University Policies & Procedures

Student Organizations are required to abide by all University Policies and the Code of Student Responsibility. Below we will outline those most referenced for student organizations, their leaders, members, advisors, and guests as well as resources that will assist them with this policy. This page is not exhaustive of all policies or components of the policies, and all student organization leaders and advisors should access additional university policies for review as needed.

  • Alcohol

    The State of Illinois prohibits the sale, use, distribution, manufacture, or possession of all forms of alcoholic beverages by persons under 21 years of age. Students under 21 years of age may not sell, use, distribute, manufacture, or possess alcoholic beverages including at any event, activity, or experience that would otherwise be associated with the student organization.

    Alcoholic beverages may not be served at events sponsored by student organizations without authorization from the Office of Student Involvement. Unless approved risk management mechanisms are in place, authorization will not be given to any student organization that is hosting an event at which students under 21 will, or could be, present. Notification of such authorization will be sent to the student organization itself, the organization's moderator/advisor, the building director, and the Public Safety Office.

  • Anti-Discrimination & Anti-Harassment

    It is the policy of DePaul University that no person shall be the object of discrimination or harassment on the basis of race, color, ethnicity, religion, sex, gender, gender identity or expression, sexual orientation, national origin, age, marital status, pregnancy, parental status, family relationship status, physical or mental disability, military status, genetic information or other status protected by local, Page 2 of 11 state, or federal law.

    Individual student organizations may impose special eligibility requirements binding on student participants or organization leadership. However, requirements for membership or leadership in a student organization must be in accordance with this Anti-Discrimination and Anti-Harassment Policy.

  • Catering Services Exclusivity & Catering Donations

    DePaul University has an exclusive agreement for catering services with Chartwells (DePaul Catering Services). Any student organization that is using catering services (including alcoholic beverages) during their meetings, programs, and events on-campus in Lincoln Park or the Loop must order all food and beverage through DePaul Catering Services unless the total purchase is under $300.

    DePaul's pouring rights agreement with PepsiAmericas, Inc., states that only Pepsi products (carbonated and non-carbonated beverages, juices, bottled waters, and various Pepsi products) can be sold or served at DePaul University.

    Student Organizations receiving donations of food or beverages for an event must be pre-approved for health and safety reasons. Alcohol may not be donated for any event, program, or activity. Monetary Donations for the purpose of purchasing food and beverages are not considered catering donations and organizations must abide by the Catering Services Exclusivity Policy in this instance. Donations of food items for resale/fundraising purposes are allowed only if it is not necessary to heat or cool the item for safe consumption.

    Additional Resources:

  • Contract Requirements and Honorarium Payments

    All contracts for registered student organizations must be reviewed and signed by Student Affairs. Students and advisors may not sign any contracts, invoices, or honorariums on behalf of the university.

    Student Organizations wishing to use their on-campus accounts for contract, invoice, or honorarium payment should submit the document on DeHUB through the Payment Processing Form. The contract submission form must be completed at least 21 days before your event. If you turn in your signed contract late, your event may be canceled and/or your organization may have future contract privileges suspended or revoked. The Office of Student Involvement will return a signed contract to your organization. It will be your responsibility to provide it to the vendor.

    Student Organizations utilizing SAFB/CAFB must follow all Payment Processing Directives from the Office of Student Involvement.

  • Criminal & Civil Law Violations

    Student organization activities must abide by all local, state, and federal laws. Any student organization who violates a local, state, or federal law is in violation of DePaul University policy.

  • Demonstrations & Other Similar Events

    DePaul recognizes that student organizations may organize or participate in demonstrations and other similar events in order to make their voices heard and effectuate change.

    All demonstrations and other similar events on or adjacent to campus must be orderly and peaceful. Demonstrations or other similar events on or adjacent to campus may not impede passage, may not create excessive noise, or may not interfere with the business operations of the University.

    Demonstrations planned for certain areas on campus require prior reservation of the space. See the Space Reservations and University Student Center Facilities policy for more information.

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  • Disorderly, Violent, Intimidating, or Dangerous Behavior

    Students and student organizations may not engage in behavior that threatens or harms, or that may reasonably be expected to threaten or harm, other people. Students and student organizations may not engage in behavior that is dangerous, destructive, or disorderly.

