HomeMy WebLinkAboutPRR26210 Responsive Documents6
From:McDonald, Whitney
Sent:Saturday, March 14, 2026 4:11 AM
To:Dietrick, Christine; Collins, Scott; Hermann, Greg
Subject:Weekly Update
Attachments:Community Safe Parking Meeting - March 25; FW: Cal Poly Update: Winter/Spring 2026; Roads
closed for St. Fratty’s Day in SLO CA _ San Luis Obispo Tribune.pdf; One Team Handout and
Poster_Updated (1).pdf; 2026_5_3_Fact Sheet.pdf; 2026-03-09_SHC BRFASC.pdf; BETTER ROADS
FOR ALL SLO COUNTY - LD Contribution Form.pdf
BCC: Mayor and Council
Good afternoon, Mayor and Council.
I am sending along a handful of updates a little earlier in the day than usual as we gear up for a long evening/morning
tomorrow.
Cal Poly Updates – Attached is an email from Courtney Kienow that forwards information about a number of
different updates from Cal Poly. The attachment to the email, and a portion of the text, provide more details on
their plan to shift from quarters to semesters, including upcoming dates of interest to our community. Courtney
and Yukie Murphy attended our Leadership Team meeting on Tuesday to provide updates on the quarter to
semester shift and answer preliminary questions.
7
Hope you all have a wonderful weekend and that our updates to you in the wee hours are boring and read at a
civilized hour after the sun is up.
Best,
Whitney
8
Whitney McDonald
pronouns (she/hers)
City Manager
City Administration
990 Palm, San Luis Obispo, CA 93401-3934
E WMcDonal@slocity.org
T 805.781.7114
C 805.550.8349
slocity.org
Stay connected with the City by signing up for e-notifications
1
From:Courtney Leigh Kienow <ckienow@calpoly.edu>
Sent:Wednesday, March 11, 2026 11:50 AM
To:McDonald, Whitney; Scott, Rick; Hermann, Greg; Collins, Scott; Tway, Timothea (Timmi); Floyd,
Aaron; Wallace, Christine; Whitney Szentesi
Subject:FW: Cal Poly Update: Winter/Spring 2026
Attachments:Cal_Poly_Dates&Activities_Jan2026 (1)[83].docx
Sending FYSA. Thanks!
From: Courtney Leigh Kienow <ckienow@calpoly.edu>
Date: Monday, March 9, 2026 at 2:55 PM
To: Courtney Leigh Kienow <ckienow@calpoly.edu>
Subject: Cal Poly Update: Winter/Spring 2026
Dear Cal Poly neighbors and SLO community members,
We are nearing the end of winter quarter with finals taking place March 16-20th followed by spring break March 24-29th
and then spring quarter beginning March 30th.
Below, you’ll find some important information, upcoming dates and events that we hope you’ll find useful. Those include:
Saint Patrick’s Day Planning
Semester Conversation - significant calendar shift
Open House, Poly Royal Rodeo and more events
Commencement
Shifting Downtown Presence
Faculty/staff Housing Plans
What to do if you have on-campus noise concerns
Saint Patrick’s Day Planning
We’ve been working closely with the City of SLO to promote safe Saint Patrick’s Day celebrations. Please see the webpage
focused on messaging regarding this event here: https://deanofstudents.calpoly.edu/dont-test-your-luck Of note: to
encourage activity on campus and not in the neighborhoods, Cal Poly is hosting a sold-out concert on campus called
Morning on the Green in the early hours of Saturday March 14th. Please also see the op ed published in the Tribune this
past weekend, penned by the police chiefs of the City of San Luis Obispo and Cal Poly:
https://www.sanluisobispo.com/opinion/opn-columns-blogs/article314929308.html
Semester Conversion
Beginning in Fall 2026, Cal Poly is shifting from quarters to semester terms. This will significantly impact the typical flow of
the academic calendar and be felt in the community in a number of ways. Here are some key dates associated with this
significant calendar shift:
WOW week: August 19-23, 2026
First day of Fall 2026 classes: August 24, 2026 (previous years this has been mid-September)
All 23,000 students and their supporters will be in town and on campus beginning: August 17, 2026 (please note
the earlier arrival timeframe)
Last day of the Spring 2027 semester: May 21, 2027
2
Commencement: May 22–23, 2027 (previous years these events were held in early to mid-June)
I also attached a one-sheet on our non-academic events that will be impacted. This represents a meaningful shift in the
academic calendar, particularly the earlier start in August and earlier conclusion in May. More information can be
found here: https://www.calpoly.edu/semester-conversion. In addition, Cal Poly plans to increase summer enrollment
through year round operations in summer 2027.
Open House, Poly Royal Rodeo and more events
Thousands of visitors will be coming to campus for Open House and to celebrate the Poly Royal Rodeo April 9-11 th.
Rodeo events will be held at Spanos Stadium with events kicking off each evening at 6:30 p.m. followed by a concert. All
concerts are scheduled to conclude by 10pm, in accordance with Cal Poly campus policy. Tickets can be purchased here:
ticketscalpoly.evenue.net
As for Open House, we have a shuttle system from all the local hotels to reduce traffic in SLO and parking demand on
campus. We still expect that there will be increased activity in the area.
A few other events to be aware of:
PolyCultural Weekend: also April 9-11.
ASI spring events with amplified sound in the University Union: April 16, April 23, May 14 from 11-noon and May 27
from 7-10pm.
Mustang Mile is scheduled for May 6 which has live music outdoors from 6-8 pm in two locations at O’Neill Green
Lawn and at the Recreation Center.
Finally, Poolooza is scheduled for May 30 at the Rec Center Leisure Pool from 1-3pm.
Finally, campus tours will be very full from now until May followed by SLO Days taking place July through August. If you
happen to see a new student with their family visiting, this is a great time to welcome them to the community.
We hope to see you out celebrating at one of these exciting events, many of which are open to the public.
Commencement
Spring commencement is set for June 13-14. Ceremonies will be at 8:30am, 12:30pm and 4:30pm on each of those days.
Shifting Downtown Presence
1144 Chorro St. in downtown San Luis Obispo is being redeveloped into the new Cal Poly Mustang Shop and Center for
Innovation and Entrepreneurship.
Cal Poly Partners is leading the project, which will merge the Mustang Shop and the Center for Innovation and
Entrepreneurship into one downtown hub. Construction is underway with a planned late-April move-in.
Student Housing Update
Cal Poly’s 10-year, $1.2 billion Housing Future Plan remains in motion. This includes replacing North Mountain halls,
building on the adjacent parking lots, and adding roughly 4000 new beds— with the first building expected to open its
doors for fall 2026. A public viewing area is located at Fremont Hall. Live View the Stacking Here
This plan also includes summer renovations in the Red Bricks, modernizing these high-demand residence halls.
Faculty/Staff Housing
3
The staff and faculty housing development at the northeast corner of the intersection of Slack Street and Grand Avenue on
Cal Poly’s campus is progressing with homes expected to be occupied later this summer and fall.
This is the second project in our faculty and staff housing program that currently includes the nearly 70 units at Bella
Montana. Cal Poly also has Harvest Lofts: a 120 unit multi-family housing complex on Madonna Road. For a full update on
our future plans for staff and faculty housing, please visit the Cal Poly Partners website.
These projects are intended to address commonly voiced recruitment and retention issues for Cal Poly’s staff and faculty
as well as provide additional housing options amidst the extremely high demand in the local housing market.
Noise Concerns from Campus
If you are concerned that noise-generating events are taking place outside of permitted hours or above campus
parameters for decibels in accordance with Cal Poly campus policy, we encourage you to reach out to the non-emergency
line of the Cal Poly Police Department. CPPD can be reached at the following phone number and email address, 24 hours
a day, 7 days a week, 365 days a year:
Phone: 805-756-2281
Email: police@calpoly.edu
Thank you for your continued interest in the efforts, events and projects at Cal Poly. If you know of other groups or
individuals that you think would appreciate updates such as this one from Cal Poly, please feel free to forward this email
to them and invite them to be in touch with me at ckienow@calpoly.edu.
Alternatively, if you would like to be removed from this outreach list, please let me know that as well.
Warmly,
Courtney
Courtney Kienow
pronouns she/hers (why is this important?)
Director of Community Relations and Economic Development
Strategic Initiatives and Advocacy
Cal Poly, San Luis Obispo, CA
_____
office 805-756-6000
direct 805-756-6098
www.calpoly.edu
1 GRAND AVENUE • SAN LUIS OBISPO • CALIFORNIA • 93407 • 805-756-1111 CALPOLY.EDU
Cal Poly Upcoming Dates and Activities
Upcoming Dates and Activities
St. Patrick’s Day activities on campus: March 13-14, 2026
Spring Break (Academic Holiday): March 23-27, 2026
Open House: April 9-11, 2026
Commencement: June 13-14, 2026
First day of Summer Quarter: June 22, 2026
SLO Days (new student and supporter orientation): June 30-July 28, 2026
o Session 1: Tue-Wed, June 30-July 1
o Session 2: Tue-Wed, July 7-8
o Session 3: Fri-Sat, July 10-11
o Session 4: Mon-Tue, July 13-14
o Session 5: Fri-Sat, July 17-18
o Session 6: Mon-Tue, July 20-21
o Session 7: Fri-Sat, July 24-25 (transfer students)
o Session 8: Mon-Tue, July 27-28
o Three Virtual Sessions
New Student Move-in:
o Student groups (resident advisors, WOW leaders, student-athletes, etc.): first and second
weeks of August
o New students: Aug. 18-19, 2026
o Continuing students: Aug. 21-22, 2026
Week of Welcome (WOW): Aug. 19-23, 2026
o Big Fall Welcome at Spanos Stadium: Aug. 19
First day of Fall Semester: Monday, Aug. 24, 2026
Fall Break (Academic Holiday): Nov. 23-29, 2026
Winter Break (Academic Holiday): Dec. 23-Jan 21, 2027
First day of Spring Semester: Monday, Jan 25, 2027
Spring Break (Academic Holiday): March 15-21, 2027
Commencement: May 22-23, 2027
First day of Summer Semester: Tuesday, June 1, 2027
Websites
Semester Conversion: https://semesters.calpoly.edu/
Office of the Registrar (e.g., Academic Calendars): https://registrar.calpoly.edu/
New Student and Transition Programs: https://orientation.calpoly.edu/
University Housing: https://housing.calpoly.edu/
Off-Campus Housing: https://deanofstudents.calpoly.edu/offcampushousing
11
From:Tway, Timothea (Timmi)
Sent:Sunday, February 22, 2026 3:34 PM
To:Dietrick, Christine; McDonald, Whitney; Collins, Scott; Mezzapesa, John
Subject:Agenda For Fraternity Enforcement Meeting Tomorrow
Hello all,
Sending over a quick agenda for our meeting tomorrow of things I would love to cover. In general, I thought it would
be good, and helpful for CDD for us to get together to talk about the current status of Frat enforcement, the changes
we are seeing, and make sure we are all on the same page about moving forward. We can also cover additional topics
as well.
Thanks!
Topics:
- New Technologies/platforms/challenges for fraternity events
- Number of complaints and capacity
- Expectations and desires for surge/proactive enforcement
- Cal Poly address list
- Cal Poly process for discipline
- CUPs
Thanks!
Timothea (Timmi) Tway
Director of Community Development
Community Development
919 Palm, San Luis Obispo, CA 93401-3249
E TTway@slocity.org
T 805.781.7187
slocity.org
Stay connected with the City by signing up for e-notifications
12
From:Tway, Timothea (Timmi)
Sent:Thursday, February 19, 2026 9:00 PM
To:Scott, Rick; Courtney Leigh Kienow
Cc:McDonald, Whitney; Collins, Scott; Hermann, Greg
Subject:RE: Yukie Murphy shared "Campus and Community Relations Chart - 1-27-26" with you
Hi all,
Great work!
Thanks
Timothea (Timmi) Tway
Director of Community Development
Community Development
919 Palm, San Luis Obispo, CA 93401-3249
E TTway@slocity.org
T 805.781.7187
slocity.org
Stay connected with the City by signing up for e-notifications
From: Scott, Rick <rscott@slocity.org>
Sent: Thursday, February 19, 2026 8:41 PM
To: Courtney Leigh Kienow <ckienow@calpoly.edu>
Cc: McDonald, Whitney <WMcDonal@slocity.org>; Tway, Timothea (Timmi) <TTway@slocity.org>; Collins, Scott
<SCollins@slocity.org>; Hermann, Greg <GHermann@slocity.org>
Subject: Re: Yukie Murphy shared "Campus and Community Relations Chart - 1-27-26" with you
Looks good from my perspective.
Thank you for the work!
R. Scott
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On Feb 19, 2026, at 20:34, Courtney Leigh Kienow <ckienow@calpoly.edu> wrote:
Hello,
Any other feedback? If not, I’ll move forward. Thanks!
Best,
Courtney
From: Courtney Leigh Kienow <ckienow@calpoly.edu>
Date: Monday, February 9, 2026 at 10:53 AM
To: McDonald, Whitney <WMcDonal@slocity.org>
Cc: Tway, Timothea (Timmi) <TTway@slocity.org>, Scott, Rick <rscott@slocity.org>, Collins, Scott
<SCollins@slocity.org>, Hermann, Greg <GHermann@slocity.org>
Subject: Re: Yukie Murphy shared "Campus and Community Relations Chart - 1-27-26" with you
Best,
Courtney
From: McDonald, Whitney <WMcDonal@slocity.org>
Date: Monday, February 9, 2026 at 10:49 AM
To: Courtney Leigh Kienow <ckienow@calpoly.edu>
Cc: Tway, Timothea (Timmi) <TTway@slocity.org>, Scott, Rick <rscott@slocity.org>, Collins, Scott
<SCollins@slocity.org>, Hermann, Greg <GHermann@slocity.org>
Subject: FW: Yukie Murphy shared "Campus and Community Relations Chart - 1-27-26" with you
Thank you, Courtney!
This looks like a pretty comprehensive and thoughtful list, and provides us a great path for our
collective research. However, I am forwarding this document to our team for review and to see if we
would recommend any additions.
Many thanks,
Whitney
Whitney McDonald
pronouns (she/hers)
City Manager
<image001.png>
City Administration
14
990 Palm, San Luis Obispo, CA 93401-3934
E WMcDonal@slocity.org
T 805.781.7114
C 805.550.8349
slocity.org
<image002.png>
<image003.png>
<image004.png>
<image005.png>
<image006.png>
Stay connected with the City by signing up for e-notifications
From: Courtney Leigh Kienow <ckienow@calpoly.edu>
Sent: Wednesday, February 4, 2026 8:20 PM
To: McDonald, Whitney <WMcDonal@slocity.org>
Subject: Re: Yukie Murphy shared "Campus and Community Relations Chart - 1-27-26" with you
Sure: here you go!
Best,
Courtney
From: McDonald, Whitney <WMcDonal@slocity.org>
Date: Wednesday, February 4, 2026 at 12:46 PM
To: Courtney Leigh Kienow <ckienow@calpoly.edu>
Subject: RE: Yukie Murphy shared "Campus and Community Relations Chart - 1-27-26" with you
Hi Courtney,
Apologies for the delay in getting back to you. Unfortunately, I’m not able to open the document. Could
you perhaps attach it as a Word doc or PDF?
Thanks much!
Whitney
Whitney McDonald
pronouns (she/hers)
City Manager
<image001.png>
City Administration
990 Palm, San Luis Obispo, CA 93401-3934
E WMcDonal@slocity.org
T 805.781.7114
C 805.550.8349
slocity.org
<image002.png>
<image003.png>
<image004.png>
<image005.png>
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<image006.png>
Stay connected with the City by signing up for e-notifications
From: Courtney Leigh Kienow <ckienow@calpoly.edu>
Sent: Monday, February 2, 2026 1:57 PM
To: McDonald, Whitney <WMcDonal@slocity.org>
Subject: FW: Yukie Murphy shared "Campus and Community Relations Chart - 1-27-26" with you
Hi!
Starting with you. Can you please look at this spreadsheet and see what you think? I asked Yukie to remove
the "26-27 data so far" categories and instead get the previous year (24-25).
How do you feel about these comparison universities and towns? We’re going to try to see if student
employees can tackle collecting the data.
Open to suggestions. Thanks!
Best,
Courtney
From: Yukie Murphy <yumurphy@calpoly.edu>
Date: Tuesday, January 27, 2026 at 4:48 PM
To: Courtney Leigh Kienow <ckienow@calpoly.edu>
Subject: Yukie Murphy shared "Campus and Community Relations Chart - 1-27-26" with you
<image007.png>
Yukie Murphy invited you to edit a file
Hey Courtney,
It’s been a super busy few weeks so thanks for your patience in getting back to
you about this project. I put together a draft list of categories and suggested
universities to compare to - this is very rough so please mark up everything with a
big fat red pen 뇤눈눉눊눍눋눌
Once we land on categories that we want to compare and which universities, I’ll
get going on gathering the info.
Thanks friend!
<image008.png> Campus and Community Relations Chart - 1-27-26
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From:McDonald, Whitney
Sent:Wednesday, February 18, 2026 10:03 PM
To:Courtney Leigh Kienow
Subject:Re: Follow-Up: Fraternity & Sorority Events During St. Patrick’s Day Weekend
Thanks much for the confirmation!! See you at SCLC!
Get Outlook for iOS
From: Courtney Leigh Kienow <ckienow@calpoly.edu>
Sent: Wednesday, February 18, 2026 10:23:49 AM
To: Shoresman, Michelle <mshoresm@slocity.org>; McDonald, Whitney <WMcDonal@slocity.org>
Subject: Re: Follow-Up: Fraternity & Sorority Events During St. Patrick’s Day Weekend
Absolutely - please feel free to share far and wide. Thanks for checking.
From: Shoresman, Michelle <mshoresm@slocity.org>
Date: Wednesday, February 18, 2026 at 10:23 AM
To: Courtney Leigh Kienow <ckienow@calpoly.edu>, McDonald, Whitney <WMcDonal@slocity.org>
Subject: Re: Follow-Up: Fraternity & Sorority Events During St. Patrick’s Day Weekend
Thank you Courtney.
After the meeting, I had a community member ask if they could have this information, if it was shared with us. Is
it OK for me to share this email?
Thanks again for the rapid follow-up!
Michelle Shoresman
Council Member
City of San Luis Obispo
From: Courtney Leigh Kienow <ckienow@calpoly.edu>
Sent: Wednesday, February 18, 2026 10:16:22 AM
To: McDonald, Whitney <WMcDonal@slocity.org>; Scott, Rick <rscott@slocity.org>; Schafer, Aaron <ASchafer@slocity.org>;
Tway, Timothea (Timmi) <TTway@slocity.org>
Cc: Allison Ann Baird-James <abj@calpoly.edu>; George Hughes <grhughes@calpoly.edu>; Ryan Gruss <rgruss@calpoly.edu>;
Jason Mockford <jmockfor@calpoly.edu>
Subject: Follow-Up: Fraternity & Sorority Events During St. Patrick’s Day Weekend
Bcc: SLO City Council
Dear Mayor Stewart and Council Members,
During Cal Poly’s presentation regarding St. Patrick’s Day planning, there was a question about whether fraternities and
sororities are permitted to register events through Fraternity & Sorority Life during the weekend of Morning on the Green,
the weekend prior to the official holiday.
18
I am writing to provide clarification on that point. Fraternities and sororities are not permitted to register events on the
Friday evening prior to Morning on the Green (March 13), nor on Saturday (March 14) until after 5:00 p.m. These restrictions
are part of our coordinated risk-reduction and community safety efforts surrounding the weekend.
Our planning efforts are guided by the “Don’t Test Your Luck” campaign, which outlines expectations, safety measures,
and consequences for policy violations. You can find more information here:
https://deanofstudents.calpoly.edu/dont-test-your-luck
As mentioned, we appreciate the City’s partnership in helping ensure a safe and responsible weekend for students and
the broader San Luis Obispo community. Please feel free to reach out if you would like any additional information.
Sincerely,
Courtney
Courtney Kienow
pronouns she/hers (why is this important?)
Director of Community Relations and Economic Development
Strategic Initiatives and Advocacy
Cal Poly, San Luis Obispo, CA
_____
office 805-756-6000
direct 805-756-6098
www.calpoly.edu
25
From:Hermann, Greg
Sent:Thursday, January 8, 2026 5:42 PM
To:Courtney Leigh Kienow; McDonald, Whitney; Terrance Leshae Harris; Joy Pederson; Jason
Mockford; Tway, Timothea (Timmi); Collins, Scott
Subject:RE: Action Items: Neighborhood - Student Behavior Challenges meeting
Thanks, Courtney.
My apologies for not being able to attend the last meeting. I wanted to update the group that Jason and I met today
with Christine Wallace to discuss potential mediation services to replace those previously provided by SLO Solutions.
The goal is to place a greater emphasis on proactive trainings that equip people with tools to prevent conflicts or
resolve them more easily when they arise, while also maintaining reactive services when situations escalate.
We’ve developed an initial draft outlining what these services could include and will be refining it over the next few
weeks before reconvening the group that met on this topic in December for review.
I wanted to keep this on everyone’s radar given the close nexus with neighborhood and student-related challenges,
and since it was identified as an action item from our first meeting.
Thanks and please let me know if you have any questions.
Greg
From: Courtney Leigh Kienow <ckienow@calpoly.edu>
Sent: Thursday, January 8, 2026 12:45 PM
To: McDonald, Whitney <WMcDonal@slocity.org>; Terrance Leshae Harris <tharris@calpoly.edu>; Joy Pederson
<jmpeders@calpoly.edu>; Jason Mockford <jmockfor@calpoly.edu>; Tway, Timothea (Timmi) <TTway@slocity.org>; Collins,
Scott <SCollins@slocity.org>; Hermann, Greg <GHermann@slocity.org>
Subject: Action Items: Neighborhood - Student Behavior Challenges meeting
Hello:
Thank you for our most recent discussion on neighborhood challenges related to student behavior.
A few new next steps:
Continue to acknowledge success over the last decade as evidenced by decreased number of violations. There is
a measure of success we can already name.
University town comparisons - what data can we pull from other similar sized university towns who are
experiencing student-related noise and party issues to understand how we’re doing comparatively? Suggested
cities to explore:
Orange (Chapman)
Santa Cruz
Berkeley
Chico
Oregon State
University of Oregon
Utah State
o Understanding noise per capita in other communities? Evaluation of neighborhoods near and
far from campuses? Other communities researched in these ways?
Take above information gathering to define success moving forward - what metrics can we use to benchmark
where we’re trying to go?
City putting together a website/landing page for fraternities and sororities - CUPs.
26
Continue exploring overlay zone concepts.
Cal Poly is stepping out of the facilitator/coordinator role for these conversations. The city will set up future
meeting dates, follow up with action items and facilitate meetings and shared goals.
I included our previously identified ideas for exploration below. I know we don’t want to lose sight of those…
Of note: we’re exploring options for a student or student group to do some of this research for us. We’ll let you know if
we’re successful in that effort.
There was also conversation about how to share more publicly the efforts we’re all undertaking to get to solutions. I know
there are some planned council meetings on the topic but we can all keep that education component top of mind moving
forward as well.
Please let me know if I missed anything. Thank you!
Best,
Courtney
From: Courtney Leigh Kienow <ckienow@calpoly.edu>
Date: Thursday, December 11, 2025 at 3:26 PM
To: McDonald, Whitney <wmcdonal@slocity.org>, Tway, Timothea (Timmi) <ttway@slocity.org>, Hermann,
Greg <ghermann@slocity.org>, Collins, Scott <scollins@slocity.org>
Cc: Terrance Leshae Harris <tharris@calpoly.edu>, Joy M. Pedersen <jmpeders@calpoly.edu>, Jason Mockford
<jmockfor@calpoly.edu>
Subject: Upcoming Neighborhood - Student Behavior Challenges meeting
Hi,
We have our next Student Behavior - Neighborhood Challenges meeting on the calendar December 17th.
At the most recent meeting (Sept. 3, 2025), we were able to better understand from the city some of the areas with a
higher concentration of calls and Cal Poly went over progress we've made to date on our action items from the July
meeting (included below). We are hoping the main focus at this upcoming meeting will be on better understanding the
research and progress made on the city side (highlighted below).
Please let me know if you have any concerns. Otherwise, we’ll see you on Wednesday. Thanks.
Courtney
From: Courtney Leigh Kienow <ckienow@calpoly.edu>
Date: Thursday, July 17, 2025 at 7:19 AM
To: McDonald, Whitney <WMcDonal@slocity.org>, Hermann, Greg <GHermann@slocity.org>, Collins, Scott
<SCollins@slocity.org>, Tway, Timothea (Timmi) <TTway@slocity.org>, Jo Campbell <jcampb33@calpoly.edu>,
Joy M. Pedersen <jmpeders@calpoly.edu>, Jason Mockford <jmockfor@calpoly.edu>, Terrance Leshae Harris
<tharris@calpoly.edu>
Subject: Action Items: City of SLO Fraternity and Sorority Life Housing Challenges
Good morning,
Thank you for the thoughtful conversation regarding certain student behaviors and the related neighborhood challenges.
We appreciate your partnership and shared commitment to finding effective solutions for our community.
City offered to identify and bring back:
27
**data by individual neighborhoods
where are calls for service responding to?
who is calling?
City considerations:
Noise ordinance changes?
Criminal charges instead of administrative citation?
City asks of Cal Poly/CP commits to exploring:
**Greek row
**Asking to know where Fraternity and sorority sponsored events are taking place?
**host alcohol events on campus
**what on campus venues are available to them? Option to host more events on campus?
**request to require F&S to not hold events in places where city zoning laws don’t allow
**stronger language in event responses for R-1 and R-2 zones when hosting events. Offering other good options for them.
**more police enforcement off campus
Collective ideas to explore:
**mediation, potential funding from Cuesta, City, CP
**Edits to response on the fraternity and sorority life event form – zoning specifics
**Colin and small cohort of IFC presidents meet and talk about what they need and then work with CDD on shaping CUPs
and other related poilicies
Cal Poly asks of the City/City commits to explore:
**CUPs: what do they look like, what’s needed, what does the city need to consider that works for fraternities?
**Overlay zone exploration
**Greek row or zoning
**Re-evaluate codes relevant to the conversation
Future meeting:
**Didn’t get to talk about consequences through IFC judicial council and OSRR – escalating consequences for noise
ordinances.
**SCLC
**Role of landlords
Overlay zone examples:
Neighborhood stabilization zones
Santa Clara
Berkeley
Chico
Please fill in and respond to all on anything I may have missed. Thanks again!
Warmly,
Courtney
Courtney Kienow
pronouns she/hers (why is this important?)
Director of Community Relations and Economic Development
Office of the President
Cal Poly, San Luis Obispo, CA
_____
office 805-756-6000
direct 805-756-6098
www.calpoly.edu
28
31
From:Courtney Leigh Kienow <ckienow@calpoly.edu>
Sent:Thursday, January 8, 2026 12:45 PM
To:McDonald, Whitney; Terrance Leshae Harris; Joy Pederson; Jason Mockford; Tway, Timothea
(Timmi); Collins, Scott; Hermann, Greg
Subject:Action Items: Neighborhood - Student Behavior Challenges meeting
Hello:
Thank you for our most recent discussion on neighborhood challenges related to student behavior.
A few new next steps:
Continue to acknowledge success over the last decade as evidenced by decreased number of violations. There is
a measure of success we can already name.
University town comparisons - what data can we pull from other similar sized university towns who are
experiencing student-related noise and party issues to understand how we’re doing comparatively? Suggested
cities to explore:
Orange (Chapman)
Santa Cruz
Berkeley
Chico
Oregon State
University of Oregon
Utah State
o Understanding noise per capita in other communities? Evaluation of neighborhoods near and
far from campuses? Other communities researched in these ways?
Take above information gathering to define success moving forward - what metrics can we use to benchmark
where we’re trying to go?
City putting together a website/landing page for fraternities and sororities - CUPs.
Continue exploring overlay zone concepts.
Cal Poly is stepping out of the facilitator/coordinator role for these conversations. The city will set up future
meeting dates, follow up with action items and facilitate meetings and shared goals.
I included our previously identified ideas for exploration below. I know we don’t want to lose sight of those…
Of note: we’re exploring options for a student or student group to do some of this research for us. We’ll let you know if
we’re successful in that effort.
There was also conversation about how to share more publicly the efforts we’re all undertaking to get to solutions. I know
there are some planned council meetings on the topic but we can all keep that education component top of mind moving
forward as well.
Please let me know if I missed anything. Thank you!
Best,
Courtney
From: Courtney Leigh Kienow <ckienow@calpoly.edu>
Date: Thursday, December 11, 2025 at 3:26 PM
32
To: McDonald, Whitney <wmcdonal@slocity.org>, Tway, Timothea (Timmi) <ttway@slocity.org>, Hermann,
Greg <ghermann@slocity.org>, Collins, Scott <scollins@slocity.org>
Cc: Terrance Leshae Harris <tharris@calpoly.edu>, Joy M. Pedersen <jmpeders@calpoly.edu>, Jason Mockford
<jmockfor@calpoly.edu>
Subject: Upcoming Neighborhood - Student Behavior Challenges meeting
Hi,
We have our next Student Behavior - Neighborhood Challenges meeting on the calendar December 17th.
At the most recent meeting (Sept. 3, 2025), we were able to better understand from the city some of the areas with a
higher concentration of calls and Cal Poly went over progress we've made to date on our action items from the July
meeting (included below). We are hoping the main focus at this upcoming meeting will be on better understanding the
research and progress made on the city side (highlighted below).
Please let me know if you have any concerns. Otherwise, we’ll see you on Wednesday. Thanks.
Courtney
From: Courtney Leigh Kienow <ckienow@calpoly.edu>
Date: Thursday, July 17, 2025 at 7:19 AM
To: McDonald, Whitney <WMcDonal@slocity.org>, Hermann, Greg <GHermann@slocity.org>, Collins, Scott
<SCollins@slocity.org>, Tway, Timothea (Timmi) <TTway@slocity.org>, Jo Campbell <jcampb33@calpoly.edu>,
Joy M. Pedersen <jmpeders@calpoly.edu>, Jason Mockford <jmockfor@calpoly.edu>, Terrance Leshae Harris
<tharris@calpoly.edu>
Subject: Action Items: City of SLO Fraternity and Sorority Life Housing Challenges
Good morning,
Thank you for the thoughtful conversation regarding certain student behaviors and the related neighborhood challenges.
We appreciate your partnership and shared commitment to finding effective solutions for our community.
City offered to identify and bring back:
**data by individual neighborhoods
where are calls for service responding to?
who is calling?
City considerations:
Noise ordinance changes?
Criminal charges instead of administrative citation?
City asks of Cal Poly/CP commits to exploring:
**Greek row
**Asking to know where Fraternity and sorority sponsored events are taking place?
**host alcohol events on campus
**what on campus venues are available to them? Option to host more events on campus?
**request to require F&S to not hold events in places where city zoning laws don’t allow
**stronger language in event responses for R-1 and R-2 zones when hosting events. Offering other good options for them.
**more police enforcement off campus
Collective ideas to explore:
**mediation, potential funding from Cuesta, City, CP
**Edits to response on the fraternity and sorority life event form – zoning specifics
**Colin and small cohort of IFC presidents meet and talk about what they need and then work with CDD on shaping CUPs
and other related poilicies
33
Cal Poly asks of the City/City commits to explore:
**CUPs: what do they look like, what’s needed, what does the city need to consider that works for fraternities?
**Overlay zone exploration
**Greek row or zoning
**Re-evaluate codes relevant to the conversation
Future meeting:
**Didn’t get to talk about consequences through IFC judicial council and OSRR – escalating consequences for noise
ordinances.
**SCLC
**Role of landlords
Overlay zone examples:
Neighborhood stabilization zones
Santa Clara
Berkeley
Chico
Please fill in and respond to all on anything I may have missed. Thanks again!
Warmly,
Courtney
Courtney Kienow
pronouns she/hers (why is this important?)
Director of Community Relations and Economic Development
Office of the President
Cal Poly, San Luis Obispo, CA
_____
office 805-756-6000
direct 805-756-6098
www.calpoly.edu
39
From:Tway, Timothea (Timmi)
Sent:Thursday, December 18, 2025 10:58 AM
To:Jason Mockford
Cc:Courtney Leigh Kienow; Joy Pederson; Terrance Leshae Harris; McDonald, Whitney; Hermann,
Greg; Collins, Scott
Subject:RE: Upcoming Neighborhood - Student Behavior Challenges meeting
Hello all,
Thank you for the productive meeting yesterday. Please see below for the graph we discussed yesterday. The
numbers below do not represent noise calls, but the calls that resulted in DACs or Citations.
Thanks!
Timmi
40
From: Jason Mockford <jmockfor@calpoly.edu>
Sent: Friday, December 12, 2025 4:07 PM
To: Tway, Timothea (Timmi) <TTway@slocity.org>
Cc: Courtney Leigh Kienow <ckienow@calpoly.edu>; Joy Pederson <jmpeders@calpoly.edu>; Terrance Leshae Harris
<tharris@calpoly.edu>; McDonald, Whitney <WMcDonal@slocity.org>; Hermann, Greg <GHermann@slocity.org>; Collins, Scott
<SCollins@slocity.org>
Subject: Re: Upcoming Neighborhood - Student Behavior Challenges meeting
Thank you Timmi. Appreciate the suggestions. I’ll review with the team, hopefully before we meet if possible.
