As of September 2024, AS&SM updated the University Lecture Rooms (ULR) Event Form to require a Vice President or College Dean (or their designee) signature for events involving off-campus guests.
DocuSign Instructions
When routing the DocuSign envelope, update Recipient #3 to the Vice President or College Dean (or their designee) (see the example). If this information is not updated while selecting “Yes” for off-campus guests on the form, it may cause routing issues. If you fail to update Recipient #3, your DocuSign will NOT route for approval to AS&SM.
Off-Campus Guests
A couple of reminders for events including off-campus guests:
- Events with off-campus guests require an additional level of risk management and facility assessments, particularly when the guests are minors.
- At minimum, all off-campus guests, or non-affiliates, must submit a Release of Liability.
The change aligns with the system-wide and campus Time, Place, & Manner Policies. Going forward, all ULR event requests that include one or more off-campus guests will require a signature from the Vice President or College Dean (or their designee). We last shared this information at the September 16, 2024 ASUG Meeting and November 2024 ABSO Blog post.