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Purpose
Recognized Student Organizations (RSOs) may wish to host invited speakers or guests on campus or that has the imprimatur of the College consistent with the purpose of the organization as defined in their approved constitution. While the topic of a presentation may be political or controversial, Westminster College believes in freedom of expression and, therefore, offers the following policy to permit free speech while preserving the educational environment and protecting the safety of the Westminster community.
Approval of Speaker
All speakers hosted by Recognized Student Organizations (RSOs) must be approved prior to hosting the event on campus.
1.The following four questions will be weighed when considering requests for a guest speaker on campus:
- Is the topic of interest to our academic community (or a part of it)?
- Is the speaker a recognized authority on the topic?
- Is there a specific tie between the topic and Westminster College?
- Is the presentation intended to be primarily informative, or is there a personal or political interest involved?
If the answer is yes to two of the first three, the College is likely to be interested and the talk may be approved by the VPSA or VPAA in consultation with relevant departments or faculty. If the answer is yes to the first three but there is clear personal or political interest involved, then the talk must be approved by the President.
2. In the case of a talk offered by an alumna/alumnus: consultation with Alumni Affairs should be included, before approval/disapproval by VPSA, VPAA, and/or the President.
3. The President may preclude, rescind or modify invitations to public presenters, whether self-invited or invited by an academic or student affairs program, if any of these conditions apply
- The presentation is egregiously contrary to the College’s mission;
- The presentation presents an immediate and unmanageable risk to the physical safety of members of the College community or their guests; or
- The presenter(s) or his/her (their) agent does not agree to the College’s expressed policies or contract terms, thereby presenting an unacceptable risk to the College.
No College Endorsement
As a recognized 501c3 organization, the College will not endorse candidates for public office, and all candidates and/or their representatives shall be treated equally pursuant to these protocols. Additionally, the College does not endorse invited guests and speakers nor the content of their presentations. Consistent with the Student Life policies, RSOs may use institutional facilities for partisan political purposes, including candidate appearances, provided such groups pay the usual and normal charge, if any, and such groups do not use institutional resources to conduct fundraising on behalf of a candidate.
Sponsorship
Speakers subject to this policy must be sponsored by a Recognized Student Organization, as the ability to host an event is a privilege afforded to RSOs and not individual students.
Whether or not an invited speaker or guest will be compensated, the individual with contract signatory authority for the Westminster College event or the program organizer (in accordance with Westminster College policies for signature authority for contracts) is responsible for securing agreement in writing with invited speakers and guests who are not employees of Westminster College describing the terms of their speaking engagement. For RSOs, only the advisor holds contract signatory authority. RSOs must submit contracts to the Office of Student Life prior to signing. The Director of Student Life will forward for review which will be conducted by the Director of Compliance and Risk Management. RSO officers can access a template agreement in the Student Life Office.
Student, Westminster Community, and Public Access
Generally, events will be open to Westminster College students and the campus community. The Vice President for Student Affairs will determine if an event can be open to the general public. Any event that presents an unmanageable disruption to normal College operations, integrity of College spaces, or unmanageable risk to the physical safety of members of the College community or their guests will not be open to the public.
Costs
The costs of hosting an invited speaker are the sole responsibility of the RSO, including facilities use (set up and tear down), catering, and public safety expenses.
Event Space
RSOs and their invited speaker shall be subject to all applicable policies and procedures regarding the reservation of event space as defined in the Policy on Use of Westminster College Facilities by Campus Departments, Personnel, and Recognized Student Organizations which can be found in the Student Handbook.
Safety and Security
Event security must be coordinated with the Westminster College Department of Public Safety (DPS) no later than 10 business days prior to the event. DPS will coordinate with Secret Service, or other law enforcement entities, if applicable. The sponsoring student organization is responsible for any costs associated with safety and security required for the event, and DPS will determine those requirements.
Additionally, the sponsoring student organization will consult with DPS regarding traffic and parking issues. The sponsoring student organization is responsible for any costs associated with traffic and parking control required for the event.
The Director of Physical Plant and/or Student Affairs administrators overseeing RSOs will have the final authority on set-up and access issues, particularly as they pertain to fire safety and crowd control.
Videotaping and Photographs
For engagements that may be photographed and/or recorded: State statutes require securing permission for some uses of an individual’s image or likeness (via photo, video and/or audio). Student organizations must include language in the signed contract that specifies whether permission is granted for videotaping and photographs.
The invited speaker or guest may make a request to record their own engagement with their resources and at their expense for documentary or archival purposes only. However, because any public use or distribution must adhere to Pennsylvania laws governing privacy and required permissions for marketing or publicity, any subsequent public use or distribution of such recording, including use of the College’s logos and seal, requires written permission from Westminster College’s Marketing and Communication Office.
News Media
While not all events are open to general public, if an event is advertised as open to the public, members of the news media may attend. RSOs are responsible for complying with contractual obligations regarding the media. RSOs and their members are prohibited from making any statements to the media which they present as representing the views of Westminster College. Additionally, students or members of the College community who appear in media should note that they reflect the College through any such appearances and are expected to behave as such.
Event Publicity
Publicity for events with invited speakers or guests must comply with Policy on Posting Print Materials, Event Promotion, and Email Guidelines.
Use of Westminster College Logos
RSOs are not permitted to use Westminster College logos in their promotion of any invited speaker or event without advance, written permission from the College.
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