Have a great weekend, and see you next week.
Jason Mockford (he, him, his)
Senior Director, Leadership & Service | Student Affairs | Cal Poly | San Luis Obispo, CA 93407-
0208 | leadandserve.calpoly.edu | 805-756-2476
Futuristic • Strategic • Relator • Ideation • Adaptability
On Dec 12, 2025, at 2:12 PM, Tway, Timothea (Timmi) <ttway@slocity.org> wrote:
Hi all,
One of the things we discussed previously was amending the language related to City Regulations for
the event registration process. The City team has taken a look at the existing language and our
proposed changes are in the attached document. We also had a suggested change to the Event
Registration Procedure if there is an opportunity for that to be updated as well.
Happy to discuss next week and looking forward to the meeting.
Have a great weekend,
Timmi
From: Collins, Scott <SCollins@slocity.org>
Sent: Thursday, December 11, 2025 5:36 PM
To: Courtney Leigh Kienow <ckienow@calpoly.edu>; McDonald, Whitney <WMcDonal@slocity.org>; Tway,
Timothea (Timmi) <TTway@slocity.org>; Hermann, Greg <GHermann@slocity.org>
Cc: Terrance Leshae Harris <tharris@calpoly.edu>; Joy Pederson <jmpeders@calpoly.edu>; Jason Mockford
<jmockfor@calpoly.edu>
Subject: RE: Upcoming Neighborhood - Student Behavior Challenges meeting
Thank you, Courtney!
We are looking forward to the discussion.
-Scott
Scott Collins
pronouns he/him/his
Assistant City Manager
<image002.png>
City Administration
41
E SCollins@slocity.org
T 805.781.7266
slocity.org
<image003.png>
<image004.png>
<image005.png>
<image006.png>
<image007.png>
Stay connected with the City by signing up for e-notifications
From: Courtney Leigh Kienow <ckienow@calpoly.edu>
Sent: Thursday, December 11, 2025 3:26 PM
To: McDonald, Whitney <WMcDonal@slocity.org>; Tway, Timothea (Timmi) <TTway@slocity.org>; Hermann,
Greg <GHermann@slocity.org>; Collins, Scott <SCollins@slocity.org>
Cc: Terrance Leshae Harris <tharris@calpoly.edu>; Joy Pederson <jmpeders@calpoly.edu>; Jason Mockford
<jmockfor@calpoly.edu>
Subject: Upcoming Neighborhood - Student Behavior Challenges meeting
Hi,
We have our next Student Behavior - Neighborhood Challenges meeting on the calendar December 17th.
At the most recent meeting (Sept. 3, 2025), we were able to better understand from the city some of the
areas with a higher concentration of calls and Cal Poly went over progress we've made to date on our
action items from the July meeting (included below). We are hoping the main focus at this upcoming
meeting will be on better understanding the research and progress made on the city side (highlighted
below).
Please let me know if you have any concerns. Otherwise, we’ll see you on Wednesday. Thanks.
Courtney
From: Courtney Leigh Kienow <ckienow@calpoly.edu>
Date: Thursday, July 17, 2025 at 7:19 AM
To: McDonald, Whitney <WMcDonal@slocity.org>, Hermann, Greg <GHermann@slocity.org>,
Collins, Scott <SCollins@slocity.org>, Tway, Timothea (Timmi) <TTway@slocity.org>, Jo Campbell
<jcampb33@calpoly.edu>, Joy M. Pedersen <jmpeders@calpoly.edu>, Jason Mockford
<jmockfor@calpoly.edu>, Terrance Leshae Harris <tharris@calpoly.edu>
Subject: Action Items: City of SLO Fraternity and Sorority Life Housing Challenges
Good morning,
Thank you for the thoughtful conversation regarding certain student behaviors and the related
neighborhood challenges. We appreciate your partnership and shared commitment to finding effective
solutions for our community.
City offered to identify and bring back:
**data by individual neighborhoods
where are calls for service responding to?
who is calling?
City considerations:
42
Noise ordinance changes?
Criminal charges instead of administrative citation?
City asks of Cal Poly/CP commits to exploring:
**Greek row
**Asking to know where Fraternity and sorority sponsored events are taking place?
**host alcohol events on campus
**what on campus venues are available to them? Option to host more events on campus?
**request to require F&S to not hold events in places where city zoning laws don’t allow
**stronger language in event responses for R-1 and R-2 zones when hosting events. Offering other good
options for them.
**more police enforcement off campus
Collective ideas to explore:
**mediation, potential funding from Cuesta, City, CP
**Edits to response on the fraternity and sorority life event form – zoning specifics
**Colin and small cohort of IFC presidents meet and talk about what they need and then work with CDD on
shaping CUPs and other related poilicies
Cal Poly asks of the City/City commits to explore:
**CUPs: what do they look like, what’s needed, what does the city need to consider that works for
fraternities?
**Overlay zone exploration
**Greek row or zoning
**Re-evaluate codes relevant to the conversation
Future meeting:
**Didn’t get to talk about consequences through IFC judicial council and OSRR – escalating consequences
for noise ordinances.
**SCLC
**Role of landlords
Overlay zone examples:
Neighborhood stabilization zones
Santa Clara
Berkeley
Chico
Please fill in and respond to all on anything I may have missed. Thanks again!
Warmly,
Courtney
Courtney Kienow
pronouns she/hers (why is this important?)
Director of Community Relations and Economic Development
Office of the President
Cal Poly, San Luis Obispo, CA
_____
office 805-756-6000
direct 805-756-6098
www.calpoly.edu
<image008.jpg>
43
<Cal Poly Language for party registration.docx>
44
From:Tway, Timothea (Timmi)
Sent:Tuesday, December 16, 2025 5:02 PM
To:McDonald, Whitney; Collins, Scott
Subject:RE: Upcoming Neighborhood - Student Behavior Challenges meeting
Hi Whitney,
Yes I am happy to report out tomorrow. I have updates on most of the items, some we have not yet addressed (things
related more to legal questions like noise ordinance changes and criminal charges instead of admin citations).
Here are some notes of mine in red. Please note, we have also completed or started additional tasks not in this list
that we can share with Cal Poly as well (at bottom of list).
City offered to identify and bring back:
**data by individual neighborhoods
where are calls for service responding to?
who is calling?
Maps were created for the Council Ad Hoc on this topic as well as a dashboard. That may be helpful to share with
this group. The maps show the SUBJECT property of the call, not the origin of the
call. https://slocity.maps.arcgis.com/apps/dashboards/2b1af0027ee94ff98f7ffe9577b9ae35
City considerations:
Noise ordinance changes?
Criminal charges instead of administrative citation?
Cal Poly asks of the City/City commits to explore:
**CUPs: what do they look like, what’s needed, what does the city need to consider that works for fraternities?
- Yes we have had ongoing discussions about this internally, and done additional research on CUPs and other
alternatives. Timmi is set to meet with IFC leadership in January to continue the discussions and understand what
the Fraternities need/how they operate/what their issues are with compliance, etc.
- Two more fraternities will likely be up for revocation at PC early next year. We continue to refine the default
conditions that are applied.
- This work has also been forced along by continued non-compliance by fraternities and we will be in a situation
where we may not have many (if any) CUPs that are active for Fraternities.
**Overlay zone exploration
- This research internally has continued, however, discussions at the Policy level (Council) will not
occur until the item is agendized, likely as part of the code enforcement study session next year.
- **Greek row or zoning
- See above.
**Re-evaluate codes relevant to the conversation
- See above. This would be a council directed action. We are conducting research as we can, but a change
would be the result of a work program or council direction.
Additional Actions undertaken by CDD
- The City has provided updated language for Cal Poly to consider for their party registration process.
- The City is working on a centralized webpage for fraternity/sorority information including a map of CUP
frat/sororities and anticipates to have this live by the beginning of next year
https://www.slocity.org/Admin/Components/Page/ReviewDesign?BackUrl=%2FAdmin%2FComponents%2FP
45
age%3FcName%3Dfrat%26cSeperator%3D%252C%26cScope%3Dall%26navid%3D2653%26siteid%3D1&Na
vID=2653#!/
From: McDonald, Whitney <WMcDonal@slocity.org>
Sent: Tuesday, December 16, 2025 12:37 PM
To: Collins, Scott <SCollins@slocity.org>; Tway, Timothea (Timmi) <TTway@slocity.org>
Subject: Fw: Upcoming Neighborhood - Student Behavior Challenges meeting
Hi Timmi and Scott,
Do we have any info to report to Cal Poly tomorrow on the highlighted items?
Thanks much!
Whitney
Get Outlook for iOS
From: Courtney Leigh Kienow <ckienow@calpoly.edu>
Sent: Thursday, December 11, 2025 3:26 PM
To: McDonald, Whitney <WMcDonal@slocity.org>; Tway, Timothea (Timmi) <TTway@slocity.org>; Hermann, Greg
<GHermann@slocity.org>; Collins, Scott <SCollins@slocity.org>
Cc: Terrance Leshae Harris <tharris@calpoly.edu>; Joy Pederson <jmpeders@calpoly.edu>; Jason Mockford
<jmockfor@calpoly.edu>
Subject: Upcoming Neighborhood - Student Behavior Challenges meeting
Hi,
We have our next Student Behavior - Neighborhood Challenges meeting on the calendar December 17th.
At the most recent meeting (Sept. 3, 2025), we were able to better understand from the city some of the areas with a
higher concentration of calls and Cal Poly went over progress we've made to date on our action items from the July
meeting (included below). We are hoping the main focus at this upcoming meeting will be on better understanding the
research and progress made on the city side (highlighted below).
Please let me know if you have any concerns. Otherwise, we’ll see you on Wednesday. Thanks.
Courtney
From: Courtney Leigh Kienow <ckienow@calpoly.edu>
Date: Thursday, July 17, 2025 at 7:19 AM
To: McDonald, Whitney <WMcDonal@slocity.org>, Hermann, Greg <GHermann@slocity.org>, Collins, Scott
<SCollins@slocity.org>, Tway, Timothea (Timmi) <TTway@slocity.org>, Jo Campbell <jcampb33@calpoly.edu>,
Joy M. Pedersen <jmpeders@calpoly.edu>, Jason Mockford <jmockfor@calpoly.edu>, Terrance Leshae Harris
<tharris@calpoly.edu>
Subject: Action Items: City of SLO Fraternity and Sorority Life Housing Challenges
Good morning,
46
Thank you for the thoughtful conversation regarding certain student behaviors and the related neighborhood challenges.
We appreciate your partnership and shared commitment to finding effective solutions for our community.
City offered to identify and bring back:
**data by individual neighborhoods
where are calls for service responding to?
who is calling?
City considerations:
Noise ordinance changes?
Criminal charges instead of administrative citation?
City asks of Cal Poly/CP commits to exploring:
**Greek row
**Asking to know where Fraternity and sorority sponsored events are taking place?
**host alcohol events on campus
**what on campus venues are available to them? Option to host more events on campus?
**request to require F&S to not hold events in places where city zoning laws don’t allow
**stronger language in event responses for R-1 and R-2 zones when hosting events. Offering other good options for them.
**more police enforcement off campus
Collective ideas to explore:
**mediation, potential funding from Cuesta, City, CP
**Edits to response on the fraternity and sorority life event form – zoning specifics
**Colin and small cohort of IFC presidents meet and talk about what they need and then work with CDD on shaping CUPs
and other related poilicies
Cal Poly asks of the City/City commits to explore:
**CUPs: what do they look like, what’s needed, what does the city need to consider that works for fraternities?
**Overlay zone exploration
**Greek row or zoning
**Re-evaluate codes relevant to the conversation
Future meeting:
**Didn’t get to talk about consequences through IFC judicial council and OSRR – escalating consequences for noise
ordinances.
**SCLC
**Role of landlords
Overlay zone examples:
Neighborhood stabilization zones
Santa Clara
Berkeley
Chico
Please fill in and respond to all on anything I may have missed. Thanks again!
Warmly,
Courtney
Courtney Kienow
pronouns she/hers (why is this important?)
Director of Community Relations and Economic Development
Office of the President
47
Cal Poly, San Luis Obispo, CA
_____
office 805-756-6000
direct 805-756-6098
www.calpoly.edu
53
From:McDonald, Whitney
Sent:Saturday, November 22, 2025 11:58 AM
To:Dietrick, Christine; Collins, Scott; Hermann, Greg
Subject:Weekly Update
Attachments:Revised Homeless compact & City Survey Draft; Updates - Fire Department November 18th
2025; SCLCPacket_26-04_11-20-25.pdf; Fw: Letter from the Grand Jury
BCC: Mayor and Council
Good morning, Mayor and Council.
We have a few updates to share at the conclusion of this week:
54
o Ad Hoc Committee on Noise – Two members of SCLC previously requested that an item be agendized
to discuss the creation of an ad hoc committee of SCLC to discuss noise and neighborhood livability.
The agenda on Thursday included that item and the packet (attached) also included a memo from the
members outlining their proposed committee, its composition, scope of work, expected outcomes and
deliverables, and timeline. The members presented their request during the meeting, but it was
ultimately not approved to move forward by a majority of the voting members of SCLC. The student at
large member expressed concern that the proposed ad hoc committee was not consistent with the
stated purpose and goal of SCLC and the Dean of Students representative agreed, and the motion to
create the committee failed. Had the committee been created as presented, this would have required a
reconsideration of our current work plans due to the scope of the request.
Best,
Whitney
Whitney McDonald
pronouns (she/hers)
City Manager
City Administration
990 Palm, San Luis Obispo, CA 93401-3934
E WMcDonal@slocity.org
T 805.781.7114
C 805.550.8349
slocity.org
Stay connected with the City by signing up for e-notifications
55
From:McDonald, Whitney
Sent:Wednesday, November 12, 2025 4:44 PM
To:James, Dillon
Subject:RE: Updated agenda
Yes, this is a next step meeting from the ones held on 7/16 and 9/3. For our side, we need the following attendees:
me, Timmi, Chief Scott, and either Greg or Scott. I think we had both Greg and Scott and no Rick at our prior
meetings, but I think we need to add him. And I don’t think we need both Greg and Scott.
From: James, Dillon <djames@slocity.org>
Sent: Wednesday, November 12, 2025 4:41 PM
To: McDonald, Whitney <WMcDonal@slocity.org>
Subject: Re: Updated agenda
Whitney,
One of the meetings you mentioned earlier was a request for another meeting with Poly staff re: fraternities. Is this
intended as a follow-up from the prior meeting held in July? See email below for reference.
Dillon James
pronouns he/him/his
Administration Executive Assistant
City Administration
990 Palm Street, San Luis Obispo, CA 93401-3249
E djames@slocity.org
T 805.781.7123
slocity.org
Stay connected with the City by signing up for e-notifications
From: Courtney Leigh Kienow <ckienow@calpoly.edu>
Sent: Tuesday, July 15, 2025 12:35 PM
To: McDonald, Whitney <WMcDonal@slocity.org>
Cc: James, Dillon <djames@slocity.org>
Subject: Updated agenda
Hi Whitney,
Hope you’re well. We made some updates to the agenda for our 1:30 meeting tomorrow. If you can please add this version
to the calendar event once you approve that would be appreciated.
Warmly,
Courtney
Courtney Kienow
56
pronouns she/hers (why is this important?)
Director of Community Relations and Economic Development
Office of the President
Cal Poly, San Luis Obispo, CA
_____
office 805-756-6000
direct 805-756-6098
www.calpoly.edu
62
From:Mezzapesa, John
Sent:Wednesday, October 29, 2025 12:36 PM
To:McDonald, Whitney; Tway, Timothea (Timmi); Hermann, Greg; Collins, Scott
Subject:RE: Language from Cal Poly Party Registration
Attachments:CP FSL EVENT REGISTRATION PROCEDURE March 2025.pdf; RSO_Handbook_(2022).pdf
For reference, the entire event registration procedure is attached.
John Mezzapesa
Code Enforcement Supervisor
Community Development
Building and Safety
919 Palm Street, San Luis Obispo, CA 93401-3668
E jmezzapesa@slocity.org
T 805.781.7179
From: McDonald, Whitney <WMcDonal@slocity.org>
Sent: Wednesday, October 29, 2025 12:10 PM
To: Tway, Timothea (Timmi) <TTway@slocity.org>; Hermann, Greg <GHermann@slocity.org>; Collins, Scott
<SCollins@slocity.org>; Mezzapesa, John <JMezzape@slocity.org>
Subject: RE: Language from Cal Poly Party Registration
Hi all,
Thank you for putting this together. I’ve added some proposed changes and a comment. Could we perhaps finalize
this and send it back to Cal Poly by say next Wednesday with a request to schedule our next meeting?
Thanks much!
Whitney
Whitney McDonald
pronouns (she/hers)
City Manager
63
City Administration
990 Palm, San Luis Obispo, CA 93401-3934
E WMcDonal@slocity.org
T 805.781.7114
C 805.550.8349
slocity.org
Stay connected with the City by signing up for e-notifications
From: Tway, Timothea (Timmi) <TTway@slocity.org>
Sent: Tuesday, October 7, 2025 10:50 AM
To: Hermann, Greg <GHermann@slocity.org>; Collins, Scott <SCollins@slocity.org>; Mezzapesa, John <JMezzape@slocity.org>
Cc: McDonald, Whitney <WMcDonal@slocity.org>
Subject: Language from Cal Poly Party Registration
Hi Team,
I got the current language that Cal Poly includes in their party registration process for students. I have created a
word doc so we can workshop our ideal language to propose back to Cal Poly. I think we can create something that is
clearer and to-the-point.
Here is the language:
Please feel free to edit as you see fit and we can present back to Cal Poly.
Thanks!
Timothea (Timmi) Tway
Director of Community Development
Community Development
919 Palm, San Luis Obispo, CA 93401-3249
E TTway@slocity.org
T 805.781.7187
slocity.org
64
Stay connected with the City by signing up for e-notifications
Revised March 2025
EVENT REGISTRATION PROCEDURE
All members of Cal Poly-affiliated fraternities and sororities, and the Interfraternity Council,
the Panhellenic Council, and the United Sorority & Fraternity Council at Cal Poly (collectively
the “Fraternity and Sorority Community”), shall abide by all University policies and federal,
state, and local laws and regulations, including those that govern the use, distribution, and
consumption of alcohol. This Event Registration Procedure sets forth procedures designed to
provide a safe social atmosphere for members of the Greek Community and their guests, while
allowing them to exercise the personal responsibility expected of each of them. The following
objectives are essential to achieving this aim:
• To encourage social responsibility in all members, with emphasis on safety and risk
management;
• To encourage responsibility in the use of alcohol and thereby reduce the risks associated
with alcohol misuse at parties;
• To increase the safety of everyone in attendance at chapter -sponsored events with and
without alcohol;
• To support the ideals and values on which fraternities and sororities are founded;
• To practice self-governance as a Fraternity and Sorority Life Community;
• To educate the general membership of the Fraternity and Sorority Life community about
the importance of risk management.
1 The University does not accept legal liability for the activities engaged in by fraternities and
sororities, and their members.
Revised March 2025
Table of Contents
Article I - What defines an event?
Article II - Legal
Article III - Events with Alcohol Present
Article IV - Events without Alcohol Present
Article V - Locations
Article VI - Registration Process
Article VII - Judicial
Article VIII - Amnesty
Article IX - Procedure Revision
Revised March 2025
Article I - What defines an event?
A. An “event” for the purposes of this document is any activity sponsored or
endorsed by the organization/chapter including those that occur on and off
chapter premises.
Article II – Legal
A. Any event as defined above must be compliant with all applicable laws, including
but not limited to the below requirements:
a. The organization, members and guests must comply with all federal,
state, and local laws. No person under the legal drinking age my possess,
consume, provide or be provided alcoholic beverages
b. Organizations, members and guests must follow the federal law
regarding illegal drugs and controlled substances. No persons may
possess, use, provide, distribute, sell and or manufacture illegal drugs or
other controlled substances while on organizational/ chapter premises or
at any activity or event which is sponsored or endorsed by the chapter
B. Laws local to San Luis Obispo are also enforced with events. The following is
provided for convenience only and is not all-inclusive. Laws may change and it is up
to the chapter to be aware of all applicable laws. Some relevant laws include:
a. Noise Ordinance
i. 7 A.M. to 10 P.M.: Noise that can be heard 50 feet from
the source is a violation
ii. 10 P.M. to 7 A.M.: Noise that can be heard across the property
line is a violation
b. Safety Enhancement Zones
i. Fines are doubled for the following violations:
1. Noise
2. Unruly Gathering
3. Social Host Liability
4. Public Urination
5. Open Container
ii. Designated times for Safety Enhancement Zones may vary, but
typically occur during:
1. Mardi Gras (Thursday - Wednesday)
2. St. Patrick’s Day
3. Halloween
Revised March 2025
4. “WOW’ Week
Article III – Events with Alcohol Present
A. Guest Lists and Sober Monitors
a. Any event where alcohol is present is required to be a closed event, with guest
lists submitted to the FSL office by the deadline (see Article VI)
b. Attendance by non-members at any event where alcohol is present must be by
invitation only by the organization. Chapters must utilize the guest list template
provided by the FSL Office. Attendance at events where alcohol is present is
limited to a guest-to-member ratio of 2:1 and must not exceed local fire or
building code capacity of the organizational/chapter premises or host venue.
c. Any event with alcohol present is also required to have sober monitors present,
with quantity based on the number of guests in attendance.
i. Three sober monitors (including one from the Executive committee or
equivalent) are required at a minimum.
ii. For every 40 guests invited to the event, another sober monitor
will be required
iii. First year members who have been in the chapter for at least one
quarter and are initiated members, can serve as sober monitors if
the following is in place:
1. Required attendance at one of the annual Social Risk
Management workshops hosted the FSL office PRIOR to becoming
eligible to serve as a sober monitor
2. Procedures in place attached to the risk management plan, that
supports first year students during the event, should conflict arise
3. No more than 30 percent of sober monitors can be first year
members
B. Any event where alcohol is present can only occur from
a. 5:00pm on Thursday until 1:00am on Friday, when Friday is an academic holiday
b. 5:00pm on Friday until 1:00am on Saturday
c. 9:00am on Saturday until 1:00am on Sunday
d. 9:00am on Sunday until 1:00am on Monday, when Monday is an academic
holiday
C. Events with alcohol cannot occur until after the formal recruitment period is over
(during quarters where there is a formal recruitment period) unless at a third -
party venue and the event is closed with no potential new members in attendance
and follows all event registration guidelines.
D. Events with alcohol are prohibited from lasting longer than five hours continuously
E. Sources of Alcohol
a. Alcoholic beverages must either be:
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i. Provided and sold by a licensed and insured third-party vendor, e.g.,
restaurant, bar, caterer, etc.) or
ii. Brought by the individual members and guests through a bring your own
beverage system.
b. Common sources of alcohol, including bulk quantities, which are not being
served by a licensed and insured third-party vendor, are prohibited (i.e.
amounts of alcohol greater than what a reasonable person should consume
over the duration of the event)
c. The presence of alcohol products above 15% alcohol by volume (ABV) is
prohibited on any organizational/chapter premises or at any event, except
when served at an event by a licensed and insured third party vendor.
d. Alcoholic beverages must not be purchased with organizational/chapter funds or
funds pooled by members or guests (e.g., admission fees, cover fees, collecting
funds through digital apps, etc.)
F. Bring Your Own Beverage
a. Only those of legal drinking age in California may bring and consume alcohol
b. Permitted alcohol can only be made available in central common living
areas managed by sober monitors designated by the host chapter
c. Individuals of legal drinking age may bring beer totaling no more than 72
ounces (equivalent to a six pack of 12 oz beers) or one bottle (750 ml) of
wine to the event
G. Drinking Games
a. No shots, drinking games, or other activities that encourage
inappropriate or other rapid consumption or high-risk drinking
behaviors shall be allowed.
i. The definition of drinking games includes but is not limited to the
consumption of shots of alcohol, liquor or alcoholic beverages; the
practice of consuming shots equating to one’s age;” beer pong,”
“century club,” “beer die”,” dares;” or any other activity involving the
consumption of alcohol which involves duress or encouragement
related to the consumption of alcohol.
H. Consent Talks
a. All events with alcohol are required to have a Consent Talk after 30 minutes
and no later than 1 hour of the event starting. The Consent Talk will be
provided by the chapter’s Violence Prevention Chair (or a designated
individual in the case that the Violence Prevention Chair isn’t present) and will
be given to all participants at the event. If this is an exchange between two
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FSL organizations, both Violence Prevention Chairs should co-present the
information. An example of the Consent Talk is below:
“Hi everyone, my name is _____ and I am the Violence Prevention Chair for
(insert chapter here). We want everyone to have a great time tonight and
feel safe & respected! I am going to give a brief consent talk before we
continue with the rest of the night! Remember:
1. Consent is freely given: consent can only be given without
coercion, force, threats, or intimidation. It cannot be given by
someone who is incapacitated, including due to drugs, alcohol,
or medication.
2. Consent is reversible: you can change your mind about anything
at any time during sex.
3. Consent is informed: you must know what you are consenting to
in order to give consent.
4. Consent is enthusiastic: when it comes to sex you should want
to have it.
5. Consent is specific: saying yes to one thing, like making out,
does not mean saying yes to everything, like having sex.
[Add in values of chapter here, e.g. “we are men /women of high
integrity”] If you are interested in hooking up with someone tonight,
check in with them and make sure to respect whatever answer they
give you. If you see someone crossing a line, making others feel
uncomfortable or someone in a vulnerable position, please come up t o
me or [insert the name of Chapter President or Risk Manager, whoever
is comfortable] if you need absolutely anything at all, we will be at the
door (or wherever you stand)! Thank you and have fun!”
I. Registration
a. Events with alcohol are required to be registered with the FSL office prior
to their occurrence and with documents submitted prior to the required
deadlines (further outlined in Article VI)
Article IV – Events without Alcohol Present
A. Guest Lists and Sober Monitors
a. Guest lists and sober monitors are not required for events where alcohol is
not present, but are encouraged
B. Registration
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a. Events without alcohol are required to be registered with the FSL office prior
to their occurrence and with documents submitted prior to the required
deadlines (further outlined in Article VI)
Article V – Locations
A. All off-campus events with alcohol must be held at a residence, including a chapter
facility, or at a venue under third party management that is not legally associated with
the chapter in any capacity (“third-party venue”).
B. For all events with alcohol that are located at a third-party venue, a copy of the contract
with the chapter and event management company or third -party venue must be
submitted with the party registration.
Article VI – Registration Process
A. The process of online events with alcohol registration must begin at least 10 days
before the date of the event.
B. Deadlines for completion of registration are every Thursday by 12:00 pm, the
weekend of the event.
C. A final follow up guest list must be submitted by 12:00 noon Monday following
the event with alcohol, with the full names of all attendees and birthdates of all
guests who received wristbands for alcohol consumption.
a. No future events with alcohol will be reviewed until this requirement is fulfilled
D. The chapter’s risk manager must complete a post -event review, which is to be
submitted to Cal Poly Fraternity and Sorority Life by 12:00 noon the Wednesday
following the event with alcohol. All sober monitors and sober executive members
will contribute to this review. For events with alcohol where there may be more
than one chapter acting as the event host, each chapter must complete a post-
event form.
a. No future events with alcohol will be reviewed until
this requirement is fulfilled
E. Failure to follow these requirements may subject the chapter and/or its individual
members to student discipline.
Article VII – Judicial
A. Failure to follow these procedures will be reviewed by the Office of
Student Rights & Responsibilities (OSRR) and may be subject to sanctions.
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B. It is recognized that this procedure cannot address, in specific fashion, all possible social
situations that may occur. When this procedure is not specific on a particular point, the
Interfraternity Council, Panhellenic Council, and United Sorority & Fraternity Council
chapters and their members are expected to conduct their events and themselves in
the spirit of social responsibility expressed in this procedure.
C. Council judicial boards can also adjudicate if deemed necessary by the OSRR.
Article VIII – Amnesty
A. The university’s primary concern is for the health, welfare, and safety of all students.
As such, in cases of significant intoxication as a result of alcohol or other substances,
the university encourages students to seek medical assistance for themselves and/or
others. Any student who assists in seeking medical attention for a person in need will
not be subject to disciplinary action for conduct in violation of this policy.
Article IX – Procedure Revision
A. This procedure may be revised at any time by the Fraternity & Sorority Life office, OSRR
and Dean of Students.
B. This procedure will be reviewed during summer quarter, or at the discretion of the
Dean of Students staff, and any revisions will be sent to members of fraternities and
sororities immediately and will be effective the first day of the following fall quarter.
C. In the event of a mid-academic year review, any revisions will be sent to members of
fraternities and sororities immediately upon implementation.
RSO HANDBOOK
A guide to understanding policies and identifying resources for
Recognized Student Organizations (RSO).
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TABLE OF CONTENTS
TABLE OF CONTENTS ................................................................................................................................... 2
INTRODUCTION .......................................................................................................................................... 5
GOVERNANCE ............................................................................................................................................. 5
TYPES OF RECOGNIZED STUDENT ORGANIZATIONS ......................................................................................... 5
Clubs ...................................................................................................................................................... 5
Club Councils .......................................................................................................................................... 6
University Sponsored Organizations ......................................................................................................... 6
RECOGNIZED STUDENT ORGANIZATION RECOGNITION .................................................................................... 7
Benefits of Official Recognition ................................................................................................................. 7
Minimum Requirements for RSOs .............................................................................................................. 7
Membership and Officer Eligibility ............................................................................................................ 8
Starting a New RSO ................................................................................................................................. 8
Re-Registering an RSO ............................................................................................................................. 9
Reinstatement of Recognition ................................................................................................................. 10
Organization Changes ............................................................................................................................. 10
PRINCIPLES OF COMMUNITY ....................................................................................................................... 11
Diversity ............................................................................................................................................... 11
Membership ........................................................................................................................................... 11
Freedom of Expression and the Campus Community .................................................................................. 11
RECOGNIZED STUDENT ORGANIZATION CODE OF CONDUCT (RSOCC) ............................................................... 12
Equal Access .......................................................................................................................................... 13
Member Responsibilities ......................................................................................................................... 13
Application of This Code .......................................................................................................................... 13
Interim Sanctions ................................................................................................................................... 13
Procedure .............................................................................................................................................. 14
Unacceptable Student Organization/Member Conduct ............................................................................... 14
Sanctions .............................................................................................................................................. 17
Discrimination, Harassment, Sexual Misconduct, Sexual Exploitation, Domestic Violence, Dating Violence,
Stalking, and Retaliation ......................................................................................................................... 18
EVENTS ..................................................................................................................................................... 24
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Club Contracting for Services .................................................................................................................. 24
E-Plans .................................................................................................................................................. 24
Event Marketing and Club Risk Assessment ............................................................................................... 26
Food Policy ............................................................................................................................................ 27
Alcohol at Club Events ............................................................................................................................ 27
Amplified Sound Policy ........................................................................................................................... 28
Sponsoring a Sporting Activity ................................................................................................................. 28
Income Producing and Fundraising Activities ............................................................................................ 28
Raffles and Giveaways ............................................................................................................................ 28
Insurance and Liability ........................................................................................................................... 28
Off-Campus Activities ............................................................................................................................. 29
PROMOTIONS AND COMMUNICATIONS ......................................................................................................... 30
Online Directory ..................................................................................................................................... 30
Email Account ........................................................................................................................................ 30
Mail ...................................................................................................................................................... 31
Campus Administrative Policy ................................................................................................................. 31
ADVISORS ................................................................................................................................................. 32
RSO Responsibilities to Their Advisor(s) ................................................................................................... 32
Advisor Responsibilities to the RSO .......................................................................................................... 33
Advisor Indemnification .......................................................................................................................... 34
Co-Advisors ........................................................................................................................................... 34
Words of Wisdom for Advisors .................................................................................................................. 34
FINANCIAL PROCESSES ............................................................................................................................... 35
Recognized Student Organization Accounts .............................................................................................. 35
Depositing Funds into a Club Account ....................................................................................................... 35
Separation of Duties ............................................................................................................................... 35
Preparing Deposits ................................................................................................................................. 35
Physical Security .................................................................................................................................... 36
Depositing Checks .................................................................................................................................. 36
Returned Checks .................................................................................................................................... 36
Availability of Funds ............................................................................................................................... 37
Credit Card Transactions (Non-Donation Related) ...................................................................................... 37
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PayPal Buttons ...................................................................................................................................... 37
Eventbrite ............................................................................................................................................. 37
Other Electronic Financial Applications .................................................................................................... 37
Obtaining Funds from a State Department or Entity ................................................................................... 37
Withdrawing Funds from an Account – Purchase Requests .......................................................................... 37
Charging Privileges ................................................................................................................................ 42
Sales Tax ............................................................................................................................................... 42
Avoiding Delays ...................................................................................................................................... 43
Financial Statements .............................................................................................................................. 43
Gift and Donation Processing ................................................................................................................... 43
Receiving Donations of Supplies or Goods (Gift-In-Kind Acceptance Form) ................................................... 44
Direct Deposits for Individuals ................................................................................................................. 46
ASI Club Funding .................................................................................................................................... 46
Bank Account Exceptions ........................................................................................................................ 48
CONTACT INFORMATION ............................................................................................................................. 48
ASI Club Services .................................................................................................................................... 48
ASI Facility Scheduling ............................................................................................................................ 48
Clubs & Organizations ............................................................................................................................. 48
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INTRODUCTION
Recognized Student Organizations (RSOs) are any student clubs or organizations that have been officially recognized by
California Polytechnic State University (Cal Poly).
