SBHE Policy Manual Index NDUS Procedures Index Section 900 V900.01 VCSU Student Center (2022) V900.02 Faculty Materials Center Policy (2017) Section 901 [Campus Planning and Facilities Management] Section 902 [Definitions] 902.1 [Construction Process - Legislative Approval; List of Funding Requests] 902.3 [Requests for Construction, Renovation, & Remodeling; Change Orders; Changes in Project Scope or Size] 902.5 [Construction Process - Architects, Engineers and Construction Managers] 902.11 [Fire and Tornado Coverage] 902.12 [Building Name] Section 903 [Sale or Removal of Buildings] Section 905 [Special Assessments] Section 906 [Emergency Preparedness and Management; Continuity of Operations; Security] Section 907 [Building Plaques] Section 908 [Financing Through Revenue Bonds] Section 909 [Real Property Leases] V909.01 Short-Term Facilities Rental (2023) Section 910 [Transfer of Real Property] 910.1 [Development of State Land] Section 914 [Easements] Section 916 [Campus Security] V916 Campus Security Policy (2015) V916 Campus Security Procedure (2015) 916.1 [Possession of a Firearm or Dangerous Weapon in a Campus Residence] V916.01 Firearms Weapons Policy (2018) V916.01 Firearms Weapons Procedure (2015) V916.02 Severe Weather & Institution Closure (2021) V916.03 Animals on Campus (2023) V916.04 Building Access (2020) V916.05 Viking Card Terms and Conditions (2023) Section 917 [Smoke-Free Facilities] V917 Tobacco Free Campus (2023) Section 918 [Alcoholic Beverages] V918 Alcoholic Beverages (2023) V918.01 Football Tailgating with Alcohol Policy (2024)

I. VCSU STUDENT CENTER The following information will constitute the guidelines that are to be used in determining which groups and individuals may use the VCSU Student Center facilities. Student Center facilities include the conference rooms, the hallways, the cafeteria, the Viking I, the bookstore, and the game room. These guidelines are subject to change and may be altered as the needs of VCSU and the Student Center change. For questions dealing with the Student Center that are not answered in these guidelines, the Director for the Student Center must be contacted. All Student Center facility usage must be scheduled and coordinated through the Information Desk (3-7990). The Student Center follows Valley City State University’s hours of operation with minor additions and changes including evening hours during the academic year. The Student Center website provides 24/7 access to hours of operation. Facilities Usage: VCSU Student Center facilities may be reserved on a first come, first served basis with the following qualifications: When conflicting requests are received at the same time, reservations for VCSU community (students, faculty, staff, and alumni) events will take precedence over non-­University events. The Student Center is not available for regularly scheduled classes. VCSU has a variety of annual all campus events (e.g. Orientation, Homecoming, December Graduates Luncheon, etc.). During these special events, every effort is made to honor tradition, and groups are discouraged from scheduling unrelated events. Groups are responsible for equipment and room furnishings during the time under their reservation. Groups will be billed for damages or losses to rooms or equipment. Groups using Student Center spaces should notify the Information Desk if any problems occur with rooms or setups. Conference Rooms: The President's, Norway, Student Senate, Skoal and Lower Level Conference Rooms are available during scheduled building hours. If meetings or programs extend beyond regular hours, special arrangements will need to be made to keep the building open. All conference rooms must be scheduled at the Information Desk before use by any group. Fees For Use of the Student Center Facility: The following groups may use the Student Center and conference room facilities free of charge: All campus-based student organizations (i.e. Clubs & Organizations).* Campus staff, administration or faculty groups (i.e. Staff or Faculty Senate) ** Organizations closely allied with the campus as determined by the Director of the Student Center. * The fact that an off-campus organization has in its membership university students or staff does not make the organization a university organization. ** The Student Center conference rooms ARE NOT available for conducting university classes. It must be understood that these facilities are used for various student activities and a wide variety of social and administrative functions. Because of this schedule it is impossible to allow university classes to meet in these rooms on a regular basis. Exceptions will be made only with the consent of the Director for the Student Center. The following groups may use the Student Center conference room facilities for the rates as outlined: All non-campus affiliated groups. Community Groups. (Note: Any groups, which may have an illegitimate reason for meeting, that may be detrimental to VCSU, or that use an injurious way of conducting their meeting may be refused use of the Student Center facilities.) Rental Rates for Conference Facilities: The Student Center Conference rooms are available during Valley City State University’s hours of operation with minor additions and changes including evening hours during the academic year. The Student Center website provides 24/7 access to hours of operation and rental rates associated with the Student Center. II. CATERING All catering must be requested through the Catering Office (3-7130). Food and beverage service at VCSU is provided by the University’s food service provider. VCSU’s contract with its food service provider, gives them exclusive rights to food and beverage service on the campus. Groups may not hire another caterer or bring their own refreshments into the Student Center for scheduled events. Two exceptions are made to this general policy. The General Manager of Dining Services may grant other exceptions. Student groups may sponsor bake sales or similar activities on an occasional basis. Individuals may bring their own lunch to brown bag lunch meetings scheduled in the building by VCSU community organizations. Food and beverage arrangements for VCSU community groups are made through the Dining Services Office; non-­University groups should make arrangements through Dining Services. III. VENDOR TABLE POLICY University property covered under this policy includes spaces in and around the Student Center, including all perimeter and approach walks. Definitions: Vendor: any non-University entity that sells or promotes any product or service. Vendors wishing to work with student organizations (for staffing tables or general value) may do so, but must follow all vending guidelines, including the rental fee. Reservation Procedures: Reservations for vendor tables should be made at least ten (10) working days in advance. Reservations are made by contacting the Information Desk in the Student Center at 