Office for Student Engagement

Division of Student Life

Office for Student Engagement Guidelines

The guidelines found on this page are meant to help you navigate the sometimes vague and confusing practices and procedures at Reed. For the most part, these guidelines are not new, but we wanted to put our operating procedures in writing so that the student activities office can be more helpful and transparent. We have also attempted to capture some institutional history so that you will have some context for each included practice.

Below, you can either download a PDF including all guidelines or link to a web page for each individual guideline. As always, please visit the Office for Student Engagement if you have any questions or want more information. We’re always happy to talk.


Aerial Rig Safety Procedures

Adoption date:  May 2012, updated spring 2016

Authors:  Jessica Dennis ’10 (instructor), Kiri  Strack-Grose (student), Kristin Holmberg (Office for Student Engagement) – approved by Ed McFarlane

Purpose: To ensure that students will be able to pursue their interest in this art while maintaining the highest safety standards possible.

Participants

Those participating in the aerial rig student group should be current students or recent alumni who participated as undergraduates.

Rig set up procedures

  • No one involved in setting up the rig may use any nonprescription psychoactive drugs (including alcohol) or any prescription drugs that advise against operating heavy machinery.
  • The aerial equipment must be attached with locking carabiners, which hang in a direction such that the lock is pulled tighter by gravity.
  • Supports will be tightened, as the frame is raised. After the first tightening the stability of the rig is checked and the chain will be re-tightened if necessary.
  • The feet of the rig will be checked to be sure the weight of the rig is evenly distributed.
  • The first use of the equipment will be a test climb by the instructor, or a student approved by the instructor. This acts as a final check of the stability of the rig before students go on the equipment.
  • The silk will be re-tied every semester to check for structural integrity.
  • Rig tools and hardware will be checked for wear and replaced if necessary.
  • During rig set up, students will initial a checklist to ensure that all set up steps have been done and double-checked.

Aerial lessons

  • No one involved in lessons may use any nonprescription psychoactive drugs (including alcohol) or any prescription drugs that advise against operating heavy machinery.
  • A crash mat at least 6 inches thick will always be used. A yoga mat will be placed under the crash pad to prevent sliding.
  • Anyone using the equipment will be fully supervised by the instructor.
  • No one, no matter how advanced, will use the equipment alone.
  • When learning a new move, it will first be discussed and demonstrated, including a description of tensions and torques that will be applied to the body and how to counteract them.
  • Everyone will be fully spotted by the instructor at all times.
  • Everyone will practice new moves as low as possible until proficient.
  • Students will clear what they are going to do on the equipment with the instructor before going on it each time. (Students already cleared by the instructor are exceptions.)
  • At the beginning of the class, students will be required to disclose any injuries or illness to the instructor.
  • Students will be required to take their personal safety seriously and to follow directions at all times.
  • Before going up-side-down, students will be advised of proper neck position should they start sliding or slipping downwards.
  • If tired, or for any other reason, a student on the equipment may always say "down," in which case the instructor will immediately switch to describing the fastest safe way back to the ground while spotting them down.
  • Advanced students will only learn drops that have two points of contact and will not swing on the equipment. The weight of the participants will always be centered on the rig frame and over the mat.
  • Liability waiver forms and emergency medical forms will be signed by anyone involved in lessons or performance.  These forms will be kept in a file on site when the rig is in use.

Clothing

  • All belts and shoes must be removed.
  • All rings and necklaces must be removed.
  • Any bracelets that dangle or have sharp or hard components must be removed.
  • Any earrings that dangle must be removed.
  • Any sharp components on clothes, earrings, or body piercings must be either removed or taped over.
  • Clothes may not have any dangling or draping components.
  • Clothes must be form fitting and allow range of movement.
In the event of an emergency
  • Anyone who falls must remain still while their condition is assessed.
  • They will be checked by the instructor for any injury to the back or neck before getting up.
  • If there is serious neck or back pain, CSO's will be called, while other group members keep the injured person still.
  • A medical file containing medical insurance information, allergies to any medications, any important medical conditions will be maintained on site.
Qualifying to be an instructor

In order to maintain a high level of expertise, instructors must be competent, know how to teach others, and understand the best practices for safety guidelines.  There are several paths to become the Reed aerial instructor as outlined below. (Note: This is a volunteer position. Instructors are not employees of Reed College.)

Instructors must have:

  • Taken private lessons and received clearance from a reputable teacher (contact teacher as a reference)
    -OR-
  • Completed a semester as an “apprentice teacher” working with and studying safety under the current instructor
    -OR-
  • Previously acted as an instructor at an aerial studio
-AND-
  • ALL instructors must have basic CPR/First Aid certification.
  • ALL instructors must have spotting and falling training.
  • ALL instructors must have trained at a reputable aerial studio (contact studio that they trained at/worked with for references).

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Academic Teams Domestic Travel Guidelines

Adoption Date: Fall 2011
Updated: Fall 2021

Purpose:
 These guidelines for student travel ensure that we are encouraging our students to value their academics and classroom performance first, while also offering them opportunities to further develop themselves as individuals. This statement pertains to all students traveling on overnight trips directly connected to their participation in Reed-sponsored academic teams. Traveling off-campus on Reed-sponsored overnight trips is a privilege and should be treated as such by students. Once the team travel schedule has been established, the following actions will be taken:
  • At least three weeks prior to the proposed departure date, the team signator must provide the Office for Student Engagement with the names of all participating students. Participating students must fill out a Release of Information, and Student Engagement will submit the list to the Registrar and the Assistant Dean for Student Rights and Responsibilities for verification of academic and conduct standing. If any student is found not to be in good academic or conduct standing, the student will not be permitted to travel. Some students may be granted conditional permission. In these situations, Student Engagement staff will meet with the individual to discuss whether or not it is a good idea for them to be traveling with the team. In academic instances, the final decision will be left up to the student. 
  • It is all students’ responsibility to alert all professors whose classes they will miss at least three weeks in advance of their absence. If the professor does not approve of the student missing the class session in question, the student should notify Student Engagement staff immediately and will not be permitted to take part in the trip. Students will not be permitted to travel if they have not given their professors timely notice of their absence. Students are responsible for making up any work missed while traveling.
  • If a student is denied permission to travel or decides not to go for any reason once tickets (e.g. airline, bus, etc) have been purchased on their behalf, the student may be held financially responsible for the associated costs and need to reimburse the college for costs.
  • Prior to leaving for a trip, each student must meet with a member of the Student Activities staff in order to sign an indemnity and release form and to receive an emergency wallet card. These cards will contain the phone number of the Student Activities staff member overseeing this particular trip, as well as Community Safety. Instructions on how to call either number collect will also be included.
  • Two weeks prior to departure, each student must meet with Student Engagement staff to submit an indemnity and release form and to receive an emergency wallet card. These cards will contain the phone number for the Student Engagement staff member overseeing that particular trip and for Community Safety.
  • Two weeks prior to leaving Reed for travel, the signator must provide Student Engagement with a  completed OSE Academic Teams Travel Itinerary sheet containing the following information:
    • The names and phone numbers of every person attending the trip
    • The name and phone numbers of all hotels/hostels/homes the team is staying at during the trip
    • All travel plans, including flight numbers/itineraries and rental car reservations
    • The name of the tournament being attended, as well as a contact person representing the tournament
  • In the event of an emergency, Reed College Student Engagement staff must be notified by a member of the traveling student team, only after appropriate action has been taken to ensure the immediate safety of students and others (calling 911, going to the ER, etc.).
  • Two weeks after each trip, the signator will meet with Student Engagement staff to debrief the trip and begin planning any future trips.
  • Students of legal age are permitted to drink during Reed-sponsored trips, as long as the use of alcohol does not negatively impact their representation of Reed. For further information, see the Reed Drug and Alcohol Policy.
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Academic Teams International Travel Guidelines

Adoption Date: Fall 2011
Updated: Fall 2021

Purpose: These guidelines for student travel ensure that we are encouraging our students to value their academics and classroom performance first, while also offering them opportunities to further develop themselves as individuals. This statement pertains to all students traveling on overnight trips to any foreign nation directly connected to their participation in Reed-sponsored academic teams. Traveling off-campus on Reed-sponsored overnight trips is a privilege and should be treated as such by students.