Recognized Student Organizations provide organized student activities that function as part of the official university
community. RSOs may not operate independently of this and any other applicable university regulations, policies, or
procedures.
This handbook is designed to assist all RSOs with understanding university policies, identifying resources available
through Cal Poly Clubs & Organizations and Associated Students, Inc. (ASI) and obtaining information that will help make
your activities function efficiently. This handbook is not intended to be all-inclusive, and much of the information is in
excerpt or abbreviated form.
If you have any questions or would like further information on a specific topic, please contact ASI Club Services or Cal
Poly Clubs & Organizations. Contents in this handbook are reviewed and approved by Cal Poly Clubs & Organizations and
ASI. The contents of this handbook are subject to change.
GOVERNANCE
Recognized Student Organizations at Cal Poly are governed by CSU system-wide policies, executive orders, and campus-
specific policies.
CSU EXECUTIVE ORDER 1068
This executive order (EO 1068) establishes systemwide policies, procedures, and guidelines for student organizations
and activities. EO 1068 grants oversight of student activities to the vice president of student affairs or their designee. Cal
Poly Clubs & Organizations is the designee appointed by the vice president for student affairs at Cal Poly for matters
related to initial recognition and operations of RSOs. In certain cases involving the re-instatement of an RSO that had
operations restricted for judicial reasons, the Office of the Dean of Students will serve as designee for re-instatement of
those organizations to ensure that the organization has completed any and all sanctions related to a policy infraction
(see Reinstatement of Recognition).
CAMPUS ADMINISTRATIVE POLICY
Most campus-based policies are maintained in Campus Administrative Policies (CAP). While all policies in CAP apply to
RSOs, the relevant policies for RSOs are CAP 620 (Recognized Student Organizations) and CAP 140 (Use of University
Property and Time, Place and Manner).
TYPES OF RECOGNIZED STUDENT ORGANIZATIONS
There are there are two types of RSOs at Cal Poly; Clubs and Club Councils. This handbook uses the term Recognized
Student Organization or RSO when the content equally applies to all types of recognized student organizations.
Clubs
Clubs comprise a majority of the Recognized Student Organizations at Cal Poly. Clubs must abide by the guidelines
outlined under the Recognized Student Organization Recognition Process.
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Club Councils
Cal Poly recognizes 11 student organizations as Cal Poly Club Councils. These councils are the governing bodies that
represent a group of RSOs. Each council exists as an RSO and must also complete the registration requirements annually.
• Panhellenic (PHA)
• Interfraternity Council (IFC)
• United Sorority and Fraternity Council (USFC)
• Club Sports Council
• Esports Council
• College Club Councils (CAFES, CAED, CENG,
COSAM, CLA, OCOB)
Any social fraternity or sorority seeking recognition will be assigned to one of the Fraternity & Sorority Life councils (IFC,
PHA, USFC) by the Vice President of Student Affairs or their designee as part of the recognition process. Consideration
may be given to the timely requests and input of the petitioning RSO, their headquarters and governing bodies, the
student leadership of the FSL councils, and any other relevant stakeholders, as determined by the RSO Petition Review
Committee.
Additionally, the organization must comply with all requirements for being admitted as a council member as outlined in
the governing documents of that council and comply with their affiliate’s expansion/extension practices (if applicable).
• Panhellenic (PHA): Guidance for admission to
the council is described in the NPC Extension
Resource Sheet.
• Interfraternity Council (IFC): IFC has two
processes for expansion. Guidance is available
at Interfraternity Council Expansion.
• United Sorority and Fraternity Council (USFC):
Guidance for admission to the council is
described in the USFC Bylaws.
An RSO is affiliated with Esports Council or the Club Sports Council if:
• They have complied with all requirements for
being admitted as a council member as
outlined in the Esports Council Bylaws or the
Club Sports Council Bylaws.
• They are an eligible sport as defined by the CSU
Sport Club Guidelines (Club Sports only).
• The RSO has been designated by Cal Poly Clubs
& Organizations as being a member
organization of the council.
An RSO is affiliated with a college club council if:
• The organization is categorized as academic,
honor, and/or professional.
• They have complied with all requirements for
being admitted as a council member as
outlined in the governing documents of that
council.
• It has gained approval from the dean of that
college, designated by the dean’s vote of
support on the petition.
University Sponsored Organizations
University Sponsored Organizations (USOs) are RSOs that are affiliated with a national scholastic honor society.
University Sponsored Organizations invite members based on scholastic achievement and may require skill-based,
aptitude test requirements such as minimum grade point average, academic discipline, unit requirements, or
classification (description as upper division, lower division, graduate student, etc.). University Sponsored Organizations
must comply with all CSU system-wide policies, procedures, and guidelines in accordance with Student Activities
Executive Order 1068. Please note that no student may be denied membership or otherwise discriminated against based
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on protected status, which includes Age, Disability (physical and mental), Gender (or sex, including sex stereotyping),
Gender Identity (including transgender), Gender Expression, Genetic Information, Marital Status, Medical Condition,
Nationality, Race or Ethnicity (including color, caste, or ancestry), Religion (or religious creed), Sexual Orientation, and
Veteran or Military Status.
RECOGNIZED STUDENT ORGANIZATION RECOGNITION
A group of Cal Poly students may petition the university for official recognition as a Recognized Student Organization
(RSO).
The university may grant, suspend, or rescind official recognition of any student organization for any lawful reason,
including failure to comply with this policy.
The university shall establish procedures for the granting, suspension, and rescission of official recognition of RSOs and
for any official acts of dissolution.
Benefits of Official Recognition
Recognized Student Organizations, upon being duly recognized by the university and by remaining in good standing,
may:
• use the Cal Poly name, marks, and symbols
according to the Club Branding Guideline
document and under the guidance of
University Marketing officials.
• request to use university facilities under terms
and conditions comparable to other non-
instructional university programs.
• collect RSO membership dues and gifts.
• utilize monies collected by the RSO solely for
lawful RSO activities.
• apply for and receive ASI Club Funding, subject
to availability and eligibility requirements.
• schedule events through ASI Facility
Scheduling.
• publicize events through Cal Poly Now.
• access ASI Club Services support and
resources.
• participate in campus events as an RSO.
• engage in fundraising activities approved by
the university.
• receive tax-exempt charitable donations
through provisions administered by the Cal
Poly Foundation.
Minimum Requirements for RSOs
All RSOs shall support the mission of the university. Each RSO shall have an advisor who will be an employee of the
university in good standing. “Good standing” shall mean compliance with the relevant provisions of this policy and any
other pertinent laws or policies and not under disciplinary status. Employees of auxiliary organizations are not eligible to
serve as RSO advisors. An RSO advisor shall serve in a volunteer capacity without promise, expectation, or receipt of
compensation.
Recognized Student Organization Funds shall be held in trust by the campus through ASI unless granted a specific
exception by the University Controller.
Recognized Student Organizations engage in activities that:
• are conducted by Cal Poly students and
• promote Cal Poly students’ knowledge about
common interests and
• promote the social and cultural development
of Cal Poly students and/or enhance the
academic career of Cal Poly student members.
8
Recognized Student Organizations shall:
• strive to enhance the university mission.
• strive to project a positive public image of the
RSO and the university.
• create beneficial opportunities for personal
and professional development of Cal Poly
students.
• engage in activities approved by the university.
Recognized Student Organizations shall not:
• supplant the purposes of any other university
program, project, or department.
• engage in or promote activities that endanger
or harm the health and safety of any persons or
that endanger, damage, or harm university
property, facilities, or assets.
• engage in or promote activities not allowed in
the RSO charter or otherwise prohibited by the
university.
• use funds collected by the RSO for purposes
that result in the personal benefit of any
member of the club or any other person or
entity.
• engage in commercial for-profit activities.
• endorse any commercial products or services.
Membership and Officer Eligibility
An RSO shall consist of no fewer than five matriculated Cal Poly students and 100% of the student organization
membership shall be matriculated Cal Poly students.
Each RSO shall have at a minimum a president and treasurer. Any such president and treasurer shall:
• Comply with the California State University
definition of Minor Student Representative
Officers in Executive Order 1068
• Be matriculated Cal Poly students
• Maintain a minimum overall 2.0 grade point
average each academic year
• Be in good standing and shall not be on
probation of any kind
• Attend a minimum of two academic quarters
during the academic year
• If undergraduate students, earn at least nine
student credit units per quarter while holding
office, or, if graduate and credential students,
earn at least four student credit units per
quarter while holding office, and
• If undergraduate students, earn no more than
225 student credit units or no more than 125
percent of the units required for a specific
baccalaureate degree objective, whichever is
greater, while holding office, or, if graduate
students, earn no more than 75 student credit
units or no more than 167 percent of the units
required for the graduate or credential
objective, whichever is greater, while holding
office.
Each RSO shall have at minimum one advisor. Any such advisor shall:
• Comply with RSO training requirements, and • Comply with procedures set forth by the Clubs
& Organizations Office.
Starting a New RSO
A group of students may petition the university for official recognition as a RSO upon a full disclosure of proposed
activities and upon declaring the intent to comply with the language and spirit of CAP 620. Starting a new organization is
a process that requires the participation of the prospective RSO, Cal Poly Clubs & Organizations, ASI Club Services, and
9
campus partners on the RSO Petition Review Committee. The following campus partners will also be asked to review
relevant petitions:
• For academic councils, the dean of that college
or their designee
• For social fraternities and sororities, the
assistant director of Fraternity & Sorority Life
• For esports organizations, the advisor of
Esports Council
• For sports clubs, the advisor of Club Sports
Council
• Risk Management
• Cal Poly Facilities and/or ASI Facilities
The RSO Petition Committee reviews petitions for legitimacy and provides a recommendation for recognition. The
committee evaluates the risks associated with any proposed RSO charter and/or activities; and for provides appropriate
risk management and insurance measures. RSOs may be required to provide funds for all or part of the cost of insurance
or other risk management expenses.
A list of new RSOs that are recommended for registration by the RSO Petition Review Committee will be posted on Cal
Poly for public review for 14 days. During this time, members of the Cal Poly community can submit feedback on the
prospective RSO.
Cal Poly Clubs & Organizations shall be responsible for determining final eligibility for recognition based on the
recommendation of the RSO Petition Committee, input from campus partners, and any public comments.
Petitions for recognition are accepted during the first five weeks of each quarter. The schedule for petition review, as well
as step-by-step instructions, are available on the Start a Club page.
Note: Until the RSO receives confirmation of approved registration, the RSO is not officially recognized as a Cal Poly RSO
and therefore may not conduct any RSO business.
Re-Registering an RSO
In order to remain active (e.g., maintain official recognition, access club funds, apply for ASI Club Funding, submit E-
Plans), all presidents, treasurers, and advisors must complete officer training annually. Additionally, every RSO must re-
register and submit a roster of all active club members each year. The RSO must also reregister for recognition any time
the president changes.
OFFICER TRAINING
The online training can be found on Cal Poly Now. The president, treasurer, and advisor must complete the training
annually as a prerequisite for recognition status. After the president has registered the RSO and completed the training,
the treasurer and advisor are required to complete the training. Each training takes approximately 45 minutes to
complete. The training does not have to be completed during one session.
FROZEN ORGANIZATIONS
If an RSO does not complete the annual registration requirements by the registration deadline or if an officer becomes
ineligible, the RSO will become Frozen.
Frozen RSOs cannot:
• Submit E-Plans
• Host events or activities
• Conduct any club business
• Access club funds
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To regain Active status, the RSO must re-register the organization or submit an Organization Change Form, depending on
the circumstances. If an organization does not reactive their status within 14 days, any previously scheduled events will
be canceled.
INACTIVE ORGANIZATIONS
After two years of inactivity, defined by non-renewal of an RSO registration, an RSO will be deemed Inactive. Funds of
Inactive RSOs will be added to ASI Club Funding for the following academic year.
Members of an Inactive RSO may:
• Petition for university recognition following the
process outlined under “Start a Club”
• If the RSO reactivates, club members may
petition the ASI Board of Directors for the
return of their funds.
Reinstatement of Recognition
A RSO may be involuntarily separated from the university for a specified period or permanently. Conditions for
reinstatement may be imposed. Student organizations with recognition status suspended or removed because of a
sanction decision issued by the university must make a formal written request to be reinstated to the Dean of Students
or designee before recognition will be considered.
Upon receipt of the written request, the Dean of Students or designee may present to the student organization
additional requirements deemed necessary for making an informed decision. One of the requirements may be that a
representative(s) of the student organization participate with the Office of Student Rights and Responsibilities (OSRR),
offering their full cooperation. If the OSRR representative is not satisfied that the student organization has acted in
accordance with the terms of or the intent behind the sanction, the OSRR representative will report that conclusion to
the Dean of Students or designee. The Dean of Students or designee will strongly consider such a conclusion when
deciding. If the Dean of Students is in support of reinstatement, they will provide a letter of support. The organization will
then need to petition for recognition (see Starting a New RSO).
Student organization representatives who wish to join or rejoin a Club Council following a suspension of recognition
status may be required to present before the Club Council. Regardless of the observations or determinations of council
members, Cal Poly Clubs & Organizations reserves the right to make the final determination of the recognition status of
the student organization.
Guidance for admission or readmission to a council varies based upon the council. If the council is affiliated with another
organization or college, that affiliate organization may require compliance with their expansion practices.
If the sanction was a permanent removal of recognition, the RSO may not make such a request for reinstatement.
Organization Changes
OFFICER CHANGES
A president can submit an Organization Change Form to do any of the following:
• Add a co-president
• Replace a treasurer or add or remove a co-
treasurer
• Replace an advisor or add or remove a co-
advisor
Recognized Student Organizations cannot replace a president via an Organization Change Form. To replace a president,
the new president must re-register the RSO.
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When an RSO wishes to make changes to their co-president, treasurer, and/or advisor position(s), the president must
submit an Organization Change Form.
If the form is not replacing the advisor, the advisor must be added as a reviewer to the form, and they must vote in
support of the submission. If the form is requesting a replacement advisor, then the replacement advisor must be added
as a reviewer, and they must vote in favor of the submission.
Any new officers/advisors will need to complete Officer Training and eligibility will be confirmed by Cal Poly Clubs &
Organizations prior to approval of the changes.
Note: RSOs can add as many optional officers to their roster as desired. To add optional officer positions, the president
can manage positions in the Roster tool.
UPDATING BYLAWS OR CHANGING YOUR ORGANIZATION NAME
When an RSO wishes to update their bylaws or change their name, new bylaws must be written using the Bylaw Builder.
The amended bylaws will be reviewed by Cal Poly Clubs & Organizations. If approved, the RSO will be notified, and the
revised bylaws will be posted on the organization’s Cal Poly Now page. Bylaws must also be updated to change the name
of the organization.
PRINCIPLES OF COMMUNITY
Cal Poly comprises a diverse community. Campus life and daily interactions are enriched by our acceptance and
fostering of diversity and inclusion in our community. Underlying Cal Poly’s educational goals and mission are basic
values that include intellectual honesty; mutual respect; freedom from discrimination; and the abhorrence of
intimidation, harassment, disruption, or violence aimed at limiting these freedoms; or interfering with a student, faculty,
or staff member’s performance.
Diversity
We affirm our positive commitment toward diversity, inclusive excellence, and basic values at Cal Poly through our
mission statements, policies, and programs. We are committed to inspiring a student-centered multicultural community
as a means of establishing an equitable educational community and an opportunity for Learn by Doing.
Membership
We encourage every student organization to make a conscious effort to undertake recruitment efforts to ensure diversity
within the group’s membership and to take steps to reach populations currently underrepresented. Recruitment
materials and activities should be designed to promote and embrace diversity.
Joining a recognized student organization should be a positive experience; therefore, membership development should
focus on the positive aspects of both the organization and the individual. Groups should carefully examine their
screening criteria to ensure that it is inclusive of all students on campus. Abusive behavior toward, or hazing of, a
member of the campus community is strictly forbidden. Please see sections on Hazing and RSO Code of Conduct.
Freedom of Expression and the Campus Community
Freedom of expression is a cornerstone of a democratic society and is essential to the educational process. Universities
have a special obligation not only to tolerate but also to encourage and support the free expression of ideas, values, and
opinions, even where they may be unpopular or controversial. Cal Poly accepts and embraces this obligation,
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recognizing that such expression may take a variety of forms such as speeches, signs, written materials, public
assemblies, parades, demonstrations, and artistic representation.
Acknowledging the central role that the unfettered exchange of information and ideas plays in learning and in a free
society, the university shall ensure that individuals and groups are afforded wide latitude in exercising the right of free
expression and that their constitutionally protected right to free expression is not abridged. Freedom of expression,
however, is not an absolute right. It coexists with other rights and the need for lawful public order.
To ensure that exercise of the right of free expression does not interfere with university functions, imperil public safety,
obstruct, or damage university facilities, the university will establish and enforce campus regulations regarding the time,
place, and manner of the exercise of free expression by individuals and groups.
The university recognizes that causing discomfort and even causing offense is not, of itself, a basis for limiting free
speech. At the same time, all members of the university community should recognize that freedom of expression
includes a responsibility to respect the dignity of others, and to acknowledge the right of others to express differing
opinions.
We recognize the right to freedom of expression and challenge all students to express themselves in a manner that
promotes and maintains the ideals of respect, equality, diversity, and freedom from unlawful harassment. While the
university does not approve or disapprove student organization activities based on content or expression, student
organizations are strongly encouraged to be sensitive in selection of event themes, costumes, t-shirt designs, and
promotional materials that might portray an offensive or unintended stereotype based on race, color, ethnicity, culture,
national origin, ancestry, citizenship, religion, gender, gender identity or expression, sexual orientation, disability, or
other personal characteristic.
Programs and activities should contribute to creating a campus community that is free of conduct that interferes with
any person’s academic efforts or creates an unlawful hostile, intimidating, exploitative, or demeaning environment. A
student or student organization that participates in unlawful harassment (see section on RSO Code of Conduct) is subject
to university discipline. Anyone who believes their rights to freedom of speech or expression have been violated may
submit a complaint to the Office of the Dean of Students.
RECOGNIZED STUDENT ORGANIZATION CODE OF CONDUCT (RSOCC)
Recognized Student Organizations are subject to all university policies and rules and are responsible for the conduct of
their members. Policies and procedures developed by external Greek councils or other external organizations are
managed separately as outlined by their respective organizations and do not preclude action under this RSOCC.
In accordance with California State University (CSU) Executive Order 1068, Cal Poly’s president has the responsibility for
implementing campus policies, procedures, and/or guidelines for student organizations and activities. This Recognized
Student Organization Code of Conduct (RSOCC) is in compliance with Executive Order 1068 and sets forth the Code of
Conduct for Cal Poly Recognized Student Organizations (RSOs). All campus RSOs are subject to this Code of Conduct.
This RSOCC complies with all student organization requirements described in Title 5 of the California Code of
Regulations, Sections 41500 (Withholding Recognition), 41501 (Definition of Recognition), 41503 (Filing Requisites), and
41504 (Penalties); CSU Executive Orders 868 and 1109 regarding Alcohol; CSU Executive Order 1068 (Student Activities);
and Cal Poly Alcohol Policy (CAP 172).
Authority and responsibility for administering this RSO Code of Conduct is delegated by the campus president to the vice
president for student affairs or designee.
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Cal Poly is committed to maintaining a safe and healthy living and learning environment for students and employees. All
campus community members should engage in activities that contribute toward this end. Student organization behavior
that is not consistent with the RSOCC is addressed through an educational process that is designed to promote safety
and good citizenship, and when necessary, impose appropriate consequences.
Conduct that threatens the safety or security of the campus community or substantially disrupts the functions or
operation of the university is within the jurisdiction of this code, regardless of whether it occurs on- or off-campus.
Nothing in this code is intended to conflict with California Education Code Section 66301 that prohibits disciplinary
action against students based on behavior protected by the First Amendment.
Equal Access
RSOs shall not discriminate on the basis of any protected status, which includes Age, Disability (physical and mental),
Gender (or sex, including sex stereotyping), Gender Identity (including transgender), Gender Expression, Genetic
Information, Marital Status, Medical Condition, Nationality, Race or Ethnicity (including color, caste, or ancestry),
Religion (or religious creed), Sexual Orientation, and Veteran or Military Status. The prohibition on membership policies
that discriminate on the basis of gender does not apply to social fraternities and sororities.
Member Responsibilities
Members of RSOs are expected to be good citizens and to engage in responsible behaviors that reflect well upon their
student organization and the university. Cal Poly has established this Code of Conduct to ensure that all student
organization officers and members understand and accept responsibility for their actions, and the actions of their
members and guests.
Application of This Code
The Office of Student Rights and Responsibilities (OSRR) will exercise jurisdiction over the conduct of all recognized
student organizations, including fraternities, sororities, and club sports.
Action by the OSRR does not preclude action by one of the independent Greek councils, Associated Students, Inc., or
other external governing bodies.
Sanctions for the conduct listed below may be imposed on student organizations found responsible for violating this
RSOCC. The Office of Student Rights & Responsibilities uses a preponderance of evidence standard when making
determinations regarding violations of this RSOCC in accordance with the policy and procedures set forth in CSU
Executive Order 1098. Misconduct by members of student organizations may also subject the members, in their role as a
student, to discipline under the CSU Student Code of Conduct. Individual student discipline is addressed elsewhere; this
code focuses on discipline against the organization.
Interim Sanctions
The Dean of Students or designee may immediately impose interim sanctions where there is reasonable cause to believe
that such an action is required to protect the health, safety, and well-being of members of the campus community, to
protect university resources and property, and/or to ensure the maintenance of order. This may include, but is not
limited to: cases involving hazing, incidents involving injury or violence, discrimination, harassment, sexual misconduct,
sexual exploitation, domestic violence, dating violence, stalking, retaliation, illegal alcohol or drug activity, or an ongoing
pattern of serious violations.
Interim sanctions may include a temporary suspension of official recognition and/or restrictions on specific activities
including, but not limited to social probation, participation in campus events, hosting activities, conducting meetings,
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and recruiting members. Interim sanctions may remain in effect until a final sanction decision has been reached at the
discretion of the Dean of Students or designee.
Procedure
The Office of Student Rights & Responsibilities has responsibility for handling all allegations of RSO misconduct on behalf
of the university. When OSRR receives a report or information about a student organization’s alleged misconduct, an
investigation may occur if warranted (as determined by OSRR). The Office of Student Rights & Responsibilities will send
the president or chair of the student organization a written letter to schedule an informal conference as well as to notify
the president or chair of the charges and the range of potential sanctions. Allegations involving discrimination,
harassment, and/or retaliation based on a protected status, or allegations of discrimination, harassment, sexual
misconduct, sexual exploitation, dating violence, domestic violence, stalking, and retaliation will be addressed by the
Civil Rights & Compliance Office, which is the campus Title IX Coordinator/DHR Administrator in accordance with the
policy and procedures set forth in the CSU Policy Prohibiting Discrimination, Harassment, Sexual Misconduct, Sexual
Exploitation, Dating Violence, Domestic Violence, Stalking, and Retaliation (Nondiscrimination Policy).
During the informal conference, the Student Conduct Administrator will meet with the president or chair of the RSO to
discuss the allegations and charges, as well as the proposed sanctions. The RSO president or chair may have one advisor
of their choice. The RSO charged may elect to be accompanied by an advisor of their choice to any procedural hearing
regarding the allegations, subject to the same limitations set forth in Executive Order 1098 Article II. C (pertaining to
individual student conduct proceedings). The advisor may not answer questions regarding the subject matter of the
proceedings for the RSO charged. Where attorneys are permitted, the RSO charged may elect an attorney as an advisor.
However, an advisor is limited to observing, consulting with, and providing support to the RSO. RSO Code of Conduct
matters are not legal processes, and attorneys may not participate directly in the process.
If the RSO is found responsible for misconduct by the Student Conduct Administrator, the Student Conduct
Administrator will issue a written notice to the RSO president or chair setting forth the final charges and related
sanctions. Outcome letters from the Office of Student Rights & Responsibilities are Administrative Actions and, therefore,
are not required to be memorialized in writing by the RSO president or chair. An opportunity to speak into the proposed
sanctions will be provided to the RSO president or chair prior to the office Outcome Letter being submitted. The
university does not have an appeal process for RSOs.
The RSO president or chair may view their organization's disciplinary file by contacting the Office of Student Rights &
Responsibilities. Organization conduct files will not be released during an open investigation. Conduct files may contain
the following documents: photographs, supporting documents, memos, police reports, and official letters submitted to
the RSO president or chair. Each case is unique, and not all files will contain each of these components. If necessary, the
Office of Student Rights & Responsibilities may redact documents to protect any student/witness identities as
appropriate. Unless required by law, the university will not release the Student Conduct Administrator's investigation
notes. RSO disciplinary files must remain in the Office of Student Rights & Responsibilities and will not be sent to RSO
president or chairs via email. These files will remain part of the RSO's record indefinitely.
Unacceptable Student Organization/Member Conduct
The following conduct is unacceptable and may subject the student organization to disciplinary sanctions:
1. Dishonesty, including:
a. Cheating, plagiarism, or other forms of academic dishonesty that are intended to gain unfair academic
advantage.
b. Furnishing false information to a university official, faculty member, or campus office.
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c. Forgery, alteration, or misuse of a university document, key, or identification instrument.
d. Misrepresenting the organization to be an authorized agent of the university or one of its auxiliaries. Recognized
student organizations and their operations are legally separate, independent organizations, do not represent
the university, and are not agents of the university.
2. Unauthorized entry into, presence in, or use of any facility, property, or equipment owned or operated by the
university or a university auxiliary organization, including but not limited to violation of visitation policies of
university or university auxiliary owned or operated student residential facilities.
3. Disruption. Willful, material, and substantial disruption or obstruction of university operations, university-related
activities or on-campus activities; or sponsoring or encouraging activity that substantially and materially disrupts
the operations of the university or that infringes on the rights of members of the university community.
4. Noise.
a. Violation of municipal noise ordinances.
b. Violation of municipal unruly gathering ordinances.
c. Excessive noise which disrupts the campus or surrounding community, including violation of campus amplified
sound policy, CAP 141.3.2.1.
5. Obstruction. Willful, material, and substantial obstruction of the free flow of pedestrian or other traffic, on or
leading to or from campus property, or an off-campus university authorized activity.
6. Disorderly Behavior. Disorderly, lewd, indecent, or obscene behavior at a university-related activity, or directed
toward a member of the university community.
7. Health & Safety. Conduct that threatens or endangers the health or safety of any person within or related to the
university community, including physical abuse, threats, intimidation, harassment, sexual misconduct, throwing
bottles or objects that could result in personal injury, or where three or more members of a student organization
engage in group violence or taunt others to engage in violence.
8. Hazing and Conspiracy to Haze. Hazing is defined as any method of indoctrination, initiation, or pre-initiation into
a student organization or student body, whether or not the organization or body is officially recognized by an
educational institution, which is likely to cause serious bodily injury to any former, current, or prospective student of
any school, community college, college, university, or other educational institution in this state (Penal Code 245.6),
and in addition, any act likely to cause physical harm, personal degradation, or disgrace resulting in physical or
mental harm to any former, current, or prospective student of any school, community college, college, university, or
other educational institution. The term "hazing" does not include customary athletic events or school sanctioned
events. Neither the express or implied consent of a victim of hazing nor the lack of active participation in a particular
hazing incident is a defense. Apathy or acquiescence in the presence of hazing is not a neutral act and is also a
violation of this section.
9. Drugs. Use, possession, manufacture, or distribution of illegal drugs or drug-related paraphernalia (except as
expressly permitted by law and university regulation) or the misuse of legal pharmaceutical drugs at an
organization-related event or facility.
10. Alcohol. Use, possession, manufacture, or distribution of alcoholic beverages (except as expressly permitted by law
and university policy) or public intoxication while on campus or at a university-related activity (see Cal Poly Alcohol
Policy regarding on- and off-campus use, service, sale, and consumption for more detailed information).
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11. Theft or Misappropriation of University Resources and Property.
a. Theft of property or services from the university community, or misappropriation of university resources.
Unauthorized removal of university property from common use areas.
b. Possession by the student organization or presence at organization-related activities or facilities of stolen
property or university property that has been removed without university authorization.
c. Misuse of funds, including RSO, state, and ASI funds.
12. Property Damage. Unauthorized destruction, defacement, or damage to university property or other property in
the university community, including removal, alteration, or damage to university signs or banners.
13. Weapons. Unauthorized possession, use, or misuse of firearms or guns, including weapon replicas, ammunition,
explosives, fireworks, knives, tasers, other weapons, or dangerous chemicals at a university-related activity or at a
student organization facility, function, or activity.
14. Misuse of Computers. Misuse of university computer facilities or resources, including:
a. Unauthorized entry into a file, for any purpose.
b. Unauthorized transfer of a file.
c. Use of another’s identification of password.
d. Use of computing facilities, campus network, or other resources to interfere with the work of another member of
the university community.
e. Use of computing facilities and resources to send obscene or intimidating and abusive messages.
f. Use of computing facilities and resources to interfere with normal university operations.
g. Use of computing facilities and resources in violation of copyright laws.
h. Violation of a campus computer policy.
15. Violation of Policies. Violation of any university policy, rule, regulation, or presidential order.
16. Commercial Purpose. Unauthorized recording, dissemination, or publication of academic presentations (including
handwritten notes) for a commercial purpose.
17. Failure to Comply. Failure to comply with directions or interference with any university official or any public safety
officer while acting in the performance of their duties.
18. Violations of Law. Any organization-related act chargeable as a violation of federal, state, or local law that poses a
substantial threat to the safety or well-being of members of the university community, to property within the
university community, or poses a significant threat of disruption or interference with university operations.
19. Violation of this RSOCC, including:
a. Falsification, distortion, or misrepresentation of information related to a student organization discipline matter.
b. Disruption or interference with the orderly progress of a student organization disciplinary matter.
c. Attempting to discourage a person from participating in a student organization disciplinary matter.
d. Attempting to influence the impartiality of any participant in a student organization disciplinary matter.
e. Verbal or physical harassment or intimidation of any participant in a student organization disciplinary matter.
f. Failure to comply with the sanction(s) imposed under a student organization disciplinary proceeding.
20. Aiding and Abetting. Aiding, abetting, encouraging, permitting, or assisting a student or student organization to do
any act that would violate a university policy or applicable law or that could subject the student or student
organization to discipline.
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21. Debts. Failure of the organization to pay when due debts owed to the university or a university auxiliary
organization.
22. Student Organization Events.
a. Failure to comply with event approval conditions imposed by Cal Poly Clubs & Organizations or other university
offices.
b. Failure to comply with the policies governing student organization events held on campus or funded by the
university or a university auxiliary organization.
c. Failure by a fraternity or sorority to comply with the Event Registration Policy.
23. Use of Cal Poly name and logo. Unauthorized use of California Polytechnic State University or Cal Poly name, logo,
or symbols, or use not in compliance with university policies and authorization.
Sanctions
Student organizations that violate the RSOCC are subject to sanctions. Sanctions may include, but are not limited to, one
or more of the following:
1. Withdrawal of recognition – includes but is not limited to the student organization being denied use of university
facilities, use of the university name, and use of Associated Students, Inc. facilities and services. Withdrawal of
recognition may be permanent, indefinite, or for a specified time.
2. Suspension – suspends all privileges granted to the student organization for a specific time. An organization under
suspension must continue to fulfill the responsibilities required of the student organization and its respective
governing council.
3. Suspension of specific privileges –suspends specific privileges of the student organization for a specific period of
time.
4. Suspension in abeyance – places the organization on suspension, but the university does not implement the
suspension. The organization retains privileges but must meet specified conditions. If the organization does not
meet the conditions, the suspension immediately takes effect.
5. Probation – places the organization on probation for a period of time during which the organization is expected to
demonstrate exemplary compliance with university policies. Probation may include conditions that the organization
must meet to be removed from probation. The probationary conditions may specify the sanctions to be imposed
should the organization not comply with the term(s) of probation.
6. Reprimand – states that the student organization’s actions were inappropriate and a warning that future infractions
shall not occur.
7. Restitution –orders compensation for loss, damages, or injury that may include service, monetary, or material
replacement.
8. Educational and remedial sanctions – orders attendance at education seminars by organization members or
requires the organization to prepare presentation(s) to educate others.
9. Social restrictions – prohibits the student organization from holding social events for a specific period.
10. Alcohol restrictions – prohibits the student organization from having alcoholic beverages present at organization-
related activities.
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11. Community service – orders the organization to perform a specific number of hours of community service to be
coordinated and/or approved by the Office of Dean of Students.
12. Fines – requires the student organization to pay fines not to exceed $1000, to be used for educational or charitable
purposes or to be paid directly to a charitable organization or a designated university or Associated Students, Inc.
program.
Discrimination, Harassment, Sexual Misconduct, Sexual Exploitation, Domestic
Violence, Dating Violence, Stalking, and Retaliation
If any community member has immediate safety concerns, please contact the Police Department by dialing 911.
Disclosures of discrimination, harassment, sexual misconduct, sexual exploitation, dating violence, domestic violence,
stalking, and retaliation made to any Cal Poly employee(s) and advisor(s) may result in a mandatory report to the Civil
Rights & Compliance Office.
