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Student organization leaders and members can access all policies regarding the successful operation of their organization here. Find details on programming, funding, cash handling, scheduling and more. As always, if you have questions, please contact

Policy and Procedure

The Information Technology Services department at JCU can provide audio equipment and staffing to support student organization sponsored events and activities. The procedure to request this equipment is as follows:

Email the helpdesk at at least 48 hours before the event with the following information:

  • Event Date and Time
  • Event Description
  • Your contact name and email
  • Organization name
  • How many microphones you need
  • Indicate if you would like staff support at your event*

*Most events will only require set-up and support at the start of an event. If additional support is needed for all or part of the event, there is a charge of $20.00 per hour for a staff member. Request for extended technical support should be requested when requesting equipment.

Also, events taking place after 10 PM may incur a charge for event set-up. There also may be a need to store and return equipment the next day as the Help Desk closes at 10 PM.

Learn more!

You can find the Fundraising Form here

John Carroll University is committed to fostering ethical and moral values that are consistent with Jesuit and Catholic traditions. Among the central values of the University are the inherent dignities of every individual as well as the right of each person to hold and to express his or her viewpoint. When these views conflict it is the obligation of members of the community to respect other perspectives.

The University welcomes students, faculty, staff, and visitors from diverse backgrounds and it works to ensure that they will find the University environment free of discriminatory conduct. It is unacceptable and a violation of University policy to harass, abuse, or discriminate against any person because of age, race, gender, ethnicity, sexual orientation, religion, or disability.

John Carroll University defines hate-motivated offenses as any conduct (harassment or physical acts) directed at an individual(s) on the basis of age, race, ethnicity, gender, sexual orientation, religion, or disability with intention to intimidate or injure an individual(s) physically, mentally, or emotionally. Hate motivated offenses compromise the integrity of the John Carroll University community and constitute violations of the “Engaging in harassment based on age, race, gender, ethnicity, sexual orientation, religion, or disability” provision of the Student Code (section 2b). As in all cases of misconduct, including hate motivated offenses, both the respondent and the student who believes s/he has been a recipient of the respondent’s misconduct have rights that are granted through the Student Conduct Process. These rights are contained in their entirety here.

Members of the John Carroll University community affected by hate-motivated offenses are strongly encouraged to report these incidents. Such offenses can be reported to a variety of offices on campus including: Dean of Students Office, Office of Residence Life, John Carroll Police Department, and/or through the Bias Incident Report here.

Students found responsible for hate-motivated violations are subject to a range of disciplinary actions up to and including expulsion from the University.

This policy is separate and distinct from the John Carroll University Sexual Harassment policy that can be found here.

The purpose of this policy is to establish criteria to minimize the risk of injury to Minors, and to promote an environment conducive to the accomplishment of John Carroll University’s mission. The University recognizes its obligation for the safety and well-being of Minors that comes with their presence at University facilities. University facilities and grounds can present a variety of potential hazards to individuals unfamiliar with them. The risks associated with these potential hazards are greater for Minors, who often lack the hazard recognition abilities of an adult.

For the policy in its entirety – please click MINORS ON CAMPUS POLICY

An individual must purchase the rights (license) from a movie company such as Swank Motion Pictures or Criterion Pictures to obtain permission to show a movie in any other situation than what is covered under the 1984 Copyright Act as outlined below.

What the Law Says

The Federal Copyright Act (Title 17, United States code, Public Law 94-553, 90 Stat. 2541) governs how copyrighted materials, such as movies, may be utilized publicly. Neither the rental nor the purchase or lending of a videocassette or DVD carries with it the rights to exhibit such a movie publicly outside the home, unless the site where the video is used is properly licensed for copyright compliant exhibition.

This legal copyright compliance requirement applies to colleges, universities, public schools, public libraries, daycare facilities, parks, recreation departments, summer camps, churches, private clubs, prisons, lodges, businesses, etc., regardless of whether admission is charged, whether the institution is commercial or non-profit, or whether a federal, state, or local agency is involved.