All domestic travel procedures also apply to international travel (please review above). The following are supplemental requirements unique to international travel.

  • At least two and a half months prior to the proposed departure date, the team signator must meet with Student Engagement staff to discuss the trip. Students will not be permitted to travel to any countries currently on travel alert with the US Department of State, with very rare exceptions. 
  • Once the travel has been approved, the signator must work with the Office for Student Engagement as well as International Student Services to obtain all necessary passports, visas, and other documentation as needed. 
  • At least eight weeks prior to the departure date, the team signator must provide Student Engagement with the names of all participating students so that academic standing can be verified. 
  • It is the students’ responsibility to alert all professors whose classes they will miss at least one month in advance of their absence.
  • If the trip is longer than four days, the signator of the team must provide at least one status update to Student Engagement via email.
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Campus Vendor Guidelines

Adoption Date: 2000-2001
Updated: Fall 2021

Purpose
: These guidelines are written to ensure that students, staff and faculty can live and work on campus free from unwanted disruption.

In the interest of every student's right to health, safety, and general privacy, Reed College prohibits solicitation and/or sales on college-owned property except with the specific written permission of the college. In order to obtain permission to vend on campus, contact the Office for Student Engagement (503-788-6692) and register the proposed vending event on IRIS at least five days in advance. Permission must also be granted by the Director of Risk Management.

In those instances in which permission is granted, vendors are required to follow the following guidelines:

  • Sales are limited to the business hours of Reed College (8:30 a.m. to 5 p.m., Monday–Friday) and during special events by previous arrangement.
  • Each vendor/organization is only permitted to vend two days per month.
  • No solicitation or sales will be allowed indoors, including the Residence Halls or the Dining Commons.
  • Sales are permitted in the following locations: Gray Campus Center porch, Student Union porch, quad, and front lawn (only during special events).
  • Vendors will not actively approach passersby.
  • Vendors must provide their own tables, chairs, etc.
  • Those vending on campus may not store merchandise or other materials on campus between visits.
  • Vendors may bring cars and trucks up to the Kaul entry to unload merchandise. After unloading, they must park in designated parking areas.
On the day of the campus visit, sales representatives must obtain a sales permit from the Office for Student Engagement located in the Student Center. (Students wishing to sell merchandise must present a valid Reed College ID to be issued a permit.) This permit must be on display at the sales location. Reed College does not charge fees to those who vend on campus. Strangers or solicitors without clearance should be reported promptly to the Community Safety Office. The college reserves the right to refuse or rescind a sales permit.Top of Page

Deep Fat Fryer Guidelines

Adoption Date: March 2008

Authors
: Kristin Holmberg and Kyle Webster (Office for Student Engagement), Kathleen Fisher (Environmental Health and Safety), Facilities, Community Safety

Propose
: To ensure that students and staff are not injured by equipment owned by the student body. To protect the canyon from the environmental impact of oil spills on campus.

These guidelines apply to the deep fat fryer purchased by the Student Body and any oil-based frying equipment that is brought to campus by students.
  • The fryer must be placed outdoors, away from buildings and away from drains. It should be located on a concrete surface, not on grass.
  • Any damage caused to grounds or buildings will be charged to the signator or individual responsible.
  • Students should exercise appropriate safety measures to prevent burns or other injuries. Safety precautions should include: remaining fully clothed, with shoes, shirt, and pants; using gloves when operating the fryer baskets and moving the machine; tying back loose hair and clothing.
  • The operator should have a fire extinguisher on hand (specifically a Type K [kitchen] that will put out oil fires). These can be obtained from Community Safety.
  • The operator should have an oil spill kit on hand consisting of oil pads and be knowledgeable about their use. Kits and information on their use are available from Community Safety. Spills should be reported immediately to Community Safety.
  • It is the responsibility of the operator to return the fire extinguishers and the unused spill kits to Community Safety. Signators will be charged for unreturned items.
  • There should be a plan for oil disposal worked out ahead of the event. Bon Appetit is happy to give you access to their used oil receptacle. Please make prior arrangements with a Bon Appetit chef.
  • Oil cannot be poured into sinks or down outdoor drains.
  • Please be aware that some members of our community have SEVERE reactions due to nut allergies. Please do not use peanut oil in the fryers. If the fryer has been used with peanut oil in the past, be sure to warn those eating from the fryer.
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Dorm Use for Student Events

Adoption Date: Fall 2008

Author
: Residence Life Staff

Purpose
: To balance the desire of student groups to hold events in the dorms with the right of residents to have their living space be a comfortable place to live, sleep, and study.

Events may be held in dorm social rooms, but you must first go through Residence Life. Dorm space may only be reserved through the Resident Director (RD) of each respective Area Group. After you reserve the space, you still need to fill out an event registration form in IRIS. If you don’t know who the RD is of the space you would like to use, ask the Office for Student Engagement, talk to your fellow students, or even check the Res. Life website. The RD you speak with will take into consideration the following things:
  • How the community feels about having an event in their social area.
  • Events already scheduled in the space.
  • Res. Life’s past encounters with the group requesting the space.
  • Big academic events (i.e. Hum paper due dates, finals, reading week, etc).
  • In some cases: the frequency with which the space has been used during the semester.
As you all are aware, some social rooms are completely removed from sleeping areas and are, therefore, more conducive to frequent reservation. Most other areas, on the other hand, are in very close proximity to sleeping spaces and therefore cannot be reserved for regular use by outside groups. Dorm social room space may be reserved until 1:00 a.m. at the latest. Please contact a Residence Life representative if you have any questions or if you are interested in reserving a dorm social area.Top of Page

Event Registration Deadlines and Blocked Periods

Adoption date: Spring 2007, updated Spring 2016

AuthorsOffice for Student Engagement & Conference and Events Planning

Purpose: This deadline ensures that students get what they need for events and will help those who schedule and execute setups to perform their work in a manageable fashion.