701-845-7990. Vendors are responsible for having the proper business license and insurance coverage. Any fines incurred are the sole responsibility of the vendor. Tables may not be reserved for more than one consecutive week by the same vendor, unless special permission is granted by the Director of the Student Center. Cancellations: Cancellations must be made 24 hours (one working day) in advance or a penalty of one day compensation may apply. Vendor Table Rental Rates: (price includes one table and two chairs) Contract the Information Desk at the Student Center for rates for individual vendors (small business) and Corporate Vendors (including credit card promotions). No charge for recognized VCSU Student Organizations. No charge for community service, non-profit community/governmental agencies providing information/materials of general interest to the university community. Special rates may be negotiated with the approval of the Director for the Student. Sponsored by: Vice President for Student Affairs Effective: September 1, 1988 Revised: Winter 1996 Revised: August 2015 Revised: Spring 2022

1. Scope of Services: The FMC provides the following services: Graphic Design. FMC staff will offer design and production services needed to produce such items as brochures, posters, fliers, magazines or other materials that require professional design skills or equipment. Digital Print Production. The FMC will offer digital printing capabilities for basic jobs ranging from single color to full-color. These services may be limited by such factors as the capabilities of existing equipment, the cost of new equipment, or demand for offset production services. FMC staff may also work with 3rd party printers to complete individual projects when cost or capability considerations require. Photocopying. The FMC will negotiate lease agreements for photocopy equipment to be located both within the FMC facility and distributed around campus for use by authorized faculty, staff and student organizations. The FMC will be responsible for re-supply of copier materials and maintenance of leased equipment either directly or by working with the leasing agent as necessary. The FMC will be staffed and equipped to handle nearly all of the university's needs in these areas, and therefore should be the preferred source for such services by all faculty, staff, students, student organizations, and campus organizations. However, customers with projects that exceed the capabilities of the FMC may direct these projects to third parties as necessary. Unless specifically agreed to, the FMC will take no role in managing these 3rd parties or the projects in which they are involved. To keep the FMC focused on university business and student service, and to comply with current business practices outlined by the Vice President of Business Affairs, the FMC will comply with the following practices concerning print jobs that are not directly related to university business: Jobs for non-employees, including 3rd party businesses or individuals, are not accepted. Jobs for employees that are not personal in nature (i.e. requested by an employee on behalf of a 3rd party) are not accepted. Examples include print jobs related to employee personal businesses or volunteer work performed for non-profit 3rd parties such as churches or community groups. Using a convenience exception, the FMC will still accept small personal copy/print jobs for employees as long as the job is limited in scope and infrequent in occurrence. Charges over $5 must be paid at the business office before the job will be released; charges under $5 may be paid in cash at the FMC. 2. Operations and Levels of Service:  Customers initiate FMC work by completing a work order form that includes the current date, the customer name, the department of the customer, a description of the work to be done, and the customer's signature. Work orders that do not provide clear or sufficient specification of the work will be returned to the customer and will not be scheduled. All work is scheduled on a first-come, first-served basis. The customer is responsible for ensuring that all work is requested in a timeframe that allows the FMC to complete its work within the levels of service defined below. The FMC coordinator may elect to alter the order of work to accommodate urgent jobs or other special circumstances. Any exceptions to this policy must be approved by the Director of Marketing. The turn-around for standard photocopying jobs will be one day. For all other services (including graphic design, more involved print production services such as large quantities, binding, collating, folding or trimming), the FMC Coordinator will provide an estimated delivery time at the time the order is placed. This estimated delivery time will reflect the requirements of the job being estimated and work currently scheduled in the FMC.  Upon request, the FMC Coordinator will also provide a cost estimate for the service.  If/when the FMC determines that the estimated delivery time or estimated cost for a project cannot be met, FMC staff will notify the customer and respond as appropriate. 3. Pricing, Billing and Accounting: The FMC will operate on a break-even basis, and will set its prices only as high as necessary to cover its costs. Accumulation of surpluses will only be allowed as necessary to cover the costs of capital equipment.  The FMC will account for all FMC services by sending summaries of all charges (including all FMC services and charge-back for campus photocopiers) to the Business Office. The Business Office is responsible for settling charges by issuing a charge to the individual departments and crediting the FMC operations account. 4. Compliance: Requests for copying and printing will be in compliance with fair copyright guidelines. All printed and electronic materials that represent the VCSU brand will comply with VCSU graphic standards as defined in the Graphic Standards Manual. The Director of Marketing is responsible for defining these standards, and the FMC staff has the authority to enforce these standards on all work performed by the FMC or that uses FMC equipment. Sponsor: Director of Marketing Revised: Winter 1996 Revised: Winter 2004 Revised: December, 2010 Revised: September 2017

