OCA has created an encompassing policies and procedures manual for 2011-2012 that will serve as a one-stop resource for everything related to student organization management, event planning, publicity, finances, food and catering, space allocation, etc. Click HERE to download the manual.
All groups who are interested in hosting this type of event need to read the Bake Sale guidelines. Bake Sales are a new privilege for student organizations, therefore this initial year of implementation and compliance is critical for continuance of this program. Please read the Bake Sale Guidelines. If you have questions about Bake Sales, please direct them to the OCA at 215-895-1328 or at AskOCA@drexel.edu prior to hosting your event. You can also visit an OCA staff member in the Student Organization Resource Center (SORC: Lower Level, Creese Student Center).
Movie Policies & Procedures
There are very specific policies regarding the ability and permission for a student organization to have the rights to show a film on behalf of their student group. In order to show any movie in a public setting, the organization must obtain the copyrights for that film and abide by federal copyright laws; not obtaining the copyright is a violation. Movies and films purchased or rented from stores are for home/private viewing only. If an individual student wants to watch a movie in their personal residence/room and invites their closest friends to join them, they are permitted to show it by renting the movie (as an individual) and watching it with their friends. Yet, if they are hosting an event on behalf of their Drexel student organization, this becomes a public viewing event that Drexel University is sponsoring and for permission to do so, requires the student organization to follow the procedures outlined below.
There are (3) Ways for a Drexel University Student Organization to Show a Movie:
- The organization obtains direct written permission from an authorized individual/company that owns the film rights [Option 1].
- The organization purchases the rights to show a film [Option 2].
- The organization hosts an educational lecture accompanying the film [Option 3].
When a student organization desires to host a movie screening on campus, the OCA Movie Form must be submitted at least two (2) weeks prior to booking any event details with the Event Services Office (Creese Student Center, Lower Level, Room 001; email@example.com).
If the form is not submitted properly, the event will not be approved and the Event Services Office will deny the room reservation request. After deciding which screening option listed above is the best choice for the organization, use the following web link to complete the form: https://drexel.collegiatelink.net/form/start/4347. (*Students must be signed-in to CollegiateLink via DrexelOne to gain access to the form.) For questions or support, email OCA at firstname.lastname@example.org.
To complete the OCA Movie Form, you must log-in to CollegiateLink via DrexelOne with your Drexel UserID & Password. First, log-in to DrexelOne using your Drexel credentials (http://one.drexel.edu) and click on the “Drexel” tab on the main header bar. Next, click “CollegiateLink”, located in the left-hand channel menu labeled “Campus Involvement”. You will be redirected into the Drexel CollegiateLink website. From there, click the “Campus Links” drop-down arrow located on the far right of the main menu bar and select “OCA CollegiateLink Page”. On OCA’s page, click the “Forms” tab on the left-hand menu bar. Finally, click on “OCA Movie Form” under the list of available forms*.
*If you’re having trouble accessing the form, log-in to CollegiateLink and: 1) click on the “OCA Movie Form” flyer on the Event Flyerboard or 2) copy and paste the following link into your web browser address window: https://drexel.collegiatelink.net/form/start/4347.
News Media Relations Policy
This policy was established to describe the University's position with respect to interacting with news media representatives. For the purpose of this policy, news media shall refer to representatives of newspapers, magazines, newsletters, online publications, television, and radio.
News Media Policy
An employee or department that seeks to publicize a program, event, or achievement should contact the Office of University Relations. The University Relations Office has access to numerous news media contacts and will work with employees to coordinate publicity or visibility for programs, events, or newsworthy issues. It is the responsibility of the Office of University Relations to initiate and/or respond to news media requests and to manage those interactions. When an employee or department is contacted by the news media, he/she is to notify the University Relations Office immediately. While on university property, news media representatives should, if necessary and appropriate, be accompanied by a University Relations staff member or a University employee designated by the University Relations Office. To gain access to the residence halls, news media representatives must be accompanied by a University Relations staff member or a University employee designated by the University Relations Office. Drexel University complies with all applicable federal and state laws regarding the retention and release of personal and/or educational records of all current employees and students. If an event attracts news media interest, all press releases and statements to the news media will be routed through and disseminated by the University Relations Office. It is the responsibility of each department head to implement procedures to comply with this policy. The University obtains authorization from those whose photographs are taken with the intent to publicize the University. Their consent allows the University to incorporate these photographs in situations appropriate to the image of an academic institution including release to the news media, to publish likenesses in Drexel's publications, on its Website, in videos, on CDs, or in other recruitment or promotional materials including paid advertising.
All groups who are interested in hosting this type of event need to read the Pot Luck guidelines. Please read the Pot Luck guidelines here. If you have questions about Pot Lucks, please direct them to the OCA at 215-895-1328 or at AskOCA@drexel.edu prior to hosting your event. You can also visit an OCA staff member in the Student Organization Resource Center (SORC: Lower Level, Creese Student Center).
Chalking Policy: Only washable chalk can be used to chalk on campus. All other paints, markers, and other writing instruments are not permitted to ‘chalk’ on campus, with the exception of the Fraternity and Sorority reserved blocks located along Lancaster Walk (33rd and 32nd Streets).
Because of the labor and maintenance associated with chalk clean-up, chalking is not permitted
in certain areas around campus:
- Chalking is not permitted on areas with pavers (bricks), such as the Korman Quad, Ross
Commons Patio, Rush Building Courtyard, North Hall Fountain area, Katherine Drexel
Park, the Alumni Garden to the east of Creese Student Center, and the courtyard between
CAT and LeBow Engineering Center.
- At the Creese Student Center, groups may chalk on the sidewalk areas only, not on the
paved walks. At Ross Commons, groups may chalk on the outside sidewalk areas as
- Chalk messages must be on horizontal sidewalk surfaces or on the chalk wall at Nesbitt.
Chalking is also not permitted on any building, with the exception of the Nesbitt Hall Design Arts Annex.
- Additionally, chalking is not permitted on the ground area outside of MacAllister Hall
between the Bookstore entrance, Mandell Theater entrance and the Dining Hall atrium.
Consistent with the University posting policy, advertising around campus may not refer or
promote alcohol, drug, or tobacco products. Any materials of an explicit sexual nature are
prohibited as well as demeaning or degrading material to a person or group of persons and vulgar
language. Students who are chalking should also be considerate and not chalk over another
organizations announcement. The University will clean up chalked areas around campus once
the event being publicized has occurred. The University also holds the authority to clean-up any
chalking that is not consistent with this policy. Any group that writes a chalk message that
requires more than a power washing to remove will be charged appropriately for its removal.