Event Registration Deadlines
  • Event/meeting organizers need to reserve space on campus and order setups at least five business days before they are needed. This timeline ensures that all of the staff responsible for reserving the space, set up, clean up, unlocks, catering, AV and grounds will have time to adequately support the event.
  • After the event has been registered, it needs to be finalized 2.5 days in advance.  This means that all approvals must be granted.  The student is responsible to set up necessary approval meetings.
  • Complicated events may require more than five days to organize.
  • Be aware that Office for Student Engagement staff might not always be available on a walk-in basis, so please plan ahead. Students are welcome to make appointments to register events to be sure of staff availability.
  • Be aware that registering five days in advance does not guarantee availability of spaces.
Event is on… Register By 4:45pm on… Finalize by noon on...
Friday previous Friday previous Wednesday
Saturday previous Monday previous Wednesday
Sunday previous Monday previous Wednesday
Monday previous Monday previous Wednesday
Tuesday previous Tuesday previous Thursday
Wednesday previous Thursday previous Friday
Thursday previous Friday previous Monday

Blocked Periods
  • Events can be registered over the summer for the fall after August 1.
  • Fall semester events can take place beginning the first day of classes and ending the Thursday before the dorms close for winter break. Spring semester events can take place beginning the first day of classes and ending the Sunday preceding finals week.
  • Students cannot register events that take place during winter and summer breaks, or during Orientation, Paideia, or Renn Fayre (except with permission from the coordinators of said events).
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Events with Sensitive or Potentially Harmful Content

Adoption date: October 2013

Authors: Nina Liss-Schultz and Benjamin Goggin (Student Senate), Dayspring Mattole (OIC), Kristin Holmberg (Office for Student Engagement), Jyl Shaffer (ADSAPR), Sean Howard (Reed Comedy Club)

Preamble

These guidelines attempt to address the conflict that is created surrounding events containing content of a sensitive or potentially harmful nature. They are drafted with the consideration of protecting both the freedom of expression guaranteed to various groups on campus (Reed College Community Constitution, Article VI, Section I [link]), and various community members impacted by content of a sensitive or potentially harmful nature. These guidelines are in no way referential to communication that could be defined, legally or institutionally, as harassment of any sort, and are drafted under the expectation that events will comply with all campus policies. These guidelines are designed to protect all community members, including event participants and  event organizers.  By knowing what to expect, event participants can decide not to attend the performance if they know the content will be upsetting to them. In the event that a complaint is generated regarding their event, there will be a clear record of the organizers’ attempts to mitigate harm.  

Guideline Application
These guidelines recognize the subjective nature of the interpretation of expression as “sensitive” or “harmful.” Therefore, it is necessary for the event organizers and the Office for Student Engagement staff to think critically and collaboratively about the content of the event in question and its impact on the community. Specifically, event organizers should refer to these guidelines if the event in question may cause harm to event participants. If one is addressing sensitive or potentially harmful topics such as sexual assault, race/identity, gender, etc. consider the impact on the participants. Event participants may have had difficult personal experiences with these kinds of sensitive topics and may experience trauma as a result. Other participants may feel that the event contributes to a negative or harmful campus environment.  This does not mean that one should avoid these topics, but instead that one should be thoughtful about how their event might impact others. Because of the wide range of events and topics that may be considered “harmful”, the Office for Student Engagement staff members and event organizers should use a reasonable person standard when applying these guidelines.  A “reasonable person” is a hypothetical person who is level-headed and rational, aware of community norms, and not under the influence of a judgment-impairing substance.

Event Planning Considerations
As part of general event registration procedures, signators should meet with the Office for Student Engagement staff to discuss the event in full at least three days prior to the event day. During this conversion, the signator and the Office for Student Engagement staff should discuss any concerns or issues that may arise and how to mitigate harm to community members.  
  • What content could be potentially harmful and to whom?
  • How might one’s event interact with relevant policies/statements?
  • How will one notify community members of the content in question before the event?
  • How will one communicate the nature of the content to the audience?
  • If people disrupt or protest one’s event, how might the group deal with these situations?
  • Is the group willing to give people contact info for campus staff to report complaints?
  • If there is negative feedback about the event, how will the group communicate with students and staff?
  • If there is negative feedback about the event, how will the Office for Student Engagement communicate with the group about it?

There are many methods that signators can use to mitigate harm to the community.  Here are some that can be discussed in the Office for Student Engagement meeting:
  • If deemed necessary by the Office for Student Engagement staff, the signator or event organizer should post a sign(s) reading, “The event taking place in this space from ____ to ____ tonight contains content that may be considered _____,” at every entrance to the space with a brief description of the event.
  • Consider a location that is most suitable to the content and nature of the event.
  • Announce content at the beginning of the event (possibly during event as well)

These guidelines apply to all student groups. It is understood that the signator is generally responsible for the group, but the Office for Student Engagement acknowledges that the signator should not and will not always be held responsible for individual members’ actions. Neglect of these guidelines may result in: a conversation with the Office for Student Engagement staff about restorative actions, initiation of the honor process, or a hold on registration of future events during pending Honor and Title IX investigations and/or after recommendation by the Title IX Coordinator or the Judicial Board.Top of Page



Fire Pit Guidelines

Revised 10/2007

To get a fire pit permit:

The Fire Bureau requires a permit because we do not have a permanent, exterior burn-site and because open burning violates the Clean Air Act. You will need to provide information such as what the fire-pit is made of (steel), where it will be located (Commons Quad or Library), what will be burned (wood), the availability of hoses/fire extinguishers, etc. You will need to visit them at 1300 SE Gideon, one block N of Powell (Take 28th to Holgate, turn left. Follow Holgate to Milwaukie and turn right. Gideon is one block past Powell. Turn right onto Gideon and you'll see the sign for the fire department permits office. Hours are 8-3:30 M-F.) Look for a Fire Station on the corner- the Fire Marshal is in the building right next door, marked Portland Fire Marshal’s Office. The process usually takes 5-10 minutes depending on how busy their office is that day. You do not need an appointment. Contact the Fire Permits Division, at 503-823-3712 if you have further questions. Usage Guidelines:
  1. Locate the pit at least 50 feet from structures and other combustible materials (e.g., trees, bushes, others). The two approved locations for use of the pit are the Quad and in front of the Library.
  2. Limit the duration of the fire to three hours.
  3. Eliminate conditions that would cause the fire to spread to within 50 feet of any structure. Do not stack your wood or have other flammable items near the fire pit.
  4. Use only cut wood, and only enough kindling and paper to start the fire. No other items should be burned in the pit. Many items such as building material may cause safety hazards or toxic fumes.
  5. The woodpile in the fire pit must be less than 3 feet in diameter and less than 2 feet in height.
  6. Do not use items such as gas, lighter fluid, etc. to start your fire. Use as little paper as possible.
  7. Have a garden hose connected to a water supply and three 3A-40 BC fire extinguishers available. Community Safety will check out fire extinguishers and a water key for the hose before the event. Your organization is responsible for the cost of replacing and/or recharging them. Student Activities will order these when they help you register the event.
  8. The official organizer of the event must attend the fire constantly until it has been extinguished. This person must be sober and carry a copy of the burn permit and the event registration form.
  9. Discontinue burning should hazardous conditions exist (e.g., wind, or other hazard) or should smoke emissions become offensive to occupants of surrounding property or at the discretion of a CSO.
  10. Damage to the surrounding grounds may be the responsibility of the event sponsor.
  11. The distribution of alcohol, as set forth in the Drug & Alcohol Policy, is prohibited.
  12. The most important factor with the management of your event is the safety of every participant. If you become concerned that an individual or individuals are at risk, please contact Community Safety.
Note:
$10 fine if water key is not returned to Community Safety with the fire extinguishers
$25 fine if any items other than wood are found in the Fire Pit – this is a safety issue for Phys PlantTop of Page

Fire Dancing Permit Procedures

Date adopted: October 2005

Date revised: October 2007, October 2011

Author: Kristin Holmberg (Office for Student Engagement), students from Weapons of Mass Distraction

Purpose: To help students know how to fulfill Portland Fire Bureau requirements. The Fire Bureau requires conditional use permits for both the venue and the performers.