1.  Policy Statement: Valley City State University (VCSU) allows for use of campus buildings for the purposes of events outside of normal classroom and office use. Guidelines have been established to protect VCSU assets.   2.  Purpose and Scope: This policy governs the short-term lease or rental of institutional facilities for tournaments, contests, meetings, performances, and other short-term events. This policy applies to all University-controlled building and grounds, whether categorized as state or auxiliary facilities.   3.  Definitions: Documentation of Liability Insurance: Certificate of Insurance, Certificate of Financial Liability, or other document of financial insurance. Event: An activity or occurrence that requires, or has the potential to require, campus resources and/or planning. This includes but is not limited to, large events, multiple day events, symposiums, workshops, trainings, conferences, concerts, orientations, internships/co-ops, and events that have any known or past problems, or potential risks (e.g., security needs, health and safety issues, parking requirements, etc.). Events are approved through the submission of an event approval request form. Event Request Form: The form completed for each requested event. Completed forms are submitted to the Event Services Office for processing and approval. The decision to have a responsible party to complete a facility use agreement rests with the event coordinator. Event Coordinator: VCSU employee(s) assigned the ongoing task of reviewing and approving/denying event request forms. Event coordinator also organizes requested campus resources. Event Services: The office responsible for receiving, approving, and scheduling requested events. Ensures all insurance/waiver/facilities use agreement requirements are completed prior to the event. Coordinate setup requests. Facility Use Agreement: Agreement signed by an individual or group acknowledging the use of VCSU buildings/property under described terms and conditions. Fixed Exhibit: Posters, ribbons, banners, flags, displays, religious symbols, or signs physically placed on or within campus-owned, leased, or controlled property. Host Facility: The location where the event is held. Nonprofit Organization: Entity organized to achieve a purpose other than generating profit and uses its funds to achieve goals. Proof of nonprofit status may be required with reservation. Non-Public Areas: Buildings and property of the institution that are used for the academic and operational mission of the institution or are designated as high hazard or restricted based on type of research/activity. Non-University Group: Third party entities with no relation to the institution and no institutional financial support. Entities other than University groups and related parties. North Dakota Century Code (NDCC): The codification of all general and permanent law enacted since statehood. NDUS: North Dakota University System. VCSU Safety Office: VCSU department responsible for services related to safety, risk management, and insurance. Related Parties: VCSU-related foundations, recognized student organizations, governing councils, Student Government, Residence Life, Greek organizations, NDUS and other NDUS institutions. Responsible Party or Event Sponsor: Sponsor, coordinator, or entity responsible for event. SBHE: State Board of Higher Education Short-Term Rental: A rental that is in effect for less than one year. Small Event: An event of less than 20 people, occurring in one location and not spanning a time frame of more than one week. University Events: Events which further the mission of the University, provide opportunities for social growth and cultural understanding, serve the recreational needs of the campus community, and are sponsored/supported by a University group. University Property: Any University building or property owned, leased, or controlled by the institution (e.g. classroom, auditorium, residence hall, other building, outdoor area). For information related to what constitutes University property, contact the Facilities Services Office. VCPD: Valley City Police Department Waiver: Agreement signed by an individual or group releasing Valley City State University and the State of North Dakota from liability. 4.  Policy: Overview: VCSU permits the approved use of University buildings and/or property by the University community, related parties, and other individuals or groups in events that further the mission of the University, provide opportunities for social growth and cultural understanding, and serve the recreational needs of the campus community in compliance with this policy. As such, VCSU welcomes tournaments, meetings, and other events to its campus held by University, related parties, and non-University groups. University events are given precedence over the use of buildings/property by non-University or outside groups. Valley City State University encourages the free exchange of ideas. Individuals and entities granted use of the University property do not necessarily express the views or opinions of the University. To avoid conflicts in the use of space and disruption of the orderly operation of campus, and to ensure the health and safety of the campus community, VCSU does not allow setting up of any fixed structures, including but not limited to, tables, booths, or displays, or use of university property without the prior, express, written permission of the Event Services Office. Requests for approval must be submitted using the Event Approval Procedure (under Procedures) and should be made at least 14 days in advance of the event. Space is granted on a first-come, first-served basis by the appropriate facility.    For events that will have more than 50 attendees, the event request form should be submitted no less than 60 days prior to the proposed event.  VCSU reviews requests to assure they do not represent an unreasonable risk of harm, or interference to participants, other members of the campus community, or University property and operations. Event Services will work with organizations to ensure event request forms are completed and submitted appropriately and will subsequently ensure forms are reviewed for approval. Non-University groups may be required to furnish documentation of liability insurance naming the University and State as additional insured. VCSU may waive this liability insurance requirement for nonprofit groups and small events only.  Additionally, some campus buildings have supplemental facilities and event policies and guidelines that must be followed. When planning to lease or rent buildings/property, responsible parties should inquire if any additional policies or procedures apply. A request may be denied, and the University reserves the right to cancel or postpone any reservation or reserved use on one or more of the following grounds:    Conflict with a pre-existing reservation or planned use of the location that would unreasonably interfere with either event; or Conflict with reasonable restriction on signage, display, erection of structures, sound amplification, or other aspects of the event that would unreasonably interfere with the health or safety of individuals. Protection or property, access, traffic, or the peaceful, orderly operations of the campus; or Inadequate notice for purposes of providing security, facilities support, or other preparations necessary for the protection of individuals, property; or Unforeseen circumstances that affect the public safety and/or health of the University community.  