Social Event Registration Procedures
Registration Guidelines | Registration Committee | Registration Form | Calendar Policy
Event Timing Policy | Food & Beverage Policy | Attendance Policy | Transportation Policy
Event Monitors | Security Policy | Partner Establishment Policy | Non-Partner Establishment Policy
SERC Point System | Distribution of Event Information | Consequences for Failure to Comply | Appeal Process
Guiding Philosophy
SMU has implemented the following Social Event Registration Procedures out of a desire to educate, assist, and support our students as they plan responsible social events. The process is designed to guide student organizations toward more successful events through our risk management guidelines, partner establishment program, and rewarding responsible organizations with additional opportunities through the Social Event Registration Committee (SERC) Point System. The Department of Student Development and Programs (SDAP) is responsible for oversight of the Social Event Registration Program.
Social Event Registration Guidelines
An event held off-campus, in a fraternity or sorority house or in a university-owned student residence needs to be registered through this process if any of the following apply:
- an observer would associate the event with a student organization/chapter;
- an individual representing a student organization/chapter authorizes, sponsors, supports, or endorses the event in any way;
- the event is discussed and/or voted on in an organization/chapter meeting;
- the event is funded in whole or part by the organization or its representatives.
Exception - Events where a professional Student Affairs Advisor is present do not need to register through this process. (Examples: Senate Retreat, LEAD Conference, LeaderShape D/FW, etc.)
Social Event Registration Committee
The Social Event Registration Committee meets every Thursday during the Fall and Spring Semesters at 3:30 PM in the Student Development and Programs Office, HTSC Suite #323.
The Social Event Registration Committee is comprised of the following:
- Social Event Registration Coordinator
- Representative from Student Activities & Multicultural Student Affairs
- Representative from Student Conduct & Community Standards
- Representative from Fraternity & Sorority Life
- Representative from Residence Life & Student Housing
- Representative from University Police Department
- Two Representatives from the SMU Student Body
The current Social Event Registration (SERC) Coordinator is Jordan McCarter in the Office of Student Activities and Multicultural Student Affairs. Representatives from other offices are appointed by their respective departments. Student Body Representatives are nominated by the current Student Body President. In the event that individual members of the committee are unable to attend a scheduled meeting, the departmental administrator or Student Body President should make every reasonable effort to designate a trained replacement representative in that member's place. For this reason, groups represented on the committee should always send representatives to SERC Training in addition to the primary representatives.
The Social Event Registration Committee will discuss every proposed event as submitted. Groups that have followed the guidelines as outlined in this document, taken necessary security precautions, and developed a plan for serving any alcoholic beverages appropriately should generally expect to have their events registered by a consensus agreement of the committee. If an event is not fully in compliance with these expectations, the members of the committee consider it their duty to guide the organization toward making necessary adjustments so the event can be registered.
Events that fail to be registered will cause the organization to lose all current SERC Points, and organizations with repeated failures will be referred to the Office of Student Conduct and Community Standards.
Registration Form
In order to register an event without penalty, a sponsoring organization must complete the Social Event Registration Form and submit the form to Steven Newcomb, Social Event Registration Coordinator, no later than 12:00 noon seven (7) calendar days prior to the event date.
A copy of the form is available in the Student Development and Programs Office (HTSC Suite #323) and online.
If more than one organization is sponsoring the event, each organization must turn in a completed Social Event Registration Form and obtain approval from the Social Event Registration Committee.
We think it is important that groups spend time planning their event carefully, and seven days is the minimum amount of time we think necessary for solid event planning. Registration requests received within seven days of the event date will result in the sponsoring organization receiving a one point penalty for each day the request is late. Such late requests will only be considered if the sponsoring organization has enough points to allow for registration rights after the penalty is assessed at the time of the registration request. A complete description of the SERC Point System is provided in the designated section of this procedure.
Calendar Policy
Events may not be scheduled during the following times:
- Reading Days/Final Exam Period
- While classes are not in session
- During certain university events as determined by the Social Event Registration Committee (commencement, etc.)
Exceptions to the above will be rare and considered individually. Requests for exceptions should be submitted in advance to allow time for discussion with the Social Event Registration Committee.