The movie studios who own copyrights, and their agents, are the only parties who are authorized to license sites such as colleges and universities. No other group or person has the right to exhibit or license exhibitions of copyrighted movies. Furthermore, copyrighted movies borrowed from other sources such as public libraries, colleges, personal collections, etc., cannot be used legally for showings in colleges or universities or in any other site which is not properly licensed.

The “Educational Exemption”

Under the “Educational Exemption,” copyrighted movies may be exhibited in a college without a license only if the movie exhibition is:

  • An “integral part of a class session” and is of “material assistance to the teaching content.”
  • Supervised by a teacher in a classroom.
  • Attended only by students enrolled in a registered class of an accredited non-profit educational institution.
  • Lawfully made using a movie that has been legally produced and obtained through rental or purchase.

How to Obtain Movies Legally

Most of the time, student organizations will not qualify for the exemption and will thus need to contact a movie company like Swank Motion Pictures or Criterion Pictures to obtain the rights to showcase a movie or other performance. If you would like assistance with this, please see the staff in the Office of Student Engagement. The contact information for Swank Motion Pictures is listed below:

Swank Motion Pictures
201 South Jefferson Avenue
St. Louis, MO 63103-2579
Toll-Free: (800) 876-5577

Taken from “Film & Video Copyright Infringement: What Your College or University Needs to Know About the Public Performance of Movies” published by Swank Motion Pictures, Inc.

John Carroll University enforces a strict set of guidelines and policies regarding events with alcohol in the best interests of the safety and well-being of JCU students and guests. All students, organization advisors, security personnel and venue staff are expected to know and comply with the Policy on Student Events with Alcohol.

Student organizations must comply with the following procedures for any event with alcohol. The sponsoring organization, the sponsoring organization officers, the sponsoring organization adviser and the venue manager, must agree to comply with all JCU risk management policies and procedures.

  • Student organizations must complete the Request for Events with Alcohol online form no less than 21 days in advance of the event.
  • After an event is approved, the Birth Date List must be submitted five days prior to the event.
  • Wristbands for those 21 and over must be picked up in the Office of Student Engagement (2nd floor of the Student Center) on the last business day prior to the day of the event. (If the event is on a Friday, wristbands must be picked up on that day between 8:30 a.m. to 5:00 p.m. Pick-up for Saturday or Sunday events is also on Friday.)

Required Forms and Documents

Event Policies

  • The Student Organization Request for Events with Alcohol is required for all events sponsored by student organizations in which alcoholic beverages will be served.
  • The Student Organization Request for Events with Alcohol form must be submitted online at least 21 days prior to the event in order to be approved. The online form must include uploaded copies of the: 1) venue contract, 2) venue Certificate of Liability, and 3) Acknowledgement of Responsibility Form.
  • All policies from the Office of Student Engagement and University Code of Conduct must be followed at all times. No over night stay at event venues is permitted.
  • Promotions for the event shall not portray symbols of alcoholic beverage consumption (i.e. foaming cups, beer cans, etc.), alcoholic beverage brands (i.e. Coors, Natural Light, etc.), or abusive consumption (i.e. drinking contests/competitions), nor shall they emphasize frequency or quantity of alcoholic beverage consumption. Alcoholic beverages shall not be used as a requirement to participate.
  • The primary purpose of any event should not be alcohol consumption. The university may impose other guidelines as necessary for the safety of all participants.

Supervision & Risk Management Monitoring

  • Organizations must have one adviser per 50 guests present at their event. The adviser(s) must be present for the duration of the event and must address university violations. Advisers may enlist the support from event security if necessary.
  • All national and university risk management policies regarding events with alcohol must be followed.
  • Intoxicated students and their guests will be ejected from the event.

