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Campus Events/Activities and Demonstrations Guide

August 26, 2024

In advance of the 2024-2025 academic year, the University has published this guide to help our community understand our policies, practices, and expectations related to campus events/activities and demonstrations (“activities”). SUNY Brockport’s policies enable use of campus facilities and support free expression for all community members while allowing SUNY Brockport to conduct its day-to-day business operations (teaching, research, etc.) and provide a safe and engaging environment for the campus community. SUNY Brockport is committed to open expression and strives to ensure that all activities adhere to and preserve our community standards of respect, acceptance, and safety. As a public institution, SUNY Brockport has the right and discretion to regulate, in a content neutral manner, the “time, place, and manner” of speech and use of campus facilities. This guide is sourced from existing policies and resources, including:

I. Guiding Principles

SUNY Brockport strongly supports the fundamental right of freedom of speech and expression. As an institution, we are committed to educating our students about their rights and providing a forum for civil discourse. As we do so, we seek to uphold our values of excellence, community, inclusion, transformation, and engagement.

Our University must strive to be a place that fosters civil dialogue:

  • a place where people can disagree without being disagreeable;
  • where people truly listen and learn from each other instead of talking past one another;
  • where we can create a sense of belonging - even when we may not agree with everyone around us.

While doing so, SUNY Brockport must be able to generally perform its everyday operations: teaching, research and scholarship, extracurricular activities, and meeting the needs of our residential community. This includes ensuring that SUNY Brockport is a safe place and that our facilities are protected from property damage. SUNY Brockport has an unwavering commitment to the safety and security of our students, faculty, staff and guests/visitors, and we will prioritize this commitment and consistently enforce our rules in all matters.

Free speech and peaceful, rule-abiding assembly are rights of citizens and are fundamental to the University; and we are strongly committed to the protection of these rights. These rights bring with them a concurrent obligation to maintain a campus atmosphere conducive to scholarly pursuits and respect for the rights of all individuals. The University will not interfere with orderly assemblies in public areas of grounds and buildings unless participants violate the SUNY Brockport’s Freedom of Expression and Assembly Student Policy and Procedures or this guide.

Time, Place, and Manner Restrictions are government limitations on expressive activity that are content-neutral. They can limit when, where, or how people can speak or gather in public. These restrictions can include:

  • limiting the volume of speech
  • limiting the number of people who can protest in a certain area
  • prohibiting demonstrations in the early morning or late evening
  • restricting the size or placement of signs on government property
  • requiring notice and reservation

SUNY Brockport can impose these restrictions in public forums, such as sidewalks and public ways, but they must meet certain criteria. The restrictions must:

  • be justified without reference to the content of the speech
  • be narrowly tailored to serve a significant governmental interest
  • leave open alternative ways to communicate the information
  • not violate the First Amendment
  • not interfere with the content of the speech or assembly

The goal of these restrictions is to balance the interests of free speech with the need to maintain public safety and order.

The University encourages the use of campus facilities in a manner that is consistent with our mission, values, and priorities, and regulates their use in a content/viewpoint neutral manner. All facilities, both indoor and outdoor, exist for the primary purpose of University-related functions.

II. Applicability of the Policies Referenced in this Guide

  1. All activities, including any demonstrations, protests, or rallies, are governed by University-Wide Policies, and applicable laws, regardless of how their function is characterized or labeled.
  2. University policies apply to faculty, staff, students, and volunteers across all of SUNY Brockport University’s campuses and locations.
  3. Guests/visitors are required to follow all University policies, the Rules for the Maintenance of Public Order, and applicable laws.

III. Planning & Scheduling Events and Activities

  1. Individuals seeking to schedule activities must review and follow the SUNY Brockport’s Freedom of Expression and Assembly Student Policy and Procedures. All requests should be submitted using the Notice of Planned Assembly, Picketing, or Demonstration Form at least 48 hours in advance of the planned activity.
  2. The procedures for scheduling University activities vary for students, staff/faculty members and external clients, and are detailed in the SUNY Brockport’s Freedom of Expression and Assembly Student Policy and Procedures and highlighted below:
  3. All proposed activities will be reviewed by designated areas to assess risk level and must consider plans/strategies to mitigate risks. Inclusion of any of the following at an activity presents an enhanced level of risk and will require additional planning. This list is not exhaustive and the University reserves the right to request additional information should proposed plans require additional scrutiny:
    • community feedback
    • intelligence agencies, threat assessment
    • invited speakers
    • external/off-campus catering
    • proposed hours
    • parking
    • large scale/complex events
    • estimated attendance numbers
  4. Before organizing events and activities, students are encouraged to work with Student Union Leadership & Activities. Faculty and staff are similarly encouraged to work with University Events. This outreach is intended to help organizers plan a successful activity and comply with all applicable policies and guidelines.
  5. When spaces are reserved, the group with the reservation has priority to occupy the space and may limit access during the period of the reservation to those individuals who are part of the reserved activity.
  6. Unauthorized overnight activities are a violation of University policy; individuals who knowingly enter and remain unlawfully or without permission in or upon University premises are trespassing; applicable provisions of the NYS penal law may apply.

