Module 3.2 : Student Organization Calendar & Resource Form

For Module 3.2, please watch the video below. If you are having a hard time viewing the video below, you can review them here: Module 3.2 Video. Here are also links to slides from the video and transcript for the video. 

Module 3.4: Room Reservations

Room Reservations and EMS

The university utilizes an event scheduling system called EMS for room reservations. (https://reservations.sandiego.edu/EmsWebApp/) If a student organization needs to reserve physical space on campus for an event, you will need to make a reservation through this link and follow all steps noted below. Only student organization leaders listed on the student organization’s registration form will have access to EMS. You may only reserve a room for legitimate student organization events. All room reservation requests must be made online via EMS.  If you are hosting a virtual event, you will also need to complete an EMS request form.

Note: Classroom spaces are also available for event use;  it is expected that they be left in the same condition in which they were found with trash properly disposed of in receptacles. For your EMS Room reservation, please be sure to account for the full duration of the event—including any post-event mingling, set up and clean up. 

EMS for On-Campus Events

EMS allows a student organization to reserve space in any building on campus, including Warren Hall and the Pardee Legal Research Center.  Through EMS, a student organization can indicate whether they need USD Catering or a special room set-up. If the student organization is interested in reserving a space outside of Warren Hall, Guadalupe Hall, or the LRC, the student organization can contact lawstudentaffairs@sandiego.edu for advice and guidance and/or call the appropriate building scheduler. The student organization can discuss its expectations with that scheduler and determine whether the space is the right venue for the event.

EMS Procedures and Instructions

The Student Organization Handbook details the instructions on how to complete and EMS Request in Section IV.D.4. 

Module 3.6: Parking

Parking policies are posted on the Parking Services website, for more information student organizations are encouraged to contact Parking Services at parking@sandiego.edu or 619-260-4518.  Frequently asked questions are found here: sandiego.edu/parking/faq.php. General information regarding USD Parking policies for invited guests can be found here: https://www.sandiego.edu/parking/parking-information/guests.php.  

There are two options to pay for parking for invited guests to a student organization’s event: 1) request a Law Student Affairs Parking Validation Code or 2) request parking through Parking Services.

Request a Law Student Affairs Parking Validation Code

The student organization has the option to request using a Law Student Affairs (LSA) Validation Code. An LSA Validation Code is valid in the Main Parking Structure, the West Parking Structure, and the West Lot only. It is a four-digit code that you can give to your invited guests to use when parking on campus. 

To utilize a LSA validation code, you will need to request a validation code through the Law Student Affairs Parking Validation Code Request Form linked here no later than seven (7) days before your event. Your inquiry will be reviewed and a validation code with instructions will be sent to the requestor to pass along to invited guests. 

Request Parking through Parking Services

For parking for invited guests, policies are found online here.  At this time, Parking Services can only reserve parking for university-invited guests on a case-by-case basis.  This impacts all university offices and includes the guests student organizations invite to speak at or attend their events.  Please review USD Parking policies for Invited Guests. 

If you are not able to reserve parking for your guests, it is up to your guests to find parking when they arrive on campus.  Here are some options:

• The Main Parking Structure (MPS) is the closest lot to the law school that is available for guests to park in.  

• There is also two-hour metered parking on Torero Way, which is very close to the law school.  These spots may come up more frequently as people can only park there for two hours maximum.  

• The West Parking Structure (WPS) is on the opposite side of campus from the law school.  If your event takes place in the morning or at the noon hour, the most parking can be found here.  A free tram goes from WPS to the main campus and runs every five to seven minutes.  A complete tram schedule is available online (which includes a link to a live map).

Metered parking is in effect at USD Monday through Friday 7:00am to 7:00pm.  You should direct your guests to pay for their parking at the pay station or via the ParkMobile app.  When communicating with your guests, it is strongly recommended that you refer them to the Parking Services website for information about parking.  

Module 3.8: Additional Policies for Event Planning

In additional to the procedures noted above in this Module, there are a few other policies/procedures to consider: 

Event with External Speakers or Guests. (Section IV. of the Student Organization Handbook)
All invited outside speakers, panelists, and guests coming to the University of San Diego will need to follow USD protocols. If you have any questions, please reach out to Law Student Affairs. 

• High Profile Guests Policies: If your guest is high profile, you will need to speak with Law Student Affairs about your guest.  There are often many considerations when hosting a high-profile guest, and we just want to make sure all of the logistics are taken care of in an appropriate manner.

• Honorariums or Speaker Fees: If the student organization invites a speaker who requires an honorarium or speaker fee, you will need to inform Law Student Affairs as soon as possible but no later than 60 days in advance. Fees for speakers will need to be processed in advance and to avoid any delays with issuing payment or tax statements. 

Alumni at Events (Section IV.K of the Student Organization Handbook)
Student organizations who wish to invite or involve alumni at their events (including inviting alumni to speak as panelists at an event), the student organization should contact the Office for Alumni Relations to let them know about your event.  You can contact them at lawalum@sandiego.edu. Depending on the timing, they may be able to advertise your event through their monthly email, The Docket.

Providing MCLE Credits (Section IV.L of the Student Organization Handbook)
USD School of Law is an approved MCLE provider. MCLE is "Minimum Continuing Legal Education" which all active attorneys are required to take. This is a great way to get practicing attorneys at your events! If you would like your event to provide MCLE credit, you must first get approval from the MCLE Coordinator.  You must submit your request no later than two weeks prior to your event.  Your request must include several pieces of information.  

Please visit the MCLE webpage for the list of required materials.  If your event qualifies for MCLE credit, the MCLE Coordinator will provide you with the specific language to be used in your promotional materials and the required forms you will need for the day of your event.  Do not publicize that your event qualifies for MCLE credit prior to receiving approval.

Involving or Inviting the Dean’s Office (Section IV.M of the Student Organization Handbook)
If the student organization would like either Dean Robert Schapiro or Vice Dean Robert Muth to attend or present at an event, please email lawdean@sandiego.edu with your request.  You must email your request at least three weeks in advance of your event. 

Timing of Events and Clean Up Policies (Section IV.P of the Student Organization Handbook)
Many classes start at the top of the hour.  Be sure to end your event at the specified time of the EMS reservation and with enough time so that students can get to their next class.  If you are using a classroom, this also ensures that the next class in the room can start on time.

You are also required to clean up after your event.  If you are using a physical space on campus, please be courteous of the students and professors who may use the room after your event.  

• If you moved any furniture, put the furniture back where you found it.  

• If something spills inside Warren Hall, email lawfacilities@sandiego.edu immediately so that the mess can be cleaned up.

If your event is taking place on the weekend, you will need to take all food waste and trash outside of Warren Hall and throw it away in one of the outside trash cans or dumpsters.  Bigger events on the weekend may require an extra fee for a janitorial staff member to clean after the event.  To save money on such an event, you can reserve space in the Hahn University Center (which has a full-time janitorial staff).

Failure to clean up after your events may result in your organization’s EMS privileges being suspended.

Events Involving Special Risk (Section IV.O of the Student Organization Handbook)
For those having events that may involve unique risks (i.e., involving physical activities, etc.), there is a waiver that your attendees will need to sign. If you think you fall into this category, please contact Law Student Affairs so that we can discuss.

USD's current waiver will looks like this: (Downloadable link found here)