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  • Display of Materials

    The University has implemented certain guidelines for displaying promotional materials and specific areas may also have additional guidelines.

    Included in this policy are bulletin boards, promo tables, table tents, chalking, and handbills.

    Promotional materials may not be displayed or distributed in a manner that, and may not contain content that

    1. is obscene, indecent or lewd;
    2. is demonstrably factually incorrect;
    3. would reasonably be expected to urge unlawful order or otherwise threaten public safety or the physical safety of any members of the DePaul community;
    4. mentions alcohol or illegal drugs unless in connection with a program to prevent the abuse or misuse of these substances, or in connection with issue advocacy;
    5. contains images of weapons (as defined in the Prohibition of Weapons policy);
    6. would reasonably be expected to significantly threaten the safe and orderly operation of DePaul business or facilities, including the University's ability to maintain aesthetics, appearance and cleanliness; or
    7. abuse or intimidates an identifiable person or community of people in a derogatory fashion based on race, color, ethnicity, religion, sex, gender, gender identity, sexual orientation, national origin, age, marital status, parental status, family relationship status, physical or mental disability, military status, genetic information or other protected status.

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  • Email Broadcasts & Other University Communications

    A university group (student organization) may assemble an email list comprised of its members for the purpose of sharing relevant unit news and information. However, university groups (student organizations) may not assemble marketing or mass communication email lists of university members outside the group except when recipients are added through a direct subscription method. All communications sent using a group-assembled mass mailing list should include information for the university member to opt-out of communications.

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  • Fundraising Events & Activities

    Student organizations registered with the Office of Student Involvement must get prior approval from Student Affairs to conduct fundraising activities. All DePaul-sponsored student groups must adhere to all existing policies and procedures related to student groups.

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  • Guest Responsibility

    Student organizations who invite external guests to their events, meetings, or activities are responsible for the behavior of their guests and assume all responsibility for their guest's compliance with all University policies, procedures, and directives.

  • Hazing

    DePaul prohibits hazing, as defined under applicable laws. Hazing includes, but is not limited to, any action taken or situation created to produce mental or physical discomfort, embarrassment, ridicule, or endangerment of a student or group of students for the purpose of initiation into, affiliation with, or admission to, or as a condition for continued membership in a group, team, club, or other organization. Falsely leading an individual or individuals to believe that they will be inducted/initiated by participating in particular activities may also be considered hazing. Acceptance of the activity on the part of a new member or individual does not excuse sponsorship of the activity.

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  • Illegal Use or Possession of Drugs or Controlled Substance

    Student organizations may not illegally use, sell, possess, manufacture, or distribute any substance prohibited by local, state or federal law. Use, possession, manufacturing, or distribution of drug paraphernalia is also prohibited.

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  • Licensing University Trademarks, University Logos and Signature, and Endorsements

    Student organizations, club sports or other recognized groups may use DePaul’s name or the name of a college, school or unit only with the approval of the responsible official of each entity (e.g., advisor with the consent of the dean or vice president). They may not use the university logo, signature, athletic logo, seal or coat of arms. (The Student Government Association, which is part of university governance, is allowed to use the logo.)

    If the name is to be used on merchandise, the Athletics Department/Marketing and Licensing must grant approval. Student organizations, club sports and other recognized groups can create their own letterhead and business cards using the words “DePaul University” and their own logo, but may not use DePaul’s logo, signature, athletic logo, seal, coat of arms, letterhead or business cards.

    Groups of students who are not recognized as registered student organizations by the Office of Student Involvement may not use DePaul’s name, logo, signature or any other university marks.

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  • Political Campaign Activities and Contact with Public Officials

    Solicitation on DePaul University’s campus is permitted only with appropriate approval from the University. These policies have been established by the Division of Student Affairs to communicate proper procedures to student organizations and local and national campaigns.

    Student organizations recognized by the Office of Student Involvement may use DePaul facilities for partisan political purposes, provided the organizations pay any normal charge for use of facilities, if any. It must be made clear that views presented by the organizations do not reflect those of the university.

    Student organizations are prohibited from providing to any individual or group in support of a candidate, campaign, political party, political action committee (PAC), or the like, university developed or provided mailing lists, use of DePaul letterhead, office space, computers, telephones, fax machines, photocopiers, or other DePaul supplies or facilities.