vii:  VCSU collects lease or rental fees sufficient to cover expenses incurred during events and short-term rentals. With justifications, these fees may be waived by the president, a vice president, or their designee(s). Revenues from the events, and short-term rentals are to be deposited into University fund(s) that are utilized to support the facility.    b.  Non-Public Areas: Events and short-term rentals are prohibited in all non-public areas, as is any activity that interferes with academic or operational functions.    c.  Building Occupancy/Hours: For events requiring the use of space in a University building please review the procedures section of this policy for additional details. For an event, attention must be paid to the occupancy limits and general safety of the University community in the space used. Adherence to building hours is expected of people participating in events within a University building and University officials will require that event participants leave at the time of building closure. Additionally, some campus buildings have supplemental event policies and guidelines that must be followed.   d.  Animals on Campus: Please review VCSU policy V916.03 Animals on Campus for procedures on requesting animals for an event or approved classroom activity.   e.  Guidelines for Expression and Assembly: Time, Place, and Manner: Please reference SBHE Policy 503.1 Student Free Speech and Expression and VCSU Policy 503.01 Free Speech and Expression (see Related Information)   f.  Food and Food Services: The food and food services guidelines (see Related Information) addressed by Event Services, apply to all members of the VCSU community, related-parties, non-university groups, including visitors while on campus hosting an event.   g.  Alcoholic Beverages: According to SBHE Policy 918, alcoholic beverages are prohibited upon land or in buildings owned by Valley City State University. However, SBHE 918 gives the president (or designee) authority to approve exceptions to this policy. All exceptions are subject to applicable state and local laws and ordinances. To seek an exception, contact the President’s Office.    5.  Procedures: a.  Event Approval: University groups, non-University groups, and related parties wanting to host an event in or on VCSU-owned property or virtual/remotely, must complete an event request from and facility use agreement, when appropriate. Academic courses, except those that require community notification, are not considered a campus event, and do not need to have an event request form submitted. For VCSU-sponsored events held at off-campus locations may require proof of insurance for liability exposure related to the event and the Safety Office should be notified to obtain proper documentation. VCSU-sponsored events held at off-campus locations must be approved by the respective director or vice president and they must follow campus safety procedures. Exceptions to the published campus event guidelines may be considered through the event approval process or by the University President. University groups, non-University groups, and related parties sponsoring an event will be responsible for the planning and execution of the event in a manner consistent with all applicable University policies and procedures. This is best accomplished by contacting Event Services in the early stages of planning for assistance in completing the event request form. An event request form is completed by the event sponsor and submitted to Event Services for each proposed event, at least 14 days prior to the desired event date for processing and approval.  *For events that will have more than 50 attendees, the event request form should be submitted no less than 60 days prior to the proposed event. Event Services will review the event request form and facilitate approval of all events. Event Services will provide responses and information regarding the proposed event. University events are given precedence over the use of buildings/property by non-University or outside groups.   b.  Facility Use Agreements: The event request form does not replace a facility use agreement (see Related Information) between the University (one of its departments) and a responsible party sponsoring an event. The completion and submittal of the event request form does not mean that arrangements, services, or reservations will be automatically planned. Responsible parties need to make their own arrangements as they relate to reserving buildings/property, rooms, equipment, or the scheduling of services/security. The space use/rentals governed by this policy are short-term (12 months or less). Prior to completing the facility use agreement (see Related Information), the responsible party using the building is required to submit an event request form to Event Services. Event Services will include any other facility use agreement required for the requested space. A written, signed facility use agreement must be completed for any non-University sponsored event. This agreement must be signed by all parties prior to the event. The responsible party sponsoring an event will be responsible for all costs associated with any support (e.g., security, health & safety requirements) of the proposed event which may be necessary to enhance safety of the individuals and property throughout the campus, as required by the University. The responsible party must comply with all guidelines established for an event by University administration and other applicable University policies and procedures. It is the responsible party’s duty to check with the host facility to determine if any additional policies or procedures apply. Failure to comply with all conditions set by policy and procedures may result in an immediate termination of the event. To encourage consistency across campus, sample facility use agreement templates are attached to this policy (see Related Information).   c.  Event/Rental Fees: Rental fees will be sufficient to cover the institution's expenses associated with the event and will be deposited in the fund associated with the support of the leased facility. Non-University, nonprofit, or individuals using University facilities must compensate the University for the rental of space, where applicable, and for all expenses resulting from the activities. Total estimated charges will be determined and provided to the user prior to the date of the event(s). Actual charges will be made after the function, cleanup, and restoration of the area(s) to their original condition. Payment is due upon receipt of the invoice. University representative may be required to be present at a scheduled event. For special functions, the cost for a University representative will be included in the rental charge.  Any audio/visual equipment provided by the University will be arranged through the appropriate building manager unless already included in the room occupied. A fee may be charged for use of university audio/visual equipment. Space rental rates and conference fees shall be reviewed annually and are subject to change as needed.   