Food & Beverages

  • Guests who are 21 and older must wear a three-tabbed wristband. Only one drink can be served to one person at a time. This allows guests to consume a MAXIMUM of three alcoholic beverages at the event, regardless of the duration of the function.
  • The three tabs are standard for a three-hour event. If an attendee who is 21 and older arrives with two hours remaining in the event, they will receive only two tabs on the wristband, and arriving with only one hour left will result in receiving only one tab.
  • The bartender must take one tab off of the attendees' bracelets for each alcoholic drink consumed.
  • All beverages for events involving alcohol must be provided through third-party vendors.
  • Adequate amounts of non-salty/non-sweet food must be provided as well as ample quantities of non-alcoholic beverages.


  • University vehicles are not permitted to transport students or other attendees to and from events with alcohol.
  • Organizations must arrange for alternative transportation options and social fraternities/sororities must follow the transportation policies as set forth by their national organizations.
  • Intoxicated students are not permitted entry into the event or access to the pre-arranged transportation.


  • The organization must hire at least one security guard/police officer per 50 guests.
  • All attendees are allowed only one entry to the event. If an attendee leaves, they are not permitted to re-enter.

Procedures for Checking Identification

On Campus Check-in Procedures

  • Social fraternities/sororities must follow their international policies for on-campus check-in procedures prior to leaving for the event.

Check-in Procedures at Event

  • At the entrance, either a hired security guard/police offer or designated JCU staff member must check IDs and place the tabbed wristband on the individuals who are 21 and older.
  • At the door, the Birth Date List must be given to the venue staff or security officers who are checking IDs, indicating guests who are 21 and older. Please turn this list in to the Office of Student Engagement at least 5 business days prior to the event via the Birth Date List on-line form.

Students of John Carroll University are encouraged to be civically engaged in the political process, both individually and collectively. Within the guidelines of the Student Political and Campaign Activities Policy John Carroll University provides an academic environment which encourages civic discourse in order to enrich and invigorate the educational experience for all members of the campus community.

Student Protest and Rally Policy

In pursuit of its Catholic and Jesuit mission to promote learning, the development of the whole person, and engagement with the world in pursuit of social justice, John Carroll University recognizes its responsibility to encourage its students to be independent, critical thinkers who take action in accordance with their values.

John Carroll University strives to create an environment in which students may discuss questions, express opinions, and debate issues publicly while respecting the rights of others. This policy ensures that students are made aware of the options available to them to protest and rally on campus and at University-sponsored events. This policy also exists so students understand the limits for those options as well as the ways the University can provide requirements necessary for the protest or rally to take place.


Protest or Rally: This policy applies to protests or rallies on University property that include student participants (with or without other University community members such as faculty and staff or JCU alumni). This policy does not apply to protests or rallies on University property that are sponsored and/or approved by an appropriately authorized University office or department

Policy and Procedures:

In planning any protest or rally, there are two primary considerations that the University seeks to balance. First, the University is responsible for maintaining a safe, non-disruptive and secure environment conducive to academic and other educational pursuits and that respects the rights of others. Second, we seek to promote the University’s mission and values, which include both respect for others and a desire for social justice as well as free expression and assembly.   Within this context, the University will put in place reasonable restrictions such as those on time, place and manner or on activities inconsistent with the University’s mission and values  in order to balance these two considerations that could come into unproductive conflict. Additionally, student protests or rallies must comply with all applicable University policies, including the Student Organization Political and Campaign Activities Policy, the Non-Discrimination, Non-Harassment, and Bias-Related Incident Policy,  Firearms and Other Weapons Policy, and the Posting Policy.

Therefore, when planning and executing a protest or rally, student organizers must ensure the following:

  • The protest or rally prioritizes the safety of those involved, as well as the safety of those not involved in the protest or rally, including those who disagree with the position taken by organizers.  No protest or rally on University property may  negatively impact the safety and health of the campus community or visitors. 
  • The protest or rally permits the continued operation of University functions without disruption – i.e. allows students to freely move about campus; allows classes and University-sponsored events to continue unhindered and uninterrupted (including excessive noise in academic buildings); allows other students, faculty, staff, contractors, and visitors to conduct their business; allows entrance and egress from University grounds as needed; and is not in violation of other University policies.
  • The protest or rally respects University property, including building times, facility cleanliness and appearance, and structural integrity.  Protests or rallies may not cause property damage or disrupt facility operations. 
  • Students who fail to follow these requirements are subject to disciplinary action according to the university student conduct procedures as well as possible legal action when applicable.