Venue Conditional Use Permit
  • This is an annually renewed permit (Jan 1 – Dec 31).
  • The permit cost is $150 – paid by senate.
  • To apply, use the “Conditional Use Permit – Fire Art” form, check the “fire performance art venue” box. The form is signed by the Director of the Office for Student Engagement.
  • A schematic of the performance spaces, including distances in feet, should be attached. Include a letter that describes the spaces (usually amphitheatre, GCC/Commons porch, and SU porch) and why they are safe despite not meeting the guidelines.
  • A Fire Inspector will come and look at the space to determine if the permit will be granted.
Performers’ Conditional Use Permit
  • To apply, use the “Conditional Use Permit – Fire Art” form. Check the “Fire Art” box.
  • This permit is currently free of charge.
  • Each permit can have up to 10 names on it. One person can be responsible for one permit.
  • For each permit, the applicant should come with enlarged photocopies of the ID for each of the ten people listed on the permit.
  • Specify that this permit is for the practice burns every Thursday.
  • You will need an additional permit for specific performances – You can use the IDs that are already on file at the Fire Bureau for these permits.
  • You must apply for permits at least a week ahead of the performance.
  • If you have a performer who engages in “fleshing” of audience members or other types of performance that would require a waiver as per the fire regulations, indicate this in your application.
  • If you would like to have more than two performers in the performance area at once, indicate this in your application.
  • When asking for exceptions like those listed above, indicate what types of precautions will be taken (extra spotters, more safety precautions, etc).
Things to consider
  • Burns cannot occur during state or county burn bans. There is no good system to determine if there is a ban. Do a web search for “Multnomah county burn ban” or call the Fire Marshall to see if there has been one issued.
  • You can appeal the terms of the permit if you do not include the above exceptions or if they are not approved. There is not a formal appeals process. Submit a site plan and letter with an explanation to the Fire Inspector.
To Get a Conditional Use Permit:
You will need to visit the Fire Bureau at 1300 SE Gideon, one block north of Powell. Hours are 9:00 a.m. to 3:30 p.m., Monday through Friday. To get there, take 28th to Holgate, then turn left. Follow Holgate to Milwaukie and turn right. Gideon is one block past Powell. Turn right onto Gideon and you'll see the sign for the fire department permits office. Look for a Fire Station on the corner; the fire marshal is in the building right next door, marked Portland Fire Marshal’s Office. Obtaining the permit usually takes 5 to 10 minutes depending on how busy their office is that day. You do not need an appointment. Contact the Fire Inspector for Special Events, at 503-823-3955 if you have further questions. Please ask the Office for Student Engagement for information regarding fire dancing safety guidelines.Top of Page

Fire Performance Guidelines

Updated: September 2011

Authors
: Portland Fire Bureau

Purpose
: To ensure the safety of fire dancers and their audience members and to provide guidelines to advise fire dancers of safety considerations and practices consistent with fire and life safety codes and public assembly safety concerns. For the most up to date code, see http://www.portlandonline.com/auditor/index.cfm?a=25728&c=29178Top of Page