d.  Liability Insurance and Waivers: VCSU strives to mitigate potential risks and provide for well-planned, successful campus events. The Safety Office assesses the potential risk involved with, and under what conditions it is appropriate to hold events on campus. This includes reviewing events to ensure they do not represent an unreasonable risk to participants, other members of the campus community, or University property. Non-University groups may be required to furnish documentation of liability insurance naming the University and State as additional insureds. The responsible party using the building/property must furnish documentation of liability insurance to the Safety Office/Event Services. Liability insurance covering the event is to name VCSU and the State as additional insureds with limit of liability no less than $500,000 per person and $2,000,000 per occurrence.  The Safety Office may waive the liability insurance requirement for nonprofit groups and small events only. If not a nonprofit or small event, the liability insurance may be replaced by a waiver signed by all participants, and a parent or guardian of a child participant, releasing VCSU and the State from liability. The decision to accept waivers in lieu of insurance is made by the Safety Office. It is Event Services’ responsibility to obtain and retain these documents. For additional information and/or clarification, the department should contact the Safety Office. VCSU may require both liability insurance and waivers based on the result of a pre-event risk assessment (see Related Information). The decision to require both liability insurance and waivers is made by the Safety Office. In consultation with the Safety Office, Event Services will provide the sponsor with the appropriate waiver form for the requested event.   e.  Campus/Community Notification: Approved events may be posted to the VCSU Campus Calendar for review by interested employees and students. The responsible party must request publication on the VCSU Campus Calendar when they submit the event request form.   Responsibilities: Event Coordinator: Review event request forms. Assist responsible party in completion of form, as needed. Review event information after receiving event request form. Gather necessary venue approvals. Notify applicant and appropriate campus department(s) of event approval.  Assign appropriate fees. Deposit revenue into appropriate account. Create, send, and retain appropriate Facility Use Agreement(s), insurance, and/or waiver. Make necessary arrangements for building and building access. Responsible Party/Event Sponsor: Complete the event request form and submit it to the Event Services Office at least 2 weeks prior to the event. Provide documentation of liability insurance with event request form (if necessary) or as requested by the Event Coordinator. Sign Facility Use Agreement and return to Event Coordinator for review and approval. Sign liability waiver form and/or have participants sign waiver forms and submit them to the Event Coordinator. Make all other necessary arrangements (parking, catering, guest internet, etc.). Submit events on event request form to be published on the VCSU Campus Calendar. Safety Office: Determine whether waivers will be accepted in lieu of insurance. Assess the potential risk involved and under what conditions it is appropriate to hold events on campus. Provide information regarding 3rd party insurance (TULIP) (when necessary).   Forms: Event Request Forms   Related Information: NDCC Chapter 32-12.2 – Claims Against the State SBHE Policy 503.1 – Student Free Speech and Expression SBHE Policy 909 – Real Property Leases SBHE Policy 918 – Alcoholic Beverages VCSU Alcohol/Drug and Tobacco Free Campus Policy VCSU Event Guidelines VCSU Policy V900.01 – Student Center (Section II. Catering) VCSU Policy 916.03 – Animals on Campus VCSU Risk Assessment Guide (see attachment) VCSU Standard Facility Use Agreement SAMPLE (see attachment)     Sponsored by: Vice President for Business Affairs Approved and Effective: February 2010 Revised:  November 2023

1. Purpose The purpose of this document is to create a single policy dealing with the issues involved with security on the campus of VCSU. This policy will be in accordance with the North Dakota State Board of Higher Education policy section 916 Campus Security. 2. Scope This policy will address responsibilities, procedures, and documentation of incidents involving campus security. The specific administrative divisions involved are: Facilities Services, Student Services, Auxiliary Services, Academic Affairs, and Business Affairs. Students should be aware of this policy and how it affects them. The policy is intended to satisfy the conditions of reasonable security, balancing the concern for our open academic environment with the need for campus safety and security. 3. Responsibilities A. Building Security: responsible for all things previously in this policy. Additionally, a nightly log will be kept of all activities/incidents. B. Safety Coordinator: supervise Building Security and oversee all security related activities. Report all security incidents to the appropriate campus official. Maintain a record of all security incidents. Investigate all incidents of theft, vandalism, etc. that are not handled by the police. Submit a yearly report of campus security incidents to the Vice President for Business Affairs on or about July 1. Respond to all emergencies as required. C. Vice President for Student Affairs: review reports and provide disciplinary action or counseling to students involved in campus incidents. Keep students informed of the campus security policy and how it affects them. Respond to emergencies/incidents involving students as required. D. Director of Facilities Services: review reports dealing with facilities damage and breakdowns, taking appropriate action. Respond to emergencies involving facilities as required. E. Valley City Police Department: reports to the Vice President for Student Affairs all criminal activity occurring on the campus grounds, adjacent areas and at off-campus university sponsored events. Reports criminal activity involving college students in the community that may have an effect on the safety and well-being of the campus community. 5. TIMELY WARNINGS In order to keep the campus informed about safety and security issues, VCSU will alert the entire community in a manner that is timely and will aid in the prevention of specific crimes. Timely warnings may be issued for threats to property as well as for threats to persons. Timely warnings will typically be issued by the Office of the President, the Office of the Vice President for Student Affairs or the Office of Facilities Services. The VCSU campus-wide e-mail system has been declared as an official means of campus communications (Computer and Network Usage Policy 3.2.1) and will be used as the primary tool for dissemination of timely warnings. In addition, timely warnings may be delivered by the campus Emergency Notification System. Sponsored by: Vice President for Student Affairs Reviewed: Winter 1996 Reviewed: February 2005 Reviewed: Summer 2007 Revised: Summer 2015