If the protest or rally attendees choose to engage in an activity or method of protesting or rallying not prioritizing safety, the continued operation of the University, the compliance with University policies and with the law, or respect for University community members and University property, the attendees generally will be warned once for minor issues before being asked to leave the protest or rally. If a significant percentage of attendees choose to engage in a protest or rally that does not comply with these priorities, the entire protest or rally may be dispersed. When a significant concern about the safety (e.g. carrying weapons, unsafe open flames, or engaging in threatening or intimidating behavior) of any community member or the University as a whole arises (as determined by the Dean of Students, JCUPD, or their respective designees), the University will remove an attendee or disperse a protest or rally without first issuing a warning. 

Student protests or rallies on University property or at University-sponsored events must be organized, led and attended by current students (and may include other current University faculty or staff members or JCU alumni), so that there is an appropriate University contact for the protest or rally. Protests or rallies by those who are not University students, faculty, staff or alumni are not permitted on University property. Individuals who are not current students, faculty, staff or alumni are not permitted to participate in on-campus protests or rallies. 

Reasons for dispersing a protest or rally will be communicated to student organizers at the time of dispersal. If immediate communication is not possible, reasons will be communicated to student organizers during a follow-up meeting with a staff member from the Office of Student Engagement.

Students planning to protest or rally are expected to notify the Office of Student Engagement at (216) 397-4288 at least seven (7)  business days prior to the event to provide notice of the planned protest or rally and designate an organizer as an official point of contact. The organizer is to submit the notification on the form required by the Office of Student Engagement, which includes information on the proposed purpose, location, attendees, speakers etc.  In limited circumstances, the University may permit a protest or rally with less than seven (7)    business days’ notice. This notice allows University staff to work with student organizers to assure the protest or rally will meet the requirements of this Protest and Rally Policy, and to provide assistance in utilizing University resources to maximize the learning experience inherent in protest and rallying. Once a notification of a planned protest or rally is submitted to Student Engagement, that office will notify appropriate University offices who may need to provide coordination, assistance or communication related to the protest or rally (i.e. JCU Police, Dean of Students, Marketing and Communications, Diversity, Equity, Inclusion and Belonging, Academic Affairs, Regulatory Affairs and Risk Management, Legal Affairs, Facilities, and/or other University offices as appropriate). Prior to the date of the proposed protest or rally, the Office of Student Engagement will provide written confirmation to the organizer of the receipt of the notice of the protest or rally, as well as any restrictions on time, place and manner for conducting the planned protest or rally (i.e. permitted location, prohibition on non-JCU attendees, prohibition on use of University logos or trademarks etc.). University staff may advise the organizer that the protest or rally may not be held in the preferred or indicated location, but would need to be located in an alternative location due to safety issues, potential disruption to University operations, or mission-related issues. Typically, protests or rallies may not be held in faith-based locations on University property; University Counseling Center; and Student Health Center. A student organization that is organizing a student protest or rally who wishes to invite any external (non-JCU) speaker or panel to speak at a protest or rally also must comply with the University Speakers and Events Policy.  

In its dedication to social justice and an open, respectful exchange of ideas and opinions, John Carroll University is committed to permitting student protests or rallies advocating different viewpoints, when such protests or rallies are conducted consistent with this policy. The use of John Carroll facilities for any protest or rally or the assistance of John Carroll staff in providing guidance to students does not imply endorsement of the ideas therein. This policy exists to govern the process of a protest or rally and seeks to provide positive, productive, and safe outlets for John Carroll University students to engage with the important questions of today’s world.