Fire Performance Art

August 23, 2011
FMO POLICY CE C-7
FIR 3.07
  1. GENERAL
    1. This policy is established May 10, 2001.
    2. The purpose of this policy is to provide guidelines to advise fire performance venues and artists of safety considerations and practices consistent with fire and life safety codes and public assembly safety concerns.
    3. This policy applies to all acts of fire performance art occurring within all areas in which Portland Fire & Rescue has authority­. Fire art refers to performances or demonstrations such as fire breathing, fire juggling, fire dancing, etc. Not included: pyrotechnics and flame effects (these are addressed in a different policy and require a separate permit).
    4. The business owner, event coordinator and the fire performer are responsible for all aspects of fire and life safety. Failure to possess a current permit and follow the minimum requirements set forth in this document will result in revocation of permit, future permits and/or issuing of citation(s).
    5. Fire performance artists shall:
      1. Be at least 18 years of age
      2. Have valid, state issued identification and Fire Performance Permit readily accessible at each performance
    6. Audience:It should be recognized that audiences, especially youthful ones, may not fully understand the dangers associated with fire performance art. Every effort should be made to emphasize the safety precautions and dangers of such activity.
  2. SPECIFIC
    1. References:
      1. 2007 Portland Fire Code, Section 308.3.7
      2. Portland City Code Title 31, Sections 31.20.110 and 31.40.020
    2. Definitions:
      1. Fire performance art: Any act (fire juggling/tossing, fire eating, fire dancing, etc.), in a public or private place, that utilizes fire.
      2. Venue: The property, facility, building, or room within a building where flame effects are used, intended to be used, or are prohibited.
  3. PROCEDURESThe following information is provided for use by fire performance venues and artists.
      1. Safety
        1. Space:
          1. A 25-foot distance shall be maintained between the fire-involved item and any member of the audience and any combustible item within the immediate performance area. The boundary should be marked and secured identifying this perimeter.
          2. The performance area should meet minimum perimeter requirements as demonstrated by the following:
            1. A three-sided performance area will be a minimum of 30’ in all directions away from a non-combustible background.
            2. Any area lacking a non-combustible background will be a 50’ radius minimum.
            3. A maximum of two performers shall be allowed within a performance area at any one time, with the boundaries expanded 5’ in all directions (ie a 55’ radius)
          3. A Fire Performance Art Venue’s interior space must be sprinklered and have a minimum 12-foot ceiling height. Approval will be dependent upon design, height and materials of the ceiling.
        2. Spotters:
          1. Spotters should be trained in first aid measures for burns and be knowledgeable in the use of, and have ready access to, fire extinguishers and extinguishing agents.
          2. Two trained spotter(s) shall be designated for each performance, one must maintain the perimeter, and the other spotters’ sole function is to provide safety through constant monitoring of the performance, audience, and fuel being used.
          3. Additional spotters may be required by the Fire Marshal when:
            1. There are three or more fire artists performing at the same time.
            2. There is a large audience in attendance.
            3. Any time the Fire Marshal deems necessary.
          4. Each spotter will have direct access to at least one 5-gallon open-topped bucket of water, minimum ¾ full, with a clean cup or ladle, provided for each fire performance area to cool any accidental burns. Additional water buckets may be required, dependent upon the circumstances of the performance and occupancy.
        3. If any excess fuel or flame reaches the audience or unintended materials, the performer(s) may be cited and the permit may be revoked.
      2. Extinguishing Agents:
        1. Each spotter is responsible for at least one 2A-10BC minimum classification fire extinguisher for each performance to combat any flammable or combustible liquid fires. The extinguisher(s) shall be readily available in close proximity to each of the spotters. The Fire Marshal may require additional extinguishers, dependent upon the circumstances of the performance and occupancy.
        2. At least one wet cotton towel (minimum size 15” x 24”) for each active fire performer and a wool or Nomex blanket shall be readily available to extinguish the fire implement(s). The towel should be white in color to differentiate its use from other towels that might be used to mop up flammable or combustible liquid spills. Colored towels for mopping up flammable or combustible liquids should be stored in a metal container with a tight fitting lid.
      3. Fire Implements:
        1. It is recommended that wick material consist of cotton wrapped in Kevlar (to prevent breakdown of the cotton as it burns). Synthetic materials should be avoided.
        2. If items are tethered to maintain control from launching into the audience, the tether shall be of non-combustible material in good repair, without fraying or cracking.
      4. Fuels: Common fuels include:
    • Denatured Alcohol
    • Lamp Oil (smokeless/odorless)
    • “Fire Water” brand fuel
    • Kerosene (recommended for outside use)
    • Stove Fuel
    • Isoparaffin Oil (Shell Sol T)
    • “Allume Feu” brand gel fuel
    • Biodiesel
    Note: Gasoline is prohibited under any circumstance. Fuel may be allowed in either the original container with the cap secured in place or in a UL Listed self-closing Flammable Liquid storage container, maximum one (1) gallon on site.
    1. Clothing: The clothing of performers should be of fire resistant materials such as Nomex and/or PBI. If it is not a fire resistant material, natural fiber such as wool, leather, or cotton will be worn. Clothing should be snug fitting and not come in contact with any flame. If there is any unintended or inappropriate flame spread during a performance, the performers permit may be revoked and a citation issued.
    2. Smoking: Smoking shall be prohibited within the boundary of the performance and fuel storage areas.
    3. Permits:
      1. Conditional Use Permit – Fire Art:
        1. Fire performance artists must obtain an annual “Conditional Use – Fire Art Permit” that will be valid only for a specified venue for dates noted in a calendar year, January 1 through December 31. Additional locations will be required to have separate permits.
        2. Once a Fire Art permit is issued, the artist may call the Fire Marshal’s Office Permit Desk at 503-823-3712, or e-mail the Public Assemblies Team at publicassembly@portlandoregon.gov, within 7 days notice of an upcoming performance to add any additional dates to their permit.
        3. Each application shall be accompanied by:
          1. A copy of the performer’s photo ID
          2. A written letter signed by the property owner or their representative authorizing the fire art performance.
          3. Letters will clearly indicate:
            1. The site address
            2. Business name (if applicable)
            3. Drawing with measurements outlining the performance area/perimeter
            4. Printed name/title of the person signing the letter
        4. Artists shall ensure that locations where they intend to perform hold a current “Conditional Use – Fire Performance Art Venue Permit”.
        5. Each individual performer will be responsible for obtaining a “Conditional Use Permit – Fire Art”.
        6. A permit with up to 10 performers may be obtained by a licensed business whose practice is to perform and entertain as professionals.
        7. Each performer and spotter or ‘handler’ needs to have photo ID on site, or, the permit holder will be subject to revocation of the permit and subject to citation.
      2. Conditional Use Permit – Fire Performance Art Venue:Fire performance venues including street fairs or outdoor public gatherings hosting a Fire Performance shall obtain an annual “Conditional Use – Fire Performance Art Venue Permit” through the Fire Marshal’s Office. A copy of this policy will be included with the permit application.
        1. Included with the permit application shall be:
          1. A site plan of the venue, including
            1. The dimensions of the performance area, seating and equipment layout
            2. Dimensions of the room, aisles, and location of exits.
          2. A written letter signed by the property owner or their representative authorizing the fire art performance shall be submitted with the application.
        2. Applications must be received 7 days prior to the initial requested performance to accommodate plan review and a site visit, prior to issuing a permit.
        3. The permit will be valid for one calendar year, January 1 through December 31.
        4. The permit, approved site plan and Policy CE C-7 (FIR 3.07) should be available on site at all performances and shall be presented upon request.
        5. Venues shall ensure that artists they intend to have perform hold a current “Conditional Use - Fire Art Permit”.
      3. Inspection: Venue owners, their representatives, and event coordinators for street fairs or outdoor public gatherings, are responsible to maintain the requirements as outlined in this policy during all fire practice and performance.
Erin Janssens, Fire Marshal
Portland Fire & Rescue
PREPARED BY: D. Porth
EFFECTIVE DATE: 5-10-01
REVIEWED BY:  
REVIEW DATE:  
REVISED BY: K. Kosmas
REVISION DATE: 8-23-11
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Fundraising Guidelines

Adoption date:  Summer 2012

Authors:
  Kristin Holmberg (Office for Student Engagement), Jan Kurtz and Lindsay Nealon (Development)

Purpose:
  To offer clear guidelines for students and student groups engaging in fundraising activities so that they do not conflict with broader college fundraising efforts.

Did you know that tuition covers just 60% of Reed’s annual operating costs? The remaining 40% is funded by philanthropy. Reed is a non-profit organization and relies on generous gifts from alumni, parents, and friends to operate. The college is also required to follow strict IRS regulations in how gifts are solicited and receipted. The guidelines below exist because Reed needs to be thoughtful about how student groups raise money. We need to be careful that student-initiated fundraisers do not conflict with broader college fundraising priorities and that anyone asking for donations follows specific procedures.
  • Student groups wishing to fundraise should visit the Office for Student Engagement and talk to a staff member to be sure that their plans match the spirit and intent of these guidelines. 
  • Student groups are allowed to fundraise for things that are central to the  mission of the group (i.e.: travel, program expenses, charitable donations, etc).
  • College offices and the student senate will not generally provide “seed money” for groups in order to pay for the fundraising activity. 
  • Student groups may contact offices for contributions for their program.  However, if fundraising goals are not met, college offices cannot be expected to fill in the gaps.
  • Students are expected to conduct fundraising in a way that predominately focuses on the internal campus community (ie: bake sales, letter writing, events, etc.).
  • Students are welcome to approach their own friends or family members for fundraising support, be we ask that student groups refrain from broader outreach to alumni, trustees, businesses, or foundations so that the fundraising does not conflict with the college’s fundraising efforts.
  • Out of respect for our neighbors, please do not approach local businesses for in-kind or monetary donations.  You can imagine how often some of the local businesses are contacted.
  • Requests from student groups can not appear to come from college offices.  Please do not use Reed letterhead or include the names of college offices in fundraising requests.  Be clear with donors that this is not considered a donation to Reed College (The Reed Institute) and that they will not receive a receipt for tax purposes.
  • If a student group is making a donation to a non-profit organization, they should be sure that the money is going to a reputable organization.  Resources such as Guidestar.org can give you important information to get you started.
  • Raffles, bingo games or texas hold’em games must follow state laws.  See the Department of Justice FAQ here
Fundraising is an exciting and worthwhile endeavor, as well as an excellent way to build your skill set in a field that offers many intriguing career paths. If you are interested in learning more about the world of fundraising, consider getting involved with Reed’s student Phonathon program or the Reedies for Reedies scholarship drive. Both offer the chance to help Reed and Reedies, build your resume, and give back to the community. The Assistant Director of the Annual Fund for Students and Young Alumni in the Development office can tell you more and help you get involved.Top of Page

Gray Fund Pilot Use Guidelines

Adoption Date: Spring 2009

Authors
: Kristin Holmberg (Office for Student Engagement), Michele McPherson (Facilities Services), Michael Lombardo (Sports Center)

Purpose
: To ensure appropriate use of Gray Fund vehicles.