Purpose To operationalize Valley City State University’s policy 916 Campus Security. Procedure Physical Security Physical security involves safeguarding personal and university property against theft or damage. The major method of accomplishing this is to ensure that storage spaces are locked. Building Security will check each academic building, to ensure that they are locked by 10:00 p.m. on weekdays. Residence halls will be checked at 11:00 p.m. Buildings will remain locked, except during published operating hours, unless prior coordination is made with the Facilities Services Department. As examples, such exceptions may be for programs, special activities, or extended hours for lab use. Written requests for opening buildings should be submitted to the Facilities Services Department at least one week in advance. Building Security will patrol the campus, both on foot and vehicle. He/she will also patrol inside the buildings to check interior security and HVAC systems. Only the exterior doors and mechanical rooms will be checked in the residence halls. Any problems inside the residence halls will be handled by the housing staff. If assistance is required, Building Security will be available. If any unusual conditions are noted, Building Security while checking the residence halls, will notify the on-duty RA. If an RA is not available, either the head resident or an individual listed in Section 4 of this policy will be notified. After Hours Entry Access to facilities during other than operating hours will be controlled by Building Security and the Heating Plant staff. Each division will determine whether or not it wants its area opened for use after hours and notify the Facilities Services office of its policy. The divisions may also specify guidelines or exceptions to the policy. Examples of these may include a 'buddy system' in the labs, or only opening the facility for special programs. Students who wish to have after-hours access must obtain an after-hours building entry permit, which will berequested and approved through OneStop by a faculty member. The students will report to the Heating Plant and present a Student ID card to the person on duty. The student's name will be compared to an approved entry list sent by Facilities Services Management. The student ID may later be checked by Building Security to verify that the student has permission to be in the building after hours. Students in a building at the time it is locked up will be asked to leave if they do not have permission to be in the building after hours. It will be up to the discretion of Building Security as to whether or not a student will be allowed to use the facilities. Any violations of posted rules or improper behavior will be grounds for Building Security to have the student leave, or to deny access to buildings. Once a student has been admitted, he/she may not let others into the building. Before leaving, all lights and equipment will be turned off, and the area will be left as it was found. Safety After-hours campus safety is another area Building Security will monitor. This can be broken down into two basic categories: unsafe conditions and unsafe acts. Unsafe conditions would include any condition that could possibly result in damage to property or injury to individuals. Examples of these conditions include, but are not limited to: fires, loss of electricity/heat, steam leaks inside buildings, downed power lines/trees, etc. Building Security will report these conditions, or any others that he/she deems unsafe, to the appropriate person responsible. Emergencies will be reported to the local authorities immediately. Unsafe acts are acts perpetrated by students or other individuals on campus that could possibly result in damage to property or injury to individuals. These acts include, but are not limited to, acts which are in violation of campus policy or any law. Building Security will have the authority to require any students involved to produce a student ID card, and/or disperse. If Building Security deems it necessary, a university official or the police will be contacted. Parking Building Security will be responsible for issuing after-hours parking tickets to those vehicles in violation of campus parking regulations. Incidents Involving Students When students are involved in any incidents on campus, they must produce a student ID card when asked by Building Security. Building Security will record the student's name and student ID number, along with an explanation of the incident. If no student ID is available, another form of identification may be used. This information will be given to the Safety Coordinator daily. Students are required to comply with all lawful instructions given them by Building Security . These include instructing students to leave an area or disperse, and to confiscate any alcoholic beverages and/or contraband materials. The general policy at VCSU is that the police will be called only if there exists an immediate threat to the safety of individuals or for the protection of property. This means that problems will be dealt with by campus officials if at all possible. If the situation warrants it, one of the individuals listed in Section 4 of this policy will be contacted. It will be up to the judgment of Building Security, based on the situation, whether the police, a campus official, or a staff member should be contacted. Emergencies Building Security will immediately report any emergencies encountered by the Heating Plant staff, via two-way radio. The individual on duty will relay this information to the local police or fire department. Other individuals will be notified in accordance with emergency policies. Building Security will be responsible for immediately investigating all priority-1 alarms received on the Heating Plant monitoring system. He/she will report back to the plant on what was found. Following are some general guidelines FIRES: If alarms have not sounded, the nearest alarm box will be activated. The plant will be contacted via 2-way radio, and the operator on duty will call the fire department. If possible, the building should be searched for trapped individuals. First aid should be rendered if needed, and ambulance contacted. The building doors should be unlocked for fire department access. Facilities Services staff may attempt to fight the fire, if possible, but personal safety takes precedence. MEDICAL EMERGENCIES: Call 911 for ambulance response and notify the Heat Plant as soon as possible. Render first aid as necessary. UNLAWFUL ACTS/CRIMES: Report by radio to the Heating Plant and the operator on duty will call the police. If the incident has already occurred, Building Security will assist any injured person, and protect the crime scene. If the incident is in progress, the following things will apply: Call the police if injury to persons or damage to property is involved. Write down descriptions of assailants, witnesses, time, vehicle, etc. Verbally confront the assailants, attempting to stop them. DO NOT physically intervene, unless an individual is in peril of bodily harm. Assist the police as needed. Sponsored by: Vice President for Student Affairs Reviewed: Winter 1996 Reviewed: February 2005 Reviewed: Summer 2007 Revised: Summer 2015 Revised: Fall 2024