    All student organizations are expected to abide by University policies regarding political campaign activities.

    Prohibited activities include:

    • Posting or distributing posters, campaign signs, fliers, etc., for political candidates on campus.
    • Endorsing by or on behalf of the university, expressly or by implication, a candidate for public office whether such office be federal, state or local.
    • Fund raising for a candidate for public office on university premises.
    • Conducting "voter education" activities, if confined to a narrow range of issues or biased in favor of a particular candidate or party.
    • Conducting voter registration activities that are similarly biased.
    • Coordinating voter education activities with campaign events.
    • Providing to a candidate, campaign, political party, political action committee (PAC) or the like mailing lists, use of office space, computers, telephones, fax machines, photocopiers, or other DePaul supplies or facilities.

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  • Prizes, Gambling Events, and Wagering

    In accordance with applicable Illinois and federal gambling laws, DePaul University’s Gambling Policy prohibits gambling or any form of illegal wagering, bookmaking or unauthorized games or contests of chance on university premises, including but not limited to university housing and/or university sponsored functions including sporting events. In addition, students shall not knowingly provide information to assist any individual involved in any gambling activities.

    Student Organizations must receive approval from the Office of Student Involvement to host a casino night or an event involving a game of chance (poker, blackjack, roulette, etc.).

    In addition, no event taking place in a Student Center facility that involves legal gambling or games of chance may take place unless they have obtained the proper licenses from the City of Chicago and/or State of Illinois. Gambling includes but is not limited to poker, card games, games of chance, and betting.

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  • Prohibition of Weapons

    DePaul University prohibits the use, display, possession, or storage of weapons, or assistance thereof, on all University property and at all University-sponsored events, whether on- or off-campus. This prohibition applies to all University faculty, staff, students, visitors, guests, and contractors, regardless of whether the individual has been issued a state or federal permit to possess or carry a weapon. For purposes of this policy, University property consists of all University owned, leased, and/or controlled property, including University owned, rented, or leased vehicles and personal vehicles while they are being used in the course of University business.

  • Protection of Minor Children

    DePaul’s Protection of Minor Children Policy requires that all programs involving Minors be registered with Compliance & Risk Management on the Programs & Events with Minor Children website.

    To promote the safety and general welfare of Minors, your student organization must register any programs involving minor children at DePaul or programs involving Minors under the authority of the university conducted elsewhere.

    If you are uncertain as to whether your program meets the requirement please contact minorchildren@depaul.edu.

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  • Public Showing of Copyrighted Material

    No copyrighted material (i.e. movie, DVD, streaming content, etc.) can be shown on campus without providing the Office of Student Involvement with a copy of the license that has been secured from an authorized leasing agent. Before advertising an event involving copyrighted material, the student organization, office or department must demonstrate that it is in the process of securing the license from an authorized leasing agent.

    Neither the rental nor the purchase of a movie nor the purchase of a streaming service membership carries with it the right to show the movie or streamed content outside the home. Student organizations must secure a public performance license to show copyrighted movies and streamed content at on-campus and virtual events.

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  • Student Travel & University Vehicle, Driver, and Travel Safety

    Student organizations traveling outside of the Chicagoland area (Cook, DuPage, Kane, Lake, McHenry, and Will counties) must have their members complete a Travel Waiver. This applies to all transportation modes, including university, personal, chartered, rented, or arranged vehicles.

    All drivers who will be driving students in personal or rental vehicles for student organization business must participate in a Driver Certification process facilitated by Environmental Health & Safety. Once you have completed the training you will be notified within 4-5 business days. You are not certified until you have completed this training.

    All drivers who will be driving students in personal or rental vehicles for student organization business must meet the following qualifications:

    • Have and have held a driver’s license that is valid in the state of Illinois for a minimum of two years;
    • Have no more than two at-fault accidents/violations within the last three years;
    • Have no DUI or DWI convictions within the last five years or multiple DUI/DWI violations;
    • Be at least 18 years old. Drivers who wish to operate a Full-size Van must be at least 21 years old.

    Any exceptions to the driver eligibility and certification requirements must be authorized by the respective university officer.

    Student organizations traveling outside of the United States must register their travel with Global Engagement 90 days prior to desired departure.

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