Oakridge College Student Handbook

Overview

Students may take part in college events, student organization events, athletic activities, residence hall programs, Greek Row events, public lectures, ceremonies, and other approved campus activities.

Events should be planned responsibly, scheduled through the proper process, and held in appropriate spaces. Students are expected to respect college facilities, follow event rules, and resolve scheduling conflicts respectfully before asking college leadership to intervene.

The Details

Oakridge College spaces are shared by students, faculty, staff, clubs, organizations, athletic teams, residence halls, Academic Schools, departments, and college leadership.

Because many groups use the same campus spaces, events must be scheduled clearly. Students should not assume that a space is available only because it appears empty.

An event becomes official when it has been approved through the proper college process and placed on the appropriate schedule or calendar.

Types of Student Events

Student events may include:

• Club meetings
• Student organization events
• Student Council meetings
• Greek Row events
• Athletic activities
• Residence hall programs
• Academic society meetings
• Public lectures
• Workshops
• Fundraisers
• Performances
• Social events
• Student presentations
• Community service events
• Campus ceremonies
• Recruitment events
• Approved private or invitation-only events

Each event should have a clear purpose, organizer, location, date, and time.

Event Approval

Some events require approval before they may be held.

Approval may be required when an event:

• Uses a college space
• Is open to the public
• Uses the Oakridge College name
• Is hosted by a student organization
• Involves Greek Row
• Involves athletics
• Takes place in a residence hall
• Requires a stream or special event technology
• Requires special setup or equipment
• May draw a large crowd
• Includes outside guests
• Requires Campus Security
• May affect classes, residence life, or other scheduled activities

Students should ask Student Affairs, their faculty advisor, their organization advisor, Residence Life, or another appropriate authority when they are unsure whether approval is required.

Event Request Information

When requesting an event, students should provide clear information.

An event request should include:

• Event name
• Event purpose
• Student organizer or responsible group
• Faculty or staff advisor, if required
• Date
• Start time
• End time
• Requested location
• Expected attendance
• Whether the event is public or private
• Whether guests are invited
• Whether food, music, stream, equipment, or special setup is needed
• Whether Campus Security may be needed
• Any special concerns or risks

Incomplete event requests may be delayed or denied until the needed information is provided.

Use of College Facilities

Students may use college facilities only for approved purposes.

College spaces may include:

• Classrooms
• Lecture halls
• Residence halls
• Lounges
• Meeting rooms
• Athletic areas
• Outdoor spaces
• Performance spaces
• Studios
• Laboratories
• Libraries
• Offices
• Greek houses
• Event spaces

Students should use each space according to its purpose.

A classroom should not be turned into a party space without approval.

A residence lounge should not be used for a public event without permission.

A laboratory, studio, performance space, or athletic space should not be used without proper supervision or approval.

Respect for Facilities

Students are expected to treat college facilities with care.

Students should not:

• Damage furniture, walls, floors, doors, windows, equipment, or fixtures
• Move furniture without permission when permission is required
• Leave trash or mess behind
• Block exits or access routes
• Tamper with locks, lights, alarms, or safety equipment
• Use restricted areas without approval
• Overcrowd a room
• Use a space for a purpose different from the approved event
• Leave a space unusable for the next group

The person or group responsible for an event may be held responsible for damage, cleanup problems, or misuse of the space.

Greek Houses and Student Organization Spaces

Greek houses and student organization spaces are part of the Oakridge community and remain subject to college policy.

Events in Greek houses or organization spaces may still require approval when they affect safety, guests, alcohol and drug policy, noise, scheduling, public access, residence life, or college operations.

A Greek house or student organization space is not outside college authority.

Students may not use these spaces to avoid college rules.

Residence Hall Events

Residence hall events must respect the fact that students live in those spaces.

Residence events should consider:

• Quiet hours
• Guests
• Roommate and neighbor comfort
• Common space access
• Safety
• Cleanup
• Crowd size
• Residence hall rules
• Residence Assistant authority
• Student Affairs approval, when required

A residence event may be stopped if it becomes disruptive, unsafe, too large, or violates residence rules.

Athletic Events

Athletic events should be scheduled through the proper athletic, student affairs, or college process.

Athletic activities may include:

• Practices
• Games
• Team meetings
• Team events
• Training sessions
• Spirit events
• Recognition events

Student athletes and team leaders should respect shared spaces, event schedules, safety rules, and academic priorities.