Counter-Protesting and Rallying

All of the above guidelines on protests and rallying also will govern any counter-protesting and rallying for a viewpoint opposed to the viewpoint being advocated by the student organizers of the protest or rally. Counter protests and rallies are required to avoid actions that physically disrupt or block other protests or speakers.

Fixed Exhibits/Chalking

Fixed exhibits and authorized chalking can be important forms of expression or provide event notification. The University provides a process through which a fixed exhibit or authorized chalking may be utilized on University property. Fixed exhibits and chalking must comply with University policies and must be consistent with the same priorities for health and safety, non-disruption, protection of University property, and University mission and values considerations as outlined in this policy related to student protests and rallies.  

Fixed exhibits and chalking on University property,  because of their nature, must be approved and coordinated with the Office of Student Engagement and in consultation with the Offices of Facilities, Auxiliary Services, and Regulatory Affairs and Risk Management and/or other relevant departments at least seven  (7) business days prior to being displayed. Only current JCU students or recognized student organizations may request to utilize a fixed exhibit or chalking; fixed exhibit and chalking by non-JCU persons will not be approved on University property.  Prior to the installation of the fixed exhibit or chalking,  the Office of Student Engagement will provide written confirmation as to whether the request for a fixed exhibit/chalking has been approved, the approved time frame for the fixed exhibit/chalking, and any restrictions such as on time, place and manner for the fixed exhibit/chalking.  A fixed exhibit must remain in one approved location for the duration of its display and may be subject to being moved if it interferes with institutional activities or affects campus operations or safety. The maximum number of days for a fixed exhibit or authorized chalking to be displayed is five (5) business days. Fixed exhibit and chalking must be located only in the location(s) approved by the Office of Student Engagement

To initiate the process, a student or student organization(s) needs to submit a Fixed Exhibits/Chalking request, at least seven  (7) business days prior to installation of the fixed exhibit or chalking, to the Office of Student Engagement using an online form here. The seven-day period provides time for a University staff member to discuss with the student or student organization the exhibit, its content, placement, and duration, the responsibilities of the requesting student(s) in terms of safety and respect for University property, and other logistics. The agreed-upon parameters and boundaries will govern the fixed exhibit/chalking and must be followed. This subsection governs chalking as well.


Posting Policy and Procedures


This policy has been designed to ensure that John Carroll University students, faculty, and staff have equal access to common posting areas in order to promote events and activities, to avoid violations of fire and safety codes, to ensure compliance with applicable laws and regulations, and to preserve the aesthetic quality of the campus.

Posting on University property is a privilege, and therefore, the University reserves the right to regulate the posting and distribution of all publicity. General guidelines for all members of the community are included in this policy with additional instructions outlined for student groups and non-University groups.


Location – No flyers are permitted on any walls, windows, doors, stairwells, elevators, garbage cans, columns, light posts, signs, statues, artwork or ornamental surfaces on campus. Posting is not permitted on glass (except where noted), mirrors, masonry walls, and painted surfaces (including doors). There may be some exceptions to this in residence halls. Chalk postings should be on the sidewalk only and not on any buildings or trash cans.

Content – No libelous material shall be posted. Material, including chalking, must abide by all of other University policies, including but not limited to the Student Code of Conduct, the Interpersonal Violence Policy, the Hate Free Policy, and the Student Organization Political and Campaign Activities Policy. No flyers are allowed to advertise drink specials, events where the primary purpose is drinking, or other activities that appear to promote irresponsible or illegal alcohol or drug use.


