Department of Theatre and Dance Policy: Cooperative Associations and Cooperative Affiliations
(Approved in THR and DAN area meetings Jan. 2015)
1. Introduction
The Department of Theatre and Dance is committed to promoting the success and well-being of theatre and dance organizations within the region and the state with special emphasis on local organizations that have the potential to provide educational and artistic opportunities for students, faculty and staff.
The Department of Theatre and Dance expects faculty, staff, and students to give priority to the educational mission of the department but also encourages engagement in opportunities for educational and professional development available outside of the University.
Nothing in this policy is intended to circumvent or supersede Policy 104 – Facility Use in the Appalachian State University Policy Manual. (Hereafter referred to as PM - Policy 104.)
As outlined in PM - Policy 104, the Department of Theatre and Dance is responsible for scheduling both University and Non University affiliated groups in the venues of the Valborg and I.G. Greer Arena Theatres on a single event basis.
When faculty, staff or students are involved with Non University affiliated organizations that wish to utilize these venues, the Department of Theatre and Dance makes every effort to ensure compliance with Sections 4.1.6 and 4.7 of PM -Policy 104 with the understanding that the intent of these policy statements is to prevent a conflict of interest for individuals associated with both the University and the organization and to insure that the University facilities are not used for commercial gain without the appropriate payment of user fees.
Historically, the Department of Theatre and Dance has engaged in mutually beneficial and continuing associations with a limited number of University recognized student organizations that were directly related to the promotion of theatre and dance on campus. In recent years, many additional student organizations have emerged and it has become evident that the Department of Theatre and Dance needs to formulate and publish a written policy defining and codifying the nature of these associations.
Potentially, the Department of Theatre and Dance may have the opportunity to enter into mutually beneficial and renewable cooperative affiliations with local organizations that are otherwise not affiliated with the University. Practical as well as legal considerations dictate the formulation and publication of a written policy codifying the nature of such affiliations.
The intent of the document that follows is to clearly define the nature, expectations and limitations of both:
- Cooperative Associations of the Department of Theatre and Dance with University recognized Student Organizations
- Cooperative Affiliations between the Department of Theatre and Dance and Non University Affiliated Organizations
2. Scope
This policy applies to
- The Department of Theatre and Dance
- University recognized student organizations advised by a Department of Theatre and Dance faculty or staff member and desirous of Association status.
- Non University organizations desirous of Affiliation status. The Appalachian State University Policy Manual in Section 3.5 of Policy 104 defines Non University Affiliated Organizations as “all groups or organizations which are not directly supported by the University or are not recognized student organizations.”
3. Definitions
3.1 Cooperative Association
The intention of the Cooperative Association is to provide mutual cooperation and benefit between the Department of Theatre and Dance and an applicant student organization free from the appearance or occurrence of conflicts of interest for renewable one year periods based on the academic calendar. The annual renewal of the Cooperative Association is necessary due to the intrinsic turnover of student leadership in organizations.
New or renewal applications for Cooperative Association status for an upcoming academic year are to be filed annually by March 15. The application should include:
- The name of the organization and their advisor.
- A mission statement for the applicant organization.
- A statement of the benefits to the Department of Theatre and Dance that are likely to arise from the association.
- The signatures of the advisor and the organization president or other executive level officer.
Applications will be reviewed and approved by a majority vote of the full-time Department Faculty, excluding any faculty with direct involvement with the applicant organization.
Approved Cooperative Association status provides priority consideration of venue scheduling and conditional access to resources of the department.
Approved Cooperative Association status
- Does not supersede PM - Policy 104
- Does not guarantee the availability of any resources
- Does not prohibit the Department of Theatre and Dance from mandating conditions regarding the use of department resources.
The Department of Theatre and Dance reserves the right to nullify any association by a majority vote of the Department Faculty, excluding any faculty with direct involvement with the applicant organization.
3.2 Cooperative Affiliation
Eligible applicants include any organization that can provide unique and exceptional enhancement of the educational mission of the department. The intention of the Cooperative Affiliation is to provide mutual cooperation and benefit between the Department of Theatre and Dance and Non University Affiliated Organizations free from the appearance or occurrence of conflicts of interest for renewable one year periods based on the calendar year.
New or renewal applications for Cooperative Affiliation status are to be filed annually by September 15 in order to ensure adequate time to draft a management plan for the upcoming calendar year. The application should include:
- A mission statement for the applicant organization.
- A statement of the benefits to the Department of Theatre and Dance that are likely to arise from the affiliation.
- A list of Department of Theatre and Dance faculty and staff with potential conflicts of interest that might arise within the upcoming year.
- Signatures and organizational titles of two authorized representatives of the applicant organization.
Applications will be reviewed and approved by a majority vote of the full-time Department Faculty, excluding any faculty with the potential for conflict of interests within the upcoming year.
If an applicant organization involves University faculty or staff with potential conflicts of interest during an upcoming year, a management plan will be drafted. The plan will define a compliance committee composed of five department faculty not involved with the applicant organization. The committee will act as agents of the Department of Theatre and Dance and be responsible for the review and approval of the Cooperative Affiliate’s requests for Department of Theatre and Dance venues and resources. In the case where a neutral compliance committee cannot be formed within the department, the Department chair will appoint additional members. If one of the compliance committee members becomes involved with the Affiliate organization during an approved calendar year they will recuse themselves from the committee and the Department chair will appoint a replacement.
In consideration of the Affiliate’s unique and exceptional enhancement of the educational mission of the department’s educational mission, the Affiliate may request prioritized use of Department of Theatre and Dance scheduled venues and conditional use of department resources. Any request for reduced usage fees shall not exceed a 10% reduction of fees defined in Policy 104 of the University Policy Manual. All such requests must comply with Section 4.1.6 of Policy 104 so that no “person affiliated with the University in any capacity” can be seen as acting as an agent for any non University related organization.
Approved Cooperative Affiliation status
- Does not automatically supersede PM - Policy 104
- Does not guarantee the availability of any resources
- Does not prohibit the Department of Theatre and Dance from mandating conditions regarding the use of department resources.
The Department of Theatre and Dance reserves the right to nullify any affiliation by a majority vote of the Department Faculty, excluding any faculty with the potential for conflict of interests within the upcoming year.