Campus Events and Demonstrations Standards and Procedures

The guidelines below consolidate, organize, and clarify current SUNY Downstate guidelines and policies specific to events and demonstrations. With these guidelines, we reinforce and reaffirm our commitment to open expression and, at the same time, ensure that protests, demonstrations, and other expressions of free speech are appropriately managed. These guidelines are not about speech content. The guidelines aim to enable free expression while allowing SUNY Downstate to deliver its core missions of teaching, research, service, and patient care without disruption.

These Standards and Procedures are sourced from numerous existing policies and guidelines which will be referenced herein.

I. Guiding Principles

1. SUNY Downstate affirms, supports and cherishes its commitment to freedom of thought, inquiry, speech, and lawful assembly.
2. SUNY Downstate aims to foster open and rigorous debate, to protect academic freedom and free speech, and to promote constructive discussion, even on the most challenging, sensitive, and controversial issues. Indeed, central to our mission is providing a platform upon which various viewpoints are expressed and encouraged.
3. While fostering the free exchange of ideas, SUNY Downstate must also be able to pursue its core missions - to teach, engage in research and scholarship, take care of our patients, convene the community, and generally perform its everyday operations.  This includes ensuring that members of the community are protected from physical injury and that SUNY Downstate facilities are protected from property damage.
4. SUNY Downstate affirms the right of members of the University community to assemble and demonstrate peaceably in University locations. The University affirms that the substance or the nature of the views expressed is not an appropriate basis for any restriction upon or encouragement of a lawful assembly or a demonstration except as described herein.
5. A highly permissive stance toward open expression is an essential part of how a University fulfills its role in society, but it does not extend to activities that impede other University functions. In order to achieve this balance, clarity about free expression is essential to protect the entire community, demonstrators, or potential demonstrators from concerns about unclear rules or inconsistent enforcement.
6. The safety and security of the SUNY Downstate community remains a foundational commitment to all students, faculty, staff, and patients, and the University will prioritize this commitment in all matters.

II. Applicability of these Guidelines

1. Any member of the SUNY Downstate community or SUNY Downstate-affiliated organization wishing to schedule an event, such as a demonstration, protest, rally, or guest speaker on campus, must review these guidelines and adhere to them. 
2. Any event, meeting, demonstration, protest, or rally is governed by these guidelines, regardless of how it is characterized or labeled.
3. These guidelines apply to all community members and organizations hosting events at SUNY Downstate.

III. Scheduling Events

1. The facilities of SUNY Downstate, both indoor and outdoor, exist for the primary purpose of University-related education, research, and patient care. Priority for the use of facilities is given first to those academic and patient care activities and then to programs of University-recognized groups.
2. Events are presumed to be private, that is, limited to members of the SUNY Downstate community, unless specifically stated otherwise.
3. The procedure for scheduling events varies for different venues. Organizers should research and determine the process necessary for their venues of choice.  Student Life assists students in managing space reservations for many University locations and may serve as a resource for student event organizers who are seeking to reserve space. Requests for use of campus space or facilities is through the relevant offices.
4. Events must be scheduled at least 5 business days in advance. Scheduling is important to allow planning, coordination with other campus events, and community safety. As the event is being planned, organizers must provide notice about their space needs and/or requests. Of note: most spaces on campus, including outdoor spaces, may require additional notice and/or documentation to be filed before space can be approved.
5. Events that require a security assessment from the NYS University Police Department may result in the implementation of additional safety/security measures. Depending on the nature of the event, SUNY Downstate reserves the right to ask University Police to perform a security assessment prior to allowing the event to be scheduled.
6. Events must occur during the stated business hours of the location.

IV. Access to SUNY Downstate Spaces and Event Contracting

1. Schools, departments, institutes, individual faculty, students, and staff may not serve as "individual fronts" or “proxies” for non-SUNY Downstate affiliated organizations who may solicit them in order to gain access to or use of SUNY Downstate venues to organize or host an event on their behalf.
2. The use of standardized templates in contracting for space is preferred.  If the templates are not used, or there are meaningful deviations, the organizers must consult the Office of University Counsel to determine what is permissible.
3. No individual student, faculty, or staff member may sign a contract on behalf of SUNY Downstate unless specifically authorized to do so by the President of SUNY Downstate (or his/her designee). All contracts for lectures, performing arts activities, programs, services, or other events sponsored by student organizations must be reviewed by the Office of Student Life and approved prior to the event being scheduled.
4. Any contract for an event must be reviewed and executed by an individual administrator authorized to do so by the President.