Events where alcohol may be purchased or consumed may be scheduled between Fridays at 3 PM and Sundays at 5 PM between the first and last days of classes of each term.
An organization that has reached the appropriate SERC Point Level can request to hold an event where alcohol may be purchased or consumed during times other than those between Fridays at 3 PM and Sundays at 5 PM.
- The organization must maintain the necessary point level through the actual event, or the event registration will be revoked.
- Regardless of point level, no organization may hold more than two events outside of the designated weekend times where alcohol may be purchased or consumed during any given semester.
- No more than two events where alcohol may be purchased or consumed will be registered campus-wide on any specific date outside of the Friday at 3 PM to Sunday at 5 PM timeframe.
- In the event that more than the maximum number of registration requests for a given date are received in the same week for consideration by the committee, organizations registering their first such event will receive priority.
- If priority by previous activity still results in a pool of more than the maximum number of registration requests for a given date, a random lottery system will be used to determine the two events considered for that date.
Event Timing Policy
Events where alcohol may be purchased or consumed may not last more than six hours and must end no later than 2 AM.
Buses may start taking passengers to an event one half hour prior to event start time. Buses may return from the event continuously.
Food and Beverage Policy
At any event where alcohol may be purchased or consumed, food (not consisting solely of salty snacks) and non-alcoholic beverages must be readily available.
Attendance Policy
Attendance over the capacity of the venue is not allowed.
Attendance at events where alcohol may be purchased or consumed is limited to members of the organization and no more than three guests per member unless the organization's risk management policy designates a more restrictive attendance policy.
A guest list for the event must be turned in to the Student Development and Programs Office no later than noon the business day prior to the event. The guest list must also indicate which attendees are members. Any modifications to the guest list must be approved by the organization president and must be submitted to the Student Development and Programs Office by noon the business day following the event. If the event is co-sponsored, each organization is responsible for submitting its own guest list.
Transportation Policy
Buses provided for an off campus event must be from a licensed transportation company. Organizations are required to provide proof of insurance along with the registration form.
Organizations must submit a copy of the bus route and driver contact information along by noon the business day prior to the event to the SDAP Office.
If transportation is provided to the event, no guests will be allowed to enter the venue other than those who arrive by the provided transportation.
Buses must load and unload from the 3000 block of Binkley Avenue.
Event Monitors
When providing transportation, each vehicle should have two event monitors.
Events must have one event monitor for every fifty guests (not including transportation monitors).
Event monitors must be TIPS trained prior to serving in this capacity. Sessions of Training in Intervention ProcedureS can be arranged through the Center for Alcohol and Drug Abuse Prevention, located on the 2nd Floor of Memorial Health Center.
Event monitors must be full and active members of the organization. Any student still in a new member education period, as designated by the organization, is not considered a full and active member and therefore cannot serve as an event monitor.
For specific event monitor duties, see the Event Monitor List Form, which must be submitted to the SDAP Office by noon the business day prior to the event with original signatures from all event monitors.
Security Policy
Organizations will need to provide security guards to assist in loading buses. The number of security guards should be equal to the number of buses, plus one.
Security officers are responsible for the following:
- Verifying ID and guest lists and marking those guests under 21
- Monitoring to ensure that no individuals are allowed who have been drinking excessively or that no individuals under 21 are or have been drinking.
No one may board provided transportation vehicles without having been checked by a security officer and receiving a wristband.
University policy indicates that SMU PD is responsible for coordinating all security necessary to handle events held in any and all University facilities, including campus grounds. Event sponsors must contact SMU PD to coordinate security needs before final approval for use of campus facilities and/or campus grounds will be given. (See SMU Policy 10.10)
Partner Establishment Policy
The Partner Establishment Program was created to facilitate a smoother registration process for SMU Student Organizations.
All Partner Establishments have already provided SMU with necessary documentation, including evidence of insurance and copies of liquor licenses, if applicable. They have also already agreed to provide an environment that complies with all security requirements. Therefore, no additional documentation regarding the venue is required when registration is requested for an event planned at a Partner Establishment.
Venues designated as "Partner Establishments" will be listed on the Partner Establishment Website.
