UDST Student-Organized On-Campus Events and Gatherings Guidelines

UDST Student-Organized On-Campus Events and Gatherings Guidelines

This page highlights the guidelines on the conduct of on-campus rallies, gatherings, events, practices, rehearsals, performances and meetings (Hereinafter referred to as “Event(s)”).

A. Scope

These Guidelines apply to all University of Doha for Science and Technology (“UDST”) students and student bodies.

B. Pre-Approval

1. In adherence to the applicable laws and policies, any intention to organize or partake in Events must be explicitly coordinated with Student Affairs Sector, pre-approved by the President in writing, and where applicable, relevant authorities.
2. Events may be approved on a case-by-case, priority, availability of resources, and as per the Event registration basis, at the sole discretion of UDST.
3. Students will be held accountable for hosting non-approved Events or changing the pre-approved Events’ programs without prior notice/approval.
4. UDST reserves the right to shut down or otherwise regulate any approved Event if, based on information available at the time, UDST officials, using their discretion, feel that the Event is being conducted in a manner inconsistent with the way in which it was approved and/or if a safety or security concern reasonably exists. If it is decided so, the Vice President of Student Affairs will take the following steps:
   • Inform the Organizer/Liaison and the participants to cease the Event immediately.
   • If the participants fail to respond to such request, a final warning in writing will be issued.
   • If such warning is still ignored, the Vice President of Student Affairs will recommend appropriate actions based upon the circumstances.

C. Compliance

Event participants must comply with all applicable laws, regulations, as well as UDST policies and procedures in particular Student Conduct Policy (PL-ST-01), Student Attendance Policy (PL-ST-03).

D. Security - Safety - Health

1. All on-campus Events must be held within the area specified in the approval, with a monitored entrance.
2. Event security will be arranged by Facilities Management, based on projected attendance, time, location, and Event description.
3. Safety and security of participants and bystanders alike must be a priority.
4. Event attendees and participants must wear masks when having a cough or fever.
5. Event attendees and participants are prohibited from injuring persons, damaging, or destroying property, or threatening to cause such injury or damage.  Events must not create safety hazards or harm or threaten the physical health or physical safety of any person.

E. Educational Continuity

Further to the provisions of the relevant laws, regulations and statements in the above policies and procedures, we emphasize that Events:

1. Are prohibited during Exam periods; and
2. Shall not disrupt, impair, or interfere with the teaching, study, research, administration, other authorized use of UDST property, or the rights and privileges of UDST employees and other students.

F. Conduct

1. Actual or threatened intimidation or violence are prohibited in UDST. Prohibited expressions of views include but not limited to:
   • Block or hinder entrances to, exits from, corridors, stairways, doorways and passageways within any UDST’s building or other structure, or hinder the normal flow of pedestrian or vehicular traffic on or to the campus; and/or
   • Create a volume of noise that interferes with the work or study of UDST’s community or prevents them from carrying on their normal activities; and/or
   • Employ force or violence, threaten its use against persons or property; and/or
   • Congregate, or assemble within any UDST’s building in such a fashion as to disrupt UDST’s normal functions or violate these guidelines.
2. Students have an obligation to leave UDST’s building, space or facility when asked to do so by an authorized member of UDST’s community acting in an official role and identifying himself or herself as such.
3. If at any time during an approved Event, physical violence, unauthorized entry, disruption of normal business and/or academic activities, and/or destruction of property occurs, the Vice President of Student Affairs or their designee will instruct the demonstrators to vacate the area immediately. Should the participants fail to comply with this instruction, the President will be informed of the situation and will be requested to summon the Police Department to take the necessary actions against the violators and clear the area.
4. Participants who personally engaged in the prohibited conduct may be subject to disciplinary action.

G. Organizers

1. A member of UDST’s community must be identified as a designated Organizer/Liaison for the Event, the Organizer/Liaison shall apply for a permission to schedule and stage an Event.
2. The Organizer/Liaison is responsible to communicate the parameters that have been set for the Event by the VPSA and the Health & Safety Department to all participants prior to the Event.

