UNIVERSITY lICENSING APPROVAL PROCESS:

A. EVENT SPONSORSHIP & CO-SPONSORSHIP:

Sponsored and co-sponsored events are defined as those, which have active participation of University faculty, staff or administrators (in proposing, developing, or managing the event). Events that do not have active participation of University faculty, staff or administrators would be considered non-sponsored events and be required to coordinate all activities through University Licensing.

Sponsored and co-sponsored events are defined as those, which have active participation of University faculty, staff or administrators (in proposing, developing, or managing the event). Events that do not have active participation of University faculty, staff or administrators would be considered non-sponsored events and be required to coordinate all activities through University Licensing.

There are two major types of sponsored events: those completely internal to the University and those co-sponsored by a University entity and an agency external to the University.

1. University Sponsorship: An event which is proposed, developed, conducted and managed completely     by one or more departments, colleges, divisions or organizations, other than auxiliary, which are     considered part of California State University Northridge.

2. University Co-Sponsorship: An event, which is proposed, developed and conducted by CSUN     departments, colleges, divisions or other organizations in conjunction with an organization or agency     outside the University. There may be multiple internal and external organizations involved in the event,     however, there should be a lead internal department identified for the purposes of coordinating with     University Licensing.

B. REQUIREMENTS FOR ALL SPONSORED & CO-SPONSORED EVENTS:

1. All events must have a University sponsor who shall be responsible for oversight of the event, as well as     direct and indirect costs not covered by the fees received, and will ensure the event complies with all     applicable University policies. A list of possible fees for a sponsored event is attached as an appendix to     this document.

2. The event would go through standard approval processes and comply with all applicable University     policies. Approval by a Cabinet Member or Dean would be required per University Licensing Policy.

3. Approval of a sponsored event does not guarantee space. Upon approval, space must be reserved     through the appropriate agencies (Room Reservations, University Licensing or Student Development).

4. Facilities use fees could be waived upon appropriate approvals per University Licensing Policy. (A general     understanding has been that if an event is sponsored solely by the University, there are no facility use     fees.)

5. In addition, the approver must consider the following:

a. Relevance to the teaching, research, and public service missions of the University;

b. Participants of the conference;

c. Expected size and target audience of the sponsored event;

d. Appropriateness of the event to the specific facility;

e. Impact of the event on the campus community, surrounding neighborhoods and general public;

f. Environmental, health and safety concerns;

g. Direct and indirect costs to the institution (see appendix).

C. ADDITIONAL REQUIREMENTS FOR UNIVERSITY SPONSORED EVENTS:

1. University insurance would provide primary coverage, however, University Risk Management may     determine that supplemental special event insurance is required based on the specifics of the event.

2. Involvement by University Licensing would be required to prepare a contract with the outside organization     and coordinate services, risk management and payment of charges from charge back units and facility     use fees.

3. University insurance would be primary coverage as to the "university only." All external organizations     involved would be required to provide evidence of insurance per the minimum requirements set forth in     E.O. 849. The university shall be named as an additional insured with respect to the activities of the     outside organization(s). Risk Management may determine that supplemental special event insurance is     required for the university.

4. Charges for special services such as PPM, Public Safety or additional insurance would be handled through     University Licensing after an understanding is developed between the sponsoring department and the     outside organization.

5. Revenue generated by the event would be distributed in accordance with University Licensing Policy.

Academic conferences are considered a subset of sponsored events if the conference involves the active participation of University faculty, staff or administrators in the proposal or development. External parties may also be involved. Consequently, academic conferences could be either University Sponsored or University Co-Sponsored, following the requirements set forth above. As a general guideline, academic conferences are those involving academically related issues, presentation or discussion of ideas and methodologies among scholars in a particular field of research. These activities are of short duration and are conducted outside the structure of regularly scheduled classes. In that the college that is sponsoring an event can best determine what constitutes an "academic conference, " the Dean (or designee) shall determine whether a proposed event to be sponsored within the unit is an "academic conference."

The College Dean (or designee) shall be the approver for academic conferences sponsored by the College or any department within the College. Associate Vice Presidents shall serve as the approver for academic conferences sponsored through their respective areas. If the academic conference is sponsored by units of different academic colleges or other units, the heads of all of the units shall serve jointly as approvers. Approvers of academic events must comply with all guidelines of sponsored events as described above.

Room Reservations shall maintain the schedule of approved academic conferences. University Licensing and other University event scheduling offices will coordinate with Room Reservations.

D. ACADEMIC CONFERENCE & SPONSORSHIP COMMITTEE MEMBERS:
FRED DUKES: Administration & Finance Co-Chair

FRAN HORVATH: Institutional Research and Planning - Co-Chair

JANE SPAW-DELORENTIS: The University Corporation

CLAIRE DAVIS: Residential Life

PENELOPE JENNINGS: Academic Affairs:

RANDY REYNALDO: Office of the President

JUDITH NUTTER: Director, community Relations

VICKI ALLEN: Activities Coordinator, Student Development & International Programs

CHRISTOPHER BRADY: Risk Management Analyst

APPENDIX:

A. EVENT COSTS - DIRECT & INDIRECT:

1. Facilities Use Fee: Charge for the specific facilities or facilities used in the event.

2. PPM: Including but not limited to set up, clean up, and take down of all equipment and furniture;     electrical or carpentry work.

3. Public Safety: Campus Security or Police Officers.

4. Media Services: Rental, delivery and set-up/take-down or operation of AV equipment.

5. Risk Management: Supplemental insurance for internal events;Insurance per minimum requirements in     E.O. 849 for external or co-sponsored events.

6. Parking:

7. Departmental: University or student staff needed to monitor or operate equipment within a     facility;University or student staff acting as liaison.

8. Food Services:

9. Utilities & Consumable Supplies: Special equipment or preparation costs needed for operation     replacement of consumable supplies.

Approved by THE PRESIDENT