If you would like to discuss your experience with these topics or options for reporting and seeking support in a
confidential setting, you are encouraged to seek support from a state-certified, confidential Campus Advocate from
Safer. Services are available by appointment and walk-in, with in-person and virtual options. Counseling Services is also
confidential.
The CSU Nondiscrimination Policy prohibits Discrimination, Harassment, Sexual Misconduct, Sexual Exploitation, Dating
Violence, Domestic Violence, Stalking, and Retaliation as described below.
1. Discrimination - Discrimination is (an) Adverse Action(s) against a Complainant because of their Protected
Status.
a. Adverse Action means an action engaged in by the Respondent that has a substantial and material
adverse effect on the Complainant's ability to participate in a university program, activity, or
employment. Minor or trivial actions or conduct not reasonably likely to do more than anger or upset a
Complainant does not constitute an Adverse Action.
An adverse employment action is any conduct or employment action that is reasonably likely to impair
an employee's job performance or prospects for advancement or promotion.
b. If Adverse Action is taken because of a Complainant's Protected Status, that means that the
Complainant's Protected Status is a substantial motivating reason (but not necessarily the only reason)
for the Adverse Action.
c. An allegation that an Employee is receiving unequal pay because of their Protected Status (for example,
under the California Equal Pay Act) constitutes a Discrimination Complaint under this
Nondiscrimination Policy.
2. Harassment - Harassment means unwelcome verbal, nonverbal or physical conduct engaged in because of an
individual Complainant's Protected Status. If a Complainant is harassed because of their Protected Status, that
means that the Complainant's Protected Status is a substantial motivating reason (but not necessarily the only
reason) for the conduct. Harassment includes, but is not limited to, verbal harassment (e.g., epithets,
derogatory comments, or slurs), physical harassment (e.g., assault, impeding or blocking movement, or any
physical interference with normal work or movement), and visual forms of harassment (e.g., derogatory posters,
cartoons, drawings, symbols, or gestures.). Single, isolated incidents will typically be insufficient to rise to the
level of harassment. Harassment may occur when:
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a. Submitting to, or rejecting, the verbal, nonverbal or physical conduct is explicitly or implicitly a basis
for:
i. Decisions that adversely affect or threaten employment, or which are being presented as a
term or condition of the Complainant's employment; or
ii. Decisions that affect or threaten the Complainant's academic status or progress, or access to
benefits and services, honors, programs, or activities available at or through the university.
OR
b. The conduct is sufficiently severe or pervasive so that its effect, whether intended or not, could be
considered by a reasonable person under similar circumstances and with similar identities, and is in
fact considered by the Complainant as creating an intimidating, hostile or offensive work or
educational environment that denies or substantially limits an individual's ability to participate in or
benefit from employment and/or educational, services, activities, or other privileges provided by the
CSU.
3. Sexual Misconduct - All sexual activity between members of the CSU community must be based on Affirmative
Consent. Engaging in any sexual activity without first obtaining Affirmative Consent to the specific activity is
Sexual Misconduct, whether or not the conduct violates any civil or criminal law.
a. Sexual activity includes, but is not limited to:
i. kissing,
ii. touching intimate body parts
iii. fondling,
iv. intercourse,
v. penetration, no matter how slight, of the vagina or anus with any part or object,
vi. oral copulation of a sex organ by another person.
b. Sexual Misconduct includes, but is not limited to, the following conduct:
i. an attempt, coupled with the ability, to commit a violent injury on the person of another
because of that person's Gender or Sex,
ii. the intentional touching of another person's intimate body parts without Affirmative Consent,
iii. intentionally causing a person to touch the intimate body parts of another without Affirmative
Consent,
iv. using a person's own intimate body part to intentionally touch another person's body without
Affirmative Consent,
v. any unwelcome physical sexual acts, such as unwelcome sexual touching,
vi. using physical force, violence, threat, or intimidation to engage in sexual activity,
vii. ignoring the objections of the other person to engage in sexual activity,
viii. causing the other person's incapacitation through the use of drugs or alcohol to engage in
sexual activity,
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ix. taking advantage of the other person's incapacitation to engage in sexual activity.
c. Intimate body part means the sexual organ, anus, groin, buttocks, or breasts of any person.
d. Sexual activity between a Minor (a person younger than 18 years old) and a person who is at least 18
and two years older than the Minor always constitutes Sexual Misconduct, even if there is Affirmative
Consent to all sexual activity. The existence of Affirmative Consent and/or the type of sexual activity
may be relevant to the determination of an appropriate Sanction.
e. Persons of all Genders, Gender Identities, Gender Expressions, and Sexual Orientations can be victims
of these forms of Sexual Misconduct. Sexual Misconduct can be committed by an individual known to
the victim including a person the Complainant may have just met, i.e., at a party, introduced through a
friend, or on a social networking website.
4. Affirmative Consent - Affirmative Consent must be voluntary, and given without coercion, force, threats, or
intimidation. It is the responsibility of each person involved in the sexual activity to ensure Affirmative Consent
has been obtained from the other participant(s) prior to engaging in the sexual activity.
Affirmative Consent means an agreement to engage in sexual activity that is:
a. Informed,
b. Affirmative,
c. Conscious,
d. Voluntary, and
e. Mutual.
f. Lack of protest or resistance does not mean there is Affirmative Consent.
g. Silence does not mean there is Affirmative Consent.
h. The existence of a dating or social relationship between those involved, or the fact of past sexual
activities between them, should never by itself be assumed to be an indicator of Affirmative Consent.
i. A request for someone to use a condom or birth control does not, in and of itself, mean there is
Affirmative Consent.
j. Affirmative Consent can be withdrawn or revoked. Consent must be ongoing throughout a sexual
activity and can be revoked at any time, including after sexual activity begins. Once consent is
withdrawn or revoked, the sexual activity must stop immediately. Consent to one form of sexual activity
(or one sexual act) does not constitute consent to other forms of sexual activity. Consent given to sexual
activity on one occasion does not constitute consent on another occasion.
5. Incapacitation - Affirmative Consent cannot be given by a person who is incapacitated. A person is unable to
consent when asleep, unconscious, or incapacitated due to the influence of drugs, alcohol, or medication so
that the person could not understand the fact, nature, or extent of the sexual activity. A person is incapacitated
if the person lacks the physical and/or mental ability to make informed, rational decisions. A person with a
medical or mental disability may also lack the capacity to give consent. Whether an intoxicated person (as a
result of using alcohol or other drugs) is incapacitated depends on the extent to which the alcohol or other drugs
impact the person's decision-making ability, awareness of consequences, and ability to make informed
judgments. A person's own intoxication or incapacitation from drugs or alcohol does not diminish that person's
responsibility to obtain Affirmative Consent before engaging in sexual activity. Sexual activity with a minor (a
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person under 18 years old) is not consensual, because a minor is considered incapable of giving consent due to
age. It shall not be a valid excuse that a person affirmatively consented to the sexual activity if the Respondent
knew or reasonably should have known that the person was unable to consent to the sexual activity under any
of the following circumstances:
a. The person was asleep or unconscious
b. The person was incapacitated due to the influence of drugs, alcohol, or medication, so that the person
could not understand the fact, nature, or extent of the sexual activity
c. The person could not understand the fact, nature, or extent of the sexual activity, or was unable to
communicate, due to a mental or physical condition
It shall not be a valid excuse that the Respondent believed that the person consented to the sexual activity
under either of the following circumstances:
a. The Respondent's belief in Affirmative Consent arose from the intoxication or recklessness of the
Respondent;
d. The Respondent did not take reasonable steps, in the circumstances known to the Respondent at the
time, to ascertain whether the person affirmatively consented.
6. Sexual Harassment - Sexual Harassment means unwelcome verbal, nonverbal or physical conduct of a sexual
nature that includes, but is not limited to, sexual advances, requests for sexual favors, offering employment
benefits or giving preferential treatment in exchange for sexual favors, or indecent exposure, and any other
conduct of a sexual nature where:
a. Submission to, or rejection of, the conduct is explicitly or implicitly used as the basis for any decision
affecting a Complainant's academic status or progress, or access to benefits and services, honors,
programs, or activities available at or through the university; or
b. Submission to, or rejection of, the conduct by the Complainant is explicitly or implicitly used as the
basis for any decision affecting a term or condition of the Complainant's employment, or an
employment decision; or
c. The conduct is sufficiently severe, persistent, or pervasive that its effect, whether or not intended, could
be considered by a reasonable person in the shoes of the Complainant, and is in fact considered by the
Complainant, as limiting their ability to participate in or benefit from the services, activities or
opportunities offered by the university; or
d. The conduct is sufficiently severe, persistent, or pervasive that its effect, whether or not intended, could
be considered by a reasonable person in the shoes of the Complainant, and is in fact considered by the
Complainant, as creating an intimidating, hostile or offensive environment.
Sexual Harassment could include being forced to engage in unwanted sexual contact as a condition of
membership in a student organization or in exchange for a raise or promotion; being subjected to video
exploitation or a campaign of sexually explicit graffiti; or frequently being exposed to unwanted images
of a sexual nature in a work environment, or in a classroom where the images are unrelated to the
coursework.
Claiming that the conduct was not motivated by sexual desire is not a defense to a complaint of Sexual
Harassment.
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Sexual and/or romantic relationships between members of the campus community may begin as
consensual, and may develop into situations that lead to Discrimination, Harassment, Retaliation,
Sexual Misconduct, Dating or Domestic Violence, or Stalking subject to this Nondiscrimination Policy.
7. Sexual Exploitation - Sexual Exploitation means a person taking sexual advantage of another person for the
benefit of anyone other than that person without that person's consent, including, but not limited to, any of the
following acts:
a. The prostituting of another person.
b. The trafficking of another person, defined as the inducement of a person to perform a commercial sex
act, or labor of services, through force, fraud, or coercion.
c. The recording of images, including video or photograph, or audio of another person's sexual activity or
intimate parts, without that person's consent.
d. The distribution of images, including video or photographs, or audio of another person's sexual activity
or intimate parts, if the individual distributing the images or audio knows or should have known that
the person depicted in the images or audio did not consent to the disclosure.
e. The viewing of another person's sexual activity or intimate parts, in a place where that other person
would have a reasonable expectation of privacy, without that person's consent, for the purpose of
arousing or gratifying sexual desire.
8. Dating Violence and Domestic Violence - Dating Violence means physical violence or threat of physical
violence committed by a person—
a. who is or has been in a social relationship of a romantic or intimate nature with the Complainant; and
b. where the existence of such a relationship shall be determined based on a consideration of the
following factors:
i. The length of the relationship.
ii. The type of relationship.
iii. The frequency of interaction between the persons involved in the relationship.
Domestic Violence means physical violence or threat of physical violence committed by a current or former
spouse or intimate partner of the Complainant, by a person with whom the Complainant shares a child in
common, by a person who is cohabitating with or has cohabitated with the Complainant as a spouse or intimate
partner, or by a person similarly situated to a spouse of the Complainant.
Physical violence means physical conduct that intentionally or recklessly threatens the health and safety of the
recipient of the behavior, including assault.
9. Stalking - Stalking means engaging in a Course of Conduct directed at a specific person that would cause a
reasonable person to fear for the safety of self or others' safety or to suffer Substantial Emotional Distress. For
purposes of this definition:
a. Course of Conduct means two or more acts, including but not limited to, acts in which one party
directly, indirectly, or through third parties, by any action, method, device, or means, follows, monitors,
observes, surveils, threatens, or communicates to or about the other party, or interferes with the other
party's property.
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b. Substantial Emotional Distress means significant mental suffering or anguish that may but does not
necessarily require medical or other professional treatment or counseling.
10. Prohibited Consensual Relationships - A Prohibited Consensual Relationship is a consensual sexual or
romantic relationship between an Employee and any Student or Employee over whom they exercise direct or
otherwise significant academic, administrative, supervisory, evaluative, counseling, or extracurricular authority.
11. Retaliation - Retaliation means that a substantial motivating reason for an Adverse Action taken against a
person was because the person has or is believed to have:
a. Exercised their rights under this Nondiscrimination Policy,
b. Reported or opposed conduct which was reasonably and in good faith believed to be in violation of this
Nondiscrimination Policy,
c. Assisted or participated in an investigation/proceeding under this Nondiscrimination Policy, regardless
of whether the Complaint was substantiated,
d. Assisted someone in reporting or opposing a violation of this Nondiscrimination Policy or assisted
someone in reporting or opposing Retaliation under this Nondiscrimination Policy.
Adverse Action means an action engaged in by the Respondent that has a substantial and material adverse
effect on the Complainant's ability to participate in a university program, activity, or employment. Minor or
trivial actions or conduct not reasonably likely to do more than anger or upset a Complainant does not
constitute an Adverse Action. Retaliation may occur whether or not there is a power or authority differential
between the individuals involved.
HOW DO I FILE A COMPLAINT?
The decision to file a complaint is yours. You can confidentially discuss your options for supportive measures and
reporting with a state-certified, confidential Campus Advocate from Safer. Services are available by appointment and
walk-in, with in-person and virtual options.
A complaint form may be filled out and filed with the Civil Rights & Compliance Office and/or the Title IX
Coordinator/DHR Administrator, as appropriate. Completing a form is not necessary but it is an option. Complaints can
also be taken verbally during an intake meeting with the Civil Rights & Compliance Office.
You may file a complaint with the Civil Rights & Compliance Office using these processes and/or with Cal Poly Police
Department or local law enforcement.
Under the CSU Policy and mandatory reporting requirements set forth in state and federal laws, employees of Cal Poly,
unless designated as confidential resources (i.e., hold medical licenses or work in medical offices or who have
confidential resource certifications per Executive Order 1095) are mandatory reporters.
WHERE TO REPORT
CIVIL RIGHTS AND COMPLIANCE OFFICE
Location: Fisher Science, Building 33 Room 290
Phone: 805.756.6770 or email: crco@calpoly.edu
CAL POLY POLICE DEPARTMENT
Emergency: Dial 911
Non-emergency: 805.756.2281
Email: police@calpoly.edu
https://afd.calpoly.edu/police/
LOCAL POLICE
San Luis Obispo Police
Emergency: Dial 911
Non-Emergency Police Services: 805.781.7317
Address: 1042 Walnut (at Santa Rosa)
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MEDICAL & COUNSELING SERVICES
CAL POLY HEALTH CENTER
Location: Building 27 (next to the Recreation Center)
Phone: 805.756.1211
Hearing or Speech Impaired: Call 711
(Telecommunications Relay Service)
Website: https://hcs.calpoly.edu
Email: health-counseling@calpoly.edu
CAL POLY COUNSELING SERVICES
Location: Building 27, Room 136
Hearing or Speech Impaired: Call 711
Website: https://hcs.calpoly.edu/counseling
Phone: 805.756.2511
Local Crisis Hotline: 800.783.0607
The university encourages reporting to the Civil Rights & Compliance Office and/or local law enforcement. If details are
not reported, the university’s response may be limited. Whether or not a student or community member chooses to
report, reasonable supportive measures such as schedule changes, housing changes, and/or other academic support
may be arranged if requested. No-contact orders may also be requested. Students may also access confidential
resources.
CONFIDENTIAL RESOURCES
CAL POLY SAFER (ON-CAMPUS)
Confidential, state-certified Advocates available to
students, faculty, and staff. Prevention education, club
workshops, and consultations.
https://safer.calpoly.edu
805.756.2282
CAL POLY COUNSELING SERVICES (ON-CAMPUS)
https://hcs.calpoly.edu/counseling
805.756.2511
LUMINA ALLIANCE (OFF-CAMPUS)
https://luminaalliance.org/
Crisis and Information Line: 805.545.8888
EVENTS
RSOs are responsible for their own events and activities. The goal of Clubs & Organizations and ASI is to assist student
groups in having successful events in a safe environment. The following information is provided so that clubs may plan
events that are safe and successful.
Club Contracting for Services
When a club enters into an agreement with a vendor or service provider it is important to document the terms of the
relationship in the form of a contract. Documentation protects the club while also ensuring that there are no
misunderstandings regarding the terms of the agreement. RSO officers and/or members are responsible for signing their
own contracts and service agreements. The university does not sign contracts on behalf of RSOs, nor does the advisor. It
is the responsibility of the club and club officers to facilitate this review. RSOs hosting on-campus events that require a
contract are required to submit a copy of the contract to the university for review via the Event Request process prior to
the event as a prerequisite for the approval process.
E-Plans
RSOs are required to submit E-Plans for all on- or off-campus events, gatherings, and meetings. Social Fraternity &
Sorority Life (FSL) organizations are not required to submit E-Plans for off-campus events but must provide information
about off-campus events to FSL staff via the FSL Event Registration Process.
ASI partners with the university to facilitate the E-Plan process. An E-Plan serves as a tool for campus entities to
coordinate and accommodate multiple campus events and assess each event for risk. All club events and meeting
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requests will be submitted via an online E-Plan. Any club member is able to create an E-Plan. The president and advisor
will then be notified of the request via email and will be required to approve the request before it can be processed.
The E-Plan contains multiple deadlines determined by the event’s requirements and location. Some events take more
time to plan for than others. An event may require three (3) business days, seven (7) days, or 14 days based on event
details.
EVENT TIMELINE REQUIREMENTS
3 BUSINESS DAYS
The E-Plan must be submitted and approved online by the club president and advisor at least three (3) business days
prior to the date requested for the following:
• General meetings (two hours or less) that take
place in classrooms or UU Conference Rooms
• Sandwich Boards, Tri-fold Displays,
Information Tables, or Booths (campus-wide)
• Events involving amplified sound or music,
parking permits, renting equipment, and/or
chalking (campus-wide).
7 CALENDAR DAYS
The E-Plan must be submitted and approved online by the club president and advisor a minimum of seven (7) calendar
days prior to the date requested for on-campus events and meetings (exceeding two hours) or events involving any of the
following:
• Food or drink
• Sale of merchandise
• Amplified sound/music
• Chalking in the UU Plaza
• Renting equipment
• Showing a film/video
• Use of Cal Poly names, symbols, or marks
14 CALENDAR DAYS
The E-Plan must be submitted and approved online by the club president and advisor a minimum of 14 calendar days
prior to the date requested for events that include any of the following:
• Off-campus events
• Chumash Auditorium
• University Union 220
• University Union Plaza Stage
• Performing Arts Center
• Spanos Theater
• Mott Complex
• Recreation Center
• Sports Complex
• On-campus events involving ASI staffing,
contracts, and/or paid service providers (such
as guest speakers)
INITIATING THE E-PLAN
The E-Plan can be found on the ASI website. The club member will be directed to the Cal Poly portal to authenticate their
account. Once authenticated, they will be routed to the E-Plan. To start a new E-Plan, select “Create a New E-Plan.”
OBTAIN REQUIRED APPROVALS
While any club member may initiate an E-Plan, the E-Plan requires approval from the recognized president and advisor.
Once an E-Plan has been created, a notification will be electronically sent to the president requesting approval.
Once the president has approved the E-Plan, a notification will be electronically sent to the advisor requesting approval.
The purpose of the advisor’s approval is to keep them informed about club event details. Once the advisor has approved
the E-Plan, ASI Facility Scheduling will process the request. Final approval may take several weeks.
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Note: The RSO president and/or advisor must approve the E-Plan prior to the specified deadline. If the E-Plan is not
approved by the deadline, it will not be processed, and a new E-Plan will need to be submitted with alternative event
dates. Although some requests require shorter deadlines, it is highly recommended to plan ahead.
CHECKING THE STATUS OF AN E-PLAN
The online E-Plan platform allows you to check the status of an E-Plan that you have previously submitted or approved.
To do so, locate your event and click the status bar for specific information as to the status of the request.
STATUS: PENDING PRESIDENT’S APPROVAL
When looking at the status bar, if no bars have been filled, the E-Plan has been submitted to the president for approval
but has not yet been approved.
STATUS: PENDING ADVISOR’S APPROVAL
When one status bar has been filled, the president has approved the request, and it has been sent to the advisor for
approval.
STATUS: SENT TO ASI FACILITY SCHEDULING
When two status bars have been filled, the president and advisor have approved the request and it has been sent to ASI
Facility Scheduling for processing.
STATUS: PENDING CAMPUS APPROVALS
When three status bars have been filled, the ASI Facility Scheduling staff has entered the E-Plan into the facility
scheduling system. However, they are waiting for confirmation from other on-campus entities (e.g., University Catering,
PAC, and UPD) before the E-Plan can be confirmed.
STATUS: CONFIRMED
When all four boxes of the Status Bar have been filled, the E-Plan has been confirmed. This means that all requirements
have been met and the event may occur as indicated.
STATUS: DENIED
When any step in the E-Plan process has been denied, a red box will appear in the status bar. The RSO will need to submit
a revised E-Plan with corrections to further proceed with the event.
Event Marketing and Club Risk Assessment
If an RSO event requires a Club Risk Assessment, the event must be added to Cal Poly Now via the Event Request. Events
that do not require a Club Risk Assessment can also be added to Cal Poly Now for marketing and planning. For virtual
events, no E-Plan is needed before submitting an Event Request. For in-person events, an E-Plan Reference number is
required to submit an Event Request. A step-by-step tutorial on Event Requests is available on Cal Poly Now.
PRESIDENT REVIEW
After submission, the request will be sent automatically to the RSO President for review. If the president is in support of
the event, they will vote with the green “thumbs up” button.
ADVISOR REVIEW
After the president votes in favor of the event, the submission will be sent automatically to the RSO advisor for review. If
the advisor is in support of the event, they will vote with the green ‘thumbs up’ button.
CLUBS & ORGANIZATIONS REVIEW
After the advisor votes in favor of the event, the submission will be sent automatically to Cal Poly Clubs & Organizations
for review. The submitter will be notified if the event is approved or denied. If the event is denied, the submitter can
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revise the original submission and re-submit for approval. A new Event Request is not necessary. Once approved, the
event will be displayed in Cal Poly Now to the audience specified in the Event Request.
Food Policy
All events on campus involving food must follow the RSO Food Policy.
For most events held on-campus where food will be available, the food must be ordered from University Catering or an
approved off-campus caterer. A current list of university-approved caterers can be found on University Catering’s
website. Events involving food must have an E-Plan and the event contact will be required to submit an Event Request.
If a vendor is willing to donate food for an event, a Donation Request Form must be submitted to the University Catering
office a minimum of two weeks prior to the event for approval. Donated products must be delivered directly to University
Catering and meet safety and health standards.
For further information about campus food policies, visit University Catering.
Alcohol at Club Events
Alcoholic beverages are not to be served at off-campus functions by RSOs except when private service (i.e., for members
and guests) is arranged by contract with a properly licensed third-party vendor or when hosted at a registered chapter
facility by a Fraternity or Sorority recognized by Cal Poly. Club members may not serve or provide the alcohol
themselves. Individuals at the event must purchase their drinks directly from the third-party vendor, leaving the club
completely out of the alcohol transaction. Fraternities or sororities hosting registered parties must also follow this
guideline when contracting with a third party vendor or follow the guidelines for BYOB outlined in the Event Registration
Policy. The facility or caterer must provide a valid Alcohol Beverage Control (ABC) license in order for the event to be
approved.
If a club is hosting an event at a location that does not already provide alcohol and an outside entity is hired to serve
alcohol, the following is required:
• E-Plan
• Event Request
• Contract with a licensed vendor
• Proof that the vendor has an ABC license
• IRS Form W-9 for the vendor
In addition, each event must provide for the availability of popular non-alcoholic beverages for those persons less than
21 years of age. Students of legal age while attending an off-campus university approved activity in the vicinity of a
public bar may not have their rights denied except by representatives of the licensee or by civil law enforcement
authorities for cause. If alcohol is available at an off-campus event, it must be noted on the E-Plan. In addition, any event
involving alcohol at an off-campus location may require a meeting with the Clubs & Organizations Office prior to the
event taking place. If a meeting is necessary, a representative from the Clubs & Organizations Office will contact a club
officer to schedule the meeting.
Under no circumstances may club funds be used to purchase alcohol or to reimburse an individual for the purchase of
alcohol (or purchase gift cards from businesses that sell alcohol). For more information on alcohol at off-campus events,
please refer to OSRR.
See Cal Poly Alcohol Policy (CAP 172) regarding on- and off-campus use, service, sale, and consumption for more detailed
information. Refer to Fraternity and Sorority Life Event Registration Procedure regarding registration of off-campus
events where alcohol is present for more detailed information.
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Amplified Sound Policy
Outdoor events and activities that involve amplified music or speech are limited to the hours of 7:00 a.m. to 10:00 p.m. All
such events or activities must be scheduled by an RSO through the E-Plan process and comply with any additional
guidelines pertaining to a particular venue. Refer to Campus Administrative Policy (CAP 140) for more details about the
campus-wide amplified sound policy.
In the UU Plaza, amplified sound may be used with allowed decibel rates beginning at 101 with spikes of 108 and may be
used between 11:00 am and noon on Thursdays, during UU Hour. Amplified speech may also be used between 11:00 am
and noon on Tuesdays in the UU Plaza.
Sponsoring a Sporting Activity
RSOs intending to sponsor a competitive sporting activity must submit a description of the activity and number of
participants via the E-Plan process. The Clubs & Organizations Office is responsible for providing guidance and approval
for sporting activities. All individuals participating in sporting events must complete a Waiver of Liability form to be
submitted to Cal Poly Clubs & Organizations within 48 hours after the event.
Income Producing and Fundraising Activities
The Cal Poly Corporation Director of Retail and Concept Development or their designee must approve campus sale of
goods that might be similar to merchandise available in the Cal Poly Bookstore.
Cal Poly Corporation // Building 15 // 805.756.5855
Raffles and Giveaways
RSOs are not permitted to hold raffles, including 50/50 raffles. However, giveaways are permitted. The distinction
between raffles and giveaways is important for club officers to understand when completing paperwork as the two
cannot be used interchangeably.
• Raffle: Selling raffle tickets to event
participants for the sole purpose of being
entered into a drawing to win a prize.
• Giveaways: Giving tickets to event
participants at no charge and being entered
into a drawing to win a prize.
Insurance and Liability
INSURANCE
The Club Liability Insurance Program (CLIP) covers general liability for Recognized Student Organization claims made
both on- and off-campus. Major exclusions include, but are not limited to:
• Automobile Liability
• Alcohol furnished at club activities/events
• Fraternal Organizations (men and women)
• Hazing
• Athletic activities
• Intentional discrimination
ADDITIONAL INSURANCE OPTIONS
If you are hosting an event that is not covered by CLIP (see major exclusions above), CSU Club Sports Insurance Program
(Club Sports), or a national sponsoring organization (i.e. Greek Life, etc.), you will be responsible for obtaining your own
insurance as required by the off-campus venue when necessary. If a venue requires special event insurance, clubs may
seek a third-party insurer to purchase additional coverage for their event(s). Visit Additional Insurance Options for
information on obtaining coverage.
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CERTIFICATE OF INSURANCE
If you require a Certificate of Insurance from the university, email riskmanagment@calpoly.edu.
INSURANCE ON EQUIPMENT OR BORROWED ITEMS
ASI and the university do not have insurance coverage for equipment or other items borrowed for use by an RSO. RSOs
have a responsibility to ensure that they are trained to use any rented equipment and to follow safety procedures.
RELEASE OF LIABILITY FORM
RSOs are responsible for their own activities and assume complete responsibility and liability for their activities. If an
individual is injured or causes personal or property damages or other injuries at an RSO event, that individual is
personally responsible for any related expenses and damages. When RSOs sponsor on-campus activities with the
potential for injuries and/or damages, participants are required to complete a Waiver of Liability. The Waiver of Liability
serves two important purposes: it notifies the participant that liability/accident/medical insurance is not provided for the
activity, and it clarifies the responsibility of the individual, the university, and the RSO. Waiver of Liability forms can be
filled out at the event site but must be completed prior to the individual participating in the activity.
A Waiver of Liability does not release RSOs from the responsibility of providing a safe environment for the activity.
INSURANCE FOR SOCIAL FRATERNITY & SORORITY LIFE ORGANIZATIONS
Social Fraternity & Sorority Life Organizations must provide a Certificate of Liability Insurance. Coverage must be current
and include Commercial General Liability Coverage of $1,000,000 per occurrence; $2,000,000.00 aggregate. Submit proof
of insurance to the Fraternity & Sorority Life office.
Off-Campus Activities
RSOs are required to submit an E-Plan for all activities and events, including off-campus.
OPEN BODIES OF WATER
Events that take place on open bodies of water are only allowed under contract with a licensed third-party vendor with
appropriate insurance. Club Sports practices and events are exempt from this restriction.
INELIGIBLE OFF-CAMPUS EVENTS AND ACTIVITIES
Due to their high-risk nature, certain activities are not permitted to occur as RSO events. Ineligible activities include, but
are not limited to: wine tasting, events at private student residences, and helicopter rides. The university, through Cal
Poly Clubs & Organizations will determine on a case-by-case basis whether an event or activity is deemed too risky.
STUDENT TRAVEL
Clubs, except for Club Sport teams that are represented by the Club Sports Council, are not required to submit
paperwork for travel. An E-Plan is still required. RSOs choosing to travel out of the country must work with the Cal Poly
International Center.
TRAVEL RESTRICTIONS FOR CLUBS
The California legislature passed Assembly Bill No. 1887 (AB 1887), which prohibits state agencies from requiring,
funding, or sponsoring travel to certain states.
To clarify, AB 1887 does not apply to funds that are raised by students. Specifically, monies that are procured by the
students through dues, charitable contributions, fundraising, or sales of goods or services are not subject to the
limitations of AB 1887. Members of RSOs may use these funds to be reimbursed for expenses incurred traveling to or
within states itemized in AB 1887. However, members of RSOs may not be reimbursed for expenses incurred traveling to
or within states itemized in AB 1887 from any State funding sources, including ASI Club Funding and ASI Club Sports
Funding.
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States may be added to the list in AB 1887. RSOs are responsible for knowing which states are listed. Visit the Travel
resource for a current list.
TRAVEL REQUEST FORMS
Club Sports Travel Request Forms are only required for Club Sport teams. Travel forms must be completed and
submitted to Club Sports staff a minimum of seven (7) days prior to travel.
SUGGESTED PROCEDURE FOR INCIDENTS DURING TRAVEL
Should an incident, injury, or motor vehicle accident occur during travel, an incident report is suggested to be filled out
and submitted to Cal Poly Clubs & Organizations upon return to campus so that the university can offer support and
resources for students.
IF A PROBLEM OR EMERGENCY ARISES
For on-campus problems or emergencies, contact Cal Poly Police at 9-1-1 or (805) 756-2281. If the personal safety of any
RSO member, participant, spectator, campus community member, or visitor is endangered, Cal Poly Police assistance
should be requested immediately.
Additionally, all problems and emergencies should be reported directly and promptly to the Dean of Students Office at
(805) 756-0327.
PROMOTIONS AND COMMUNICATIONS
Online Directory
The Organization Directory is an online database of all recognized Cal Poly RSOs. For public viewers (those not logged in
to Cal Poly Now), the Organization Directory will display the names of the RSO’s officers and advisor(s). A “CONTACT”
button allows guests to submit a message to the club’s president/primary contact without revealing their contact
information. If provided, this guest view will also display a club email, address, phone, and any social media links.
To those logged in with a valid Cal Poly Single Sign-On (SSO), each organization’s page will also show a ‘REQUEST TO
JOIN’ button.
Club officers can control what information is displayed by editing their “About” section in the organization’s Tool
Drawer.
Email Account
Upon request, RSOs are given one email account and one entry in the campus directory server that redirects your
messages to the email account. To set up these services, the president can submit a Request for a Cal Poly Email form
found on the Forms tab. Once the form is submitted and the advisor votes in support of the submission, the information
will be forwarded to Cal Poly Information Technology Services.
Use of the university’s information technology resources is strictly prohibited for unauthorized commercial activities,
personal gain, and private or otherwise, unrelated to the university business or fundraising. This includes soliciting,
promoting, selling, marketing, or advertising products or services, or reselling university resources.
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Mail
MAIL SERVICES
The use of campus mail delivery services is limited to official university mail and interdepartmental correspondence and
may not be used by clubs for mass mailings to faculty and staff. Under no circumstance are RSOs to use the ASI or
university Bulk Mail Permits for either on- or off-campus mailings.
Cal Poly clubs will no longer have physical club mailboxes, but mail can be delivered to campus for pick up during the
open hours of ASI Club Services. If your club is interested in using this service, please use the following address:
Club Name / ASI Club Services
1 Grand Avenue
San Luis Obispo, CA 93407-0675
If an RSO receives a package, ASI Club Services will notify the president and advisor by email. If the package is not picked
up within two weeks, it will be forwarded to the advisor’s on-campus office. All unclaimed mail will be forwarded to the
advisor at the end of the academic year.
Campus Administrative Policy
Campus Administrative Policy (CAP) 140 governs the use of university property, and the rights, privileges, and
responsibilities of persons and groups using university property. This policy applies to all users, including RSOs. This
policy also sets forth reasonable time, place, and manner regulations regarding the use of university property to ensure
that individuals and groups exercising their legitimate rights do not disrupt the educational process or other operations
of the university, infringe on the rights of others, or engage in unlawful acts. RSOs are required to comply with all
university and ASI policies. Failure to adhere to policies may result in revocation of recognition, loss of privileges, or
other sanctions for violation of such policies. Procedures for denying or revoking recognition are set forth in applicable
provisions of the Code of Student Conduct governing individual and organization misconduct for students.