V. Amplified Sound

1. On weekdays when classes are in session, amplified sound (including, but not limited to bullhorns, musical instruments, and amplified speakers) is only permitted with prior approval and may not occur during times or locations that classes are in session. Requests for amplified sound must be submitted for approval during the space reservation process.
2. Use of amplified sound is not permitted after 10:00pm on any day.
3. Regardless of time of day, amplified sound is not permitted in or surrounding University Hospital of Downstate, or during scheduled University events (including, but not limited to Orientation, Convocation, Awards Days, or Commencement), or during exam periods.
4. At all times any noise must be kept at a level that does not disrupt classes in session or faculty, staff, and administrators working in surrounding buildings.
5. If noise resulting from an event in an outdoor space may at times interfere or conflict with library, office, patient care and classroom activities, the continued use of that outdoor space can be rescinded.

VI. Posters, Signs, Banners, and Chalking

1. Temporary Signage: Temporary Signage may include temporary event signage, posters or signs, banners, chalking or light projections
   1. All proposed temporary signage must be submitted for approval and then only posted in authorized locations.
   2. Posters, signs, and banners should be removed, at the latest, after two weeks of being posted or within 24 hours of an advertised event’s completion.
   3. No signage, posters, or other materials can be stuck to any glass surfaces on the campus without the permission of the Office of Communications and Marketing.
   4. Non-water soluble, semi-permanent, and permanent substances, including spray-chalk, is not permitted on any surface, including vertical surfaces, lampposts, informational and directional blades, and public art on the campus. 
   5. Light projections may not be displayed on any University building or structure without seeking express written permission from the Office of Communications and Marketing.
2. Inside buildings, postings can only be put on approved bulletin boards on campus and cannot be attached to walls or doors.
3. To protect open expression, signs posted in compliance with these guidelines will not be removed, and it is a violation of these guidelines if an unauthorized individual removes them or posts over them.
4. Non-compliant signage, including posters, banners, and chalking, will be removed immediately.

VII. Demonstrations

1. In addition to the Guidelines articulated through the Rules for the Maintenance of Public Order, demonstrations must follow these procedures as well:
   1. To ensure the safety of the SUNY Downstate community and to protect the health and property of individuals, encampments and overnight demonstrations are not permitted in any University location, regardless of space (indoor or outdoor). Unauthorized overnight activities will be considered trespassing and a violation of the law and University policy.
   2. Individuals and groups may not erect structures, walls, barriers, sculptures, or other objects on University property without prior permission. Any structure erected without permission is subject to immediate removal.
   3. Demonstrations are not permitted to occur in or on any of these University locations:
      1. Private offices, private residences, research laboratories and associated facilities, any patient care area, and computer centers.
      2. Offices, libraries, 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, patient or medical-related records, or financial records.
      3. Classrooms, seminar rooms, auditoriums or meeting rooms in which classes or private meetings are being held or are immediately scheduled.
      4. Hospitals, emergency facilities, communication systems, utilities, or other facilities or services vital to the continued functioning of the University.
      5. University sculptures and statues. To preserve these structures and to reduce the risk of injury, University statues and sculptures may not be climbed on or covered with any material.
   4. Participants are expected to be respectful to SUNY Downstate employees involved in ensuring the safety of the community and compliance with these guidelines.
   5. Demonstrations violate these guidelines if they threaten or advocate violence, create violence, or harass or intimidate SUNY Downstate-affiliated individuals or groups on the basis of race, religion, national origin or ancestry, identity, sexual orientation, disability, or any other protected class.

VIII. Interference with the Speech of Others

1. Protecting free speech includes not interfering with the free speech rights of others, as well as protecting the rights of the speaker. 
2. Community members may protest speakers on campus with whom they disagree, but they may not do so in a way that prevents the speaker from expressing their views or prevents other members of the community from hearing or seeing the speaker.
3. Individuals or groups may not suppress the speech of another individual – they may not have a “heckler’s veto” over speech with which they disagree.

IX. Use of Social Media

1. Community members have the right to use social media to express themselves.  However, this right is also circumscribed by principles of respect, civility, and local, state, or federal law.  Online harassment, bullying and the doxing of students, faculty or staff is not permitted in that they undermine open expression, academic freedom, and physical safety.
2. Posting pictures of patients (including photos depicting the body parts of patients), patient names, or any information about patients is never permitted under any circumstance, and can, in addition to disciplinary action, subject participants to legal ramifications as a violation of HIPAA.
3. To the extent that SUNY Downstate organizations or community members can be identified as perpetrators of such online harassment, bullying and doxing, the University may take action as appropriate.