Student groups and non-University groups

  1. All promotional materials and advertisements must have the “approved for posting” notice displayed on each promotional piece prior to posting. All posters/flyers from student organizations or outside groups must be approved in advance by the Office of Student Engagement (OSE). Students should bring the original flyer to OSE for approval before making copies. Chalking is only available to student groups, and requires approval in advance. Please complete the OSE Request Form with the desired text, design, and locations attached, and submit to OSE for approval. Groups must provide their own chalk.
  2. The following information must be included on all postings: the name of the event; sponsoring organization; contact information including name and e-mail address; and event time, place, and admission cost, if applicable.
  3. Postings are not permitted that advertise alcoholic drink specials, events where the primary purpose is drinking, or other activities that appear to promote irresponsible or illegal alcohol use.
  4. Postings that promote messages that are contrary to the Jesuit and Catholic character and mission of the university are not permitted.
  5. All postings will be removed by the date stamped on the posting or within three (3) business days following the event date. Posting and removal dates are at the discretion of the staff in the Office of Student Engagement. 
  6. On-campus departments and organizations should provide six (6) copies for common area bulletin boards (only one per bulletin board) and eleven (11) copies for information centers in residence halls (17 total if desiring to post in both locations). Additional posting may also be permitted on departmental bulletin boards with permission of the appropriate department.
  7. People from outside of the university community should bring one (1) copy for posting on the central bulletin board reserved for outside agencies, space permitting.

University Departments

  1. Postings sponsored by a University department do not require content approval from the Office of Student Engagement prior to posting, but must follow all other posting guidelines and university policies, including compliance with the University’s guidelines for political and campaign activity at JCU implemented by the University Office of Government Relations.
  2. Departments may post information on the inside glass within their departments with permission of the chairs. Postings of signage on the exterior grounds and/or buildings can only be done with the permission of the Facilities Office (216-397-4314). *Note: Stanchions may be available through the Facilities Scheduling Office (216-397-1500) for special events on campus. Faculty and departments may obtain approved bulletin/posting board/bars for their walls adjacent to their doors through the Facilities Office at a nominal cost.
  3. Flyers are permitted to be posted on faculty and staff members’ doors with permission of that employee, using blue tape to hang the sign.



  1. All flyers need to be approved and stamped for approval, including a removal date, by the Office of Student Engagement (OSE), located in Suite 201 of the D. J. Lombardo Student Center (above the bookstore).
  2. **Original flyers must be brought to the Office of Student Engagement (OSE) for stamping and approval prior to an organization making multiple copies for posting.
  3. Except where noted, flyers are not permitted on any walls, windows, doors, stairwells, garbage cans or columns on campus.
  4. Approved flyers may be posted on the six (6) established bulletin boards in any building on campus. Approved flyers also may be posted on the eleven (11) residence hall information centers with permission.
  5. Flyers/posters from student organizations are for the purpose of advertising specific activities or events. Campus departments can use flyers/posters to promote specific activities as well as for sharing information with the campus community.
  6. No solicitation is permitted under doors in any residence hall or buildings on campus.
  7. The OSE can post flyers on a weekly basis for external groups on the one designated central bulletin board during the academic year, space permitting.
  8. Only Residence Life personnel are allowed to post flyers in the common areas of the residence halls. Copies may be placed in the hall office mailboxes located in the Office of Residence Life for staff to distribute.
  9. There are six (6) bulletin boards used for posting flyers for JCU departments and organizations. The bulletin boards are located in: the Student Center Atrium, across from student mailboxes; in the Student Center next to the elevator across from Residence Life; in the Student Center from the IM gym; in the Administration Building – on the 2nd floor, across from Catholic Studies; on the first floor of the Boler College of Business; and on the East wing first floor of the Dolan Science Center,cross from the vending machines.


  1. Atrium window painting in the D. J. Lombardo Student Center is reserved for major, campus-wide events sponsored by JCU entities only. Events with the primary purpose of raising money are prohibited.
  2. Only one event may be publicized on the windows at a time unless permission is given by the Office of Student Engagement (OSE).
  3. Each group must provide their own paint (use water based poster paint only). Paint must be removed by the sponsoring group within 24 hours of the event.
  4. If the cleaning company cleans the window, your organization or department will be charged a fee that ranges from $100 – $400.
  5. To get permission for this form of publicity, please stop up to the Office of Student Engagement to fill out a reservation form, along with the complete text and design for the window, to submit to the OSE for approval. After your request is approved, your information will be noted in the Atrium Window Calendar located in the OSE.