IV. Access to SUNY Brockport Spaces and Event Contracting

  1. Students, faculty, and staff may reserve available space on campus to hold events/activities that are directly related to their role at the University. These activities must be planned, controlled and administered by the student, faculty, or staff reserving the space or its applicable department/unit staff.
  2. Schools, departments, institutes, individual faculty, students (including registered student organizations), and staff may not serve as proxies for non-SUNY Brockport University affiliated organizations that may solicit them in order to gain access to or use of campus facilities and venues to organize or host an event on their behalf. The University will determine whether a proposed use is considered a university use or third-party use.
  3. External groups and organizations must work directly with the campus department responsible for the requested resource/facility to determine availability, applicable fee schedule, and authorization for use through a Revocable Permit process (Revocable Permits Policy).
  4. Any contract for a program or event must be reviewed and executed by an authorized University representative. Student leaders are not authorized to enter into agreements or sign contracts on behalf of their organization, the University, or Brockport Student Government. Individuals who enter into a contract or agreement without documented approval may be responsible for any contractual requirements, including associated financial expenses.

V. Amplified Sound

Noise Levels — University officials may require event organizers to change the volume if the activity interrupts the operations of the University or violates the Village of Brockport noise ordinance. To minimize potential disruptions to the community, all sounds (such as music, amplified sound, or other loud noises) are required to be kept at a reasonable level. A University Official, in consultation with the event sponsor, and other impacted parties, will determine “reasonable level.”

To ensure minimal disruption to classes and university operations, use of amplified sound (including but not limited to the use of microphones, bullhorns, and speakers), must adhere to the following:

  • The campus mall near the flag poles is the designated area where amplified sound is generally permissible.
  • Amplified sound must remain at a “reasonable level”.
  • Requests for amplified sound in all other campus locations (e.g., Harrison, Seymour College Union, recreation fields, residence halls, academic buildings, etc.) must be submitted to building managers, hall directors, or venue managers (as appropriate), and may potentially require additional time for processing. Approval is contingent upon factors such as coordination with other University activities, class schedules during the proposed event time, and other considerations that may affect the campus environment.
  • All events must comply with venue specific policies regarding amplified sound (as applicable).

If the University determines that noise interferes or conflicts with University operations, individuals must reduce noise levels and/or discontinue the use of amplified sound. Failure to comply may result in disciplinary action (as described in Section XIII).

VI. Posters/Flyers, Chalking, & Light Projections

  1. Posters/Flyers: SUNY Brockport reserves the right to manage posting and advertising on its campus in order to maintain an orderly and attractive venue, to make event information accessible to the campus community, and to ensure that events and programs that are advertised comply with institutional policies and procedures. Members of the campus community may post flyers and posters about content that is sponsored by a Brockport Student Government recognized student organization or a SUNY Brockport program, department, or unit on bulletin boards and posting areas (including digital screens) in accordance with SUNY Brockport’s Posting Policy.
    • Posters/flyers posted in compliance with University Policy will not be removed. It is a violation of University policy if an unauthorized individual removes, defaces or posts over them. Posted items must be removed by the sponsoring organization within 48 hours after an event takes place or it will be removed by the building manager.
    • Non-compliant posters/flyers, including posters, banners, and chalking (see below), will be removed by University officials.
  2. Chalking: Only Brockport Student Government recognized student organizations, university programs, departments and/or units are permitted to chalk on University sidewalks. Chalking of buildings or roadways and chalking under covered areas is prohibited.
  3. Light Projections: Light Projections may not be displayed on any University building or structure without seeking express written permission from the Vice President for Student Affairs and/or Vice President for Administration & Finance, as appropriate.