Athletic events do not automatically override academic events, residence events, or college-wide events unless the proper authority gives them priority.

Public Events

Public events require special care.

A public event may include guests, visitors, alumni, local residents, outside speakers, or members of the Briarmont community.

Public events may require approval from Student Affairs, Campus Security, a faculty advisor, a Dean, the Dean of Student Affairs, or senior college leadership.

Students should seek approval early when an event:

• Is open to people outside Oakridge
• May draw a large audience
• Uses a major campus space
• Involves a controversial topic
• Requires security
• Requires special equipment
• May affect traffic, access, or nearby activities
• Represents Oakridge College to the public

Students should not advertise a public event before approval is complete.

Scheduling Conflicts

A scheduling conflict happens when two or more events need the same space, stream, time, equipment, staff support, or required participants.

Conflicts may involve:

• Same location
• Same stream
• Same equipment
• Same required advisor or staff member
• Same student group
• Same residence space
• Same athletic space
• Events that would disrupt each other
• A student event conflicting with a major college event

Not every overlap is a conflict. Two events may happen at the same time if they use different spaces and do not interfere with one another.

First Step: Student Communication

Students should try to resolve ordinary scheduling conflicts directly and respectfully before escalating.

The first step should usually be a conversation between the responsible organizers.

Students should discuss:

• Which event was scheduled first
• Whether either event can move
• Whether another space is available
• Whether the time can be adjusted
• Whether the events can share the space
• Whether the stream or equipment is truly needed
• Whether students would be harmed by moving either event
• Whether an advisor or Student Affairs should help

Students should not cancel, move, or interfere with another group’s event without approval.

Voluntary Resolution

A conflict is resolved voluntarily when the organizers agree on a solution.

A voluntary solution may include:

• Moving one event to another time
• Moving one event to another location
• Shortening one event
• Sharing the space, if practical
• Removing a stream or equipment request
• Changing the event format
• Combining events, if both groups agree
• Postponing or cancelling one event

Once a solution is reached, the event schedule should be updated clearly.

When to Escalate a Scheduling Conflict

Students should escalate a scheduling conflict when the organizers cannot resolve it themselves.

A conflict may need escalation when:

• Both events need the same space
• Both events need the same stream
• The conflict affects a residence hall
• The conflict affects Greek Row
• The conflict affects athletics
• The conflict affects a student organization
• The conflict affects an academic department or School
• The conflict affects a college-wide event
• The organizers cannot communicate respectfully
• One group moved or canceled another event without authority
• Safety, crowd control, or Campus Security may be involved

Escalation should be factual. Students should explain the conflict clearly and avoid personal attacks.

Student Scheduling Chain

Students should use the proper chain when a scheduling conflict cannot be solved directly.

A simple guide is:

• Club or student organization conflict: faculty advisor, staff advisor, or Student Affairs
• Student Council conflict: Student Affairs or Dean of Student Affairs
• Greek Row conflict: Student Affairs or Dean of Student Affairs
• Residence hall conflict: Residence Assistant, Residence Life, or Student Affairs
• Athletic conflict: coach, athletic advisor, Student Affairs, or Dean of Student Affairs
• Academic space conflict: instructor, Department Chair, or Dean
• Conflict involving more than one School or major college space: Vice President or President
• Safety conflict: Campus Security or senior administration

Students who are unsure where to go should begin with Student Affairs.

Major College Events

Major college events may take priority over student events.

Major college events may include:

• Graduation
• Opening ceremonies
• Major academic ceremonies
• College-wide lectures
• Trustee or senior administration events
• Official memorials
• Emergency meetings
• Other events approved by the President or Vice President

When a major college event creates a conflict, student events may be moved, delayed, or canceled by the proper authority.

Graduation and Special Events

Graduation is a college-level event and has special priority.

Graduation may require a specific location, stream, time, faculty presence, student attendance, and college support. Because of this, Graduation may override ordinary student events that directly conflict with it.

Special events may also receive priority when approved by senior leadership.

A student group may not declare its own event a special event in order to force other groups to move.

Stream Use

Some events may require a stream.

Stream use is limited and must be scheduled carefully.

If a stream is already booked, another event may not use the same stream at the same time unless the existing booking is moved, canceled, or formally overridden by the proper authority.

Students should not assume the stream is available only because the physical space is open.

Equipment and Setup

Some events may require equipment or setup.

