Florida International University 11200 S.W. Eighth Street Miami, Florida 33199 305-348-2000

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2.59 ACADEMIC SPECIAL EVENTS

Effective February 10, 2004

PURPOSE
To define the procedure for informing the University of proposed Academic Special Events

AUTHORITY/SOURCE
Provost and Vice President for Academic Affairs
Due Diligence Guide for Special Event Planning, Environmental Health & Safety department

DEFINITIONS
A Special Event is defined by the University as “…a short-term event that is not part of University’s daily/routine operations.”

An Academic Special Event is defined as a short-term event of an academic nature that is not part of the University’s daily/routine operations.

POLICY
Faculty who are planning an Academic Special Event, as specified below, which requires University facilities and personnel, beyond the normal requirements of regularly scheduled class meetings, must ensure that the University is properly and timely notified, in order that the University has sufficient time to effectively prepare for the Special Event.

For the purposes of this policy, Academic Special Events, which must be reported, are specified as follows:

Any Academic Special Event in which the theme, subject matter, participants, attendees, sponsors, or any other associated party might reasonably be determined to be potentially disruptive in any manner; to pose a health or safety hazard to any member of the University Community; or to incur liability for the University.

PROCEDURE
1. Academic Special Events, as specified above must be reported on the Academic Special Event Notification form to the dean’s office (or where applicable to the provost’s) 30 days prior to the event

2. The Office of Academic Affairs must be notified, via submission of the Academic Special Event Notification form, not less than two weeks prior to the Academic Special Event.

3. Any Academic Special Event proposed to be scheduled less than two weeks in advance of the date must be approved by the Provost or designee prior to implementation.

4. The department responsible for providing the venue (such as Facilities Management, or the Graham Center, for the Academic Special Event will follow the procedures and guidelines found in the “Due Diligence Guide to Special Event Planning.”

5. The academic unit hosting the Academic Special Event shall be financially responsible for all services required to ensure the safety and order of that event.

For information or comments contact:
Kenneth Johnson
Assistant Vice President, Academic Affairs
PC 529 · Phone (305) 348-2168 · Fax (305) 348-2566