Speakers Policy for Students

Policy Statement

This policy sets forth core principles and standards with respect to on campus guest speakers. This policy governs any potential guest speakers brought to campus by student groups.

Reason for Policy

This policy exists so the University can fulfill its mission to offer a full, varied, and balanced program of guest speakers that will result in a maximum exchange of ideas and opinions.

Who Is Governed by this Policy

Students, student organizations, invited speakers

Policy

The University seeks to offer a full, varied, and balanced program of guest speakers that will result in a maximum exchange of ideas and opinions. As part of the educational process, students are encouraged to invite guest speakers to campus who can address an area of interest to the University community. Recognized student organizations may invite to Adelphi University any person(s) who, in their opinion, might contribute to the intellectual or cultural life of the University. Individual students wishing to invite a speaker to campus should seek the sponsorship of a recognized organization.

In order to derive maximum benefit from a guest speaker’s presence on campus, it is required for student organizations planning to host a speaker to consult with the Center for Student Involvement staff prior to extending a final invitation. Student organizations are also encouraged to consult with faculty in related fields of expertise.

The freedom to express points of view on the widest range of public and private concerns must, however, be subject to reasonable restrictions of time, place, and manner. The right of free speech and expression does not include unlawful activity, or such activity, in the judgment of the Associate Vice President for Public Safety and Transportation, the Associate Vice President for Student Affairs or the Assistant Vice President and Dean of Students Affairs, that would:

1. threaten to endanger the safety of any member(s) of the University community,
2. pose a threat to the physical facilities,
3. obstruct or disrupt the normal functions of the University, or
4. violate the University’s Sex Discrimination, Sexual Misconduct and Other Prohibited Conduct Grievance Procedures.

Such decisions of the University shall be made on a content neutral basis. The use of the University forum shall not imply acceptance or endorsement by the University of the views expressed.

Definitions

Institution and University: refers to Adelphi University and its entire undergraduate and graduate schools, colleges, divisions, and programs (whether on the Garden City campus, any other Adelphi campus or off campus).

Student: any currently enrolled person (or person enrolled at the time of an alleged violation) for whom the institution maintains education records, as defined by the Family Educational Rights and Privacy Act of 1974 and related regulations. A person who is currently not enrolled, but who is still pursuing a degree and has not withdrawn from the University (e.g., between fall and spring semester, over the summer, while studying abroad) is considered a student for the purpose of this Code. A person who was a student at the time of an incident is considered a student for the purpose of this Code.

Organization: a number of persons who have complied with University requirements for recognition.

Procedures

1. Any recognized student organization, may invite a speaker (paid or unpaid) not affiliated with the University to speak on campus.
2. Space reservation, program approval, payment authorization and similar submissions must be completed with the Center for Student Involvement and Auxiliary Services (room reservation only) according to policies in place, and at least 30 days prior to the proposed date of the event. Note that additional lead time may be required when large audiences are anticipated. The University reserves the right to cancel the invitation to any speaker if it deems that there is inadequate time, space or other resources to prepare for the event.
3. Prior to the time a program is approved and a contract prepared, the student organization should submit a Speaker Reservation Form (requires eCampus login) to the Center for Student Involvement with the following information:
   1. The exact amount of the speaker’s fee and expenses, if any, and the confirmed source of funding, including a description of sources of funds and outside gifts/supporters.
   2. Where applicable, the name, address, and representative of the booking agency.
   3. A biographical sketch of the speaker and a brief description of the speaker’s topic or subject area.
   4. Notification when controversial speakers are invited to Adelphi. Such speakers include those who have engendered protests or public demonstrations in other venues. Sponsoring student organizations are responsible for paying for extra security that the University deems appropriate for such visitors.
   5. Endorsement of the invitation by the officers of the sponsoring organization, and by the organization’s faculty/staff advisor.
4. With regard to a speaker to whom payment is to be made, a contract and the related University flow sheet must be processed as per the University’s Financial and Administrative Reference Guide (requires login). The President and Treasurer, acting on their behalf, are the only representatives of the University authorized to sign contracts.
5. Sponsoring organizations are advised that in the case of danger to persons or property the University will put into effect procedures outlined in its Emergency Operations Plan, and may close its facilities to the event. Such a decision would be made by the Associate Vice President for Public Safety and Transportation or designee, the Associate Vice President for Student Affairs or designee or the Assistant Vice President and Dean of Student Affairs or designee in the exercise of their general responsibility for the safety of the University community.
6. The University reserves the right to cancel the invitation to any speaker if it deems that there is inadequate time to prepare or there has been inadequate preparation for the event.
7. The University retains the right of refusal for any reason.

Forms

The Speaker Reservation Form may be accessed as follows:

• When an organization submits an event request for a speaker through MyAULife, it will be directed to this online-only form to complete.

Related Information

• Sex Discrimination, Sexual Misconduct and Other Prohibited Conduct Grievance Procedures
• Financial and Administrative Reference Guide
• Emergency Operations Plan

Document History

• Last Reviewed Date: July 17, 2023
• Last Revised Date: July 17, 2023
• Policy Origination Date: March 20, 2017

Who Approved This Policy

Sentwali Bakari, Vice President for Student Affairs and Diversity Equity Inclusion and Belonging