The Gray Fund Pilot is primarily meant for uses related to Gray Fund programs. In an effort to limit wear and tear on a popular vehicle, we are limiting use to Student Services programs and offices. Personal use of the vehicle is not permitted. Use should be limited strictly to program-related needs.

Drivers
:
  • Only certified van drivers can drive the Pilot. Contact Cyrus Monsef in the Sports Center for information on getting certified (503-777-7285 or monsefhc@reed.edu).
  • Those wishing to drive in winter/snow conditions need to take the winter driving course on chains and the traction control feature.
Reservations:
  • All users need to make reservations with Michele McPherson.
  • Gray Fund users are not required to fill out a van reservation form. All other users must fill out the van reservation form and return it to Michele McPherson.
  • Those wanting to use the Pilot for last-minute needs should check with Michele to make sure it’s available.
  • Gray Fund users have priority and can bump other users. Other Student Services Staff use is on a first come, first served basis.
Billing:
  • Use for Gray Fund programs or program-related needs is not billed.
  • Use for on campus errands and fleet servicing/maintenance does not get charged and paperwork is not required.
  • All other uses should be billed to the department using it (ie: orientation, PE, etc.).
Policies and Procedures not listed here are the same as those listed in the Van Use Policy.Top of Page

Hazing Guidelines

Oregon state law prohibits hazing at colleges and universities. Reed's hazing policy applies to all student organizations and their individual members.

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Mural proposals

Adoption Date: Spring 2016

Authors: Murals Committee (Senate), Kristin Holmberg (Director of the Office for Student Engagement),  and Stephanie Snyder (Cooley Gallery Curator)

Purpose: To support Reed students as they apply for, and create, murals on campus, and to ensure that student artists communicate with the necessary committees and departments throughout the process.

Step One: At beginning of each semester, Senate Murals Committee will release a call for mural proposals to the Reed public for ‘expired’ murals after consultation with the Cooley Gallery Curator. The Curator will inform the Senate Murals Committee of any information concerning prior Art Collections Management Committee (ACMC) decisions that may affect mural proposals for given locations. The eligibility window for mural proposals will be determined by the Senate Murals Committee, in consultation with the Cooley Curator. Current Reed students interested in completing a mural on campus should contact the Senate Murals Committee to submit a proposal.

Step Two: Senate Murals Committee will collect and evaluate mural proposals for each space under consideration. Murals will be ranked in order of preference, based on the following criteria: the mural’s appropriateness for public space on campus, and specifically for the proposed location; the amount of preparedness on the part of the applicant; and the perceived ability of the applicant to complete the mural on schedule. PLEASE NOTE: It is critical that the mural proposal be an accurate representation of the proposed artwork. The ACMC will not vote on proposals that do not show completed, detailed sketches with accurate colors, dimensions, and materials.

Step Three: Senate Murals Committee will attend a meeting of the ACMC and present the proposals. During this meeting, the Senate Murals Committee will share all of the proposals with the ACMC, describe their ranking, and advocating for their preferences.

Step Four: The entire assembled group will discuss the proposals and then will vote to either accept or reject the proposed murals for each space. Senate Murals Committee and ACMC members will vote as a collective, with one vote per person. Mural proposals will be accepted or rejected by majority vote. The assembled group may also vote to request that mural proposals be revised for reconsideration by the entire group. Senate Murals Committee will share a list of approved spaces and artists with Facilities.

Step Five: Once a proposal has been accepted by the ACMC, the artist—in conjunction with Senate Murals Committee—must do the following:
1. Check with Facilities Services to make sure that the space under consideration is properly prepared for a new mural, that all necessary repairs have been taken care of, and that there are no imminent repairs or alterations to the wall scheduled. They will need up to two weeks to prepare the space.
2. Submit the exact dates when the work will commence and be finished. Email this to the Senate Murals Committee, the Cooley Curator, and Facilities Services.
3. Submit the name of the artist. This name does not have to be displayed on a wall label next to the piece, but is a necessary component of the records of the ACMC.

Step Six: The Cooley Gallery Curator will assist Senate Murals Committee with the implementation of murals as needed, reporting back to the ACMC on the progress and completion of murals.  

Other information: 
Student Senate and the Office for Student Engagement will finance the supplies needed to complete the mural, but will not compensate the artist for their labor.
The ACMC will do its part to assist all artists looking to create an on-campus mural.
All questions should be sent to the Senate Murals Committee and the Cooley Curator. 
If artists follow these steps, the ACMC and Murals Committee will do their best to make sure that approved murals stay up 3 years after completion*, unless the mural is damaged or removal of the mural is voted on by a majority vote of the the ACMC and Murals Committee. Stephanie will occasionally monitor pieces for vandalism, report repair needs, and contact the artist if necessary. 
If artists do not follow these instructions, the Senate will not pay for their supplies, and will request that Phys Plant remove any work that is completed without Senate Murals Committee/ACMC approval.
The artist must stick to their original proposal or complete a new one. 

Contact information:
Stephanie Snyder, Cooley Gallery Curator 

*The mural space at the entrance to the GCC’s is a special exception to these rules. This is a space which will only be filled by thesis activities and special projects. Murals in this space will only be available for replacement every 5 years (or more).Top of Page

Noise Guidelines for Student Events

Adoption Date: April 2009

Authors: Kristin Holmberg (Office for Student Engagement), Jennifer Bates (Public Affairs), Rick Fagerstrom (Community Safety), Drew White (Residence Life/Student Activities), Phillip Schwartz (Student Senate), Sean Lerner (Renn Fayre/Sound Kollektiv), Beth Martin (Conference and Events Planning)

Purpose: These guidelines were created in order to provide clear expectations for the campus community in order to be responsive to neighbor concerns about noise on campus and to city noise ordinances.

Guidelines for Indoor Events
  • Most indoor events will not require a noise variance.
  • The first neighbor complaint will result in the CSOs asking Sound Kollektiv to substantially decrease the volume and the sub-frequencies (bass).
  • The second complaint will again result in the CSOs asking Sound Kollektiv to substantially decrease the volume and the sub-frequencies (bass).
  • The third complaint will result in the CSOs asking Sound Kollektiv to turn off the music.
Guidelines for Outdoor Events
  • No amplified sound is permitted in the international plaza after 10 p.m.
  • Outdoor events with amplified sound taking place after 10 p.m. must apply for a noise variance. These are typically reserved for annual or special college-wide events, such as Renn Fayre, Reunions, and Inaugurations.
  • If the College receives complaints (and the event coordinator has applied for a variance), the first complaint will result in CSOs asking to have the music turned down. The second complaint will result in a request for the music to be turned off.
  • For those who did not seek a noise variance, the event will get shut down after the first neighbor complaint.
Definition of Noise Complaint
A single noise complaint is based on a single incident. For example, if more than one neighbor calls in the same time span, they will be counted as one complaint. After the music has been turned down, the next set of calls after the action will be considered the second noise complaint.