As designated in the section labeled "Distribution of Event Information," the Texas Alcoholic Beverage Commission and the Dallas Police Department will be provided with a list of SMU Partner Establishments at the beginning of each semester. However, neither agency will be provided with information regarding specific events as long as they are held at Partner Establishments.
Non-Partner Establishment Policy
If an organization wishes to hold an event at a venue other than those designated as Partner Establishments, that request for registration will be fully considered by the Social Event Registration Committee, as long as the sponsoring organization is able to supply all required documentation at the time of the registration request.
The following must be provided for any venue not designated as a Partner Establishment:
- Evidence of Insurance
- Copy of Valid Liquor License (If alcohol is available for purchase or consumption at any part of the venue.)
- Written statement of the following:
- Compliance with all fire standards and applicable ordinances
- Agreement that, if transportation is provided to the event, no guests will be allowed to enter the venue other than those who arrive by the provided transportation
- Floor plan of venue designating the location that will be closed to outside guests during the event.
- A written plan for security to be provided during the event, whether provided directly by management of the venue or through a separate licensed security company, including methods used for ID Verification.
In order to ensure the venue is compliant with state alcohol policies, as designated in the section labeled "Distribution of Event Information," the Texas Alcoholic Beverage Commission and the Dallas Police Department will be provided with the specific date, time and location of any event registered at a non-partner establishment, although they will not receive the identity of the organization sponsoring the event.
SERC Point System (Click here to see Current Standings)
The Social Event Registration Committee has developed a point system to reward student organizations that register their events in a timely manner and act as positive examples to the university community through responsible event planning.
Designated SERC Point Levels are as follows:
- 0 Points - An organization without any SERC Points may register and/or hold on-campus or off-campus events where alcoholic beverages are not available for consumption or purchase.
- 5 Points - An organization that has earned and currently holds a minimum of five SERC Points is eligible to be considered for registration of off-campus events where alcoholic beverages will be available for consumption or purchase to be held between Fridays at 3:00 PM and Sundays at 5:00 PM in accordance with the SERC Calendar Policy.
- 10 Points - An organization that has earned and currently holds a minimum of ten SERC Points is eligible to be considered for registration of off-campus events where alcoholic beverages will be available for consumption or purchase to be held between Fridays at 3:00 PM and Sundays at 5:00 PM as well as a maximum of 2 events per semester where alcoholic beverages will be available for consumption or purchase to be held on other days or times in accordance with the SERC Calendar Policy.
- 15 Points - An organization that has earned and currently holds a minimum of fifteen SERC Points may register trips or social experiences involving overnight stays which include events where alcoholic beverages will be available for purchase or consumption. The specific events involving alcoholic beverages must still comply with all other event policies.
Once an organization reaches a certain level of points, that organization qualifies to register specified types of events as detailed above. However, any restrictions placed on an organization through its National Office, Governing Council, or the University Conduct Process take precedence over an organization's SERC Point Level. The Social Event Registration Committee will not register an event in violation of an organization's conduct status in accordance with the information received by the committee. However, it is the responsibility of the organization not to seek registration for events that would be in violation of the organization's status with any governing entity.
SERC Points can be earned as follows:
| Having the required number of officers and advisor attend a Mandatory Organizations Meeting to receive risk management training. | 5 Points |
| Having an average grade point average (including all members of your organization) at or above 3.000 for the previous semester | 3 Points |
| Having had no infractions to the Social Event Registration Procedure, as an organization, during the previous semester | 2 Points |
| Registering and holding a late night or weekend on-campus event open to the entire campus community | 2 Point |
| -Bonus to the above for partnering with another organization or university entity | 1 Point |
| Registering and holding an off-campus event where alcoholic beverages will not be available for consumption or purchase | 2 Point |
| -Bonus to the above for actively inviting the entire campus community | 1 Point |
| Holding an active community service project where 80% of the membership of the organization is in attendance | 3 Points |
| Holding an educational program presented by an approved authority where 80% of the membership of the organization is in attendance | 1 Point |
Other than the Mandatory Organizations Meeting, SERC Points cannot be earned for activities required of an organization by the chartering process or designated as a requirement of the group's official relationship with SMU such as by the Greek Relationship Statement, the Campus Ministry Council, or the Office of Student Conduct & Community Standards.