VII. Demonstrations

  1. Individuals engaged in assemblies, demonstrations, and similar expressions of First Amendment rights may not infringe on the rights of others or disrupt essential operations of the University. While exercising these rights, the Code of Student Conduct and all University policies apply.
  2. Demonstrations and protests will not be allowed to disrupt the academic environment, create safety issues, or violate University policies regarding time, place and manner. If the University becomes aware of safety issues that may impact the wellbeing of the community or disrupt campus operations, the University reserves the right to provide alternative routes and/or locations for demonstrations or require the activity to cease immediately.
  3. To ensure the safety of the SUNY Brockport community, temporary lodging by individuals or groups in non-permanent structures (such as tents, sleeping bags, etc.) is not permitted.(Camping, Use of Tents, and Tailgating on Campus Policy).
  4. Demonstrations between the hours of 10:00pm and 8:00am are not permitted in any University locations (indoor or outdoor).
  5. Individuals and groups may not erect structures, walls, barriers, sculptures, or other objects on University property without prior written permission from Student Union Leadership & Activities. Any structure erected without permission is subject to immediate removal.
  6. Demonstrations are not permitted in or on any of these University locations:
    • private offices, private residences, research laboratories and associated facilities, and computer centers
    • offices, libraries, galleries, and other facilities that normally contain valuable or sensitive materials, collections, equipment, records protected by law or by existing University policy such as educational records, student-related or personnel-related records, or financial records
    • classrooms, seminar rooms, auditoriums or meeting rooms in which classes or meetings are being held or scheduled
    • emergency facilities, communication systems, utilities, or other facilities or services vital to the continued functioning of the University
    • University sculptures and memorials; to preserve these structures and to reduce the risk of injury, University sculptures and memorials may not be climbed on or covered with any material
  7. The University will not interfere with orderly assemblies in public areas of grounds and buildings unless participants:
    • prevent the orderly conduct of a University function or activity, such as lectures, meetings, interviews, ceremonies, and/or other public events.
    • obstruct the free movement of vehicles or of persons, including, but not limited to movement in any building or facility, inclusive of blocking hallways and doors. If a protest area is established by a University official(s), protesters are required to comply with these physical boundaries.
    • willfully cause injury or damage to persons or property.
    • willfully operate audio amplification equipment in a manner that conflicts with normal University operations or that is deemed injurious to health and safety.
    • jeopardize the safety and security of others, including, but not limited to, the presence of sticks, poles, or torches, which are prohibited.
    • without authorization from the University Police, occupy a building after it is normally closed.
    • without authorization from the Facilities Maintenance & Operations, construct structures, inclusive of objects requiring penetration in concrete or grass, or camp on University grounds.
    • violate the provisions of the SUNY Policy 3653, titled Rules for Maintenance of Public Order.
  8. Services for Planned Assemblies: To ensure the safety of participants and the protection of the rights of all members of the campus community, the University may provide services such as location, safety, crowd control, sound equipment, site preparation/cleanup, and/or other such facilities or services it deems necessary (“Services”).
    • Request for Services. Assemblies for which sponsors anticipate that services may be necessary, should, within a reasonable length of time prior to the planned event, notify:
      • Recognized Student Clubs and Organizations: Student Union Leadership & Activities, 203 Student Union, Phone: (585) 395-5646.
      • Labor/Union Groups: Office of Human Resources, Allen Administration Building 4th Floor, Phone: (585) 395-2126.
      • All Other Groups or Individuals: Office of University Events, 311 & 312 Allen Administration Building, Phone: (585) 395-2332
      • A response to the request for services will be communicated to the sponsor/organizer within a reasonable amount of time after receipt of the written request and prior to the date of the assembly.
    • No Services Requested: Assemblies requiring no services, or for which the need for services is not reasonably foreseeable or necessary as described above, may take place without any prior notification by the sponsors and/or organizers. However, conformity with the specific campus rules noted above is required. Organizers who are unsure of whether their planned assembly requires services are encouraged to contact Student Union Leadership & Activities for guidance. Event organizers who do not request necessary services that were reasonably foreseeable as being needed may be subject to discipline.
  9. Demonstrations violate this guide if they threaten or advocate violence, create violence, or harass or intimidate University affiliated individuals or groups on the basis of race, gender, religion, national origin or ancestry, identity, sexual orientation, disability, or any other protected class.