Information on Obtaining a Noise Variance

Contact the Office for Student Engagement to talk about the process and obtain the correct paperwork.

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Non-commercial Solicitation

Adoption Date: April 2009

Authors: Kristin Holmberg (Office for Student Engagement), Jennifer Bates (Public Affairs), Rick Fagerstrom (Community Safety), Drew White (Residence Life/Office for Student Engagement), Phillip Schwartz (Student Senate), Sean Lerner (Renn Fayre/Sound Kollektiv), Beth Martin (Conference and Event Planning)

Purpose: These guidelines were adopted to make sure that those living, studying, and working on campus can do so in a comfortable environment, free of unwanted interruptions from those soliciting on campus.
  • Non-commercial solicitation is defined as individuals or organizations coming to campus in order to distribute materials, canvass, engage in petition-signing, proselytize, or to engage in similar activities. For issues regarding politicians and vendors, please see the applicable guidelines.
  • These guidelines recognize Reed’s neutral stance on religious and political issues, as well as the high value the College places on academic freedom. Decisions will not be made based on ideological issues.
  • A student group or department must sponsor individuals or organizations wishing to engage in non-commercial solicitation at the College.
  • The student or student group must complete an event registration form with Student Activities in order to reserve a table for the guest. Departmental sponsors can work directly with Conference and Events Planning. Tables can be reserved in public places only. This includes the Commons, the quad and the SU porch area and excludes academic or living spaces.
  • Solicitation is limited to the business hours of the College, 8:30 a.m. to 5 p.m.
  • Solicitors should display a copy of the event registration form on the table.
  • Solicitors must remain behind their table. They should not walk around campus, approach people, or shout out from their table to attract attention. They should exercise a respectful attitude toward all community members.
  • Solicitors can register tables no more than two days a month.
  • The college reserves the right to ask solicitors to leave if they do not comply with these guidelines.
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Political Season Guidelines

Adoption date: September 2008

Author: Jennifer Bates (Public Affairs) and Kristin Holmberg (Office for Student Engagement)

Purpose: To ensure equal access to candidates; To prevent activities that may jeopardize Reed’s non-profit status.
Reed College, as a non-profit charitable organization, cannot participate in political campaigns. This means the college cannot fund it (including student body funds), and cannot do anything to imply this is a Reed College sponsored event. As student organizations engage in political activity, we ask you to treat this appropriately so the college can maintain its non-profit status. A student organization may invite a political candidate running for office, campaign organizations, or political organizations to campus. However, the students cannot use college funds to sponsor, host or pay the candidate, the campaign, or political organization. College funds include student body funds. We ask that you not use college letterhead or logos to invite candidates to campus, so as not to imply college sponsorship. Student groups can use Reed facilities for calling, but cannot use Reed phone lines. We want to avoid Reed College appearing on caller IDs. A political campaign or party cannot sponsor voter registration drives. Any opposing candidate who wants to have the same opportunity cannot be denied. Equal opportunity must be given if it is requested. If a candidate is brought to campus and the opposing candidate wants to come, they must be allowed. Ideally, the candidate will be invited to the same event. If logistics preclude this, Student Activities will assist with coordinating the event for the candidate.Top of Page

Posting Guidelines

Adoption Date: Spring 2007

Updated: June 2009

Authors: Kristin Holmberg (Office for Student Engagement), Towny Angell (Facilities), Ed McFarland (VP, Finance), Mary Catharine King (VP, Dean of Student Services)

Purpose: To strike a balance between students’ needs to publicize their events and the college’s need to maintain a safe and clutter-free environment

According to campus policy, posters and fliers may be placed on bulletin boards only. Facilities staff will remove campus postings nightly. The only exception to this rule is Gray Campus Center (GCC), where the following stipulations exist:
  1. Posters placed in the GCC cannot be placed on the windows of doors, or glass doors.
  2. Tape that does not mark walls or paint must be used and can be obtained through Student Activities.
  3. The Office for Student Engagement will remove posters in the Gray Campus Center twice a week.
  4. Posters placed outside of permitted spaces are subject to daily removal.
  5. Students are encouraged to take posters down after their events.
  6. If additional bulletin board space is needed for students, contact the Office for Student Engagement. If additional bulletin board space is needed for faculty, contact physical plant.
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Responses to Alcohol, Tobacco, and Other Drugs in Student Spaces

Date Created: February 2010

Participants: Jack DiBoise (KRRC signator), Gary Granger (Community Safety), Celia Hassan (Senate President), Kristin Holmberg (Office for Student Engagement), Megan McElroy (Conference and Event Planning), Pete Meagher (Student Services), Cori Savaiano (Senate Treasurer), Nina Showell (Senator)

Purpose:  This document serves as a guideline for the Office for Student Engagement and Community Safety staff members as they respond to Alcohol, Tobacco and Other Drug (AOD) incidents in student spaces.  The goal of this document is to provide students with clear and consistent information regarding Reed’s approach to AOD in student spaces.

This framework is meant to function as a guideline.  It is a flexible document that presents a range of possible tools depending on the context of each situation.  It is intended to support the College Drug and Alcohol Policy and the Alcohol and Other Drug Implementation Plan.  The goal is to work with signators before issues become more serious. The primary mission of Reed College is “to provide a balanced, comprehensive education in liberal arts and sciences, fulfilling the highest standards of intellectual excellence.” In service of this mission, Reed College strives to provide a healthy and safe environment in which students may live and study. Our Honor Principle guides and informs all behavior on campus and suggests “Any action that causes unnecessary pain or discomfiture to any member of the Reed community . . . is a violation of the honor principle.”Student spaces should be used responsibly in order to allow all members of the Reed community to enjoy these spaces. The use of cigarettes and/or illegal substances in student spaces may discomfort other members of the community. Smoking of any substance inside a student space is harmful to the health of those exposed and poses safety risk in the event of a fire. In addition, Oregon law states that it is illegal to smoke any substance inside a public space or workplace. To address the issue of smoking in student spaces, we propose a series of steps that begin at a level appropriate for the violation and that escalate according to frequency and seriousness of the situation.

Definitions for responses
Minor:  Single incidents of smoking (any substance) or minors in possession of alcohol. Serious:  From the AOD Implementation Plan – “The College also regards as a very serious violation of the Drug and Alcohol Policy providing to any individual (whether by sale or gift) of any hard drug (including heroin, cocaine and methamphetamine), in any amount. Individuals providing hard drugs to others knowingly subject another person to a potentially serious or even fatal risk of injury, typically without being able to verify the contents or strength of the substance or the tolerance of the recipient to that substance.”

Verbal discussion:  Any individual cited for an AOD violation in a student space, will be subject to the College’s established response as outlined in the AOD Implementation Plan, in addition to a verbal discussion with Community Safety and/or Student Activities staff. If Community Safety staff is unable to identify a specific student in association with an AOD violation in a student space, the subsequent verbal discussion would involve the signator and staff from Community Safety and/or the Office for Student Engagement.

Written notice to signator: This includes an email notification of the incident to the signator from the Office for Student Engagement and/or Community Safety staff.

Increased monitoring of student space:   Space could be monitored by the student signator,  Community Safety Officers or the Office for Student Engagement staff.