X. Livestreaming, Filming, and Media Access

1. Live streaming or using any app to distribute an event live or the recording of an event is not permitted except in limited circumstances where reaching a wider audience is appropriate and approved by the Office of Communications and Marketing.  University Police may also be consulted when reviewing any requests.
2. Any third-party who wishes to film on campus for non-news purposes is required to work with the Office of Communications and Marketing.
3. News media are required to produce credentials when requested by Office of Communications and Marketing and may be asked to limit filming to specific areas of campus and hospital, especially during demonstrations, to allow the University Police Department to maintain campus security.
4. Filming is never permitted inside University Hospital of Downstate without specific protections for patients arranged through the Office of Communications and Marketing. When permitted, film crews must abide by the rules issued by the Office of Communications and Marketing. Failure to abide by these rules will result in the immediate revocation of access to the Hospital.

XI. Use of University Name

1. SUNY Downstate regulates use of its name, the names of its schools and programs, its emblem and shield and related insignia, trademarks, and logos ("insignia") to ensure that such use is related to SUNY Downstate’s educational, service, healthcare and research missions and promotes its objectives. Responsibility for overseeing use of the University's names and insignia lies with the Office of the Communications and Marketing.
2. University faculty, staff and students may refer to their affiliation or status with the University in connection with personal activities, including consulting, provided that the affiliation or status is accurately represented, and any title or position is accurately identified, and provided that such use does not imply University endorsement of the activity, as further described below.
3. Use of University insignia in connection with personal activities is prohibited. The University's name must not be used in any announcement, advertising matter, publication, correspondence, or report in connection with personal or non-University activities if such use in any way could be construed as implying University endorsement of, or responsibility for, any person, project, product, or service.

XII. Non-University Persons

1. The University reserves the express right to request University identification from participants engaged in events and demonstrations on campus for the sole purpose of determining whether an individual is affiliated with SUNY Downstate.
2. Non-University affiliated persons may have less expansive rights of open expression or rights to access space in University locations than those who are members of the SUNY Downstate community.
3. Non-University persons who participate in meetings, events, and demonstrations in a SUNY Downstate location are required to comply with these guidelines and any additional instructions from other University officials, including the University Police Department.

XIII. Enforcement

1. Each member of the University community is expected to know and follow these guidelines. Disrupting SUNY Downstate operations is not permitted. This includes conduct that interferes unreasonably with the activities of other persons; causes injury to persons or property or threatens to cause such injury; holding meetings, events, or demonstrations under circumstances where health or safety is endangered; or knowingly interfering with unimpeded movement in a SUNY Downstate location or with SUNY Downstate operations.
2. Given the nature of SUNY Downstate’s campus, any individual may be asked to show SUNY Downstate ID at any time while present on the campus. Members of the SUNY Downstate community are required to wear their ID card visibly on their person at all time while on campus.
3. The Office of Communications and Marketing or another individual designated by the Office has the authority to determine if the guidelines are being violated by any member of the University community. 
4. The Office of Communications and Marketing, the University Police Department, or other University administrators may intervene to address in real time any conduct that it has declared to be in violation of the guidelines. Intervention may include instructions to participants to modify or terminate their behavior.
5. If a member of the SUNY Downstate community is believed to have violated University policies or guidance or fails to comply with instructions from a University official acting within their authority, the individual (or organization) will be subject to SUNY Downstate disciplinary policies as applicable to students, faculty, and staff.
   1. Students who are believed to have violated these Standards, upon the filing of a complaint and preliminary review of the allegations, shall be referred to the Office of Student Affairs. If a charge is pursued, SUNY Downstate will follow the normal disciplinary process, as appropriate.
   2. Faculty who are believed to have violated these Standards will be referred to their School Dean and/or the Office of Labor Relations for further action.
   3. Employees who are believed to have violated these Standards will be referred to the Office of Labor Relations.
6. Reports of online harassment, bullying and threatening behavior of any kind should be reported to the NYS University Police at 718-270-2626.

 

Related Policies:

• Identification Card Policy

• Posting Policy
• Camping and Use of Tents on Campus

• Freedom of Expression & Assembly Policy & Procedures (Students)

 

Last Updated: July, 2024