DISTRIBUTION OF PRINTED MATERIALS
The display and distribution of flyers or similar materials is governed by CAP 145.8.
University Housing will only post flyers for events that have a confirmed E-Plan. To have a poster advertising your event
displayed in the residence halls, take ten posters to the University Housing front desk, located in the lobby of Bldg. 31,
Rm. 111, a minimum of seven (7) days prior to the event date.
Due to limited space and fire safety concerns, one flyer per event will be posted in each hall. Posters must be on letter or
legal-sized paper only (i.e., no posters will be accepted). All posters will be reviewed by University Housing for
compliance with the policies listed in the Residence Hall Handbook and with CAP 140.
All posters must have the sponsoring club or department name clearly indicated. All posting will be done by residence
hall staff. Unapproved flyers will be removed.
CHALKING
In general, the university does not encourage chalking as a method of communication, due to the negative
environmental and resource impacts associated with it. Removal wastes water and runs the risk of introducing
pollutants into the natural storm water removal network of campus streams. For these reasons, the university
encourages members of the campus community to use other, more environmentally friendly modes of expression. Refer
to CAP 145.7 for more information on chalking.
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POSTING AND SIGNAGE
Refer to CAP 145.7.2 for information on
• General use bulletin boards
• Staked temporary signs
• Signs, posters, and flyers
• Banners (E-Plan required)
• Sandwich boards (E-Plan required)
Banners and sandwich board reservations in ASI-managed facilities may have additional requirements.
USE OF CAL POLY NAME AND MARKS
Use of the university’s name is a privilege reserved by law to the CSU and organizations officially related to and
authorized by the university and may not be used to imply, either directly or indirectly, the university’s endorsement,
support, favor, association with, or opposition to an organization, product, or service without the permission of the
university (CAP 149). This includes, but is not limited to, use of the university name or marks in printed, electronic, or
other such media. Unauthorized uses may constitute a violation of state law, trademark, and/or copyright infringement.
Cal Poly requires any merchandise or items displaying the marks (i.e., name, symbol, brand, or logo) of the university to
be purchased from an approved vendor. The following list includes examples of Cal Poly marks that require approval.
This list is not exhaustive.
• Cal Poly
• California Polytechnic State University
• Cal Poly abbreviations (e.g., CP, Poly)
• Mustangs
• Musty the Mustang Logo
RSOs are required to obtain prior approval from University Marketing before purchasing any items that display the
university name or marks. Student representatives of RSOs can request approval via the Trademark Licensing Request
Form. The Purchase Request includes an additional question regarding the use of Cal Poly marks. If the purchases being
paid/reimbursed for on the Purchase Request include the use of any Cal Poly marks, it must be indicated on the Purchase
Request and a copy of the approved Trademark Licensing Request Form must be included with the Purchase Request.
Note: Failure to obtain approval and/or use a properly licensed vendor may lead to suspended privileges and/or not
receiving reimbursement for unapproved purchases.
ADVISORS
RSO Responsibilities to Their Advisor(s)
It is each RSO’s responsibility to utilize their advisor(s) and maintain open communication. These responsibilities provide
a foundation for RSOs to work effectively with advisor(s).
• When planning meetings for the year, the
group should try to designate times that are
convenient for the advisor(s) to attend the
meetings.
• Meeting minutes, as well as other club
materials, should be distributed to advisor(s).
This keeps advisor(s) informed and allows
them to keep historical files of useful
information.
• If executive meetings are established to
determine agendas or to discuss issues, the
advisor(s) should be invited. If the advisor(s)
are unable to attend, they should be informed
about what was discussed at the meeting.
• RSO officers should maintain a close
relationship with the advisor(s) and should
provide opportunities to meet as many
members as possible.
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• RSOs should invite advisor(s) to all events. It is
important to not only inform advisor(s) about
what is happening but also allow advisor(s) to
provide input about the proposed event or
activity.
• If situations arise that may cause problems for
the RSOs or its members, advisor(s) should be
informed immediately.
• RSOs should regularly update advisor(s)
concerning the financial status of the
organization.
• Although advisors do not expect special
recognition, they like to know their time is
appreciated.
• The advisor(s) may be removed by a two-thirds
vote of the membership at a regularly
scheduled organization meeting or at the
discretion of the university.
Advisor Responsibilities to the RSO
All RSOs recognized for the academic year must have an advisor who is a university employee (i.e., California Polytechnic
State University employee). The advisor’s employment with the state will be verified by Cal Poly Clubs & Organizations as
part of the re-registration process. All advisors should understand that by agreeing to serve as an advisor, they are
assuming certain responsibilities. An effective advisor has a strong belief in the mission of the RSO, a desire to help
students succeed, a willingness to share expertise, and a commitment to spend time with the RSO’s officers and
members.
• Be a university representative to the RSO.
• Learn about pertinent university policies and
procedures. Advise RSO officers on adhering to
these policies, including those regarding
alcohol, contracts, and purchasing.
• Provide continuity from year-to-year during
transitional periods.
• Help mediate within the RSO and assist with
problems that may arise.
• Act as a role model. Encourage leadership and
group development.
• Assist in developing the RSO’s short and long-
term goals and provide guidance to help the
RSO reach those goals.
• Be aware of all RSO activities, be involved with
all RSO events, and provide insight and
guidance for activity planning.
• Review and authorize E-Plans and Event
Requests. Failure to approve E-Plans and Event
Requests within the proper timelines will result
in the denial of the request.
• Review expenditures, support budget planning,
and monitor financial records.
• Carefully review and authorize all RSO
Purchase Requests and accompanying
original/itemized receipts and invoices.
Purchase Requests must have the advisor’s
signature in order to be processed.
• Remind RSO officers to request Purchase
Orders prior to confirming orders with vendors
whenever possible.
• Review all distributed material, publicity, and
official correspondence before distribution.
• Review and approve Organization Change
Forms, Bylaw Builder forms, Cash Securities
forms, Gift-in-Kind forms, ASI Club Funding
applications, and PayPal Button Request
forms. Other documents do not require the
advisor’s approval/signature but should be
reviewed.
• Report disclosed crime information. The Clery
Act is a federal law that mandates crime
statistic disclosure, the publication of campus
security policies, and the posting of a crime log
for the university. The Annual Security Report
provides alcohol/other drug resources, offers
information about sexual assault, and
addresses other safety issues affecting our
community. The Clery Act also contains a
timely warning policy mechanism to ensure
that students, staff, and faculty know about
serious, on-going threats to safety on campus.
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• Advisors have a mandated reporting
responsibility as a Campus Security Authority
(CSA). If a student reports or discloses a Clery
crime to their advisor, the advisor is required
to submit a report with Cal Poly Police by
either calling Dispatch at (805) 756-2281 or
submit an online CSA Reporting Form. CSA
reports must include the following, if known:
o The crime that was reported and the
information provided
o The exact location where the reported
crime occurred
o The date and time the reported crime
occurred
o Any witness and perpetrator
information
o Victim information unless the victim
requests confidentiality. (Employees
may be required to share this
information with other offices if they
have responsibilities under other laws
and policies including, but not limited
to, Mandatory Reporting of Child
Abuse and Neglect, and
Nondiscrimination Policy).
• If the advisor becomes aware of a missing or
potentially missing person, the advisor must
report the incident to Cal Poly Police
immediately. The on-duty Police Dispatcher
can be contacted at (805) 756-2281. In the case
of an emergency, dial 9-1-1. Students can also
make anonymous reports of crimes by text
(text from a cellphone to calpoly@tipnow.org
and your cell service will send the message as a
text and without a name or phone number
attached to it) or email TipNow. Visit the
TipNow page for more information. For
questions regarding the Clery Act or the
reporting of crimes at Cal Poly, please contact
the Clery Manager at (805) 756-6770 or
clery@calpoly.edu.
• Receive all RSO mail at the end of the academic
year that has not been picked up by club
officers.
Advisor Indemnification
As employees, faculty/staff advisors are indemnified by the California State University. Each employee is protected under
the university insurance program while acting in the course and scope of employment. Cal Poly will protect and defend
employees that are named in civil action that results from their role as an RSO advisor when they are acting in the course
and scope of this part of their job.
Co-Advisors
Although not required, RSOs are encouraged to designate a co-advisor who will have signing authority if the primary
advisor is unavailable. Co-advisors must also be California Polytechnic State University employees. Failure to obtain a
co-advisor could result in processing delays if the primary advisor is unavailable for signature.
Words of Wisdom for Advisors
An effective advisor allows students to make decisions and learn from their experiences. While it may be an advisor’s first
reaction to intervene and fix mistakes, this is not the role of an advisor.
An advisor does not supervise or control RSO activities. The advisor’s role is strictly advisory. An advisor should help
members benefit from their experience by using mistakes and opportunities as teachable moments. The advisor should
be proactive when a potentially controversial or policy-related situation or decision is discussed while allowing the RSO
member to make their own decisions and choices.
Part of the educational experience students gain in leadership positions is how to manage a budget and maintain fiscal
records. The advisor’s primary role regarding finances will be to monitor expenses, provide feedback on the budget, and
authorize Purchase Requests. The advisor’s signature (in addition to a student officer’s signature) signifies that club
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money is being spent appropriately. The advisor provides an extra security level to protect the integrity of RSO and ASI
funds.
FINANCIAL PROCESSES
Recognized Student Organization Accounts
Recognized Student Organization funds shall be held in trust by the campus through ASI unless granted a specific
exception by the University Controller. ASI works with SESLOC to maintain club accounts. University policy requires that
clubs deposit all funds to their ASI-managed account. The purpose of this policy is to ensure the integrity of the funds
from year to year. Financial statements, donations, and all check and purchase order requests are processed by ASI Club
Services.
Clubs which have not been granted an exception are not permitted to have off-campus bank accounts. Clubs found to
have off-campus bank accounts are subject to disciplinary action. Requests for checks or transfers to any club account
held off-campus will not be processed.
Depositing Funds into a Club Account
General RSO deposits can be made in person at the SESLOC branch located on the first floor of the University Union, next
to the Starbucks pick-up window. This location is the only SESLOC branch that can accept club deposits. A digital club
deposit slip is available inside the branch with a SESLOC member services representative available to assist you.
RSO donation deposits can be made in person at the ASI Club Services desk located on the second floor of the University
Union (Building 65), Room 203. Please have your Cash Securities Form complete before approaching the desk. For more
information contact ASI Club Services at asiclubservices@calpoly.edu or (805) 756-5807. Refer to the “Gift and Donation
Processing” section for appropriate donation processing procedures.
Separation of Duties
No single person should have complete control over the entire process of receiving funds, preparing the bank deposit,
and verifying the deposit. Separation of duties must be maintained when cash is received and processed. Separation of
Duties requires that two or more qualified and authorized persons are involved in the process of collecting, handling,
depositing, and accounting for all cash/check transactions. The person collecting money, issuing receipts, and preparing
the deposit should be someone other than the person verifying the deposit.
Preparing Deposits
Accountability for and documentation of cash and checks must be maintained when preparing club deposits. The
validation and preparation of deposits should be done in a non-public, safe, and secure location. A report of cash
collections signed by the preparer should be kept for the club’s records.
Deposits should be made the same day as collected if possible or as soon as possible if not (i.e., the next business day).
It will take 5-7 business days for any RSO deposits to show up on the RSO’s transaction report and in their Cal Poly Now
account.
Note: All checks should be made payable to ASI-Cal Poly Clubs as the payee with the club name in the memo line or
attached check stub/documentation. If the check has been made out to the club, the club officer must endorse the check
and sign it over to ASI-Cal Poly Clubs prior to making the deposit.
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Endorsement should be:
‘Club Name’
For deposit only to ASI-Cal Poly Clubs
Checks made payable to California Polytechnic State University, or any department will require an endorsement from
the university. In this case, please contact ASI Club Services for assistance.
Deposit donations at the ASI Club Services desk located on the second floor of the University Union (Building 65), Room
203. Depositors are required to stay with the teller during the entire deposit process.
Physical Security
All cash and checks should be physically protected from loss at all times by locking them in a secure receptacle. If the
RSO will be depositing large sums of money (e.g., over $2,000), it is highly recommended that two officers accompany the
deposit for security reasons. Cal Poly Police are available to escort an officer making a deposit as well.
Depositing Checks
All checks for deposit must have:
• ASI-Cal Poly Clubs as the payee with the club
name in the memo line. If the check has been
made out to the club, the club officer must
endorse the check over to ASI-Cal Poly Clubs
prior to making the deposit (See ASI Club
Services if you need assistance).
• Not be altered.
• A date within the last six months or the
maximum valid duration of the check,
whichever is shorter.
• A legible and consistent amount, both numeric
and written.
• A proper account holder signature (authorized
signer).
• Printed (not handwritten) name, address, and
check numbers.
• Two or fewer corrections, initialed by the
signer.
Returned Checks
If a deposited check is returned from the bank due to insufficient funds (i.e., “bounced check”), stop payment, stale
check, or any other reason, the ASI Business Office sends a collection letter by e-mail to the individual who wrote the
returned check. The letter states that the amount of the check, plus a collection fee of $5 in addition to current bank fees
for returned items, must be paid in the form of cash, money order, or cashier’s check. If the check writer approaches an
officer to make a payment, the individual should be directed by the officer to the ASI Business Office located in the
University Union (Building 65), Room 212 to make the payment. ASI Club Services will not be able to track payments or
record the transaction accurately if done otherwise.
Although the RSO is initially responsible for all fees and penalties assessed as a result of the returned check, the fees will
be reimbursed once collection has occurred. SESLOC currently charges $25.00 per returned check, and the original check
amount is reversed from the deposit. Returned check fees may change without notice. ASI charges an additional $5.00
for collection activities, for a total of $30.00 per returned check. The amount of the check and associated fees will be
deducted from the club’s account. The funds will be credited back to the RSO account only when/if payment (including
bank and collection fees) is received on the returned check.
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Availability of Funds
There is a five-to-seven business day delay between the deposit of funds at SESLOC bank and the posting of the deposit
to the RSO account. If immediate access to deposited funds is needed, contact ASI Club Services for available options.
Credit Card Transactions (Non-Donation Related)
Deposits cannot be made by providing credit card information to ASI Club Services or SESLOC Bank for processing.
PayPal Buttons
RSOs interested in accepting credit card payments for non-donation and non-sales transactions will be required to utilize
PayPal. To receive a PayPal button, please contact ASI Club Services. All requests to receive a PayPal button must be
submitted 14 days in advance to allow for processing.
PayPal Buttons can be created for:
• RSO Dues
• Event Registration
• Membership Fees
PayPal cannot be used to sell merchandise or collect donations. PayPal imposes a fee for this service (1.99% + $0.49 per
transaction as of August 2, 2021), and this fee will be passed on to the RSO.
PayPal buttons are created by ASI for exclusive use on Cal Poly Now. Copying or republishing PayPal button code for use
elsewhere is not permitted.
Eventbrite
Cal Poly Clubs & Organizations authorizes the use of Eventbrite by student organizations as a means of selling tickets to
events. Payments from Eventbrite must be issued in the form of a check payable to: ASI – Cal Poly Clubs. Include the
club’s name on the memo line or in attached documentation.
Other Electronic Financial Applications
Venmo or other electronic financial transfer applications are not permissible methods of collecting funds.
Obtaining Funds from a State Department or Entity
ASI will provide invoicing services to RSOs in order to obtain funds from an on-campus state department or entity. The
university requires RSOs to submit supporting paperwork documenting actual expenses for events, with an ASI invoice.
To request an invoice, submit back-up documentation to ASI Club Services (e.g., email authorization, Purchase Order
received by the RSO, event registration forms). As soon as the ASI invoice is created (approximately seven business days),
the reimbursement amount will appear on the RSOs transaction report. However, this does not mean that the invoice
has been paid. To confirm that the invoice has been paid, contact ASI Club Services.
Note: Product sales and services cannot be invoiced due to labor laws and sales tax regulations.
Withdrawing Funds from an Account – Purchase Requests
RSOs may use RSO funds to pay invoices and reimburse members by filling out a Purchase Request. A Purchase Request
is a form to request that funds be paid to a person, business, or other RSO (in the form of a check or transfer) or reserved
in the RSO’s account (through a Purchase Order) to ensure payment to a vendor or service provider at a later date, once
the item/service has been received. This form requires both advisor and officer review. The officer review must be
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different than the payee. If the Purchase Request is submitted with all required information, approvals, and supporting
documentation, the payment will be processed within five-to-seven business days.
PURCHASE REQUEST GUIDELINES
• Purchase Requests will be processed via Cal Poly Now. Start a Purchase Request via your Finance Tool in Cal
Poly Now.
• ASI Club Services cannot honor payment requests for expenses that do not align with guidelines and protocols
from governing authorities and the university (i.e. event policies or club travel).
• The purchase of prepaid credit cards or gift cards for vendors who sell alcohol (e.g., grocery stores, restaurants,
Amazon) cannot be reimbursed. Since items bought with a prepaid credit card or gift card cannot be tracked,
there is no way to ensure alcohol was not purchased.
• Payment Request Forms cannot be used to request petty cash. Petty cash is not available to clubs.
• Club members cannot approve Purchase Requests to reimburse themselves. Another officer with financial
authorization must approve the Purchase Request to align with good accounting practices.
• The following information must be included on all Purchase Request’s:
o Payee name.
o Payment type: direct deposit/check, purchase order, or transfer (to other clubs only).
o Payee mailing address (regardless of whether the payment is processed via check or direct deposit).
o Payee phone number.
o Payee email address (if applicable).
• The payee listed on the back-up documentation must match the name of the payee on the Purchase Request.
Reimbursements can only be made to the person that paid for the expenses. If the payee listed on the Purchase
Request and the name on the receipts do not match, the payee must provide proof of payment in their name,
such as a credit card statement. In the event of cash payment, an original receipt is required.
• In some cases, an Advisor Memo may need to be included to explain the circumstances of the payment. Advisors
can add an Advisor Memo in the comments section of the Purchase Request.
• Reimbursements for prepayment items cannot be processed before the product/service has been received,
unless otherwise stated in an officially approved contract. If prepayment is required, RSOs must follow the
Purchase Order guidelines.
• RSOs will be required to include the payee’s email address on all Purchase Requests. If an email address is not
provided, and cannot be confirmed by ASI Club Services, the Purchase Request will be returned.
• Please note that if your club has received ASI Club Funding or College Club Council Funding, any eligible
payments processed through a Purchase Request will utilize those funds first until they are fully allocated.
• The PRF includes an additional question pertaining to the use of the use of Cal Poly’s marks. This checkbox
informs ASI Club Services whether any merchandise being reimbursed or paid for uses the Cal Poly name, logos,
marks, and/or symbols. If you select “yes,” the approved Trademark Licensing Request Form must be attached
to the Purchase Request in order to be processed. If you select “no,” this indicates that the organization has not
used the Cal Poly name, logos, marks, and/or symbols on the items being paid/reimbursed for. If the back-up
documentation shows that merchandise using the Cal Poly name, logo or any marks has been purchased and an
approved Trademark Licensing Request Form is not attached, the Purchase Request will not be processed and
will be denied.
Note: Failure to use a properly licensed vendor or failure to get approval when purchasing merchandise using
Cal Poly marks may lead to suspended privileges, the vendor not being paid, and/or not receiving
reimbursement.
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PURCHASE REQUEST BACK-UP DOCUMENTATION
Every Purchase Request submitted to ASI Club Services must have proper supporting documentation. Back-up
documentation is required for auditing purposes and serves to protect the organization’s funds. The most common form
of documentation is an original itemized sales receipt from a vendor. All members should save original receipts from
transactions. Submission of a Purchase Request without complete back-up documentation will result in a delay of
payment. Any receipts submitted without proof of payment will not be reimbursed.
All relevant back up documentation must be uploaded through the file attachment field on the Purchase Request.
• Original itemized company receipt or invoice
o lists the items purchased
o shows that payment was made via cash, check, or credit card
o provides company name and contact information
• Original handwritten receipt or invoice
o lists the items purchased
o shows that payment was made via cash, check, or credit card
o company name and contact information must be imprinted on the receipt
• Online orders
o lists the items purchased
o attach a copy of the final receipt/confirmation with the payee’s name
o documentation must state that a payment was made via cash, check, or credit card and/or show the
total amount paid or show a $0.00 balance due.
• Electronic Payments (e.g., Venmo, CashApp, Apply Pay, Zelle, etc.)
o can only be used to pay a vendor for a tangible item or service
o itemized invoice must be included
o W-9 must be provided for new vendors
Lost receipts require an Advisor Memo along with proof of payment, such as a bank statement. Lost receipts for cash
purchases will not be reimbursed, even with an Advisor Memo.
Note: All receipts must be legible to be processed. If a receipt is not legible, an individual in the organization will be
required to contact the vendor/service provider to request a reprint of the receipt and attach it to the Club Purchase
Request along with the original illegible receipt.
PURCHASE REQUESTS FOR INVOICES
When paying a company directly based on an invoice, an original invoice from the company must be submitted with your
Purchase Request, detailing:
• Company name and contact information
• Invoice date
• Item(s) and/or service(s) purchased
• Amount owed
• IRS Form W-9: A vendor’s W-9 must be on file
with ASI Club Services in order to issue
payment. Contact ASI Club Services to see if a
W-9 is needed from your vendor or if one is
already on file.
Note: Supporting documentation must state that it is an invoice (i.e., it cannot state that it is an estimate, quote,
statement, etc.). If the documentation states that it is an estimate or quote, ASI Club Services will only issue a Purchase
Order.
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INVOICES FROM ON-CAMPUS VENDORS
Once ASI Club Services receives an invoice from the campus vendor/service provider, they will email the RSO informing
them of the amount of the charge. If the RSO does not contact ASI Club Services to dispute the amount within five (5)
business days, the invoice will be paid, and the amount will be removed from their account.
INVOICES FROM OFF-CAMPUS VENDORS
If ASI Club Services receives an invoice in the mail from an off-campus vendor and the RSO does not have a Purchase
Order on file, the invoice will be emailed to the club treasurer to prepare a Purchase Request for submission.
PURCHASE REQUESTS FOR CONTRACTS
When paying based on a contract, an approved contract must be submitted with your Club Purchase Request, detailing:
• Payee contact information
• Item(s) and/or service(s) being purchased
• Payment terms as specified in the contract
• Amount due as specified in the contract
• IRS Form W-9: A vendor’s W-9 must be on file
with ASI Club Services in order to issue
payment. Contact ASI Club Services to see if a
W-9 is needed from your vendor or if one is
already on file.)
PURCHASE REQUESTS FOR SCHOLARSHIPS
When paying a Cal Poly student a scholarship, the Purchase Request must be completed to include:
• The payee listed as CPSU Financial Aid
• The Recipient’s Employee ID # (EMPL)
• The Recipient’s Cal Poly email address
• For Payee Street Address, list Administration
Bldg. 131 E
Back-up documentation for a scholarship must include:
• RSO name that is providing the scholarship
• Recipient’s name
• Recipient’s Employee ID #
• Scholarship amount
• A memo from the RSO advisor stating the
reason for the scholarship and how the
recipient was selected as well as supporting
documentation if available.
Note: Whatever is stated on the Advisor Memo must also have appropriate supporting documentation (e.g., if the
scholarship is for an essay contest, the RSO must provide a copy of the contest rules).
Submit the completed Purchase Request to ASI Club Services. ASI Club Services will check the Purchase Request for
completeness and correct signatures. If complete, the Purchase Request will be processed and a check will be sent to the
Cal Poly Financial Aid Office. Financial Aid will either directly deposit the scholarship into the recipient’s account, or a
check will be mailed to the current mailing address on the recipient’s Cal Poly Portal. It takes approximately two-to-four
weeks to process and distribute a scholarship to the recipient.
Note: When awarding a non-Cal Poly student a scholarship, please see ASI Club services as this process is different.
PURCHASE REQUESTS FOR AWARDS
If the RSO will be distributing money as an award (e.g., cash prize), follow these directions:
• Complete the Purchase Request, making it
payable to (Payee Name) the recipient
receiving the award.
• Provide a completed IRS Form W-9 for the
award recipient
• Attach an Advisor Memo from the RSO advisor
explaining the award
Note: If an individual is awarded over $600.00 in a fiscal year, it is considered taxable income and must be reported to the
IRS.
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PURCHASE REQUESTS FOR DONATING FUNDS
RSO funds can be donated to nonprofit organizations of the clubs choosing. To do so, complete a Purchase Request.
Under “Payee Name” put the nonprofit organization’s name, mailing address, contact phone number. Under
“Description,” write “Donation”. Required back-up documentation is an Advisor Memo explaining why a donation is
being made and a W-9 for the non-profit organization.
Note: Donations to nonprofit organizations must be paid directly out of the club’s account. Donations made by an
individual cannot be reimbursed.
PURCHASE REQUESTS FOR PURCHASE ORDERS
A Purchase Order is an official, legal document that authorizes a vendor to deliver an ordered product or service and
obligates payment once the product or service is received and invoiced. When a club submits a Purchase Order, this
encumbers (or sets aside) the amount requested in the club’s account until the final invoice and payment authorization
is received.
By having a Purchase Order on file, it will ensure the club has sufficient funds in the club account to cover the expenses
being requested. Most campus entities will require a Purchase Order from a club prior to providing any goods or services
(unless the club has decided to pay out of pocket and be reimbursed after).
To request a Purchase Order, check the “Issue Purchase Order” box at the top of the Club Purchase Request. Fill out the
name, address, phone number, and fax number of the vendor along with the necessary information. Required back-up
documentation for a Purchase Order includes an IRS Form W-9 for the vendor and a detailed estimate or quote of the
purchase, including the anticipated total with expected shipping charges.
Note: ASI Club Services has frequently used vendor IRS Form W-9’s on file. However, if we do not have it, it is the club’s
responsibility to obtain one from the vendor. Please inquire with ASI Club Services to verify if there is a W-9 for your
vendor on file.
Purchase Orders are processed within five-to-seven business days and will be emailed to the vendor.
Upon receiving the final invoice from the vendor, ASI Club Services will contact the club to ensure that the items or
services were received and that the amount (if over the original Purchase Order amount) is approved to pay. If the vendor
sends the club the final invoice, it is the club's responsibility to submit the invoice to ASI Club Services to request
payment.
PURCHASE REQUESTS FOR TRANSFERS
Funds can be transferred from one club’s account to another by completing a Purchase Request. In the description,
include an explanation of why the transfer is necessary. Under Payee Information, put the club’s name and account
number to which funds are being transferred. In this situation, it is not necessary to fill out the street address section.
Under Payment Method, select “Transfer (between clubs only).
Back-up documentation for a transfer must include an Advisor Memo detailing:
• Reason for the transfer
• Amount to be transferred
• Any other information that will help support
the reason for the transfer (e.g., club
transaction report, fliers, receipts, etc.).
Note: A transfer can only be done between clubs. Whatever is stated in the advisor memo must be proved with additional
supporting documentation.
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Charging Privileges
ON-CAMPUS VENDORS
While most on-campus vendors require a Purchase Order, there are some vendors that will automatically charge the club
account, even if a Purchase Order was never initiated by the club. In this case, the president, treasurer, and advisor will
receive a notification email from ASI Club Services with the charge amount and a brief description of the charge.
It is the club’s responsibility to respond to ASI Club Services if you do not approve payment. If a response is not received
within five (5) business days of notification, the bill will automatically be paid and the funds will be removed from the
club’s account. The following on-campus vendors have the authority to do a chargeback after the product or service has
been received:
• CPSU Facility Services (i.e. rental of trash cans,
recycle cans, tables, chairs, etc.)
• All State Accounts (i.e. Department accounts,
UPD, parking, insurance, copier charges, etc.)
Note: At times, the charge description that ASI Club Services is provided is vague. It is in the best interest of the club to
keep records of any expenses incurred with on-campus vendors.
ASI
If the club is reserving space or renting equipment from ASI, you will be made aware of the estimated expenses of your
request (AV, set-up, equipment rental, etc.). Prior to the event, you will provide the ASI department you are working with
the club’s account number.
After the event, ASI Club Services will send a notification email to the president, treasurer, and advisor with the charge
amount and a description of the charge. It is the club’s responsibility to respond to ASI Club Services if the charges are
not approved. If a response is not received within five (5) business days of notification, the bill will automatically be paid,
and the funds will be removed from the club’s account. The following ASI departments will charge back after the product
or service has been received.
• ASI Audio Visual
• ASI Event Operations
• ASI Recreational Sports/Sports Complex
• Poly Escapes
Sales Tax
Clubs must abide by sales tax reporting laws. California has a “sales and use tax,” which means that for all purchases,
except for services, sales tax must be paid. If the vendor does not collect California sales tax from the purchaser, such as
the case with out-of-state orders, ASI must assess the club for the tax that should have been collected by the vendor and
remit it to the State Board of Equalization directly. Accounts Payable will determine if a sales tax reporting issue is
present. This assessment may result in a different amount recorded for disbursements than originally requested.
The reimbursement to the individual will remain unchanged. However, the club will be debited the reimbursement
amount plus applicable taxes. Tax is treated as an adjustment, and the officers/advisor(s) are not normally notified about
the adjustment. Such adjustments are viewable on the club’s Accounts page on Cal Poly Now as well as on a Transaction
Report, which is available by request through ASI Club Services.
Another sales tax issue occurs when a club member pays out-of-pocket for club expenses and personal items on the
same receipt. Be sure to include the appropriate sales tax to the reimbursement amount. Check the receipt for the
appropriate sales tax rate since sales tax rates vary throughout California. ASI Club Services will adjust the sales tax if
necessary. To simplify the payment process, members should be encouraged to keep club and personal purchases
separate.
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TAX RATES
As of July 2022, the following tax rates were in effect:
• For items delivered to Cal Poly, the tax rate is
7.25%. (Cal Poly is not considered to be in the
city limits of San Luis Obispo.)
• For items picked up within the city of San Luis
Obispo, the tax rate is 8.75%.
The tax rates for other cities and/or counties may vary. Please check receipts for the appropriate reimbursable tax rate.
The sales and use tax rates by city and county is published by the California State Board of Equalization.
Avoiding Delays
PROCESSING DELAYS
Incomplete paperwork submitted for processing may cause processing delays. ASI Club Services attempts to minimize
these situations by reviewing documents when received. However, if incomplete paperwork is submitted that will cause
a processing delay, the submitting club officer and/or advisor will be contacted via email, and the incomplete paperwork
will be canceled. Once any issues are resolved, the paperwork can be resubmitted for processing.
DELINQUENT ACCOUNTS
Clubs maintain account privileges by having a positive account balance. On the 1st and 15th of every month, ASI Club
Services runs a report indicating all delinquent club accounts. ASI Club Services then notifies the club president,
treasurer, and advisor via email of their delinquent account status and instructs them to deposit club funds to make their
account current. Please note – if a club has a delinquent balance, departments on campus where clubs are permitted to
charge for products or services (e.g., audio visual, vehicle rentals, catering, etc.) will likely not permit clubs to charge to
their accounts.
If the club account balance is delinquent, new paperwork (e.g., Club Purchase Requests, E-Plans) may not be processed
until the club account has a positive account balance. To do so, a deposit covering at least the negative balance amount
must be made. Once the deposit has been made, a copy of the deposit slip must be hand-delivered by a club officer to
ASI Club Services for verification, and to release the temporary inactivation of the club account. A delinquent account
could result in judicial proceedings against the club.
Financial Statements
ASI Club Services provides transaction reports upon request. Transaction history can also be viewed via the Finance tool
in Cal Poly Now.
Gift and Donation Processing
RECEIVING CREDIT CARD DONATIONS
All donations being made via credit card must be processed through the Cal Poly Giving or Spur Change.
Follow these directions to use the Cal Poly Giving website
• Click on “Give Now”
• Enter your donation amount.
• Under Designations, click on “Select College
and Program(s) from Pop-Up Menu.” Select
“Other – Write Fund Name Below” and click
Continue.
• Type the RSO’s name in “Enter fund not listed
or choose from menu.”
• Complete the “Information About You” section.
• Click on the “Save and Continue” button to
continue with the transaction.
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• Once completed, the donation will be
processed and deposited into the club’s
account.
Note: All donations made via the Cal Poly “Giving” site will incur a 15% processing fee from University Development. The
processing fee will not be deducted from the initial donation but will be accrued by Cal Poly Foundation on a monthly
basis. ASI Club Services verifies the donation made against the processing fee prior to paying the Cal Poly Foundation
invoice.
RECEIVING CASH OR CHECK DONATIONS
For donations by cash or check, complete a Cash/Securities Gift Information form. A separate form must be completed
for each donation. Attach the check or cash to the form. Be sure to complete all required fields and have the club advisor
print their name in the “Gift Received By” and sign the “Approved By” section. Submit donation and appropriate
Cash/Securities Gift Information form(s) to the ASI Business Services Window. The donation will be processed, and a
deposit will be made to the club account.
Note: ASI Club Services does not charge a processing fee for donations made by cash or check.
STUDENT SOLICITATION FOR DONOR SUPPORT
To better develop and maintain positive relationships with donors, it is vitally important that the campus’ cultivation,
solicitation, and stewardship of donors be done consistently, appropriately, and collaboratively. The University
Development team considers donor relationships with a long-term view.
• Students Affairs fundraising staff will work with
RSOs to solicit funding if the request is $2,500
or more.
• Students Affairs fundraising staff will work with
students and clubs to ensure their “asks” are
within university guidelines and will include
students in the solicitation process as
appropriate and possible.