This may include:

• Chairs
• Tables
• Podium
• Microphones
• Speakers
• Stream access
• Lighting
• Stage setup
• Athletic equipment
• Art or performance materials
• Signs
• Technology support

Students should request equipment early.

Students should not take equipment from another space or event without approval.

Guests and Visitors

Students may be responsible for guests they invite to an event.

Guests are expected to follow Oakridge rules.

Student organizers should make sure guests understand:

• Where the event is located
• Which areas are off limits
• Conduct expectations
• Alcohol, drug, and smoking rules
• Safety instructions
• When the event ends
• Who is responsible for the event

A guest may be removed if they disrupt the event, violate policy, or create a safety concern.

Campus Security at Events

Some events may require Campus Security.

Campus Security may be needed when an event:

• Is public
• Has a large crowd
• Takes place late at night
• Involves a known conflict risk
• Uses a major campus space
• Has outside guests
• Involves sensitive or controversial subject matter
• May require crowd control
• Has had prior safety concerns

Students should request security support before the event when possible.

If a safety concern develops during an event, Campus Security should be contacted immediately.

Event Conduct

Students attending events are expected to follow college conduct rules.

Students may not:

• Harass others
• Threaten others
• Damage property
• Disrupt the event
• Ignore safety instructions
• Refuse to leave when directed
• Bring unauthorized weapons
• Violate alcohol, drug, tobacco, or smoking rules
• Interfere with event organizers, advisors, staff, Campus Security, or emergency responders

A student may be removed from an event and referred for disciplinary review.

Ending or Canceling an Event

An event may be ended, canceled, or postponed when necessary.

Reasons may include:

• Safety concern
• Fire, medical, weather, or emergency issue
• Violation of college policy
• Lack of required approval
• Overcrowding
• Damage or misuse of space
• Conduct problems
• Conflict with a higher-priority event
• Failure to follow event requirements
• Instruction from Campus Security or college leadership

Students are expected to leave promptly when an event is ended by proper authority.

Event Cleanup

The person or group responsible for an event is responsible for leaving the space in good condition.

Cleanup may include:

• Removing trash
• Returning furniture if required
• Collecting materials
• Removing signs
• Reporting damage
• Turning off approved equipment
• Making sure the space is usable for the next group

Failure to clean up may affect future event privileges.

Advertising Events

Student events should be advertised honestly.

Advertising should include accurate information about:

• Event name
• Date
• Time
• Location
• Host group
• Whether the event is public or limited
• Any participation requirements
• Any content or safety notices, if needed

Students should not use the Oakridge name, marks, logos, or official language in a misleading way.

Events should not be advertised as official college events unless they have been approved as official events.

Private or Invitation-Only Events

Some student events may be private or invitation-only.

Private events must still follow college policy when they use college spaces, involve student organizations, affect residence life, involve Greek Row, or take place on campus grounds.

A private event may not be used to avoid safety rules, conduct expectations, scheduling procedures, or college authority.

Misuse of Event Privileges

Students or groups may lose event privileges if they misuse them.

Misuse may include:

• Holding events without approval
• Misrepresenting the purpose of an event
• Damaging spaces
• Failing to clean up
• Ignoring safety instructions
• Repeatedly causing scheduling conflicts
• Misusing funds or equipment
• Violating alcohol, drug, tobacco, or smoking policy
• Allowing guests to violate college rules
• Using events for harassment, hazing, retaliation, or intimidation

Loss of event privileges may apply to an individual student, group, organization, team, residence hall, or Greek house.

Reporting Event Problems

Students should report event problems to the proper authority.

A simple guide is:

• Event conduct problem: organizer, advisor, Student Affairs, or Campus Security
• Safety problem: Campus Security or emergency services
• Residence event problem: Residence Assistant or Student Affairs
• Greek Row event problem: Student Affairs or Dean of Student Affairs
• Athletic event problem: coach, advisor, Student Affairs, or Campus Security
• Academic event problem: instructor, Department Chair, or Dean
• Facility damage: Student Affairs, facilities staff, or Campus Security
• Scheduling conflict: organizer first, then advisor or Student Affairs

Students who are unsure where to report should begin with Student Affairs.

General Rule

Student events should support campus life, not disrupt it.

Students should plan early, request approval when required, use spaces responsibly, communicate respectfully, and solve ordinary scheduling problems directly when possible.

When a conflict cannot be solved, students should take it up the proper chain.

Oakridge College events work best when students treat shared spaces, shared time, and shared responsibilities with care.