I. Purpose and Scope To set forth Valley City State University’s (VCSU) policy on firearms or dangerous weapons on campus and to provide that violation of this policy may subject employees and students to internal VCSU disciplinary processes. II. Definitions A. Employee: for the limited purposes of this policy, any individual who is employed by VCSU, whether full or part time, including but not limited to staff, faculty, contractors, and volunteers. B. Student: a person who is currently, or was at the time of the offense, matriculated and/or registered in any class or program of instruction or training offered by VCSU at any level, whether or not for credit. C. Campus: Campus is defined as all VCSU owned buildings and surrounding areas such as sidewalks, walkways, driveways and parking lots under VCSU’s ownership or control. This policy applies to all state vehicles. D. Firearm or dangerous weapon: for purposes of this policy a firearm or dangerous weapon includes, but is not limited to, the following: (1) Any switchblade or gravity knife, machete, scimitar, stiletto, sword, dagger, or knife with a blade of five inches or more (A Leatherman or other small pocket knife is permissible, as long as the blade is 5 inches or less in length. Knives intended to be used as eating utensils, and stored or maintained in kitchens or lunchrooms do not represent a violation of this policy) (2) Any throwing star, nunchaku, or other martial arts weapon; (3) Any billy, blackjack, sap, bludgeon cudgel, metal knuckles, or sand club; (4) Any slingshot; any bow and arrow, crossbow, or spear; (5) Any weapon that will expel, or is readily capable of expelling, a projectile by the action of a spring, compressed air, or compressed gas, including any such weapon, loaded or unloaded, commonly referred to as a BB gun, air rifle, or CO2 gun; (6) Any projector of a bomb or any object containing or capable of producing and emitting any noxious liquid, gas, or substance; 7) A firearm, whether loaded or unloaded, from which a shot may be discharged including but not limited to handguns, pistols, revolvers, shotguns, rifles, air rifle, and bb guns; (8) Any weapon which will or is designed to or may readily be converted to expel a projectile by the action of an explosive; (9) Any destructive device; (10) Any device designed as a weapon and capable of producing great bodily harm, including but not limited to, stun guns, stun batons; (11) An electric weapon such as a taser gun; (12) Any combustible or flammable liquid, or other substance, device, or instrumentality that, in a manner it is used or intended to be used, is calculated or likely to produce death or great bodily harm, or any fire that is used to produce death or great bodily harm. III. Policy A. To promote a learning environment and workplace safe and free of violence for all students and employees, VCSU prohibits firearms and dangerous weapons on campus. VCSU prohibits employees, students, and visitors from carrying or possessing a firearm or dangerous weapon while on campus or while participating in VCSU sponsored activities or events. It is VCSU’s policy to maintain a firearms and weapons free work place and prohibit the possession of firearms and weapons regardless of any license or permit an individual may have which would otherwise authorize the individual to carry firearms or weapons. B. Exceptions (1) The VCSU President retains authority to provide exceptions to this policy as deemed necessary. (2) The VCSU President may give consent to a qualifying individual to store a firearm or dangerous weapon in a campus residence so long as the residence does not provide housing to undergraduate or graduate students. (See NDUS 916.1). (3) This policy permits a person to keep a legal unloaded firearm locked inside or locked to a private motor vehicle in a parking lot, if the firearm is kept for lawful purposes. C. Violation of this Policy is considered a serious offense that endangers the safety of students, employees, and others. D. Because violation of this policy is a serious offense, disciplinary action up to and including discharge from employment or expulsion from school is permissible. IV. References A. State Law N.D.C.C. §62.1-01-01 Definitions- General Provisions N.D.C.C. §62.1-02-01 Persons who are not to possess firearms-- Penalty N.D.C.C. §62.1-02-05 Possession of a firearm or dangerous weapon at a public gathering; Penalty-- Application N.D.C.C. §62.1-02-06 Discharge of firearm within city—Penalty—Application N.D.C.C. §62.1-02-09 Possession of explosive and destructive device in government building—Penalty N.D.C.C. §62.1-02-10 Carrying loaded firearm in certain vehicles prohibited—Penalty—Exceptions N.D.C.C. §62.1-02-11 Possessing explosive prohibited—Exception—Penalty N.D.C.C. §62.1-02-05 Possession of secured firearm—Prohibition by employer prohibited B. Policies NDUS Human Resource Policy Manual Section 25 Job Discipline/Dismissal NDUS 605.3 Nonrenewal, Termination or Dismissal of Faculty NDUS 916.1 Possession of a Firearm or Dangerous Weapon in a Campus Residence V520.01 Code of Student Conduct V605.03 Non-renewal, Termination or Dismissal and Sanction of Faculty Members. Sponsored by: Vice President of Student Affairs Approved: Fall 2007 Revised: August 2018

Purpose To operationalize Valley City State University’s policy 916.01 Firearms Weapons. Procedure Student violations will be addressed according to the disciplinary procedures outlined in V520.01 Code of Student Conduct. Staff violations will be addressed according to the disciplinary procedures outlined in NDUS Human Resource Policy Manual Section 25 Job Discipline/Dismissal. Faculty violations will be addressed according to NDUS 605.3 Nonrenewal, Termination or Dismissal of Faculty; and V605.03 Non-renewal, Termination or Dismissal and Sanction of Faculty Members. When appropriate a referral to law enforcement may be made, which may result in criminal charges. References A. State Law N.D.C.C. §62.1-01-01 Definitions- General Provisions N.D.C.C. §62.1-02-01 Persons who are not to possess firearms-- Penalty N.D.C.C. §62.1-02-05 Possession of a firearm or dangerous weapon at a public gathering; Penalty-- Application N.D.C.C. §62.1-02-06 Discharge of firearm within city—Penalty—Application N.D.C.C. §62.1-02-09 Possession of explosive and destructive device in government building—Penalty N.D.C.C. §62.1-02-10 Carrying loaded firearm in certain vehicles prohibited—Penalty—Exceptions N.D.C.C. §62.1-02-11 Possessing explosive prohibited—Exception—Penalty N.D.C.C. §62.1-02-05 Possession of secured firearm—Prohibition by employer prohibited B. Policies NDUS Human Resource Policy Manual Section 25 Job Discipline/Dismissal NDUS 605.3 Nonrenewal, Termination or Dismissal of Faculty NDUS 916.1 Possession of a Firearm or Dangerous Weapon in a Campus Residence V520.01 Code of Student Conduct V605.03 Non-renewal, Termination or Dismissal and Sanction of Faculty Members. Sponsored by: Vice President of Student Affairs Approved: Fall 2007 Revised: August 2018 Revised: March 2025