You may also contact your College Development Office for guidance. Visit the contact page for Cal Poly Giving:
giving.calpoly.edu/contact-us. Scroll down to the section titled "College & Unit Teams" to see the development officers
that are relevant to your area. If your club is not affiliated with a specific college, contact ASI Club Services for guidance.
Receiving Donations of Supplies or Goods (Gift-In-Kind Acceptance Form)
For donations of supplies or other goods, complete a Gift-in-Kind Acceptance Form. Attach all documentation supporting
the acceptance of the gift and the value of the donation (i.e., as provided by the donor). Be sure to complete all required
fields and have the club advisor print their name in the “Gift Received By” section and sign their name in the “Approved
By” section. Turn in all completed forms to ASI Club Services.
GIFTS-IN-KIND WITH A VALUE GREATER THAN $5,000
All gifts-in-kind with a value greater than $5,000 are to be reported immediately upon receipt with a Gift-in-Kind
Acceptance Form. All gifts-in-kind from individuals with a value more than $5,000 and all gifts that require special
expertise to establish the value, (e.g., works of art, horses) must include an appraisal executed by a qualified
independent appraiser. The appraisal cannot be made more than 60 days prior to the date of the gift. If the value of the
gift in the appraisal is listed as a range of values, the gift will be booked at the midpoint of the range. In most cases, gifts-
in-kind that are produced or manufactured by a corporation or other business making the contribution that have a value
more than $5,000 must include an itemized inventory list, an invoice or letter from the vendor/donor, or published
45
information on the value of the item(s). Gifts of equipment and software should be booked at the educational discount
value (i.e., the value the university would have paid had the equipment or software been purchased from the vendor).
QUALIFIED APPRAISAL
A qualified appraisal must include the following information:
• A description of the property in sufficient detail
for a person who is not generally familiar with
the type of property to determine that the
property appraised is the property that was
contributed.
• The physical condition of any tangible
property.
• The date (or expected date) of the
contribution.
• The terms of any agreement or understanding
entered into (or expected to be entered into) by
or on behalf of the donor that relates to the
use, sale, or other disposition of the donated
property.
• The name and address of the qualified
appraiser. Must include a disclaimer statement
regarding any affiliation with the donor or the
contributed property.
• The qualifications of the qualified appraiser
who signs the appraisal, including the
appraiser’s background, experience,
education, and membership in professional
appraisal associations.
• The date(s) on which the property was
appraised.
• The appraised fair market value on the date (or
expected date) of contribution.
• The method of valuation used to determine the
fair market valuation.
• The specific basis for the valuation, such as any
specific comparable sales transactions.
GIFTS-IN-KIND WITH A VALUE BETWEEN $100 AND $5,000
All gifts-in-kind with a value between $100 and $5,000 are to be reported immediately upon receipt with a Gift-in-Kind
Acceptance Form.
Written documentation provided by the donor is required to establish the value of the gift for all gifts in-kind. Any gift-in-
kind with a value in the range of $100 to $5,000 that is not accompanied by such documentation from the donor will be
recorded on the university’s gift record system with a nominal value ($1).
GIFTS-IN-KIND WITH A VALUE UNDER $100
Cal Poly has established a minimum value for gifts-in-kind to be recorded on the university’s gift record system. Gifts-in-
kind with a total value of less than $100 will not be processed by University Development. The department or program
accepting the gift is encouraged to acknowledge the gift, but no gift-in-kind paperwork is required.
ITEMS NOT CONSIDERED CHARITABLE CONTRIBUTIONS
Based on CASE and FASB guidelines as well as IRS regulations, the following types of gifts-in-kind contributions are not
considered charitable contributions and will not be included in the university’s annual fundraising totals:
• Use of real property
• Discounts on purchases
• Costs of appraisal
• Shipping costs
• Sales tax
• Permanent loans (i.e., property given to Cal
Poly as a permanent loan will not be booked as
a gift)
GIFT RECIPIENT
The advisor must be listed as the recipient of the gift-in-kind on the Gift-in-Kind Acceptance Form.
46
DONEE OF GIFT
In general, the university is the donee for gifts of equipment that will be used to enhance the education of students on
campus and for gifts-in-kind that will directly benefit the university. The Cal Poly Corporation is the donee for gifts of
equipment that will be used for enterprise ventures on campus, for all gifts of animals except for gifts of horses to the
rodeo program, and for gifts-in-kind contributed with the understanding that the gift would be sold. ASI is the donee only
for gifts-in-kind contributed to ASI programs.
GIFT-IN-KIND ACKNOWLEDGEMENTS
Gift acknowledgment letters and tax receipts for gifts-in-kind will only describe what was given and never include the
estimated cash value or the appraised value of the gift. All donors making in-kind contributions $250 and above will
receive an official tax receipt from University Development that includes the description of the gift and the gift
designation.
DONATION ACKNOWLEDGEMENTS
When your club receives a donation and the proper process has been followed (e.g., via the Cal Poly Giving website,
Cash/Securities Gift Information Form, Gift-in-Kind Acceptance Form), the university will mail the donor an official tax
receipt letter for their records.
In addition to University Development and university president acknowledgements, club officers are expected to write
their own acknowledgement letters to thank all donors. All thank you letters should be mailed to the donor within one
week.
Direct Deposits for Individuals
In an effort to ensure reimbursements can be processed in a timely manner, we strongly encourage all club officers and
advisors to complete a Direct Deposit Application. Once completed, please sign as the ‘authorized enrollee.’ A signature
is required for this form to be considered a legal document. Forms submitted without a signature cannot be processed.
With the application, please include one of the following:
• A photo or scan of a check with ‘VOID’ written
across the check, or
• A copy of your bank’s direct deposit info
showing the routing and checking or savings
account number (found within your online
banking page).
• Please email the completed application and
back-up documentation to
asiclubservices@calpoly.edu.
• Once set up, an email will be sent on the day
the reimbursement is processed notifying that
funds were sent to the indicated bank.
ASI Club Funding
In support of the ultimate college experience, ASI Club Funding is available to currently registered clubs operating under
contract with the university. Funding is available to enhance the cultural, educational, social, and recreational
opportunities for all Cal Poly students.
ELIGIBILITY
Currently registered Cal Poly RSOs with an on-campus account managed by ASI are eligible to receive ASI Club Funding.
RSOs which are granted an exception by the university to bank off campus, student-run organizations that receive other
funds supported through mandatory student fees (e.g. Club Sports), and Instructionally Related Activities (IRAs) are not
eligible for ASI Club Funding. College Club Councils are not eligible for ASI Club Sponsorship but can apply for ASI Event
Co-Sponsorship (see below for more information).
47
TERMS OF FUNDING
Clubs may apply for both ASI Club Sponsorship and ASI Event Co-Sponsorship funding with a maximum combined
allotment of $1,650 per club per fiscal year (i.e., July – June). For example, if your organization requests $450 through ASI
Club Sponsorship, your club is still eligible to apply for up to $1,200 in ASI Club Event Co-Sponsorship for a maximum
allotment of $1,650.
ASI CLUB SPONSORSHIP ($450)
ASI Club Sponsorship is available at a maximum of $450 per fiscal year. ASI Club Sponsorship is intended to support clubs
with their general expenses. ASI Club Funding is not distributed automatically; clubs must apply for ASI Club Funding
each fiscal year. Applications will be reviewed in the order received and will be approved until allocated funding is
depleted.
All ASI Club Sponsorship Funding must be reconciled by Friday of week 9, spring quarter. After that date, any remaining
ASI Club Funding will be removed from the club’s account. This means that all payment requests that will utilize ASI Club
Sponsorship Funding must be submitted, reviewed by both officer and advisor, and moved to the ASI Club Services
review stage by the deadline (Friday of week 9, spring quarter). Additionally, to be an eligible expense any items paid for
from these funds must be received by the reconciliation deadline. Purchase Orders (PO’s) cannot be used to encumber
the funds to be paid at a later date.
ASI CLUB EVENT CO-SPONSORSHIP (UP TO $1,650)
ASI Club Event Co-Sponsorship is available at a maximum of $1,650 per fiscal year. ASI can provide funding up to 50% of
the costs associated with hosting an event (not to exceed $1,650 for a single event). ASI sponsored funds cannot be used
to fund the remaining 50%. For example, an RSO may not combine ASI Club Event Co-Sponsorship funding with ASI
Social Justice Program Funding. The $1,650 may be applied to one single event or multiple events. An application must
be submitted for each event and the total awarded across all events may not exceed $1,650.
An ASI Club Event Co-Sponsorship application must be submitted to ASI Club Services no later than 14 days prior to the
event. An E-Plan must be on file prior to submission of an ASI Club Event Co-Sponsorship application.
A completed RSO Payment Request with appropriate back-up documentation must be submitted through Cal Poly Now
to access funds. RSO Payment Requests must be received by ASI Club Services no later than 2 weeks after the event. A
one-week extension may be granted upon written request to ASI Club Services. Unused funds will be returned to the ASI
Club Funding Reserve. Late RSO Payment Requests will not be reimbursed utilizing ASI Club Event Co-Sponsorship funds.
Please note that to be considered “received” by ASI Club Services, Payment Requests must be submitted, reviewed by
both officer and advisor, and moved to the ASI Club Services review stage by the deadline.
ASI CLUB SPORTS FUNDING (UP TO $6,000)
ASI Club Sports Funding is available for currently recognized club sport teams that are recognized by the Club Sports
Council. Funding is available to assist with the expenses associated with supporting the activities of the Club Sports
program. Each organization that is granted ASI Club Sports Funding is ineligible to receive ASI Club Sponsorship or ASI
Club Event Co-Sponsorship. The Club Sports Council is ineligible to receive ASI Club Funding. The Club Sports Council
will determine how much funding each individual member-organization will receive.
To receive funding, the Club Sports Council must submit an ASI Club Sport Funding Allocation Request, containing the
specific funding amount being requested and the tentative allocation amounts for each club sport and/or Club Sports
Council’s administrative expenses. The allocation request must be submitted to the ASI Chair of the Board by the third
week of winter quarter. The Club Sports Council must then submit a Club Sports Funding Allocation Report, containing
specific funding amounts for each sport club recognized within the Club Sports Council to the Chair of the ASI Board of
Directors by the last Board meeting of the academic year.
48
COLLEGE COUNCIL FUNDING ($424.00 + $0.16 PER STUDENT PER COLLEGE)
ASI College Council Funding is available for currently registered College Councils. College Councils are only eligible to
receive ASI College Council Funding and are ineligible to receive ASI Club Sponsorship or ASI Club Event Co-Sponsorship.
College Councils are eligible to receive ASI College Council Funding with a maximum allotment of $424.00 + $0.16 per
student in the college per fiscal year.
COLLEGE CLUB COUNCIL EVENT CO-SPONSORSHIP (UP TO $1,150)
ASI College Club Council Event Co-Sponsorship is available at a maximum of $1,150 per fiscal year. ASI can provide
funding up to 50% of the costs associated with hosting an event that will enhance their image, promote their college to
students within their college, and encourage broad student involvement in college activities (not to exceed $1,150 for a
single event). College Club Council funds cannot be used to fund the remaining 50%. The $1,150 may be applied to one
single event or multiple events. An application must be submitted for each event and the total awarded across all events
may not exceed $1,150.
An ASI College Club Council Event Co-Sponsorship application must be submitted to ASI Club Services no later than 14
days prior to the event. An E-Plan must be on file prior to submission of an ASI College Club Council Event Co-
Sponsorship application.
A completed RSO Payment Request with appropriate back-up documentation must be submitted through Cal Poly Now
to access funds. RSO Payment Requests must be received by ASI Club Services no later than 2 weeks after the event. A
one-week extension may be granted upon written request to ASI Club Services. Unused funds will be returned to the ASI
Club Funding Reserve. Late RSO Payment Requests will not be reimbursed utilizing ASI College Club Council Event Co-
Sponsorship funds. Please note that to be considered “received” by ASI Club Services, Payment Requests must be
submitted, reviewed by both officer and advisor, and moved to the ASI Club Services review stage by the deadline.
Bank Account Exceptions
Organizations that are affiliated with national or local organizations with non-profit status may request to hold their
money in a separate account not maintained by the university but maintained by the non-profit organization.
In order to be considered, organization representatives must submit a Banking Exception Request Form and a completed
Form 990 from their affiliated organization with tax-exempt status for each year they wish to bank off campus. Banking
exception requests must be submitted by the deadline listed on the Clubs Banking Exception Request website.
Any exception will be made at the discretion of the university. Any organization which uses organization funds in a
manner which violates CSU Executive Orders (EO) or Cal Poly Campus Administrative Policies (CAP) or engages in
behavior that is not consistent with the RSOCC will be subject to an immediate revocation of this exception.
Organizations that bank off-campus are not eligible to apply for ASI Club Funding.
CONTACT INFORMATION
ASI Club Services
805.756.5807 // asiclubservices@calpoly.edu
ASI Facility Scheduling
805.756.7587 // asieplan@calpoly.edu
Clubs & Organizations
805.756.5467 // clubs@calpoly.edu
67
From:McDonald, Whitney
Sent:Friday, October 3, 2025 6:39 PM
To:Dietrick, Christine; Hermann, Greg; Collins, Scott
Subject:Weekly Update
Attachments:Update on weekend enforcement; Federal Government Shutdown and Grantee Guidance;
2026-2027 SRO Contracts; Principal Planner recruitment for Housing and Homelessness
BCC: Mayor and Council
Good evening, Mayor and Council.
We have a number of updates to share with you all at the conclusion of this week:
Weekend Code Enforcement Outcomes – Attached is an email from Timmi summarizing the outcomes of last
weekend’s code enforcement efforts related to fraternity and sorority events. 26 notices of violation have been
issued, in addition to some fines. Interestingly, there were no noise complaints received over the weekend. I’ll
repeat because I had to confirm myself – zero noise complaints were received. Timmi believes this is not
unusual because many of the rush events occur during the day and are well controlled by the chapter houses.
68
69
Meetings with President Armstrong, Courtney Kienow, and Jen Haft – I participated in a couple of meetings
this week with Cal Poly and wanted to pass along a couple of key discussion points for your awareness:
o Fire Services - Our Fire Department staff are significantly concerned about their ability to safely
respond to a fire in the new dorms on campus if they are built over 75 feet (and are therefore deemed
high rises). High rise buildings require a much higher level of staffing to meet national fire protection
standards (42 personnel on scene within 10 minutes), and our department is not equipped to provide
this. For a number of reasons, there is a growing question about whether Cal Poly needs to build and
staff a station on campus to help address these impacts, including similar concerns being expressed by
the County. I let President Armstrong know that we need to work through these needs and that there is
a significant cost associated with the service required. We will continue discussions with Cal Poly staff
and I will plan to escalate as needed to ensure that the City is not holding the risk or the financial
burden of these needs.
o St. Patrick’s Day – Cal Poly is committed to hosting an on-campus event and plans to increase it in size
to accommodate more students. Planning has begun with an intent to hire a professional event
organizer to secure the talent and better coordinate the event. The same restrictions on on-campus
visitors and parking will be put in place, and Cal Poly will use the same emergency planning process as
last year, including Chief Scott in their Task Force and me in their Executive Committee.
I hope everyone has a wonderful weekend!
Best,
Whitney
Whitney McDonald
pronouns (she/hers)
City Manager
City Administration
990 Palm, San Luis Obispo, CA 93401-3934
E WMcDonal@slocity.org
T 805.781.7114
C 805.550.8349
slocity.org
Stay connected with the City by signing up for e-notifications
77
From:James, Dillon
Sent:Wednesday, September 10, 2025 11:32 AM
To:Courtney Leigh Kienow
Cc:McDonald, Whitney; Purrington, Teresa
Subject:Re: September 11 City-University Quarterly Meeting Agenda
Attachments:09-11-2025-City-University Agenda.pdf
Hi again,
Resending it with the corrected Cal Poly staff list.
Thanks!
Dillon James
pronouns he/him/his
Administration Executive Assistant
City Administration
990 Palm Street, San Luis Obispo, CA 93401-3249
E djames@slocity.org
T 805.781.7123
slocity.org
Stay connected with the City by signing up for e-notifications
From: James, Dillon
Sent: Wednesday, September 10, 2025 10:57 AM
To: Courtney Leigh Kienow <ckienow@calpoly.edu>
Cc: McDonald, Whitney <WMcDonal@slocity.org>; Purrington, Teresa <TPurring@slocity.org>
Subject: September 11 City-University Quarterly Meeting Agenda
Good morning Courtney,
I confirmed approval of the September 11th City-University quarterly meeting agenda and it is attached. Please let me
know if you need anything further from me. I believe we've submitted all lunch orders as well (I CC'd you on the
thread with Laurie).
Thanks as always!
Dillon James
pronouns he/him/his
Administration Executive Assistant
City Administration
990 Palm Street, San Luis Obispo, CA 93401-3249
78
E djames@slocity.org
T 805.781.7123
slocity.org
Stay connected with the City by signing up for e-notifications
City of SLO/Cal Poly Quarterly Meeting
Thursday, September 11, 2025
12:00 p.m. – 1:30 p.m.
Council Hearing Room, City Hall, 990 Palm Street
**Cal Poly hosting**
AGENDA
1. New Student Housing, Faculty & Staff Housing, and Infrastructure Update – City and University -
(Allison Baird-James, Mike McCormick, Todd Tuggle)
2. Fraternities/Conditional Use Permits/Grand Jury Report – City and University – (Whitney
McDonald, Greg Hermann, Timmi Tway, Terrance Harris, Joy Pedersen, Courtney Kienow)
3. St. Patrick’s Day Planning Update – University – (Allison Baird-James and George Hughes)
4. Fall Student Affairs Activities (Spanos concert, WOW, classes starting) – University – (Terrance
Harris)
5. Enrollment Update – University – (Terrance Harris)
6. Maritime Integration – University – (Josh Machamer)
City Attendees:
Erica A. Stewart, Mayor
Michael R. Boswell, Council Member
Whitney McDonald, City Manager
Greg Hermann, Deputy City Manager
Rick Scott, Police Chief
Todd Tuggle, Fire Chief
Timmi Tway, Community Development Director
Aaron Floyd, Utilities Director & Interim Public Works Director
Cal Poly Attendees:
Allison Baird-James, Senior Vice President, Administration and Finance
Mike McCormick, Vice President, Facilities Management and Development
Jen Haft, Chief of Staff
Terrance Harris, Vice President for Strategic Enrollment Management
Joy Pedersen, Dean of Students
George Hughes, Associate Vice President, Public Safety
Josh Machamer, Assistant Vice President, Strategic Initiatives and Advocacy
Courtney Kienow, Director, Community Relations and Economic Development
80
From:McDonald, Whitney
Sent:Friday, September 5, 2025 6:36 PM
To:Collins, Scott; Hermann, Greg; Dietrick, Christine
Subject:Weekly Update
Attachments:Laguna Lake - Sago Pondweed Concerns; Partnership & Check-In; WR Monthly Report August
25.pdf; Did a guest make antisemitic comments at SLO County event_ _ San Luis Obispo
Tribune.pdf
BCC: Mayor and Council
Good evening, all!
Here are some updates from this week:
Cal Poly Fraternity Task Force Meeting – On Wednesday, Scott, Greg, Timmi, and I attended the second task
force/working group meeting with Cal Poly staff to discuss solutions to neighborhood impacts of fraternities and
sororities. I believe we are making some progress, with notable updates in the following areas:
o
”)
o We are working with Cal Poly to integrate much more explicit and specific language and information
into their party registration forms about where fraternity and sorority parties are not allowed to occur
based on our zoning.
o We are continuing to work on identifying alternative locations for fraternity and sorority parties that are
not in our residential neighborhoods. Greg has had discussions with the owner of The Hub and Central
Coast Brewing, who has rented their spaces for these types of events. In our next meeting with Cal
Poly, we will discuss progress on potential on-campus locations.
o Timmi and Jason Mockford committed to meeting together with fraternities who are going through the
CUP process to talk through conditions of approval and help ensure they understand what they mean
and require or allow.
o We will schedule recurring meetings every other month for the foreseeable future to continue working
through options and ideas.
81
I hope everyone has a wonderful weekend.
Best,
Whitney
Whitney McDonald
pronouns (she/hers)
City Manager
82
City Administration
990 Palm, San Luis Obispo, CA 93401-3934
E WMcDonal@slocity.org
T 805.781.7114
C 805.550.8349
slocity.org
Stay connected with the City by signing up for e-notifications
83
From:Courtney Leigh Kienow <ckienow@calpoly.edu>
Sent:Wednesday, September 3, 2025 11:09 AM
To:James, Dillon
Cc:McDonald, Whitney
Subject:Agenda for this afternoon
Attachments:0903 Neighborhood Issues Agenda.docx
Hi Dillon,
Probably not necessary but I went ahead and put together a rough agenda for this afternoon's meeting. Can you please
add it to the calendar event?
Thanks!
Warmly,
Courtney
Courtney Kienow
pronouns she/hers (why is this important?)
Director of Community Relations and Economic Development
Strategic Initiatives and Advocacy
Cal Poly, San Luis Obispo, CA
_____
office 805-756-6000
direct 805-756-6098
www.calpoly.edu
Student – City of SLO Neighborhood Challenges Meeting
Cal Poly and City of San Luis Obispo
Cal Poly Administration Building (01)
1 Grand Avenue
Wednesday, September 3rd | 2:30pm-3:50pm
Purpose: Cal Poly and the City of San Luis Obispo are committed to working through
neighborhood challenges, primarily related to large gatherings—many affiliated with fraternities
and sororities—occurring in neighborhoods/areas not zoned for events. The City and Cal Poly
are collaboratively exploring solutions that protect the well-being of residents, respect students’
rights, and maintain community harmony.
Attendees
City of SLO
Whitney McDonald, City Manager
Scott Collins, Assistant City Manager
Greg Hermann, Deputy City Manager
Timmi Tway, Community Development
Director
Cal Poly
Terrance Harris, Vice President of Student
Affairs and Strategic Enrollment
Management
Joy Pederson, Dean of Students
Jason Mockford, Senior Director, Leadership
& Service
Courtney Kienow, Director of Community
Relations and Economic Development
Agenda
Welcome – Courtney leads
Purpose of the meeting
Progress Made to Date
o City of SLO
o Cal Poly
Discuss Proposed Solutions
Next Steps – Courtney leads
84
From:Shoresman, Michelle
Sent:Saturday, July 19, 2025 7:52 AM
To:McDonald, Whitney
Subject:Re: Weekly Update
Sounds like a very productive meeting with Cal Poly. Some of those ideas have been brought up before
(obviously, like a Greek row on campus), but when I it brought up at the last campus planning meeting, there
was a pretty “no go” attitude toward it, mostly because the sentiment was that this type of housing wasn’t
dense enough. They said they needed more density with the space they have on campus, basically. That they
would be interested maybe in floors of buildings dedicated to F&S, but that was it. Sounds like there is more
room for discussion.
Anyway, thanks again for the updates.
From: McDonald, Whitney <WMcDonal@slocity.org>
Sent: Friday, July 18, 2025 8:03:27 PM
To: Collins, Scott <SCollins@slocity.org>; Hermann, Greg <GHermann@slocity.org>; Dietrick, Christine <cdietric@slocity.org>
Subject: Weekly Update
BCC: Mayor and Council
Good evening, Mayor and Council.
Just a quick reminder at the outset that this will be my last weekly update until I return from vacation the first week of
August. Here are updates from this week:
85
Greek Housing Meeting with Cal Poly – On Wednesday, Scott, Greg, Timmi, and I met with Cal Poly staff,
including Courtney Kienow, Terrence Harris, Joy Pederson, and Jason Mockford, to discuss the impacts of
Greek housing and activity in the City, as well as potential solutions. Attached is an email from Courtney with
some notes of our discussion. We are working to schedule another meeting in August, in addition to a meeting
we have on the books for September, to continue our discussions. The meeting was positive and productive,
with each of us committing to evaluate a number of ideas. My main request to Cal Poly was for them to
intercede in the events that fraternities and sororities are hosting, and registering with Cal Poly, to shift them to
more appropriate locations than our residential neighborhoods. We also discussed overlay zone concepts, the
role of landlords, different enforcement tools (such as criminal citations for noise violations), and the
development of a Greek row. More to come on these efforts!
86
Hope everyone has a wonderful weekend!
Whitney
Whitney McDonald
pronouns (she/hers)
City Manager
City Administration
990 Palm, San Luis Obispo, CA 93401-3934
E WMcDonal@slocity.org
T 805.781.7114
C 805.550.8349
slocity.org
Stay connected with the City by signing up for e-notifications
1
From:Courtney Leigh Kienow <ckienow@calpoly.edu>
Sent:Thursday, July 17, 2025 7:19 AM
To:McDonald, Whitney; Hermann, Greg; Collins, Scott; Tway, Timothea (Timmi); Jo Campbell; Joy
Pederson; Jason Mockford; Terrance Leshae Harris
Subject:Action Items: City of SLO Fraternity and Sorority Life Housing Challenges
Good morning,
Thank you for the thoughtful conversation regarding certain student behaviors and the related neighborhood challenges.
We appreciate your partnership and shared commitment to finding eƯective solutions for our community.
City oƯered to identify and bring back:
**data by individual neighborhoods
where are calls for service responding to?
who is calling?
City considerations:
Noise ordinance changes?
Criminal charges instead of administrative citation?
City asks of Cal Poly/CP commits to exploring:
**Greek row
**Asking to know where Fraternity and sorority sponsored events are taking place?
**host alcohol events on campus
**what on campus venues are available to them? Option to host more events on campus?
**request to require F&S to not hold events in places where city zoning laws don’t allow
**stronger language in event responses for R-1 and R-2 zones when hosting events. OƯering other good options for them.
**more police enforcement oƯ campus
Collective ideas to explore:
**mediation, potential funding from Cuesta, City, CP
Cal Poly asks of the City/City commits to explore:
**CUPs: what do they look like, what’s needed, what does the city need to consider that works for fraternities?
**Overlay zone exploration
**Greek row or zoning
**Re-evaluate codes relevant to the conversation
**OƯer to help with the event form – zoning specifics
**Colin and small cohort of presidents that meet and talk about what they need and then work with CDD on shaping CUPs
and other related poilicies
Future meeting:
**Didn’t get to talk about consequences through IFC judicial council and OSRR – escalating consequences for noise
ordinances.
**SCLC
**Role of landlords
Overlay zone examples:
Neighborhood stabilization zones
Santa Clara
Berkeley
2
Chico
Please fill in and respond to all on anything I may have missed. Thanks again!
Warmly,
Courtney
Courtney Kienow
pronouns she/hers (why is this important?)
Director of Community Relations and Economic Development
Office of the President
Cal Poly, San Luis Obispo, CA
_____
office 805-756-6000
direct 805-756-6098
www.calpoly.edu
92
From:McDonald, Whitney
Sent:Tuesday, July 15, 2025 12:42 PM
To:Tway, Timothea (Timmi); Hermann, Greg; Collins, Scott
Subject:FW: Updated agenda
Attachments:2507 Student Housing Issues Meeting.docx
Hi everyone,
What are your thoughts on this proposed agenda? From my standpoint, I’d probably let Courtney know that this looks
fine, as long as we spend most of our time on the last item, discussing potential solutions.
Thanks much!
Whitney
Whitney McDonald
pronouns (she/hers)
City Manager
City Administration
990 Palm, San Luis Obispo, CA 93401-3934
E WMcDonal@slocity.org
T 805.781.7114
C 805.550.8349
slocity.org
Stay connected with the City by signing up for e-notifications
From: Courtney Leigh Kienow <ckienow@calpoly.edu>
Sent: Tuesday, July 15, 2025 12:35 PM
To: McDonald, Whitney <WMcDonal@slocity.org>
Cc: James, Dillon <djames@slocity.org>
Subject: Updated agenda
Hi Whitney,
Hope you’re well. We made some updates to the agenda for our 1:30 meeting tomorrow. If you can please add this version
to the calendar event once you approve that would be appreciated.
Warmly,
Courtney
Courtney Kienow
pronouns she/hers (why is this important?)
Director of Community Relations and Economic Development
Office of the President
93
Cal Poly, San Luis Obispo, CA
_____
office 805-756-6000
direct 805-756-6098
www.calpoly.edu
Student Housing Challenges Meeting
Cal Poly and City of San Luis Obispo
City Hall, Council Hearing Room
990 Palm Street
Wednesday, July 16th | 1:30pm-2:50pm
Purpose: to collaboratively address ongoing challenges related to fraternities, sororities, and
student housing, particularly where student behaviors are incompatible with the quality of life of
long-term residents in San Luis Obispo neighborhoods.
Attendees
City of SLO
Whitney McDonald, City Manager
Scott Collins, Assistant City Manager
Greg Hermann, Deputy City Manager
Timmi Tway, Community Development
Director
Cal Poly
Terrance Harris, Vice President of Student
Affairs and Strategic Enrollment
Management
Joy Pederson, Dean of Students
Jason Mockford, Senior Director, Leadership
& Service
Courtney Kienow, Director of Community
Relations and Economic Development
Agenda
Welcome & Introductions – Courtney leads
Brief round of introductions
Purpose of the meeting
Quick Overview of FSL at Cal Poly – Jason leads
Current landscape (membership statistics, council breakdowns, staffing)
Fraternity Housing Challenges – Whitney and Terrance lead
Background and context of issue
Progress Made to Date – Timmi and Jason lead
Discuss Proposed Solutions – all
94
From:Courtney Leigh Kienow <ckienow@calpoly.edu>
Sent:Tuesday, July 15, 2025 12:35 PM
To:McDonald, Whitney
Cc:James, Dillon
Subject:Updated agenda
Attachments:2507 Student Housing Issues Meeting.docx
Hi Whitney,
Hope you’re well. We made some updates to the agenda for our 1:30 meeting tomorrow. If you can please add this version
to the calendar event once you approve that would be appreciated.
Warmly,
Courtney
Courtney Kienow
pronouns she/hers (why is this important?)
Director of Community Relations and Economic Development
Office of the President
Cal Poly, San Luis Obispo, CA
_____
office 805-756-6000
direct 805-756-6098
www.calpoly.edu
Student Housing Challenges Meeting
Cal Poly and City of San Luis Obispo
City Hall, Council Hearing Room
990 Palm Street
Wednesday, July 16th | 1:30pm-2:50pm
Purpose: to collaboratively address ongoing challenges related to fraternities, sororities, and
student housing, particularly where student behaviors are incompatible with the quality of life of
long-term residents in San Luis Obispo neighborhoods.
Attendees
City of SLO
Whitney McDonald, City Manager
Scott Collins, Assistant City Manager
Greg Hermann, Deputy City Manager
Timmi Tway, Community Development
Director
Cal Poly
Terrance Harris, Vice President of Student
Affairs and Strategic Enrollment
Management
Joy Pederson, Dean of Students
Jason Mockford, Senior Director, Leadership
& Service
Courtney Kienow, Director of Community
Relations and Economic Development
Agenda
Welcome & Introductions – Courtney leads
Brief round of introductions
Purpose of the meeting
Quick Overview of FSL at Cal Poly – Jason leads
Current landscape (membership statistics, council breakdowns, staffing)
Fraternity Housing Challenges – Whitney and Terrance lead
Background and context of issue
Progress Made to Date – Timmi and Jason lead
Discuss Proposed Solutions – all
95
From:Courtney Leigh Kienow <ckienow@calpoly.edu>
Sent:Monday, July 14, 2025 11:07 AM
To:McDonald, Whitney
Subject:Proposed agenda: greek life meeting
Attachments:2507 Greek Life Meeting.docx
Hi!
Happy Monday. Please let me know your thoughts/edits on the attached proposed draft agenda for Wednesday’s Greek
life meeting. It’s probably not necessary but I thought it might put some structure around the meeting for us. Thanks!
Warmly,
Courtney
Courtney Kienow
pronouns she/hers (why is this important?)
Director of Community Relations and Economic Development
Office of the President
Cal Poly, San Luis Obispo, CA
_____
office 805-756-6000
direct 805-756-6098
www.calpoly.edu
Cal Poly & City of SLO Greek Life Meeting
City Hall, Council Hearing Room
990 Palm Street
Wednesday, July 16th | 1:30pm-2:50pm
Attendees
City of SLO
Whitney McDonald, City Manager
Scott Collins, Assistant City Manager
Greg Hermann, Deputy City Manager
Timmi Tway, Community Development
Director
Cal Poly
Terrance Harris, Vice President of Student
Affairs and Strategic Enrollment
Management
Joy Pederson, Dean of Students
Jason Mockford, Senior Director, Leadership
& Service
Courtney Kienow, Director of Community
Relations and Economic Development
Agenda
1. Welcome & Introductions – Courtney leads
I. Brief round of introductions
II. Purpose of the meeting
2. Quick Overview of FSL at Cal Poly – Jason leads
I. Current landscape (membership statistics, council breakdowns, staffing)
3. Fraternity Housing Challenges – Whitney and Terrance lead
I. Background and context of issue
II. Key stakeholders and perspectives
4. Progress Made to Date – Jason leads
5. Discuss Proposed Solutions – all
108
From:Courtney Leigh Kienow <ckienow@calpoly.edu>
Sent:Tuesday, June 3, 2025 12:35 PM
To:McDonald, Whitney
Cc:Jennifer L. Haft
Subject:Follow up
Hi Whitney,
Thank you for the multiple meetings and thoughtful conversation with Cal Poly leadership in the last few weeks.
