and the NSU community. The University Center policies are intended to augment Nova Southeastern University policies. Any groups wishing to conduct: sales, donations, or fundraising; petitions, membership or participation solicitation; or distribution of literature towards these ends or as a way of disseminating opinions, shall adhere to the following regulations list below.
Students, staff, faculty and visitors to the University Center shall have the right to peaceful enjoyment of the premises; in the case of solicitation, this means that patrons shall be free from being approached by individuals or organizations for the purposes of sales, donations, fundraising, membership or participation invitations, and distribution of literature.
Soliciting organizations are expected to clearly identify their organization or sponsoring department or company so that a patron can easily note on sight all sponsorships or affiliations of the solicitors.
NSU Community Vendor
Outside vendors are required to submit the following:
Defined as large businesses (i.e. Sprint, American Express, etc), and which may not necessarily have a peddler’s license. Same as Sole Proprietorships but include:
The Director of Campus Life and Student Engagement or designee has the right to determine whether or not a particular solicitation meets the criteria set forth above. In addition, the Director of Campus Life and Student Engagement or designee may, for the good of the University Center and Nova Southeastern University, set forth additional policies upon a solicitor for situations not covered by the preceding policies. These additional policies may include, but are not limited to, consulting with Purchasing and Business Services of Nova Southeastern University to assure outside vendors have no conflict with any existing purchasing or service agreement.
The Office of Campus Life and Student Engagement is required to make sure all events are secure and safe. Security Policies are specifically designed for student organization; however, offices may use these as guidelines for their respective events. Any events that meet any of the following criteria must have security on campus and may need Emergency Medical Services (EMS):
Note: Only two outside guests per NSU student organization member will be allowed to attend any student organization event.
Student organizations may be required to have security at their event, per the above policy. Student organization leaders will need to meet with a member of the Campus Life and Student Engagement staff two weeks prior to their event to discuss final logistics.
Individuals or groups wishing to show a video recording via VHS, DVD or any other means may do so only if:
*The Federal Copyright Act makes it unlawful to show a film or video recording in public without the explicit permission of the film's copyright owner. Renting or purchasing a video recording solely provides the customer the right to view the film, but not to show it in public or to a larger audience. The Copyright Act defines “public” in this context as “any place where a substantial number of persons outside of a normal circle of a family and its social acquaintances is gathered”. Several major production and distribution companies have arranged for university campuses to show their films/video recordings publicly.
When a student organization and/or organization is planning to raise any funds for their organization or for another non-profit (i.e. bake sales, selling t-shirts, book sales, charging admission to events, etc.), the organization must register the fundraiser with the Office Campus Life and Student Engagement via Sharkhub at least 10 business days prior to the commencement of the fundraiser and must be approved prior to the start of the fundraiser.
An undergraduate registered student organization can register their fundraiser by completing an event submission form via SharkHub. It must also be approved by the Student Activity Fee Accounts Office via SharkHub.
Credit card terminals can be rented from the Student Activity Fee Accounts Office. Any further questions regarding this should be directed to the Student Activity Fee Accounts Office.
Nova Southeastern University, as an institution of higher education, is dedicated to the well being of all members of the university community—students, faculty members, employees, and administrators. Concerned with the misuse of alcohol and other drugs (both licit and illicit), it is the policy of NSU to endeavor to prevent substance abuse through programs of education and prevention.
NSU recognizes alcoholism and drug abuse as illnesses or treatable disorders, and it is NSU’s policy to work with members of the NSU community to provide channels of education and assistance. However, it is the individual’s responsibility to seek help. NSU also recognizes that the possession and/or use of certain substances are illegal. NSU is further obligated to comply with all local, state, and federal laws.
The policy governing the use of alcohol by students at Nova Southeastern University is in compliance with the laws of the state of Florida prohibiting the consumption of alcoholic beverages by persons who are minors (under the age of 21). The policy is based on the use of alcohol in moderation and under appropriate circumstances. The university recognizes that students are adults and are expected to obey the law and take personal responsibility for their own conduct. The laws of the state of Florida prohibit the possession or consumption of alcohol by individuals less than 21 years of age.
Guidelines for the Use of Alcohol at University Student Events