Bus Use Guidelines- Fraternity/Sorority and Other Student Organization Events Utilizing Campus Parking Lots


Statement of Purpose

The California State University, Northridge recognizes that student organizations have made rich and significant contributions to the quality of its student life both on and off campus. Often times, student organizations are desirous of hosting events with alcohol at third party venue locations at considerable distances from the campus. Many of these organizations are required by their own national organization policies to utilize third party transportation services to and from these venues.

CSUN understands the need for a best practice that assists university recognized student organizations in providing a safe and organized process for loading and unloading buses. Therefore, CSUN is in the practice of permitting loading and unloading of students in University parking lots-under the conditions as outlined in these guidelines.


Designated Parking Lot

In an effort to provide the best conditions for ease of use by students and bus companies while also alleviating the possible disturbance to the surrounding community, specific parking lots and campus streets will be identified by university staff for use. Campus parking Lot B6 has been identified as the most ideal location for use by student organizations to load and unload passenger buses. All contracted buses will be permitted to load and unload on Plummer Street and Etiwanda Avenue just south of Lot B6 and diagonal to the Physical Plant Management structures. Students utilizing this transportation should have a valid CSUN parking permit and park in student Lot B6.


Risk Management Policies

It is the responsibility of chapter leaders to ensure the entire membership, including new members/pledges, be versed in all organization, campus, perspective governing council and local, state and federal laws. This should take place prior to any event so as to ensure a safe and healthy environment for all members and guests. Additional trainings on risk management policies are conducted annually at the new member fraternity and sorority conference (Greek 101), the Clubs & Organizations Recognition Conference, New Club Workshops, off-campus event registration meetings, mid-year officer retreats and through individual consultation.

To qualify for use of campus parking lot privileges, the additional practices are required for events that include alcohol:

  • Contracted buses are only being used to transport to and from venues that have a current business license to sell and serve alcohol.
  • Contracted buses do not permit alcohol or individuals who appear to be intoxicated on the bus.
  • The venue provides or requires additional security and staff that will be responsible for properly identifying legal age for consumption, managing and distributing alcohol, and monitoring for patrons too intoxicated to remain at the venue.
  • The venue only operates a pay-per-drink bar. No free distribution of alcohol is allowed and no admission paid by guests can include alcohol.
  • A maximum number of two (2) sponsored student organization events can be registered for Lot B6 on any given night for a maximum of 600 guests. Any one (1) event may not exceed 600 guests.
  • A maximum number of buses are not to exceed 10.
  • No consumption of alcohol in the parking lot is permitted.
  • In the event a member or guest refuses to comply with these guidelines, incident should be referred to Campus Police for assistance in compliance.

Event Categories and Corresponding Bus load/unload Guidelines

Considering the broad range of student activities that require bus use, the following categories will be assigned for each event. Let it be noted here that practices listed in All Events: Basic Practices must be included in all level events.

All Events: Basic Practices:

  • Prior to the event, passengers will be pre-assigned and notified as to which numbered bus they will be taking.
  • A bus assignment list should be distributed prior to event to streamline the boarding process.
  • Two (2) members of the organization will monitor the parking lot for trash and other items left behind. These members will not board the bus or depart until the lots are clear.
  • Individual organization risk management policies will dictate the maximum number of guests allowed to attend each event.
  • Names not on pre-determined guest list are not to be permitted on the bus.

Level A Event:

  • These events are non-alcohol events such as chapter retreats, brotherhood & sisterhood events, and exchanges where only members and up to one guest attend.
  • No hired security is necessary.
  • At least one (1) chapter member is designated to coordinate loading and unloading of each bus.
  • Buses are only utilized once for departure and once for arrival (no shuttling).
  • Upon return to campus, bus monitors shall be the last to depart only after the parking lot has been patrolled for trash left behind.
  • Approximate Costs: $650/bus + venue and event costs

Level B Event:

  • These events include alcohol at the destination. Chapter date parties, formals and other 1 guest to active member ratio not to exceed 250.
  • No hired security is necessary.
  • Two (2) chapter members are designated to coordinate loading and unloading of each bus. These bus monitors shall be sober for the duration of the evening.
  • Buses are only utilized once for departure and once for arrival (no shuttling).
  • Upon return to campus, bus monitors will provide alternative methods of transportation for those who cannot legally drive.
  • Approximate Costs: up to $3250 in buses ($650 per bus) + venue and event costs

Level C Event:

  • These events include alcohol at destination. Chapter sponsored parties that include a higher ratio than 1 guest per active member not to exceed 600.
  • This type of event will require the hiring of two (2) campus police officers to monitor the loading and unloading of passengers. In these instances, a minimum of three (3) weeks (as opposed to the regular two week) advance registration is required.
  • Shuttling of passengers to and from event location is not allowed.
  • Two (2) chapter members are designated to coordinate loading and unloading of each bus.
  • Each bus will have a line formation designated by the use of pink tape and A-frame signs provided by the Matador Involvement Center.
  • Two (2) members of the organization will monitor the parking lot for trash and other items left behind.
  • Upon return to campus, bus monitors will provide alternative methods of transportation for those who cannot legally drive.
  • Approximate Costs: up to $7200 in buses ($650 per bus) + venue and event costs + CSUN police officers $720


Roles and Responsibilities

  • University Police: will conduct spot checks for each registered event utilizing campus parking lots. They will provide a written report to the Matador Involvement Center staff within one (1) week after each event. They will provide backup for responding to campus violations and escalated incidents resulting in anyone being denied entry.
  • Event Coordinator: must be present for the entirety of the event. Is responsible for properly registering the event with the MIC, coordinating bus contracts, and compliance with these guidelines.
  • Bus Coordinators: are responsible for boarding and monitoring guests for full compliance with these guidelines.
  • Lot Patrol Designees: are responsible for patrolling parking lot for trash and alcohol consumption. All trash must be cleared prior to departure of event and after all guests have returned. Serve as a reminder to guests that all must have a valid parking pass to park in Lot B6.
  • Chapter Advisors: Ensure chapter members and event coordinators are trained in all event planning and risk management procedures. Oversee all contracts with bus, venue and security to ensure all have proper license and credentials.
  • CSUN Fraternity & Sorority Advisor: Conduct weekly event registration meetings and advisement sessions. Correspond with all campus entities regarding registered events. Follow up with any risk management violations and/or violations to these guidelines and refer to appropriate judicial governing body for review.



Compliance

Failure to comply with the guidelines designated above will result in forwarding the issue to the respective judicial board for action as a violation of the Code of Ethics for Chartered Student Organizations; Standards of Conduct: Legal Responsibility. Resulting sanctions will be forwarded to the Vice President for Student Affairs and Dean of Students for final recommendation and may result in loss of privileges including use of campus lots, educational and/or punitive sanctions.




Approved October 10, 2011