Rogue Community College’s Risk Management department has introduced a new College-Sponsored Event and Request Determination Form to establish a consistent process for identifying, reviewing and approving activities conducted on behalf of the college.
Why Are We Implementing This Process?
RCC departments regularly organize activities such as community outreach events, student activities, educational programs, celebrations and other events involving employees, students and community members.
While these activities provide valuable opportunities to engage with our communities, they can also create responsibilities and potential liabilities for the college.
The purpose of this new process is to ensure RCC knows which activities are being conducted on its behalf, determines whether they qualify as college-sponsored events and identifies any necessary approvals, safety measures, insurance requirements or other responsibilities before the activities take place.
This process also helps distinguish official college-sponsored events from activities organized by outside individuals or organizations, ensuring the appropriate procedures and agreements are used.
By establishing a consistent review process, RCC can better protect its students, employees, participants, and institutional resources while supporting departments in planning successful activities.
How Does the Process Work?
Employees planning a potential college-sponsored event complete the form electronically through DocuSign.
The request is routed through the appropriate departmental leadership and then to Risk Management for review and determination. Depending on the activity, additional coordination or approvals may be necessary.
Submitting the form does not automatically authorize an event.
When Should Employees Use the Form?
Employees should complete the form when planning an event or activity on behalf of RCC for which college sponsorship or applicable requirements need to be determined.
Not all college activities require this form. Administrative Procedure 6701 – Approval of Events as College Sponsored identifies activities that are exempt from the review and determination process. Employees should review AP 6701 before submitting a request to determine whether their planned activity requires the form or qualifies for an exemption.
The form does not replace the separate facility use process for outside organizations requesting to use RCC facilities.
Get Started
Step 1: Review AP 6701 – Approval of Events as College-Sponsored to determine whether your planned activity requires review or qualifies for an exemption.
Step 2: If the activity requires review, access the College-Sponsored Event and Request Determination Form, available on the RCC intranet (under the Forms heading), and complete it electronically through DocuSign.
Employees are encouraged to review the procedure and submit required requests early to allow sufficient time for review, coordination and approval.
For questions about the process or assistance determining whether an activity requires review, please contact Risk Management.
Our goal is not to create unnecessary steps for employees, but to ensure that activities conducted on behalf of RCC are appropriately authorized, coordinated and supported while protecting everyone involved.