Facilities and Grounds Use: News and Commercial Media

Policy 10.2
Approved by:	President
Responsible Officer:	Director of marketing and communications
Responsible Office:	marketing and communications
Originally Issued:	9/27/2021
Last Revision:	NEW
Category:	public relations, identity, design
Related Policy
SDBOR Policy 6.13 Facilities Use by Private Parties

I. REASON FOR THIS POLICY

The purpose of this policy and its procedures is to ensure that news and commercial media on University property comply with private party use of facilities pursuant to SDBOR Policy 6:13 by not infringing upon institutional rules, interrupting institutionally-sponsored or authorized instructional, research, or service activities, student and employee privacy, or substantially interfering with the opportunity of other persons to use institutional grounds or facilities for their intended or authorized purpose.

II. DEFINITIONS

1. Affiliated Organizations. Organizations, such as the DSU Foundation, whose legal purpose includes support for DSU and its activities, persons or entities hired or contracted by DSU that require the temporary ability to post advertising and/or safety messages, organizations that have been authorized by DSU to use its name and marks, as well as the State of South Dakota and its political subdivisions, and their instrumentalities.
2. Commercial Media. Vendors contracted by DSU to be on campus for an official purpose such as, but not limited to, photographers, videographers, and/or agencies.
3. Facilities and Grounds. All buildings, structures, ground, sidewalks, recreation areas, streets, and spaces considered to be part of the campus.
4. News Media. Any local, regional, or national outlets that report information about DSU.
5. Unaffiliated Organizations. Any persons, businesses, organizations, or groups that are not officially recognized organizations. For purposes of this policy, news and commercial media are considered unaffiliated organizations.

III. STATEMENT OF POLICY

1. Facilities and Ground Use.
   1. Unaffiliated organizations or individuals requesting to enter campus to engage in news and commercial media activities shall be required to hold harmless and indemnify the State of South Dakota, the SDBOR, DSU, their officers, agents, or employees from and against any actions, suits, damage, liability, or other proceedings that may arise as a result of the negligence, misconduct, error, or omission of the State of South Dakota, the SDBOR, DSU, their officers, agents, or employees.
   2. Unaffiliated organizations or individuals engaging in news and commercial media activities shall assume full responsibility for any and all damages or injuries which may result to any person or property by reason of, or in connection with, their use of the facilities or grounds pursuant to this policy.
   3. DSU shall be excused from performing any obligation or undertaking under this policy in the event, and for so long as, the performance of any such obligation is prevented, delayed or hindered by a natural disaster (sometimes referred to as “Force Majeure” or “an act of God”), fire, earthquake, flood, explosion, actions of the elements, war, insurrection, strikes, walk-outs, action of labor unions, condemnation of laws, orders of government, or civilian and military authorizations, or any other cause not within the reasonable control of the university, which will render the performance of its obligations under this policy impracticable.
2. News Media.
   1. News media representatives shall request permission to use a facility or a portion of DSU property for media activities.
   2. DSU Marketing and Communications shall be responsible for responding to all news media requests.
   3. News media access is only allowed in the following non-public locations with express permission from the Director of Marketing and Communications (Sports Information Office for sporting events), successor, or designee, along with the area or unit administrative head:
      1. Residential areas.
      2. Classrooms.
      3. Private offices of faculty, staff, or students.
      4. Any secured area or laboratory.
      5. Intercollegiate athletics venues during competitions, workouts, or practices.
      6. Areas where quiet study is enforced, including the Karl Mundt Library.
      7. Venues charging admission.
      8. Private functions that are not open to the public.
      9. Inside any facility or area with restricted access, including laboratories, utility operation facilities, waste facilities, maintenance and repair facilities, and public safety facilities.
      10. Any marked construction area, areas controlled by law enforcement or other emergency responders, or hazardous or unsafe locations.
   4. News media representatives shall access certain areas with an officially designated DSU escort, at the discretion of the Director of Marketing and Communications, successor, or designee, along with the unit administrative head.
   5. DSU shall reserve the right to limit or disallow specific equipment use and modify news media access to the campus and DSU-controlled areas in the event of emergency, interference with the privacy of individuals, disruption of or interference with University activities, when the health and safety of individuals are put in jeopardy, or the necessity of DSU operations.
3. Commercial Media. Non-news, commercial photography, or videotaping shall be approved in advance by the Director of Marketing and Communications, successor, or designee. Facilities rental fees may apply.

Exclusions

• This policy does not apply to Affiliated Organizations.
• This policy does not apply to any and facilities and grounds that are not owned, leased, or under the authority of Dakota State University.

Exceptions
With the prior courtesy notice to the Director of Marketing and Communications, successor, or designee, news media shall be permitted, in collaboration with DSU Marketing and Communications, to film or take digital images or otherwise have access to public spaces on the University campus and University-owned and -controlled property subject to reasonable time, place, and manner restrictions. This includes, but is not limited to, access during normal operating hours to the following areas:

1. All campus outdoor public sidewalks, green spaces, and parking lots.
2. Campus events to which admission is free and open to the public, subject to any restrictions that may be placed on cameras, lights, flashes, and other equipment to minimize disruption.
3. Corridors and common areas within University buildings, excluding those listed in Section III.B.c.
4. Common areas within the Trojan Center.

IV PROCEDURES (MAJOR)

1. News or commercial media representatives shall submit verbal or electronic requests to access DSU-restricted areas to the Director of Marketing and Communications (or Sports Information Office for sporting events), successor, or designee through either DSU’s Marketing and Communications web site or DSU’s Athletics web site:
   1. Marketing and Communications: https://dsu.edu/media-relations.html
   2. Athletics: Sports Information Director: https://www.dsuathletics.com/staff-directory
2. The Director of Marketing and Communications, successor, or designee, shall obtain approval from internal units for news or commercial media access when needed.

V. RELATED DOCUMENTS, FORMS, AND TOOLS

DSU Brand Manual: https://dsu.edu/marketing/brand-manual.html

VI. POLICY HISTORY

ORIGINALLY ISSUED: 9/27/2021
REVISED: NEW