In the event of severe weather and in the absence of specific information to the contrary, it will be assumed that campus remains open and classes will meet on schedule. Faculty, students, and staff will be responsible for making their individual decisions to come to the campus or not to come, carefully balancing the responsibility of attendance with the necessary considerations of personal safety. That individuals will make responsible choices is assumed. When the institution remains open during inclement weather, employees unable to report for work shall notify their supervisor and take annual leave or leave without pay. Extra compensation or time off will not be credited to those who attend on those occasions. If the weather is extremely severe and a decision is made to cancel classes and close offices, announcements will be made on voice mail, email, and the following radio stations: KOVC, Valley City; KSJB & KQDJ, Jamestown; KQLX, Lisbon; and KFGO, Fargo. Only the President of the University is authorized to issue such an announcement and, in his or her absence, the Vice President for Academic Affairs or the Vice President for Business Affairs.  In the event the institution is officially closed, all employees will receive closure pay in the amount of their scheduled hours during the closure. If an employee is not scheduled to work because of a previous arrangement, including annual or sick leave, the employee is not entitled to the additional paid leave. Essential personnel* may be required to work during the period when the institution is officially closed. All non-exempt employees properly authorized to work shall receive additional pay for hours worked during the official closing. *Essential Personnel: Employees necessary to keep the university operational during the time of closure. (i.e. heat plant operators; may include Student Center employees; resident hall employees depending on time of year). Sponsored by: Vice President for Academic Affairs & Director of Human Resources Reviewed: Fall 1997 Revised: Spring 2011 Revised: February 2021

Purpose & Scope Animals can be a threat to personal safety and health (allergies); can cause physical damage; and may cause additional maintenance costs. VCSU works to uphold federal, state, and local laws and regulations; promote health and safety of its community; preserve the integrity of its grounds, buildings, and other property; and support a healthy educational environment that respects the rights of individuals.  This policy applies to all faculty, staff, students, and visitors/guests/affiliates. 1. Service Animals Service animals, as defined by the American Disability Act, are allowed in University buildings and on University grounds. A service animal is a working animal, not a pet. The ADA requires that service animals be under control of the handler at all times. There may be areas where a service animal poses a substantial and direct threat to health and safety that cannot be reduced or eliminated through reasonable accommodations. These areas may include some laboratories, research areas, and food preparation areas. The Disability Support Services Coordinator may determine that there is not a reasonable accommodation that would allow the service animal to be present in one these situations. Emotional support animals and other assistance animals are covered separately under policy V520.06. 2.  Purposeful Visits At times there may be a reason to have non-service animals purposefully visit campus. Purposeful visits include therapy dogs, assistance animals in training, or animals brought to campus for a sanctioned event or approved classroom activity. A formal request to Disability Support Services at least 7 days in advance must include: Purpose for the visit Type of animal(s) visiting Date and time of proposed visit Specific location where the animal(s) will be visiting   For animals repeatedly visiting campus, the formal request must occur at least 7 days before the first visit to campus and proof of current vaccination(s) must also be provided. Owners of animals repeatedly visiting campus are required to adhere to state and local laws, including City of Valley City Code 5-01-10, which requires all animal owners to provide the reasonably necessary medical care. Following approval, the animal handler is expected to keep the animal within the specified area and clean up after the animal. Disability Support Services will notify students with Service Animals prior to all purposeful visits; the notification will include the day, time, and location of the visit.  3. Residence Halls Pets of student hall residents are not allowed at any time, even for "just a visit." The only exception to this policy for student hall residents is small aquatic life in an aquarium. The aquarium must not exceed 10 gallons in volume. If you have an aquarium, you must have your roommate's approval and accept full and complete responsibility for care, cleanliness, and any ill effects that could result. Amphibious creatures such as frogs, lizards, snakes and turtles are prohibited. It is also prohibited to have any type of fish that are considered harmful or dangerous to humans, or any creature that is prohibited by city, state and federal laws. Student apartment residents may request approval for an animal in the residence hall. Approval is at the discretion of the Assistant Director and Director for Residence Life. Residence hall professional staff may request approval for an animal in the residence hall. Approval is at the discretion of the Director for Residence Life and the Vice President for Student Affairs. 4. Academic/Administrative/Athletic Buildings/Athletic Facilities Pets are not allowed within University academic and administrative buildings. Pets are not allowed at any athletic events in university buildings or on university grounds. The presence of pets at non-campus events held on campus must be preapproved by a Vice President. 5. Liability Liability for damage or injury the animal may cause rests with the person responsible for bringing the approved animal to campus. Sponsored by: Vice President for Student Affairs Effective: January 2012 Revised:  December 2023