  1. Banners may only be hung on the wires of the perimeter of the Atrium across from the windows of the J. Lombardo Student Center and from the horizontal rail at the top of the steps. Signs may not be hung on any other wall or stairway handrail.
  2. Banners may be hung for a period of one week after stamped for approval by the Office of Student Engagement (OSE). They will be removed after seven days or following the day of an advertised event.
  3. Banners may not exceed three (3) feet wide by six (6) feet long in size and should be hung at a height of at least eight feet from the floor.
  4. Exceptions may be made in the size, location and hanging duration of signs for special campus events (e.g. Homecoming/ Family Weekend, Greek Week, etc.) with the approval of OSE.
  5. All banners are approved and stamped for approval, including a removal date, by the Office of Student Engagement, located in Suite 201 of the D. J. Lombardo Student Center (above the bookstore).


  1. This form of publicity is available for registered student groups or departments to promote an organizational event or meeting.
  2. Chalkings should be on the sidewalk only and not on any buildings or trash cans.
  3. Groups must provide their own chalk.
  4. If the chalking includes data, the reference information for the data should be included.
  5. To get permission for this form of publicity, please complete the Office of Student Engagement Publicity Request Form, with the desired text, design, and location attached, and submit to OSE for approval.


  1. Floor publicity can only be displayed in the D.J. Lombardo Student Center on the two sets of stairs from the Schott Dining Hall level to the Atrium and from the Atrium to the Intramural Gym level.
  2. Publicity can only be posted on the front-facing portion of the steps, not the top of the steps. Blue painter’s tape must be used to secure the publicity.
  3. Floor posting is limited to only registered and recognized JCU student organizations. Only two (2) organizations can have publicity on the steps, each for up to 48 hours. After the 48 hours, publicity must be removed by the sponsoring student organization.
  4. To get permission for this form of publicity, please complete the Office of Student Engagement Publicity Request Form, with the text and design attached, and submit to the OSE for approval. After your request is approved, it will be entered in the Floor Publicity Calendar.


  1. Publicity staking and/or signs can be used occasionally to promote events or activities.
  2. If the staking includes data, the reference information for the data should be included.
  3. To get permission for this form of publicity, please complete the Office of Student Engagement Publicity Request Form, with the text, design and location attached, and submit to the OSE for approval.

NAPKIN HOLDERS (not currently available)

  1. Napkin holders can be placed in the Schott Dining Hall. There are 200 napkin holders in the Dining Hall and adjacent areas.
  2. The format for the napkin holder publicity is a rectangle that is 6 inches X 4 inches. Groups will only be able to use one side of the napkin holders.
  3. Napkin Holders will be reserved on a first-come, first-served basis and groups may only use one side of the holder.
  4. To get permission for this form of publicity, please complete the Office of Student Engagement Publicity Request Form, with the text, design and location attached, and submit to the OSE for approval. The text document must be attached. After your request is approved, it will be entered in the Napkin Holder Calendar.
  5. Only one group at a time is permitted to place publicity on napkin holders and they may stay up for one week


  1. Student organizations who wish to post beyond the guidelines written in this policy, must submit a written request to the OSE for approval.
  2. University departments who wish to post beyond the guidelines written in this policy should speak with the Office of Student Engagement, who will help with the communication to the campus departments the need to be involved.


Failure to abide by these guidelines will result in the removal of flyers/posters/signs or chalking and may result in loss of posting privileges. Charges/fines may be imposed for the removal of flyers/posters/signs that have expired, are posted in unacceptable locations, or require repair of surfaces due to damage during removal. Charges/fines may also be imposed for removal of chalk in inappropriate locations, or chalking that does not comply with the requirements of this policy or another University policy, including the Student Code of Conduct and the Student Political and Campaign Activities Policy. Any non-JCU person or group found posting around campus without following the posting procedures and guidelines may be charged with trespassing.