Make environmental changes to space:  This includes and is not limited to installation of access control devices, installation of additional smoke alarms, installation of lights that can't be turned off, removal of window coverings, etc. 

Action plan:  The signator will meet with Community Safety and/or the Office for Student Engagement staff.  Together they can brainstorm next steps, including contingencies should similar incidents recur in the future.

Temporary closure of space:  The space will be unavailable for student use for a short period of time.  Lengths of closures will increase with each violation.

Permanent closure of space: The space will be closed until it is reassigned to another student group.Top of Page 

Structure Registration Guidelines

Adoption Date: 2004–2005

Authors: Kristin Holmberg (Office for Student Engagement), Michael O’Brien (CSO), Gloria Torbeck (Facilities), Jennifer Bates (Public Affairs)

Purpose: To clarify structure expectations and processes so that students can more easily execute their projects and so that college staff have an opportunity to work with the student to mitigate safety and damage concerns

Registration Process:
  • This process is intended for temporary structures that will be built for a week or less. Students can petition to leave structures up for up to one additional week. Longer term or semipermanent structures need to be approved through the Art Committee.
  • Structures which will be long-term or semipermanent should be proposed to the senate which will in turn present them to the vice presidents of the college for decisions on a case by case basis.
  • Come to the Office for Student Engagement and fill out the structure registration form with a staff member.
  • The Office for Student Engagement will fax your form to other offices who need to be notified. If any of those offices have concerns, we’ll talk with you about how to lessen the concern.
  • Once everyone has approved the structure, you will receive a confirmation email.
Structure Guidelines:
  • Structures, for this purpose, are defined as any nonpermanent item constructed on campus. This includes art, installations, ramps, etc.
  • Students are encouraged not to build structures that are intended to support people or to be climbed on.
  • Structure registration should occur at least 3 workdays prior to the building time in order for all parties to be contacted and to give approval.
  • Structures should be solidly built and should not pose safety hazards.
  • Structures should be at least 50 feet from buildings, should not block fire lanes or walkways, and should not be more than 12 feet tall.
  • In order to prevent charges for sprinkler or pipe damage, structures should not be staked in the ground or have any part that penetrates the grass.
  • The sponsor of the structure is responsible for fully cleaning up the area after the structure is removed including nails, boards, garbage, etc.
  • Paint used on structures should be water-based tempera paint. Physical Plant will provide paint that will not cause permanent damage. Tarps should be used when painting on cement, but not when painting on grass.
  • Vehicles should not be driven on lawns to deliver building materials.
  • Hazardous or flammable materials (chemicals, gasses, etc.) should not be used in construction.
  • If structures are not executed according to these guidelines and the submitted proposal, they will be removed after consultation with the structure sponsor.
  • If it becomes necessary for physical plant to remove a structure, the student’s business account will be billed for staff hours worked and for disposal costs after consultation with the student senate leadership.
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Van Use Policy and Procedures

Adoption Date: Updated 2/22/21

Authors: Facilities Services, Athletics, Fitness & Outdoor Programs

  1. Use of Vehicles

All van usage subject to cancellation due to weather or road conditions as determined by the vehicle coordinator.

  • Reed College vehicles are to be used only for official school functions. Events intended for Reed College students will only transport students who are currently enrolled without prior College approval.
  • Vehicles are for passenger transportation only and are not to be used for hauling.
  • Animals are not allowed in the Reed College vans at any time. If a service animal will be traveling with an individual please notify the vehicle coordinator prior to use. Due to the confined space and potential allergic reactions / zoophobia of other passengers additional preparation and cleanup will be required. 
  • Vehicles are reserved in advance on a "first come" basis. If vans are needed for a scheduled class, the sports center has priority and can bump other groups from the reservation book. Additional vehicles may be rented from Enterprise in case of scheduling conflicts or as needed. Please call Sharon at x7283 or Cyrus at x7285 for specifics.
  1. Procedures
  1. Reservations
    1. Confirm availability of vehicles by going to the Physical Plant lobby and looking in the reservation book. If you are unable to do that you may contact Facilities @ x7283.
    2. Complete part one of the Vehicle Reservation Form and be sure to include the complete department budget number and name of authorized driver. Be sure to obtain departmental approval. These forms are available at the physical plant if your department does not have any on hand.
    3. Return completed reservation form to the physical plant office at least two working days or by 3:00 pm on Thursday before the weekend prior to reservation date to finalize your reservation. (Vehicle will not be considered reserved until this completed form is returned.)
  2. Cancellations
    1. Notice must be given within 24 hours of scheduled departure time. Weekends and holiday trips must be canceled before 4:00 p.m. on the last working day prior to scheduled departure time.
  3. Drivers
    1. Drivers are arranged for by the requester and/or department.
    2. Only Reed College authorized drivers may drive Reed College vehicles.
  4. Van Packet
    1. A van packet will be issued by the physical plant office during regular working hours, Monday through Friday, 8:00 a.m. to 5:00 p.m. or the Switchboard for evening, weekend, early morning, and holiday trips. Vehicles may not be picked up sooner than one-half hour before departure time. Vehicles are not to be taken home overnight for early morning departures.
    2. The van packet will include a reservation form, vehicle safety check form, van trip information sheet, keys, and a gas credit card.
    3. Before leaving campus you must turn in all information forms completely filled out to the switchboard. 
    4. The vehicle must be left in a clean and presentable condition for the next scheduled user.
    5. The vehicle must be parked in its designated space. (Notify community safety of any unauthorized vehicle parked in a van space.)
  5. Van Break Down or Other Emergency
    1. Using a phone contact the Vehicle Coordinator (number is in van packet) and dispatch at 503-777-7533. Driver will state nature of emergency and location. Most emergencies can be handled through National Automobile Club @ 1-800-328-7272 account # 8500122.

III. Rates and Additional Charges

  1. Cost for use is .56¢ per mile. 
  2. Any citations will be passed on to the driver. And result in driving privileges being revoked.
  3. Any passes, lunches, parking fees, etc., needed by the driver will be provided for by the department.
  1. Billing Procedure
  1. Upon completion of the trip, charges will be computed and entered on the reservation form. The current charge for use is .56¢ per mile.
  2. Departments will be charged through the business office by means of monthly journal entries from the physical plant office. A copy of these charges will be put in your mailbox.
  3. Student driver wages are the responsibility of the group planning the trip. Groups can reach out to drivers by emailing: van-drivers@groups.reed.edu.  Please include as many details as possible when requesting a driver. Drivers will be hired and paid like any student worker in your department. Driver rate of pay is based on the current Portland minimum wage.
  4. Any discrepancies must be resolved with the physical plant office as soon as possible.

Excessive damages as a direct result of negligence on the part of any user can result in the loss of the privilege of using reed college vehicles. If a vehicle is returned dirty enough it requires outside assistance in bringing it back to a usable condition for other community members those charges will be added to the group who used the vehicle. Currently is it $500.00 to have a 15 passenger van professionally cleaned. 

Excessive damages as a direct result of negligence on the part of any user can result in the loss of the privilege of using reed college vehicles.Top of Page

Contact Us

Student Engagement staff are available by appointment to Reed students, staff and faculty. Please contact our staff for assistance.