VIII. Interference with the Speech of Others

Protecting free speech includes not interfering with the free speech rights of others and protecting the rights of speakers. Individuals may disagree with the speech of others and may protest, but they may not do so in a way that prevents the speaker from expressing their views or prevents others from hearing or seeing the speaker.

The University reserves the right to establish alternative viewpoint locations for free speech to occur in instances where the University determines that interference with the speech of others is at risk.

IX. Use of Social Media

Community members have the right to use social media to express themselves. However, this right is also circumscribed by principles of University policies, and local, state, or federal law. Online harassment and the doxing of students, faculty or staff may violate University policy and is not permitted. SUNY Brockport takes these matters seriously and may take action as appropriate.

X. Live Streaming, Filming, and Media Access

Live streaming in open public spaces is generally permissible, unless otherwise prohibited by law.

Any third party seeking to film a project on campus for non-news purposes is required to request permission from the Office of University Communications.

News media are welcome on SUNY Brockport’s open public campus and should contact the Office of University Communications upon their arrival to campus. News media should limit filming to public areas of campus unless granted permission by University Communications to film in other areas. News media personnel may be asked by University officials to move to a designated area during demonstrations in order to maintain the safety and security of all present.

XI. Use of University Name and Logo

SUNY Brockport regulates use of its name and logo to ensure that such use is related to the University’s mission, vision, and values. The University reserves the right to authorize use of its names and logos on all products, announcements, advertisements, publications, reports, signage, and digital communications, including social media. The Office of University Communications is responsible for overseeing the use of the University’s name and logo in accordance with the Use of Campus Trademarks and Logos Policy.

XII. Guests/Visitors

  1. All guests/visitors and volunteers are required to adhere to all SUNY Brockport University policies and procedures (including this guide), and must comply with all applicable federal, state, and local laws.
  2. Individuals, programs, departments, and campus organizations are accountable for the behavior of their guests/visitors and are expected to provide their guests/visitors’ contact information when requested to do so by a University official. Students should also refer to the Code of Student Conduct and the On-Campus Housing License for additional information on guests.
  3. University officials (including the University Police Department) may ask guests/visitors to state their reason for being at the University and request appropriate identification as a condition of entry to or continued presence at specific facilities, activities or functions.
  4. The University may restrict access to the campus by any visitor (i.e. a person who is neither a student nor an employee of this University) who commits any serious offense on University grounds or when University Police deem it necessary in the immediate interest of public safety (Temporary Visitor Restriction Policy).

XIII. Enforcement

  1. Each member of the University community is expected to know and follow this guide. The University will enforce this guide, its policies, follow SUNY rules, and uphold local, state, and federal laws, which may include directives from University officials.
  2. The University has designated University officials to help guide and support activities taking place on campus (e.g. SULA for registered clubs and organizations holding programs).
  3. Failure to follow University policy and disrupting University operations (described above) is not permitted. Individuals believed to have violated University policies, or this guide, will be referred to the respective University areas based on their status:
    1. Students will be referred to the Office of Student Conduct.
    2. Faculty and Staff will be referred to the Office of Human Resources.
    3. Affiliates will be referred to the sponsoring or contracted party.
    4. Guests/Visitors will be referred to the University Police Department.
  4. Students who have violated the Student Code of Conduct are subject to sanctions as provided in the code, which may include a written warning, restitution, special restrictions or loss of privileges, University probation, educational projects, suspension or expulsion from the residence halls/apartments, or suspension or expulsion from the University. Failure to complete a sanction may result in a hold being placed on the student’s account.
  5. Any substantiated act(s) by an employee that violates University policy or these guidelines may result in sanctions or other disciplinary action (up to and including termination), as covered by labor management processes, collective bargaining agreements, and/or applicable University policies.
  6. Individuals who violate applicable local, state, and federal laws may be subject to removal, arrest, and prosecution.
  7. Emergencies and threatening behavior during events/activities and demonstrations should be reported immediately to the University Police Department by calling (585) 395-2222. The University Police Department is open 24 hours a day, 7 days a week.
  8. Allegations of discrimination during events/activities or demonstrations should be reported to the Office of Equity, Diversity, & Inclusion. The Office of Equity, Diversity, & Inclusion has a number of ways to report alleged incidents, which are available here: Bias Related Incident Reporting Form. SUNY Brockport also has a number of reporting structures established on campus which are available: SUNY Brockport Issues Reporting Center.