SERC Points can be deducted as follows:
| Penalty for submitting a request for event registration after the required seven days in advance of the event date | 1 Point per day late |
| Penalty for violation of Social Event Procedure | Up to 5 Points per event |
| Penalty for failure to register an event | Points are reset to 0 |
In the event that an organization receives a point penalty for a minor violation (example: guest list submitted late) and falls slightly below a designated point level without sufficient time to regain point status before a previously registered event, the Social Event Registration Committee will consider accepting a specific plan in writing as to how the organization has already scheduled in the immediate future those activities necessary to regain the required status. These considerations will be made on an individual basis and should be discussed with the Social Event Registration Coordinator. However, other than at the beginning of an academic year, no requests for registration will be accepted from organizations that have not attained the required point level.
Point levels for each organization will be reset to zero at the beginning of each academic year.
Distribution of Event Information
All files associated with the Social Event Registration Procedure are maintained by the Department of Student Development and Programs. Although copies of registration requests are made available to members of the Social Event Registration Committee during regular meetings, these copies are not taken from the meeting by the individual members.
A weekly summary document is distributed electronically to SMU Officials who have been determined to have an official interest in the information:
- Names of organizations holding events
- Dates and times of registered events
- Locations of registered events
This document is used for internal purposes only and will not be distributed to any outside individuals or organizations.
Although the full summary document as distributed internally will not be shared, certain information will be shared with the Texas Alcoholic Beverage Commission (TABC) and the Dallas Police Department (DPD) as follows:
- At the beginning of each academic semester, TABC and DPD will each receive a list of establishments who are considered to be in a social event partnership with the university for the upcoming semester.
- After the list of partner establishments is distributed, no detailed information regarding individual events will be distributed to TABC and DPD.
- The university has no reliable method for determining what other establishments will be hosting registered events. Therefore, prior to each upcoming weekend, SMU will provide TABC and DPD with the dates, times, and locations of all registered events not being held at partner establishments.
Southern Methodist University is proud to have a long-standing relationship with area law enforcement agencies and considers these partnership to be in the best interest of the safety and security of our students. SMU appreciates the efforts of area law enforcement agencies to help provide safe and secure environments for registered events.
Consequences for Failure to Comply
Any organization failing to properly register their event or follow the procedure will have the opportunity to meet with the Social Event Registration Committee to determine whether a violation of the Social Event Registration Procedure has occurred. The Social Event Registration Committee can then decide to alter an organization's ability to register social events through deduction of points in accordance with the SERC Point System or to refer the organization, or individuals associated with the organization, to the University Conduct Process. The president of any organization accused of failing to properly register an event or follow the procedure can request to have the matter heard through the formal University Conduct Process in place of the more informal SERC Process.
If an organization is currently on conduct status (probation, deferred suspension, suspension) and fails to register an event, the organization will automatically be referred to the Office of Student Conduct and Community Standards.
Any organization choosing to be referred or who is referred by SERC to the University Conduct Process could be subject to sanctions under Section III of the University Conduct Review Process.
Appeal Process
If an organization is not satisfied with the decision of the Social Event Registration Committee, the president of the organization may request an Appeal Meeting. Requests for Appeal will only be heard in accordance with the following guidelines:
- All appeals must be submitted in writing to the Coordinator of Social Event Registration within 24 hours after the notice of the committee's decision has been sent to the organization's representative.
- Appeals will be heard by the Executive Director of Student Development and Programs.
- Appeals will only be heard on Thursdays between the hours of 10:00 AM and 12:00 Noon.
- Appointments for appeals will be arranged through the Coordinator of Social Event Registration.
- In the absence of the Executive Director, appeals will be heard by the Director of Student Activities and Multicultural Student Affairs.
This appeal process only applies to decisions made by the Social Event Registration Committee. If an organization is not satisfied with any official decision rendered through the University Conduct Process, appeal requests must be made in accordance with the notice received from the Office of Student Conduct and Community Standards. Once a matter has been referred to the University Conduct Process through any means, the Coordinator of Social Event Registration will not be able to accept any requests or correspondence regarding appeal.
SMU appreciates the assistance of Texas Christian University, the University of Southern California, and Vanderbilt University with the formation of this procedure by providing information regarding their respective processes.