I wanted to follow up on a few questions/items you brought up:
What, if any, consequences will there be for fraternities if their conditional use permits are revoked at the planning
commission hearing? Update: as you know, PC did revoke both fraternities CUPs.
o An assessment of potential policy violations occurs when the San Luis Obispo Police Department refers
certain cases to Cal Poly’s Office of Student Rights & Responsibilities (OSRR). This process provides the
university with the opportunity to hold individuals or organizations accountable for certain off-campus
behaviors that may violate campus policies. It is at this point in the process that accountability takes
place.
o No further university actions are planned in relation to the City’s or Planning Commission’s evaluation of
municipal decisions based on the aggregation of such violations.
o Separate from any Planning Commission or City Council decisions related to CUPs, Cal Poly is formally
building out policies to hold accountable individuals and organizations with increasing consequences for
compounding violations. This process is being piloted now with official roll-out this fall.
Your request for Cal Poly’s reconsideration of the OSRR decision to hold Delta Chi Not Responsible for the
gathering that took place on March 15th.
o Since we met and discussed this topic, OSRR conducted a thorough re-evaluation of the circumstances
and decision. This included a careful review of available documentation, relevant communications, and
university policy. While we understand and respect the City’s perspective, no new evidence emerged that
would alter the outcome. If SLO PD has new or additional evidence for the case, we would ask that it be
shared with us for evaluation. The original determination—that there was no code of conduct violation by
Delta Chi for a violation of campus policy related to this incident—remains unchanged.
o We also want to clarify one element of the original decision letter: while the decision referenced a “flyer,”
that was a misstatement. The material in question was, in fact, the banner that was hung in the courtyard. I
know I mentioned it when we spoke so wanted to correct that.
We value our partnership with the City of San Luis Obispo and remain committed to working together in support of a safe
and respectful community.
OSRR and Student Affairs leadership will be meeting over the summer, with the goal of connecting with your teams in the
process as well, to further brainstorm about how to come to reasonable solutions related to some of the challenges we’re
facing with certain student behaviors that are in conflict with other, longer-term neighbors.
Please let me know if I can provide any additional information or clarifications. Thanks, Courtney.
Courtney Kienow
pronouns she/hers (why is this important?)
Director of Community Relations and Economic Development
Office of the President
Cal Poly, San Luis Obispo, CA
_____
109
office 805-756-6000
direct 805-756-6098
www.calpoly.edu
1
From:Tway, Timothea (Timmi)
Sent:Monday, May 12, 2025 9:58 AM
To:McDonald, Whitney; Collins, Scott
Subject:Fraternities up for review
Hi Whitney,
Here is some information on Fraternities with CUPs up for review:
We are re-reviewing the use permits for Delta Chi (1236 Monte Vista Place) and Sigma Nu (1304 Foothill) at the May
28th Planning Commission meeting.
We have initiated a re-review of the use permit for Delta Upsilon (720 Foothill), which is still being scheduled, but will
likely go to a Planning Commission meeting in June.
The City initiated re-reviewing these three use permits based on the following for each:
Delta Chi (1236 Monte Vista): 13 PD citations since January 2020, and a noise violation in March 2025 that
violated their current use permit (U 106-98)
Sigma Nu (1304 Foothill): 10 PD citations since January 2020, and a noise violation in January 2025 that
violated their current use permit (U 1484-90)
Delta Upsilon (720 Foothill): 11 PD citations since January 2020, and a noise violation in January 2025 that
violated their current use permit (U 36-09)
The City has a pending application for a new CUP for Beta Theta Pi at 1327 Foothill, however, this has been put on
hold pending a code enforcement case related to unpermitted bedrooms, and they have received 9 noise violations
since January of this year, which will be noted in the report that goes to Planning Commission for approval. The
owner has stated they will address the unpermitted bedroom issue over the summer.
In addition, there are approximately 25 unpermitted locations that are suspected or known to be “satellite houses” that
we will continue to send Notices of Violation to, including escalating fines, as we have verified instances of violations
of the municipal code.
Thank you,
Timothea (Timmi) Tway
Director of Community Development
Community Development
919 Palm, San Luis Obispo, CA 93401-3249
E TTway@slocity.org
T 805.781.7187
slocity.org
Stay connected with the City by signing up for e-notifications
112
From:McDonald, Whitney
Sent:Thursday, May 15, 2025 2:06 PM
To:Stewart, Erica A
Subject:Re: Kappa Sigma Fraternity at 281 Hathway Ave
Hi Erica,
Certainly, happy to discuss. I also mentioned to Courtney when she and I, and Jen Haft and Alison Baird-James, met
earlier today that we wanted to set up a meeting with Terrence to discuss and Courtney will work, in the meantime, on
confirming what happens on Cal Poly's end if we revoke a use permit.
Thanks much!
Whitney
Whitney McDonald
pronouns (she/hers)
City Manager
City Administration
990 Palm, San Luis Obispo, CA 93401-3934
E WMcDonal@slocity.org
T 805.781.7114
C 805.550.8349
slocity.org
Stay connected with the City by signing up for e-notifications
From: Stewart, Erica A <estewart@slocity.org>
Sent: Thursday, May 15, 2025 7:21 AM
To: McDonald, Whitney <WMcDonal@slocity.org>
Subject: Fw: Kappa Sigma Fraternity at 281 Hathway Ave
Hi Whitney,
Can we talk about this? Also, I’d like to have a meeting with, you, Terrance and Timmi about the fraternity code
and what it will mean if the permits are revoked for the city and the university.
Thanks,
Erica
Erica A. Stewart
pronouns she/her/hers
Mayor
113
Office of the City Council
990 Palm Street, San Luis Obispo, CA 93401-3249
estewart@slocity.org
805.540.1154
slocity.org
Stay connected with the City by signing up for e-notifications
The best way to report general issues within City limits or to request City services during this time is via Ask SLO,
www.slocity.org/Ask.
From: kathie walker <
Sent: Wednesday, May 14, 2025 8:14:01 PM
To: Tway, Timothea (Timmi) <TTway@slocity.org>; Mezzapesa, John <JMezzape@slocity.org>; Salem, Rami
<RSalem@slocity.org>; E-mail Council Website <emailcouncil@slocity.org>
Cc: Dietrick, Christine <cdietric@slocity.org>; Sandra Rowley < ; Carolyn Smith
< ; Brett Cross < ; Mila Vujovich-LaBarre < ; Stewjenkins
Info <
Subject: Kappa Sigma Fraternity at 281 Hathway Ave
Dear City Leadership,
On Friday, 5/9/2025, I reported a potential fraternity-related event at Kappa Sigma's Main Chapter House at 281
Hathway Avenue. In my email, I said there was a large inflatable waterslide set up in the backyard, visible from
the front of the house, which likely meant there would be a dayge (or party) on Saturday, 5/10/2025.
Subsequently, the City opened a case to investigate the event through the AskSLO app. Today, I received
notification that the City was "unable to verify" a fraternity-related event happened at 281 Hathway Avenue on
Saturday, 5/10/2025. A screenshot of the email I received is below:
Also today, Kappa Sigma fraternity posted about its fraternity event held at 281 Hathway on Saturday,
5/10/2025. A direct link to their post is
here: https://www.instagram.com/p/DJpeFZFTHhN/?hl=en&img_index=1 . Screenshots of the post are below,
including a photo of the inflatable waterslide I referenced in my email on Friday, 5/9/2025:
114
The fraternity seal on the back of the house at 281 Hathway and is visible in the group photo, above. I have also
attached documentation that shows Kappa Sigma has operated a fraternity at 281 Hathway Avenue for many
years. My documentation starts in Fall 2021, and the timeline continues to the present date.
I am curious about what the process is for the City to verify a violation when it is reported, and I don't
understand why the City was "unable to verify" this fraternity event.
The standard of proof for whether 281 Hathway Avenue is operating as a fraternity is a "preponderance of the
evidence," which means it is more likely than not. The documentation provided, including the documents
attached, far exceeds that burden.
115
I have also attached a video of a party at 281 Hathway on 4/12/2025. SLOPD cleared the party with a "Negative
Violation". After the party was shut down by SLOPD, fraternity members walked past our house. Some were so
intoxicated that they had difficulty walking. The conversation between two fraternity members references a "Big-
Little Night" which is an event hosted by fraternities.
I am requesting that the City prosecute the property owner of 281 Hathway Avenue, which is zoned R-1, for
ongoing illegal fraternity operation under SLOMC Code SLOMC 17.02.030 and SLOMC 17.16.010, consistent
with the case filed against the fraternity operating illegally in 1989. That case was previously provided to the
City, including the City Attorney, in January. The property at 281 Hathway Avenue has been a nuisance for a very
long time. The property owner and the fraternity members know that it is illegal to operate a fraternity at the
address, yet they continue to do so without consequence. It is time to start taking the matter seriously and
protect our neighborhood from the illegal fraternity operations.
Please let me know if you need any other information.
Thank you,
Kathie Walker
4.12.2025 Kappa Sigma party 281 Hathway and frat guys afterward .mp4
116
From:Courtney Leigh Kienow <ckienow@calpoly.edu>
Sent:Thursday, April 24, 2025 4:07 PM
To:McDonald, Whitney; Hermann, Greg; Collins, Scott; Scott, Rick; Tuggle, Todd; Tway, Timothea
(Timmi); Horn, Matt; Szentesi, Whit
Subject:SF Chronicle: Cal Poly/SLO article
Hi Whitney and city leaders,
I’d imagine you already saw this San Francisco Chronicle article. President Armstrong asked me to let you know we are
proud of our partnership and grateful for the city’s contributions to the article.
Could a CSU’s dorm solution help fix California’s
housing crisis?
San Francisco Chronicle
And here is the text in case you don’t have a subscription to SF Chronicle:
Could a CSU’s dorm solution help fix
California’s housing crisis?
SAN LUIS OBISPO — One of the most ambitious and audacious attempts to solve the state housing
shortage is taking shape on a steep grassy hillside overlooking the sprawling 3,000-acre campus of
California Polytechnic State University.
There, on a former tiered parking lot, between eucalyptus trees and 1960s era “red brick dorms,” a few
dozen yellow-vested workers are digging out rocky soil, setting rebar and pouring concrete footings in
preparation for what is to be the largest modular housing project in the history of the United States.
117
The $1.2 billion development will add 4,200 student housing units over the next five years, increasing the
number of students that can be housed on campus to about 12,200. The steel-framed “mods” will be
assembled in a factory operated by the FullStack Modular company in Carson (Los Angeles County) and
trucked the 200 miles to San Luis Obispo, or SLO, where they will be stacked in nine buildings ranging
from seven to 12 stories in height.
The factory is just getting up and running: Components of the prefabricated steel “chassis” come flat
packed to the FullStack facility where everything from kitchens and bathrooms to plumbing and electrical
are assembled before drywall
The first building, about 500 units, has to be ready for students arriving in the fall of 2026.
“September 15 is the day we start stacking,” said FullStack Chief Executive Office Roger Krulak.
The need for the additional housing is being driven by the increased popularity not just of Cal Poly but
San Luis Obispo itself, a laid back Central Coast town with a bustling historic downtown that saw an
influx of transplants from both the Bay Area and Los Angeles during the pandemic. Often, those
newcomers can afford to pay more for housing than local workers.
This year the university, with an enrollment of 22,000, received 82,000 applications for 6,400 spots, a
3.6% increase over 2024, and a 22.7% increase over the 69,429 students who applied in 2022.
Mike McCormick, vice president of facilities and development for the university, said California State
University trustees are pushing for the school to grow to 25,000 by 2030. He said Cal Poly is “producing
the kinds of degrees we need in California.” More than 60 Cal Poly alum work at SpaceX, including
Victor Glover, who piloted the first “crew dragon” flight to the international space station. Some 8.3% of
graduates land jobs
But success has come with growing pains, both for students and city residents. The cost of housing has
now exceeded tuition as the steepest expense students face, McCormick said. The situation is exacerbated
by the fact that unlike many college towns, SLO is a desirable destination independent of the school. In
the summer, when most of the students are gone, the city still buzzes with energy. There is the five-block
farmer’s market downtown on Thursday nights, wine tasting rooms and fine dining, proximity to hiking
trails and beaches.
118
T he city has about 49,000 residents, which doesn’t include Cal Poly students. Cal Poly houses about
8,000 students, meaning that the majority of students, some 14,000, live off campus in the city, where the
vacancy rate for rental housing hovers around 1%. All of the fraternity and sorority houses are off
campus, within city limits.
“When we talk about growing, adding 3,000 to 5,000 students, we can’t expect the community to house
them,” McCormick said. “The community can’t absorb that kind of demand. We have to house them on
campus.”
The average single-family home in SLO now costs about $1.1 million, up about 50% from $546,000 in
2015, according to Zillow. The average two-bedroom apartment — 62% of SLO’s housing stock is
rental — goes for about $3,000 a month.
The rising cost of housing, and the crowded conditions many students live in, is creating conflict in the
city, according to City Manager Whitney McDonald. Fierce competition for scarce accommodations
allows landlords to get top dollar for substandard units, which sometimes have issues like mold and
termite damage. Illegal spaces like garages and basements are often leased out.
“It’s unhealthy to have such a low vacancy rate,” McDonald said. “Tenants stuck in a bad situation feel
they can’t move, and may be reluctant to complain about unsafe or substandard conditions because there
are so few options.”
While the trustees approved $1 billion in financing for the housing, the phases will be paid for with bonds
over the five-year construction period. That is where modular comes in. FullStack estimates that its
modular system is about 25% cheaper and 30% faster than conventional construction. While the first
building will likely come in at more than $250,000 per unit, the hope is to get costs down to closer to
$200,000 per unit in the future.
The question of how President Donald Trump’s on-again, off-again tariffs will impact the project remains
to be seen, although FullStack has already bought the materials
The “value proposition” of modular construction — and manufacturing generally — is repetition and
consistency, according to Krulak. The same team doing the same thing together over and over. The first
time you build anything in a factory there are likely to be inefficiencies. The second building will be less
expensive. The third building will be less expensive than that, he said.
119
“They don’t make 40 different iPhones and hope they come out cost effective,” Krulak said.
The project is also set up in a way that all parties involved — Cap Poly, FullStack, general contractor
Whiting-Turner, architect Stienberg-Hart and all the subcontractors — are incentivized to make the
project as cost-effective as possible because they all share in profits if money is saved.
“It’s a situation where we can say, ‘Here’s our goal, here’s the tools we have, and here’s the bucket of
gold at the end. How do we achieve that?” Krulak said.
Besides speeding up construction and reducing costs, the decision to have the project built in a Southern
California factory is being driven by the fact that the Central Coast doesn’t have enough construction
workers to staff the job.
“The problem we have in this little town is that we don’t have much of a workforce, and we can’t import
people because there is no place to house them,” McCormick said. “We would be exacerbating the same
problem we’re trying to solve.”
While 4,200 units will go a long way toward alleviating the pressure on student housing, the city is also
scrambling to build more. The city’s state-mandated “housing element” calls for 3,155 units to be entitled
between 2020 and 2028. SLO Community Development Director Timmi Tway said the city is already
close to meeting that overall goal, although it is far behind in producing the below market rate units
required.
Modular development has been a mixed bag in the Bay Area, with several big companies going bankrupt
and others struggling. Silicon Valley start-up Katerra, which was valued at more than $4 billion at its
peak, went bankrupt. Vallejo-based Factory O/S is still cranking out wooden multifamily buildings on
Mare Island, but most of its assets were acquired by a private equity consortium last year.
If FullStack can pull off the Cal Poly project it could bode well for other parts of Northern California
facing housing shortages. FullStack CEO Krulak has been looking at potential factory sites in San
Francisco and the Bay Area along with San Francisco Building Trades Council Secretary-Treasurer Rudy
Gonzalez. Krulak said he is scheduled to meet with San Francisco Mayor Daniel Lurie in the coming
weeks.
120
At the very least, McCormick said he hopes the Cal Poly project will be a model for other state
universities.
“We’ve learned a lot from this project,” McCormick said. “We’re creating a model that other universities
can look to as they tackle the growing need for affordable housing.”
Reach J.K. Dineen: jdineen@sfchronicle.com
Sincerely,
Courtney
Courtney Kienow
pronouns she/hers (why is this important?)
Director of Community Relations and Economic Development
Office of the President
Cal Poly, San Luis Obispo, CA
_____
office 805-756-6000
direct 805-756-6098
www.calpoly.edu
121
From:Courtney Leigh Kienow <ckienow@calpoly.edu>
Sent:Monday, April 21, 2025 12:00 PM
To:McDonald, Whitney
Subject:Re: OSRR - Outcome Letter
Thank you for sharing, Whitney. I shared this with our team as well.
Courtney
From: McDonald, Whitney <WMcDonal@slocity.org>
Date: Thursday, April 17, 2025 at 9:35 PM
To: Courtney Leigh Kienow <ckienow@calpoly.edu>, Hermann, Greg <GHermann@slocity.org>, Tuggle, Todd
<ttuggle@slocity.org>, Scott, Rick <rscott@slocity.org>
Subject: Re: OSRR - Outcome Letter
Hi Courtney,
Thank you for forwarding us this outcome letter. In terms of the City’s process, a N otice of Violation was issued
to the property owner and occupants on 3/19/2025 citing four conditions that they violated in their conditional
use permit. Staff has met with the students to explain the process, and is working on staff reports and
scheduling of the meetings on Planning Commission calendars (aiming for late May). We intend to continue
to move forward with this process to enforce the terms of the permit and our Municipal Code.
Best,
Whitney
Get Outlook for iOS
From: Courtney Leigh Kienow <ckienow@calpoly.edu>
Sent: Tuesday, April 15, 2025 7:12:10 PM
To: McDonald, Whitney <WMcDonal@slocity.org>; Hermann, Greg <GHermann@slocity.org>; Tuggle, Todd
<ttuggle@slocity.org>; Scott, Rick <rscott@slocity.org>
Subject: OSRR - Outcome Letter
This message is from an External Source. Use caution when deciding to open attachments, click links, or respond.
Hi Whitney, Greg, Todd and Rick,
In case you haven’t seen it yet, I wanted to flag this Office of Student Rights and Responsibilities finding for you regarding
the large gathering at 1236 Monte Vista Place on March 15th.
If you think the Council would like to see it as well, please let me know and I’ll send it to them. Thank you.
Courtney
From: osrr@calpoly.edu <osrr@calpoly.edu>
Sent: Monday, April 14, 2025 10:32 AM
122
To: Jason Mockford <jmockfor@calpoly.edu>
Subject: OSRR - Outcome Letter
To help protect your privacy, Microsoft Office prevented automatic download of this picture from the Internet.
Recognized Student Organization
Outcome Letter
April 14, 2025
To: changing name for privacy, President, Delta Chi
Sent Electronically To: changing name for privacy
Dear Mr. changing name for privacy,
Per the investigatory meeting on March 20, 2025, and based on the evidence gathered to date, Student Rights &
Responsibilities has reached a decision about the outcome of the case. This meeting concerned an incident report
detailing an event that took place on March 15, 2025 involving potential violations of the Recognized Student
Organization Code of Conduct (RSOCC).
The investigation yielded that:
On Saturday, March 15, 2025 at approximately 4AM, residents of 1236 Monte Vista Place were cited by the San
Luis Obispo Police Department (SLOPD) for noise, initially reported as a “large party.” Additionally, videos
posted to social media (TikTok) appear to show a large gathering at the property with a banner seen in the
background with the fraternity, Delta Chi’s, letters are clearly visible, including a banner that reads "Get Lucky"
behind a large crowd. A separate video shows two women, each holding a "BORG," in front of the fraternity's
letters.
During the initial Intake meeting with the chapter, the President and Risk Manager presented information that
demonstrated this was not a sanctioned event by the fraternity and further, their property was overrun by unaffiliated
individuals as a result of the St. Patrick’s weekend. Historically, thousands of people travel into San Luis Obispo for
what has been termed “St. Fratty’s Day,” despite the university’s attempts to deter people from this unsanctioned
“event.”
Specifically on March 15, 2025, the President of Delta Chi shared that the residents of 1236 Monte Vista Place, as
tenants of the property, chose to hold a private celebration in their courtyard for themselves and their partners prior to
attending the on-campus event, Morning on the Green. One resident’s partner who was visiting from out of town
designed the flyer that was ultimately seen in a TikTok video. The chapter initially opposed the request to display the
banner, but ultimately decided to allow it for the weekend.
The residents of the property did have music playing, which attracted crowds who were walking along California Blvd
on their way to the on-campus concert (Morning on the Green). Due to the fraternity’s proactive risk-management,
they had locked all access points to their property prior to this morning, including removing any alcohol from their
"bar” area, as they had no event planned. As a result, crowds resorted to scaling the property’s fence(s) and made
unauthorized entry into the facility.
Chapter leadership, including the President, attempted to remove these unwanted individuals, but were quickly
123
outnumbered. When Delta Chi members requested assistance from law enforcement officials stationed along California
Blvd, they were advised to open all their access points in the hopes that the crowds would organically filter out.
Following the direction of law enforcement, Delta Chi proceeded to open their gates, however this attracted more
unwanted attention and grew the size of the crowd.
Following the initial Intake meeting, the President and Risk Manager of Delta Chi shared security camera video from
March 15, 2025 with the Office of Student Rights & Responsibilities (OSRR) that corroborates their narrative. In the
video, large groups of individuals are seen walking from California Blvd, crossing through an adjacent parking lot,
and climbing Delta Chi’s fence to enter the property. Further, these individuals are seen entering the fraternity’s
“bar” and leaving empty handed, as there was no alcohol present.
Security camera footage and audio recording indicate that residents of 1236 Monte Vista Place contacted these
individuals, yelling at them in attempts to stop their entry to the property. Photos provided to OSRR of later on March
15, 2025 show the damage these individuals did to the property (fence), putting the safety and well-being of the
residents at risk. Specifically, two areas along the fence line are structurally damaged (bent), likely due to the crowds
using them to climb and enter the property. The damaged areas are the same areas that were observed on the provided
security footage from March 15, 2025.
Further, had the fraternity held an event, attendees would not resort to climbing over a fence to enter. Rather, they
would utilize a common entry point through the Monte Vista Place cul-de-sac. Additionally, in the audio from the
security footage, one individual that jumped over the fence can be heard stating, “SLO is so different from SMU
though.” This statement further supports the narrative that these were unwanted individuals and unaffiliated with
Delta Chi or Cal Poly.
Based upon the information presented, Delta Chi has been found NOT RESPONSIBLE for the following subsections
of the Recognized Student Organization Code of Conduct (RSOCC):
4. Noise: a - Violation of municipal noise ordinances.
7. Health & Safety - Conduct that threatens or endangers the health or safety of any person within or related to the
University community, including physical abuse, threats, intimidation, harassment, sexual misconduct, throwing bottles
or objects that could result in personal injury, or where three or more members of a student organization engage in
group violence or taunt others to engage in violence.
22. Student Organization Events: g - Failure to comply with event approval conditions imposed by the Clubs &
Organizations office or other University offices.
22. Student Organization Events: i - Failure by a fraternity or sorority to comply with the Party Registration Policy.
As a student organization, you are responsible for knowing and being in compliance with all Cal Poly Recognized
Student Organization Code of Conduct policies. You are a part of a community and student body that depends on
everyone's contribution to create a learning environment that is characterized as safe, responsible, and respectful.
No further action is needed from you at this time. Please feel free to contact our office at 805-756-2794 or
osrr@calpoly.edu should you have any additional questions. Thank you for your time and cooperation in
this process.
For additional information, please visit the link to the Student Rights & Responsibilities website.
Sincerely,
124
To help protect your priv acy, Microsoft Office prevented automatic download of this picture from the Internet.
Matthew Armas, Associate Director
Student Rights & Responsibilities
Cc: File
Dr. David Groom, Interim Dean of Students, Cal Poly
Dr. Jo Campbell, Associate Vice President for Student Affairs & Executive Director of University Housing, Cal Poly
Dr. Brad Pulcipher, Director for Student Rights & Responsibilities, Cal Poly
Jason Mockford, Senior Director of Leadership & Service, Cal Poly
Elizabeth Aiello-Coppola, Assistant Director, Fraternity & Sorority Life, Cal Poly
Seth Kardon, Director of Member Safety, Delta Chi Fraternity
125
From:McDonald, Whitney
Sent:Friday, April 18, 2025 6:32 PM
To:Collins, Scott; Hermann, Greg; Dietrick, Christine
Subject:Weekly Update
Attachments:Re: Embarc Meeting Follow-up; 3CE Board Updates for April 18, 2025; Homelessness and
encampments survey infographic 2025 FINAL.pdf; Re: OSRR - Outcome Letter
BCC: Mayor and Council
Good evening,
126
Delta Chi OSRR Decision - Attached is an email exchange with Courtney Kienow regarding the recent decision by
the Cal Poly Office of Student Rights and Responsibilities to not find Delta Chi in violation of any applicable
regulations related to a large party that occurred at their house in the early morning hours of March 15th. Jason
Mockford announced this decision at the SCLC meeting held yesterday, and I sent a reply to Courtney stating that
the City intends to move forward with a hearing before the Planning Commission regarding Delta Chi's violations of
its use permit. I plan to discuss the implications of (and our deep disappointment with) OSRR's decision with
Courtney as well. The evidence collected by our law enforcement does not support the OSRR decision, to say it
lightly.
127
Whitney McDonald
pronouns (she/hers)
City Manager
City Administration
990 Palm, San Luis Obispo, CA 93401-3934
E WMcDonal@slocity.org
T 805.781.7114
C 805.550.8349
slocity.org
Stay connected with the City by signing up for e-notifications
137
From:McDonald, Whitney
Sent:Tuesday, April 15, 2025 7:44 PM
To:Tway, Timothea (Timmi)
Cc:Scott, Rick; Dietrick, Christine; Collins, Scott
Subject:Fw: OSRR - Outcome Letter
Hi Timmi,
I am looping you in to this (mind-boggling) OSRR decision related to a large party held at Delta Chi on St. Fratty's Day. Is
this party being processed as a CUP violation that would be considered by the Planning Commission? I realized that I
haven't followed up on this with you to see where it is in the pipeline.
Thanks much!
Whitney
Whitney McDonald
pronouns (she/hers)
City Manager
City Administration
990 Palm, San Luis Obispo, CA 93401-3934
E WMcDonal@slocity.org
T 805.781.7114
C 805.550.8349
slocity.org
Stay connected with the City by signing up for e-notifications
From: Courtney Leigh Kienow
Sent: Tuesday, April 15, 2025 7:12 PM
To: McDonald, Whitney; Hermann, Greg; Tuggle, Todd; Scott, Rick
Subject: OSRR - Outcome Letter
This message is from an External Source. Use caution when deciding to open attachments, click links, or respond.
Hi Whitney, Greg, Todd and Rick,
In case you haven’t seen it yet, I wanted to flag this Office of Student Rights and Responsibilities finding for you regarding
the large gathering at 1236 Monte Vista Place on March 15th.
If you think the Council would like to see it as well, please let me know and I’ll send it to them. Thank you.
Courtney
138
From: osrr@calpoly.edu <osrr@calpoly.edu>
Sent: Monday, April 14, 2025 10:32 AM
To: Jason Mockford <jmockfor@calpoly.edu>
Subject: OSRR - Outcome Letter
139
The linked image cannot be displayed. The file may have been moved, renamed, or deleted. Verify that the link points to the correct file and location.
Recognized Student Organization
Outcome Letter
April 14, 2025
To: changing name for privacy, President, Delta Chi
Sent Electronically To: changing name for privacy
Dear Mr. changing name for privacy,
Per the investigatory meeting on March 20, 2025, and based on the evidence gathered to date, Student Rights &
Responsibilities has reached a decision about the outcome of the case. This meeting concerned an incident report
detailing an event that took place on March 15, 2025 involving potential violations of the Recognized Student
Organization Code of Conduct (RSOCC).
The investigation yielded that:
On Saturday, March 15, 2025 at approximately 4AM, residents of 1236 Monte Vista Place were cited by the San
Luis Obispo Police Department (SLOPD) for noise, initially reported as a “large party.” Additionally, videos
posted to social media (TikTok) appear to show a large gathering at the property with a banner seen in the
background with the fraternity, Delta Chi’s, letters are clearly visible, including a banner that reads "Get Lucky"
behind a large crowd. A separate video shows two women, each holding a "BORG," in front of the fraternity's
letters.
During the initial Intake meeting with the chapter, the President and Risk Manager presented information that
demonstrated this was not a sanctioned event by the fraternity and further, their property was overrun by unaffiliated
individuals as a result of the St. Patrick’s weekend. Historically, thousands of people travel into San Luis Obispo for
what has been termed “St. Fratty’s Day,” despite the university’s attempts to deter people from this unsanctioned
“event.”
Specifically on March 15, 2025, the President of Delta Chi shared that the residents of 1236 Monte Vista Place, as
tenants of the property, chose to hold a private celebration in their courtyard for themselves and their partners prior to
attending the on-campus event, Morning on the Green. One resident’s partner who was visiting from out of town
designed the flyer that was ultimately seen in a TikTok video. The chapter initially opposed the request to display the
banner, but ultimately decided to allow it for the weekend.
The residents of the property did have music playing, which attracted crowds who were walking along California Blvd
on their way to the on-campus concert (Morning on the Green). Due to the fraternity’s proactive risk-management,
they had locked all access points to their property prior to this morning, including removing any alcohol from their
"bar” area, as they had no event planned. As a result, crowds resorted to scaling the property’s fence(s) and made
unauthorized entry into the facility.
Chapter leadership, including the President, attempted to remove these unwanted individuals, but were quickly
outnumbered. When Delta Chi members requested assistance from law enforcement officials stationed along California
Blvd, they were advised to open all their access points in the hopes that the crowds would organically filter out.
Following the direction of law enforcement, Delta Chi proceeded to open their gates, however this attracted more
unwanted attention and grew the size of the crowd.
Following the initial Intake meeting, the President and Risk Manager of Delta Chi shared security camera video from
March 15, 2025 with the Office of Student Rights & Responsibilities (OSRR) that corroborates their narrative. In the
video, large groups of individuals are seen walking from California Blvd, crossing through an adjacent parking lot,
and climbing Delta Chi’s fence to enter the property. Further, these individuals are seen entering the fraternity’s
“bar” and leaving empty handed, as there was no alcohol present.
Security camera footage and audio recording indicate that residents of 1236 Monte Vista Place contacted these
140
individuals, yelling at them in attempts to stop their entry to the property. Photos provided to OSRR of later on March
15, 2025 show the damage these individuals did to the property (fence), putting the safety and well-being of the
residents at risk. Specifically, two areas along the fence line are structurally damaged (bent), likely due to the crowds
using them to climb and enter the property. The damaged areas are the same areas that were observed on the provided
security footage from March 15, 2025.
Further, had the fraternity held an event, attendees would not resort to climbing over a fence to enter. Rather, they
would utilize a common entry point through the Monte Vista Place cul-de-sac. Additionally, in the audio from the
security footage, one individual that jumped over the fence can be heard stating, “SLO is so different from SMU
though.” This statement further supports the narrative that these were unwanted individuals and unaffiliated with
Delta Chi or Cal Poly.
Based upon the information presented, Delta Chi has been found NOT RESPONSIBLE for the following subsections
of the Recognized Student Organization Code of Conduct (RSOCC):
4. Noise: a - Violation of municipal noise ordinances.
7. Health & Safety - Conduct that threatens or endangers the health or safety of any person within or related to the
University community, including physical abuse, threats, intimidation, harassment, sexual misconduct, throwing bottles
or objects that could result in personal injury, or where three or more members of a student organization engage in
group violence or taunt others to engage in violence.
22. Student Organization Events: g - Failure to comply with event approval conditions imposed by the Clubs &
Organizations office or other University offices.
22. Student Organization Events: i - Failure by a fraternity or sorority to comply with the Party Registration Policy.
As a student organization, you are responsible for knowing and being in compliance with all Cal Poly Recognized
Student Organization Code of Conduct policies. You are a part of a community and student body that depends on
everyone's contribution to create a learning environment that is characterized as safe, responsible, and respectful.
No further action is needed from you at this time. Please feel free to contact our office at 805-756-2794 or
osrr@calpoly.edu should you have any additional questions. Thank you for your time and cooperation in
this process.
For additional information, please visit the link to the Student Rights & Responsibilities website.
Sincerely,
The linked image cannot be displayed. The file may have been moved, renamed, or deleted. Verify that the link points to the correct file and location.
Matthew Armas, Associate Director
Student Rights & Responsibilities
Cc: File
Dr. David Groom, Interim Dean of Students, Cal Poly
Dr. Jo Campbell, Associate Vice President for Student Affairs & Executive Director of University Housing, Cal Poly
Dr. Brad Pulcipher, Director for Student Rights & Responsibilities, Cal Poly
Jason Mockford, Senior Director of Leadership & Service, Cal Poly
Elizabeth Aiello-Coppola, Assistant Director, Fraternity & Sorority Life, Cal Poly
Seth Kardon, Director of Member Safety, Delta Chi Fraternity
141
142
From:Hermann, Greg
Sent:Friday, March 21, 2025 10:19 AM
To:McDonald, Whitney; Courtney Leigh Kienow
Subject:RE: City-University Lunch notes
Thanks, Courtney! I think we are good on follow up items other than connect with George with our Emergency
Manager for coordination on the after action report which I’ll do today.