H. Communication

1. Event Organizer/Liaison may post and distribute written or printed materials regarding any non-commercial topic after obtaining the written approval for the same from the VPSA, upon the recommendation of the legal and communications team at UDST.
2. Event Organizer/Liaison and participants engaged in the distribution of written materials must not litter and are encouraged to pick up any distributed materials dropped on the ground by others around the area of distribution.

I. GENERAL GUIDELINES

1. Events shall be for cultural, and/or sport-related purposes, and/or for awareness, and/or lawful expressions of opinions, and/or for event sign-ups, and other activities approved by the University in writing.
2. Students shall maintain respectful and responsible behavior towards each other and towards staff, in particular not turning loud music or talking loudly around administration offices or in the campus center lobby. Amplified music/sound must stop during prayer times.
3. Organization and participation in events is voluntary, and non-remunerative.
4. Events shall not have personal interests.
5. Events are alcohol, smoke, drug, and other prohibited substance free.
6. UDST materials or furniture cannot be used/provided unless approved and coordinated with Facilities Management and Security where necessary, and depending on their availability.
7. Overnight Events, or Events when UDST is closed for regular business hours, including holidays, or when UDST suspends normal operations shall not take place.
8. Events’ off-campus guests and vendors will not be permitted on campus unless pre-approved  in writing.
9. Internal communication about the Events shall be through Student Affairs Division. Communication on social media shall be through the official UDST pages, and allowed through students' groups/personal pages provided that laws, policies and procedures are respected.
10. Posters advertising Events may be posted on campus only in pre-authorized areas. Chalking or graffities or paint on the floor/wall are not permitted. Pre-checked print publications about the Event may be distributed. No banners may be posted on the exterior of UDST buildings, including UDST residences halls. Banners may be put out on tables used for the Events with the pre-approval of the University. Off-campus advertising is only allowed with the permission of the Student Affairs Division, and the relevant authorities.
11. When using personal or university online resources:
    1. engaging in any prohibited practices, including violating any laws or regulations, uploading or sharing unauthorized content, using UDST resources for personal financial gain, or providing access to unauthorized individuals is prohibited.
    2. installing unauthorized software, disclosing confidential information without consent, and violating security policies or copyright laws. Engaging in illegal file-sharing, creating a hostile environment, misusing UDST email accounts, or assuming false identities are also prohibited.
    3. Implying UDST endorsement without actual approval, using UDST name or seal without authorization, and sharing content that infringes on trademarks, patents, or intellectual property rights are prohibited.
    4. Uploading unlawful or offensive content, supporting illegal activities, damaging UDST’s reputation, intercepting data without consent, tampering with content, sending unsolicited messages, attempting to reverse engineer software, interfering with user access, or making fraudulent offers, excessive data transfers, using false information, creating profiles for others, bypassing security measures, collecting personal information, removing proprietary notices, modifying resources, or using them for unintended tasks are strictly prohibited.
12. All students and staff must adhere to the established policies, procedures, and guidelines when posting about UDST events on social media platforms, ensuring that the content is appropriate, respectful, and aligns with the University's standards and policies.
13. UDST occasionally does/authorizes filming/photo-shooting on campus for promotional materials, educational content, and institutional communications. By being present in filming/photo-shooting areas, students consent to their image being captured and used by UDST and its producers. If students do not wish to be filmed, they must inform the Student Affairs Division in writing and avoid said areas. UDST will respect privacy preferences and accommodate requests to the best of its ability.
14. UDST or off-campus catering service may be used for Events provided they will be visible, easily accessible, and neatly displayed. 
15. Event’s location must be cleaned up within 3 hours of Event conclusion. Facilities Management will cooperate as appropriate.
16. Subject to approval, Students may use on-campus outdoor accessible areas for the Event’s activities.
17. Space may be occupied only when assigned through established UDST procedures, and as indicated in the authorization.
18. Events that have not been coordinated with/approved by UDST through the process are not permitted and may be ended immediately. Individuals and groups organizing an unsanctioned Event, as well as its participants, may be subject to disciplinary measures through the Student Conduct policies and procedures.