The Office of Student Engagement (OSE) will monitor and maintain the bulletin boards, doors, and windows in the Student Center and clean off dated or unapproved flyers or banners on a weekly basis.

The Auxiliary Services and Housekeeping departments will monitor unauthorized postings in administrative common buildings except where noted above.

Faculty, staff and students are encouraged to take down dated flyers and bring unapproved or questionable flyers or chalking to the attention of the OSE staff as needed. The office staff will follow up with any sanctions that are needed for policy violations.

General policy questions as well as questions regarding postings by students and non-University groups should be directed to OSE at 216-397-4288 or

Promotional Items/T-shirts

If an organization wants to print and order apparel (i.e. t-shirts) or other promotional items (i.e. cups, frisbees, etc.), it is critical that the group seek approval from the OSE before going to print. The student organization needs to make sure that the design of any item that will promote the organization and/or its event(s) and accurately depicts the mission of the organization and the University. To begin this process, complete the Apparel and Promotional Item Approval Form. Next, student organizations must contact our preferred vendor for promotional items, Redbird in order to get a quote for any promotional item, including t-shirts. This vendor has competitive pricing and has a streamlined relationship with integrated marketing and communications and purchasing.

Fair Trade
As a Jesuit and Catholic institution, one of our core values involves social justice. Read about how your organization can support Fair Trade here.

Preferred Vendors
Please consult this list of preferred vendors when considering doing business with your student organization. In addition if there is something specific you are looking for in regards to program planning, you may want to consult staff in the Office of Student Engagement for a good recommendation.

Student Organization Speaker’s Policy


John Carroll University is committed to creating an environment of inquiry which embraces liberal education as a search for truth where faith and reason complement each other in learning. In this context, the University encourages its student organizations to contribute to the role of the University as a forum for intellectual discussion, debate, investigation and/or artistic expression. The purpose of the Student Organization Speaker’s Policy is to assure that the educational purposes and the Jesuit Catholic identity of John Carroll University are taken into consideration in light of the context and purpose of the proposed event. Additional considerations in approving speakers sponsored by student organizations include the appropriate use of University’s name and facilities as well as the potential interference or disruption to University operations that may result from such sponsorship. The University has final discretion in decisions regarding the sponsorship of visiting speakers and public events.

Student organizations registered and recognized through the Office of Student Engagement and Student Union must submit a Speaker Registration Form to invite non-University speakers to campus. Student groups that have not been registered and recognized by authorized bodies may not invite non-University speakers to campus.

The sponsoring student organization is responsible for including the statement below in its advertisement, announcements, and news releases. If deemed appropriate, the University administration may also require the statement below to be read at the beginning of the event.

The presence of a guest speaker on the campus of John Carroll University does not imply approval or endorsement by the University of the views expressed by the guest speaker, or by anyone else present at the event.

In order to promote civil discourse in an environment that is committed to welcoming diverse viewpoints, the University administration may require that the event be facilitated by a person approved by the University administration.

In the rare occurrence where a speaker or individual might create a public safety concern, or use the University as a platform to denigrate the Catholic identity or mission of the institution, the University reserves the right to reschedule, relocate, or cancel the event. Any invitation to a non-University speaker extended by a registered student organization may be rescinded by the University administration if it is determined that hosting the proposed speaker will constitute a clear and present disruption to the orderly operation or peaceful conduct of campus activities.


When hosting a non-University speaker on campus, student organizations must provide a biography/resume of the speaker as well as a written description of the content/purpose of the speaking engagement with their Speaker Registration Form at least two (2) weeks before the event. Prior to approval of the event, the Senior Director of Student Engagement (or designee) reserves the right to meet with the student organization and to consult with other university colleagues to discuss the event and the information submitted with the Speaker Registration Form.
The university has final discretion in decisions regarding the sponsorship of visiting speakers and public events.