Greg
From: McDonald, Whitney <WMcDonal@slocity.org>
Sent: Friday, March 21, 2025 9:39 AM
To: Courtney Leigh Kienow <ckienow@calpoly.edu>
Cc: Hermann, Greg <GHermann@slocity.org>
Subject: Re: City-University Lunch notes
Thank you, Courtney! Much appreciated!
Whitney McDonald
pronouns (she/hers)
City Manager
City Administration
990 Palm, San Luis Obispo, CA 93401-3934
E WMcDonal@slocity.org
T 805.781.7114
C 805.550.8349
slocity.org
Stay connected with the City by signing up for e-notifications
From: Courtney Leigh Kienow <ckienow@calpoly.edu>
Sent: Friday, March 21, 2025 9:17 AM
To: McDonald, Whitney <WMcDonal@slocity.org>
Cc: Courtney Leigh Kienow <ckienow@calpoly.edu>; Hermann, Greg <GHermann@slocity.org>
Subject: City-University Lunch notes
This message is from an External Source. Use caution when deciding to open attachments, click links, or respond.
Hi Whitney,
Normally I wouldn’t share my messy notes from meetings like this but since you were sick I’m going against my better
judgement and sharing them anyway. There’s probably some of it that won’t make sense so if you have questions, please
let me know. I hope you feel better soon!
143
Quarter to Semester Transition
**Rachel Fernflores to present to SLO leadership team – talk to all department heads about changes and get feedback
The 2026-27 calendar (first year on semester system) should be finalized soon – next few weeks.
August 17 or 19th likely to be start of school
Shorter summer
June 14 finish quarter
Talking to landlords
Early community education will be important
Sunsetting cal poly time. Classes will start on the hour or half hour instead of 10 minutes after – obvious impact on public
transit
**Email Rachel F contact info to council (Erica)
ERCP – marketing
Year-round operations – 27 summer start with ramp up over time
Saint Patricks
6 broken ceiling tiles in residence halls (less than normal weekend)
No guest policy Thursday – Sunday probably biggest success
5-7K attended concert
Need to do it at a different location
Fences actually fell over. Students started trying to put it back up but once a student went over it – they all went.
Likely similar next year to this year.
150 to 5K people at concert in about 15 minutes.
286 sworn officers. 25 support staff. City of slo has a total of 61 officers.
Different location next year
More entry routes
Thousands of people showed up at once
Get people in faster
Everyone got in line at 5:45 so their tickets wouldn’t be invalidated.
After action report run by faculty trained to do this will take place.
**send after action report from Jan
Funds did not come from student fees or state funds.
Still being tallied.
Collaboration was key
Extreme success.
25 agencies assisting
Large social media presence and electronic signs. Door to door with door hangers.
Students changed electronic signs from “No to party” changed to “Yes to party.”
4 arrests. 40 citations. 20 written by ABC.
Needed every officer that we had – no cost to the city as an agency assist.
Tried to get into a few intersections to block.
Bagpipes came on and a ton started trickling out. Ended up being really beneficial because crowds trickled out instead of
a surge.
DUI check point.
Naysayers don’t have anything to say.
No issues in residence halls afterward.
One large party from one of the fraternities.
Very little roof activity – and not even an area where you could see anything
Two stories up – drop vape pen.
Sensitivity around hard feelings from staff and faculty.
Would have been close to a million just for one day of mutual aid for slo pd.
Cal Poly Budget
State cut funding to CSU and community colleges
$375 million cut
Commitments we have for next year plus priorities offset with tuition increase
144
$780 million hit to CSU
State outlook gets worse as opposed to better in the next three years
More cuts coming
Think deeply about how to run the institution in a sustainable way
Been in a growth mode – direction we need to go. Need to invest in it.
$24 million budget hole.
Another $24 million from state cuts.
$48 million total hole
Modeling of budget cuts of 5% and 10%. Where can we get creative in increasing revenue or cutting expenses.
Grow and do more with less.
Advocacy greatly appreciated.
Need for more events for studens on campus
City budget
Deep in conversations about 2-year budget and goal setting.
Softening/flattening of revenues
Costs outpace revenue in out years
Will need to be focused increases in certain areas
Presidential/Organizational updates
Student Affairs and Enrollment Management combined
T takes over May 1
Provost stepping down – acting provost lynette (former provost at fresno state) 1-2 months
Al Liddicoat returns from system office May 1
VP of research – this department is rolling back under academic affairs
Efficiencies and effectiveness on campus
Not in this business to do away with positions
Facilities update
Cutting ribbons at multiple sites this coming year
Summer – Kennedy library opens back up
Student success center starting construction
Sept 26 first building
Residence halls – less optimistic about the number of units we’ll have
H-9 lot focusing on now for workforce housing
WRF
John Madden Football Center
Densifying poly canyon village this fall (’25) – adding 250 beds to more than cover enrollment growth
City infrastructure update
April 15 10-year capital plan
Prado interchange 2029
January 26 complete cultural arts district parking structure
Driver shortage
Increasing bus service
Driver shortage
Grand Avenue – work in progress
Enrollment/Allan Hancock 2+2
2+2 announcement this week
Want to move forward with cuesta as well
Fall 2025 set to launch at Cuesta. Didn’t have a great pool of interest. Timing was the issue there.
Fall 2025 slightly larger incoming class by design.
Sincerely,
145
Courtney
Courtney Kienow
pronouns she/hers (why is this important?)
Director of Community Relations and Economic Development
Office of the President
Cal Poly, San Luis Obispo, CA
_____
office 805-756-6000
direct 805-756-6098
www.calpoly.edu
158
From:McDonald, Whitney
Sent:Monday, February 3, 2025 1:13 PM
To:Scott, Rick (rscott@slocity.org); Purrington, Teresa (TPurring@slocity.org); Dietrick, Christine
(cdietric@slocity.org)
Cc:Collins, Scott; Hermann, Greg
Subject:March Safety Enhancement Zone - February 4th Presentations
Attachments:PPT Feb CC Meeting Safety Enhancement.pdf
BCC: Council All
Good afternoon, Mayor and Council.
Attached are the presentations that City staff and Cal Poly representatives intend to provide tomorrow evening
regarding the March Safety Enhancement Zone Preparations. We will plan to publish these as part of agenda
correspondence tomorrow. This information is consistent with what has been reported at SCLC meetings and to RQN.
Many thanks,
Whitney
Whitney McDonald
pronouns (she/hers)
City Manager
City Administration
990 Palm, San Luis Obispo, CA 93401-3934
E WMcDonal@slocity.org
T 805.781.7114
C 805.550.8349
slocity.org
Stay connected with the City by signing up for e-notifications
March Safety Enhancement Zone Preparation
City Council Presentation
February 4, 2025
Safety Enhancement Zone Overview
•December 2004 -Council enacted Chapter 9.22 of the San Luis Obispo MC.
•Entire City a safety enhancement zone during specific dates/times.
•Protect the public health, safety, and welfare of SLO Community:
•Chapter 9.04 Possession or consumption of alcohol in public
•Chapter 9.05 Social Host –minors consuming or possessing alcohol
•Chapter 9.12 Noise Control
•Chapter 9.13 Unruly Gathering
•Chapter 9.16 Dangerous and Deadly Weapons
•Chapter 9.20 Urinating in Public
Safety Enhancement Zone Overview
Chapter 9.13 of the San Luis Obispo Municipal Code: Unruly Gatherings
“conduct that causes a substantial disturbance of the quiet enjoyment of
private or public property in a significant segment of an immediate
neighborhood, or presents a threat to the health and safety… shall
include, but is not limited to, …presence of persons on rooftop areas
not designed for occupancy”
Safety Enhancement Zone Overview
•2004 –SEZ adopted to police Mardi Gras after riot occurred in February 2004
•2010 –Halloween & St. Patrick’s Day SEZ were added
•2013 –Start of School SEZ was added
•2024 –SEZ expanded dates for more coverage of St. Patrick’s Day and Halloween
•During a SEZ, fines for public urination, open container, unruly gatherings, and noise
are doubled
Safety Enhancement Zone Overview
Routine Fines
•First Offense: $350
•Second Offence (in 12 mo. Period): $700
•Third and subsequent (in 12 mo. Period): $1000
Safety Enhancement Zone Fines
•First Offense: $700
•Second Offence (in 12 mo. Period): $1000
•Third and subsequent (in 12 mo. Period): $1000
Safety Enhancement Zone Overview
Chapter 9.22 of the San Luis Obispo Municipal Code: Safety Enhancement Zone
“12:01 a.m. on March 17th until 7:00 a.m. on March 18 th AND include the two
weekends prior to St. Patrick’s Day, beginning at 12:01 a.m. on Friday and ending
at 7:00 a.m. Monday morning. Should St. Patrick’s Day fall on a Friday, Saturday,
or Sunday, the safety enhancement period would begin at 12:01 a.m. on Friday
and end at 7:00 a.m. on Monday.”
Safety Enhancement Zone Overview
March Safety Enhancement Zone Preparation
Challenges and Lessons Learned
•Reactive approach led to difficulties in managing the situation
•Growing numbers of attendees, specifically out-of-town students
•“Pregame” damage at Cal Poly
•Return to rooftop gatherings and pole climbing
March Safety Enhancement Zone Preparation
Improvements and Successes
•Shifted to proactive approach.
•Significant increase in both arrests and citations.
•Recognized event has evolved into a destination “party”.
•Successes included:
o Many known party houses and Greek houses did not host parties, reducing crowd
staying power.
o Interception of alcohol before reaching the street party, reducing alcohol-fueled issues.
o Significantly cut the duration of the event.
March Safety Enhancement Zone Preparation
Key Strategies for 2025
•This year will be much more proactive based on resources.
•Proactivity starts early:
o Low to no tolerance for behaviors the month leading up.
o Increased educational efforts, including:
o Presentations to Greek life organizations, Interhousing Council, ASI
o Neighborhood Canvasing beginning February 15 th
o Social Media paid and organic posts (state -wide ads)
o Properties receiving DAC/Cite to receive SEZ handout in Feb/March
o Messaging to Other Universities to Discourage Attendance
March Safety Enhancement Zone Preparation
General Plan for This Year
The number one goal is SAFETY for entire community and responders.
Max Personnel Deployment
•Patrol
•Foot Patrol
•Bike Patrol
•Motor Units
•Additional assistance from other agencies
•Fire and Medic Rescue
March Safety Enhancement Zone Preparation
Zero Tolerance Enforcement Efforts
•Proactive Enforcement
•Alcohol Violations
•Assault-Related Crimes
•Administrative Violations with a Focus on Safety Enhancement Zone
March Safety Enhancement Zone Preparation
Defining Success
•Early Intervention:
o Partnership with Cal Poly to end this unsanctioned event in the neighborhood.
o Proactively diverting & managing crowd.
o Early Deployment to address potential issues before they escalate.
•Alcohol Interception:
o Preventing illegal alcohol consumption to reduce disorderly conduct.
o Enforcing laws to limit excessive drinking and its associated risks.
•Reduction/Elimination of Dangerous Behaviors:
o Preventing hazardous actions such as pole climbing and individuals accessing rooftops.
o Minimizing incidents of property damage to maintain a safe and orderly environment.
•Safety and Well-being:
o Ensuring there are no serious injuries among citizens or peace officers.
o While the goal is to end the unsanctioned St. Patrick’s Day-related event, this will take time.
•Current success criteria is to reduce attendance.
ST. PATRICK’S DAY:
CAL POLY PREPARATIONS
Presented by:
Cynthia Vizcaíno Villa, Interim Vice President for Student Affairs
Allison Baird-James, Senior Vice President, Administration and Finance
KEY EFFORTS
Comprehensive Response Plan
•Proactive outreach students to discourage neighborhood
partying and disruptions.
•Security on and off campus, including collaboration with the
city and police to maximize enforcement.
•Planning a special event that draws students to campus.
•Targeted communication and outreach.
/ 15
ZERO TOLERANCE
APPROACH IN CITY
•Holding students accountable for violations of law and
campus policies.
•Off-campus violations to be reported to Cal Poly’s Office of
Student Rights and Responsibilities.
•Enhanced patrols and coordination with SLOPD for
maximum enforcement — high visibility, zero tolerance.
•Ongoing outreach to Fraternity and Sorority Life.
•Promotion of city’s Safety Enhancement Zone.
/ 16
ON-CAMPUS
ENFORCEMENT
•Increased number of officers on campus.
•No guests allowed in University Housing from
March 13-18.
•ID checks and increased staffing at all building
entrances.
•Road closures and parking restrictions in place.
•Quiet hours to be strictly enforced.
/ 17
ON-CAMPUS
EVENT
•March 15 on campus — significant investment
to draw students out of neighborhoods.
•Early -morning event with amplified sound
in Sports Complex Lower Fields.
•Ticketed event, 18+, open to public.
•5,000 attendance cap.
•Headliner to be determined.
/ 18
HARM REDUCTION
& CLEAN UP
•Harm-reduction efforts: hydration boxes,
overdose education, food and water
stations.
•Clean-up efforts on March 16 organized by
Fraternity and Sorority Life and the
Center for Service in Action.
/ 19
Multi -Prong Approach to Ending the Party
•Visible presence on campus leading up to and
throughout the St. Patrick’s Day weekend.
•Clear communications and messages to all students.
•Meetings with the Fraternity and Sorority Life
community.
PARTY PREVENTION
/ 20
TOP PRIORITIES
Priorities for the weekend:
•Health and safety.
•Minimize damage and disruptions.
•Successful university event to keep
students on campus.
/ 21
IN SUMMARY
We have zero tolerance for breaking laws and policies.
We will hold students accountable for violating laws and policies, such as possession of
alcohol and drugs, inviting out-of-town guests, etc.
Cal Poly will host a safe alternative event to keep students on campus.
The event will be held on campus on Saturday, March 15.
Safety is our top priority.
Many additional staff members will be on site. We will offer hydration and food as well as
proactive education.
/ 22
Thank you for your
partnership.
/ 23
189
From:Purrington, Teresa
Sent:Monday, November 18, 2024 12:13 PM
To:Courtney Leigh Kienow; McDonald, Whitney
Cc:Karpovich, Michelle
Subject:RE: Follow up and Meeting with President Armstrong
Hi Courtney,
1/9/2025 at 1:00 PM works on Whitney’s calendar.
Teresa Purrington
City Clerk
From: Courtney Leigh Kienow <ckienow@calpoly.edu>
Sent: Monday, November 18, 2024 12:05 PM
To: McDonald, Whitney <WMcDonal@slocity.org>
Cc: Purrington, Teresa <TPurring@slocity.org>; Karpovich, Michelle <mkarpovi@slocity.org>
Subject: Follow up and Meeting with President Armstrong
This message is from an External Source. Use caution when deciding to open attachments, click links, or respond.
Hi Whitney,
The President is looking forward to meeting at his office on one of the following dates/times:
1/7/25: 1:30 pm – 2:15 pm
1/9/25: 1:00 pm – 1:45 pm or 2:00 pm – 2:45 pm
1/13/25: 3:00 pm – 3:45 pm
If those don’t work for you, please let me know and we’ll propose other options. We will reserve a parking space for you in
the A-1 lot (next to the admin building) at the time that works best.
I also wanted to follow up with you on the items I promised from our recent lunch with Jen and Allison Baird-James as well
as other follow up items. Apologies for the delay.
Saint Patrick’s Day Planning
We’re really glad that Chief Scott is now on the task force. We’ll meet again before the end of the year.
I attached more information on all the planning around this. I will share some of the plans with my neighbor contact list as
well. That was a great suggestion.
Because we talked through it specifically, I wanted to highlight the communication plans we’re evaluating that could
include:
Media outreach and story/interview pitching with police chiefs and others
Opinion piece placements in local and out-of-area media (particularly student media at key universities in
California) to spread the word that the party is canceled in SLO, etc.
Social media outreach out of area to discourage visitors and spread the party is canceled message
Working with sister CSU and UC campuses’ communications departments and student government to help
spread the word
190
Robust on-campus and local social media messaging centered around celebrating responsibly and calling
attention to alternative events and to enforcement measures that will be in place.
More on this in the months to come.
Halloween: messaging and campus impacts
I know I shared the pre-Halloween communication that we sent to students with you on Oct. 24th. Here is a summary of
impacts from our High-Risk Events Task Force:
ASI - Late night Halloween event at the Rec center the Saturday before Halloween - 1200 students showed up, almost
double the attendance of the year before.
The event ended at 1AM, and many students were still in attendance all the way to the end.
UH - UH had staff and CPPD, CSO, and CSL (other roles providing eyes and ears) completing walks and providing a
presence both weekends. This seemed to be helpful. Lots of awareness around no overnight guests- seem to have less
people around the communities. We had some damage but nothing "out of the normal.”
OSRR - Pre Halloween weekend had 22 cases with 74 students, overall, 37 reports with 91 students. 3 transports over
both weekends. Working on a year over year Halloween report.
FSL - All hydration boxes were utilized with no leftovers and have not heard any negative response from OSRR or the
students.
L&S - City has decided not to partner with Cal Poly in the future. Community clean up event with 40 student volunteers.
DOS - There were instances of vandalism on campus on Halloween night, and facilities worked quickly to get it cleaned up
and President Armstrong met with the impacted student communities.
City of SLO - City/community had brought up a question on why Cal Poly did not have an event on Halloween itself
- mainly due to the time frame of Halloween falling on a weekday. Next year, Halloween falls on a Friday.
Office of Student Rights and Responsibilities
The email is OSRR@calpoly.edu
Here’s a link to the Standards for Student Conduct: https://content-calpoly-
edu.s3.amazonaws.com/osrr/1/documents/ExecutiveOrders/CP%20Title%205.pdf
Information about Cal Poly’s conduct process can be found here: https://osrr.calpoly.edu/home
Cal Poly’s Office of Student Rights and Responsibilities acts swiftly on any reports it receives of Cal Poly students whose
behavior violates university policies – including off-campus behavior. Likewise, any reports of criminal activity — by our
own students or by any campus visitor — shared with our Cal Poly Police Department will be fully investigated and
individuals will be held accountable.
Citizens can report any instances they believe to be violating university policies here: OSRR online.
Fraternities and Sororities: Conditional Use Permits and R1/R2 Neighborhoods
Thank you for the meeting last week. Please let me know if we can set up another meeting on this. I think we said January
would be a good goal. We’re committed to working through this issue with you. Here are other action steps I have from
that meeting:
*City of SLO to utilize the IFC process
191
*Elizabeth: Education process at January (new leadership) IFC leadership meeting. Welcome back to school – “here are
ten things you need to do…”
*Timmi will share a map of R3, R4 to share with all orgs.
*Plans starting for Greek row – more information on this.
Please let me know if I forgot anything. I look forward to the meeting Tuesday morning re: University Square. Thank you.
Sincerely,
Courtney
Courtney Kienow
pronouns she/hers (why is this important?)
Director of Community Relations and Economic Development
Office of the President
Cal Poly, San Luis Obispo, CA
_____
office 805-756-6000
direct 805-756-6098
www.calpoly.edu
192
From:Courtney Leigh Kienow <ckienow@calpoly.edu>
Sent:Monday, November 18, 2024 12:05 PM
To:McDonald, Whitney
Cc:Purrington, Teresa; Karpovich, Michelle
Subject:Follow up and Meeting with President Armstrong
Attachments:241117 Cal Poly St Patrick's Summary.docx
This message is from an External Source. Use caution when deciding to open attachments, click links, or respond.
Hi Whitney,
The President is looking forward to meeting at his office on one of the following dates/times:
1/7/25: 1:30 pm – 2:15 pm
1/9/25: 1:00 pm – 1:45 pm or 2:00 pm – 2:45 pm
1/13/25: 3:00 pm – 3:45 pm
If those don’t work for you, please let me know and we’ll propose other options. We will reserve a parking space for you in
the A-1 lot (next to the admin building) at the time that works best.
I also wanted to follow up with you on the items I promised from our recent lunch with Jen and Allison Baird-James as well
as other follow up items. Apologies for the delay.
Saint Patrick’s Day Planning
We’re really glad that Chief Scott is now on the task force. We’ll meet again before the end of the year.
I attached more information on all the planning around this. I will share some of the plans with my neighbor contact list as
well. That was a great suggestion.
Because we talked through it specifically, I wanted to highlight the communication plans we’re evaluating that could
include:
Media outreach and story/interview pitching with police chiefs and others
Opinion piece placements in local and out-of-area media (particularly student media at key universities in
California) to spread the word that the party is canceled in SLO, etc.
Social media outreach out of area to discourage visitors and spread the party is canceled message
Working with sister CSU and UC campuses’ communications departments and student government to help
spread the word
Robust on-campus and local social media messaging centered around celebrating responsibly and calling
attention to alternative events and to enforcement measures that will be in place.
More on this in the months to come.
Halloween: messaging and campus impacts
I know I shared the pre-Halloween communication that we sent to students with you on Oct. 24th. Here is a summary of
impacts from our High-Risk Events Task Force:
193
ASI - Late night Halloween event at the Rec center the Saturday before Halloween - 1200 students showed up, almost
double the attendance of the year before.
The event ended at 1AM, and many students were still in attendance all the way to the end.
UH - UH had staff and CPPD, CSO, and CSL (other roles providing eyes and ears) completing walks and providing a
presence both weekends. This seemed to be helpful. Lots of awareness around no overnight guests- seem to have less
people around the communities. We had some damage but nothing "out of the normal.”
OSRR - Pre Halloween weekend had 22 cases with 74 students, overall, 37 reports with 91 students. 3 transports over
both weekends. Working on a year over year Halloween report.
FSL - All hydration boxes were utilized with no leftovers and have not heard any negative response from OSRR or the
students.
L&S - City has decided not to partner with Cal Poly in the future. Community clean up event with 40 student volunteers.
DOS - There were instances of vandalism on campus on Halloween night, and facilities worked quickly to get it cleaned up
and President Armstrong met with the impacted student communities.
City of SLO - City/community had brought up a question on why Cal Poly did not have an event on Halloween itself
- mainly due to the time frame of Halloween falling on a weekday. Next year, Halloween falls on a Friday.
Office of Student Rights and Responsibilities
The email is OSRR@calpoly.edu
Here’s a link to the Standards for Student Conduct: https://content-calpoly-
edu.s3.amazonaws.com/osrr/1/documents/ExecutiveOrders/CP%20Title%205.pdf
Information about Cal Poly’s conduct process can be found here: https://osrr.calpoly.edu/home
Cal Poly’s Office of Student Rights and Responsibilities acts swiftly on any reports it receives of Cal Poly students whose
behavior violates university policies – including off-campus behavior. Likewise, any reports of criminal activity — by our
own students or by any campus visitor — shared with our Cal Poly Police Department will be fully investigated and
individuals will be held accountable.
Citizens can report any instances they believe to be violating university policies here: OSRR online.
Fraternities and Sororities: Conditional Use Permits and R1/R2 Neighborhoods
Thank you for the meeting last week. Please let me know if we can set up another meeting on this. I think we said January
would be a good goal. We’re committed to working through this issue with you. Here are other action steps I have from
that meeting:
*City of SLO to utilize the IFC process
*Elizabeth: Education process at January (new leadership) IFC leadership meeting. Welcome back to school – “here are
ten things you need to do…”
*Timmi will share a map of R3, R4 to share with all orgs.
*Plans starting for Greek row – more information on this.
Please let me know if I forgot anything. I look forward to the meeting Tuesday morning re: University Square. Thank you.
Sincerely,
Courtney
194
Courtney Kienow
pronouns she/hers (why is this important?)
Director of Community Relations and Economic Development
Office of the President
Cal Poly, San Luis Obispo, CA
_____
office 805-756-6000
direct 805-756-6098
www.calpoly.edu
Cal Poly St. Patrick’s Day Working Group
History
Last year the campus suƯered acts of vandalism in residential areas and various locations
on campus that we have not experienced in years past. The damage was so extensive in
one residence hall that it was evacuated for health and safety concerns and tenants were
not permitted to return for several hours until the environment was made safe. As a result,
an internal working group from student aƯairs, public safety, housing, and ASI student
leader was created to address the behavior and make recommendations to campus
administration on how to mitigate the vandalism
What was learned
1. Due to extension of the safety enhancement zone along with increased enforcement
in the neighborhood, students and guests “pre partied” in the residence halls with
excessive amounts of alcohol which In previous years they drank at the house
parties in the neighborhood
2. This year more non cal poly students traveled to SLO than we have seen in years
past
3. There is/was a no guest policy in place for that weekend however housing did not
possess the proper resources to enforce the larger than anticipated influx of guests
that arrived
4. On campus police attempted to enforce alcohol violations but were overwhelmed
with various alarms and the number of parties while the majority of our police
resources were assisting in the city
What is currently being considered
1. Housing resources increased to properly address and enforce no guest policies
Additional police (Cal Poly and SLO) on campus to address “pre-party”
activities before shifting to the neighborhood as needed. Additional security
presence monitoring the entrances the night/day before to enforce no guest
policy
Housing has implemented new student leadership positions that provide
additional community walks and reporting in the late night/early morning
hours – an ongoing measure to change culture and increase responsiveness.
2. Changes/upgrades in housing physical infrastructure to include new security
measures
3. Alternative on campus event (this may require our resources, more specifically
CPPD to remain on campus and not assist in the neighborhood).
4. Communication plan. We are considering plans that could include:
Media outreach and story/interview pitching with police chiefs and others
Opinion piece placements in local and out-of-area media (particularly
student media at key universities in California) to spread the word that the
party is canceled in SLO, etc.
Social media outreach out of area to discourage visitors and spread the party
is canceled message
Working with sister CSU and UC campuses’ communications departments
and student government to help spread the word
Robust on-campus and local social media messaging centered around
celebrating responsibly and calling attention to alternative events and to
enforcement measures that will be in place.
Next steps
We have expanded the working group to include a city representative (Rick Scott) to begin
considering oƯ campus behavior as well. At the next meeting, we will discuss these and
any additional recommendations brought forward from the various areas and the financial,
physical, and personal resources needed to implement them along with any required
policy changes and potential barriers.
197
From:McDonald, Whitney
Sent:Friday, November 1, 2024 8:55 PM
To:Hermann, Greg; Dietrick, Christine
Subject:Weekly Update
Attachments:Fwd: Fire call for service -241029089
Good evening, Mayor and Council.
I have a handful of updates to share with you all from this week:
Cal Poly Meeting – On Wednesday (10/30), I met with Courtney Kienow, Jennifer Haft, and Allison Baird-
James and discussed the need for greater coordination/information sharing regarding St. Fratty’s Day, and
greater involvement of Cal Poly in holding fraternities accountable for behavior occurring in our city. They took
notes and said they have work to do on each of these issues. Our next step is to schedule a meeting with Cal
Poly to discuss fraternity enforcement along with Timmi’s team, which Courtney is helping to coordinate. I’m
happy to elaborate when we meet for our next one-on-one meetings.
Best,
198
Whitney
Whitney McDonald
pronouns (she/hers)
City Manager
City Administration
990 Palm, San Luis Obispo, CA 93401-3934
E WMcDonal@slocity.org
T 805.781.7114
C 805.550.8349
slocity.org
Stay connected with the City by signing up for e-notifications
242
From:McDonald, Whitney
Sent:Tuesday, October 22, 2024 5:41 PM
To:Hermann, Greg; Dietrick, Christine
Subject:Mid-Week Update
Attachments:2024.10.15 MB 3CE Rotation 2025 - signed.pdf; FAQ FSL 101524.docx
BCC: Mayor and Council
Good evening, Mayor and Council.
Cal Poly FAQs re Fraternities and Sororities – Shortly before our Council meeting began last Tuesday, Courtney
Kienow sent me a copy of a FAQs page that Cal Poly put together regarding Fraternities and Sororities. The
document was put together very quickly and includes some interesting positions that I will talk through more fully
with Cal Poly leadership when possible, including as part of a larger fraternity enforcement discussion.
243
I will plan to send another email on Friday or Saturday with new updates from the week.
Thank you, all!!
Whitney
Whitney McDonald
pronouns (she/hers)
City Manager
City Administration
990 Palm, San Luis Obispo, CA 93401-3934
E WMcDonal@slocity.org
T 805.781.7114
C 805.550.8349
slocity.org
Stay connected with the City by signing up for e-notifications
Fraternity & Sorority Life FAQs
October 15, 2024
Does Cal Poly own the fraternity or sorority houses?
No, Cal Poly does not own any of the fraternity or sorority houses. Most
organizations do not have a main lettered facility. Those that do are owned either by
their chapter housing board, inter/national headquarters, or they rent from an
independent landlord.
Does Cal Poly approve fraternity and sorority parties oƯ campus?
Fraternities and sororities are required to notify us about their events o Ư campus,
which includes events with and without alcohol, at their residences or oƯ-site
facility (i.e. a restaurant, Vet’s Hall, etc.) In the notification process, Cal Poly
reminds the event organizers about their obligations for safety, and that they must
also ensure they are in compliance with city ordinances around noise and zoning.
Cal Poly does not approve or deny parties – we approve/deny the registration.
Which fraternities are illegal?
“Illegal fraternity” is an inaccurate colloquialism. The Constitution of the United
States of America is clear about the 1st Amendment right to freedom of association.
In addition, the organizations in question are recognized at the state and/or federal
level as 501(c)(3) organizations.
o You could mention here that every fraternity currently listed on our
greeklife.calpoly.edu website is recognized by the university.
How does Cal Poly hold fraternities and sororities accountable for misconduct?
Developmental approach
o Educational and remedial sanctions are typically included as part of OSRR’s
sanctioning process. These sanctions may include, but are not limited to, social
risk-management training, seminars/presentations, community service, and other
programming specific to the incident that gave rise to the investigation.
o OSRR also collaborates with (inter)national Headquarters staƯ to provide
supplemental training/programming for an organization, specific to the
organization’s needs.
o OSRR may also recommend that an organization conduct a member review to
ensure that member actions align with institutional and organizational expectations
Title 5 (Student Code of Conduct) & RSOCC (Recognized Student Organization Code
of Conduct).
o Students reported for behaviors may go through an individual conduct process
(through Title 5) and their behaviors may also subject the organization to an
organizational conduct process
Example: Hazing, lead by a New Member Educator, may undergo an RSOCC and
Title 5 process for the specific student hazing
Judicial Boards – OSRR may make a Judicial Board referral for a report that does not
rise to the level of a potential RSOCC violation.
o Example: Two years ago fraternity members, while wearing their letters, held signs
objectifying women during move-in.
No, a misconduct violation does not mean the organization’s recognition is
removed.
Does Cal Poly hold students accountable for noise violations?
Title V does not address noise as a factor for student conduct. For repeat oƯenders
in the fraternity and sorority community, we do meet with residents to have
developmental conversations.
Note: I don’t think this is what they are looking for, but sometimes we have IFC
Judicial Hearings for excessive noise citations. This is a student process where
peers determine the outcome, but it is led by the IFC Advisor. Sanctions typically
include forbidding that chapter to have events at that location for a period of time.
What is Cal Poly’s stance on future growth or reduction of fraternities and sororities?
Cal Poly is actively seeking to grow the number of fraternities and sororities on
campus. The eƯects of this eƯort help to keep down large numbers per organization
as demand increases. We expect the overall membership to remain consistent at
around 18-20% as the student body grows.
What are Cal Poly’s plans to develop a Greek Village on campus?
This item for student organization housing remains in the campus master plan, and
the timeline is unknown at this time as eƯorts are focused on other projects. Of
note, it is not realistic to expect all fraternity and sorority chapters, houses, or
members to then live on campus when this opens. As new chapters continue to join
the community, we do not expect to build a new house on campus for each
organization. We also expect there are some organizations who are excited and
willing to support an on-campus facility, and others who will not be ready to do so
for a variety of reasons.
277
From:Tway, Timothea (Timmi)
Sent:Sunday, March 3, 2024 9:10 PM
To:McDonald, Whitney; Horn, Matt; Floyd, Aaron
Subject:RE: City/University Lunch
Whitney,
I would be happy to attend to discuss Fraternity issues, if appropriate. We are likely going to start reaching out to the
fraternities about regulations/violations in the coming weeks.
I am good either way – let me know!
Timothea (Timmi) Tway
Director of Community Development
Community Development
919 Palm, San Luis Obispo, CA 93401-3249
E TTway@slocity.org
T 805.781.7187
slocity.org
Stay connected with the City by signing up for e-notifications
From: McDonald, Whitney <WMcDonal@slocity.org>
Sent: Thursday, February 29, 2024 10:42 AM
To: Tway, Timothea (Timmi) <TTway@slocity.org>; Horn, Matt <mhorn@slocity.org>; Floyd, Aaron <afloyd@slocity.org>
Subject: RE: City/University Lunch
It’s 3/7 from noon-1:30.
From: Tway, Timothea (Timmi) <TTway@slocity.org>
Sent: Wednesday, February 28, 2024 9:48 PM
To: Horn, Matt <mhorn@slocity.org>; McDonald, Whitney <WMcDonal@slocity.org>; Floyd, Aaron <afloyd@slocity.org>
Subject: RE: City/University Lunch
Thanks for the invite!
What time is the meeting (trying to see if it will interfere with existing things I have on my calendar).
Thanks!
Timothea (Timmi) Tway
Director of Community Development
Community Development
278
919 Palm, San Luis Obispo, CA 93401-3249
E TTway@slocity.org
T 805.781.7187
slocity.org
Stay connected with the City by signing up for e-notifications
From: Horn, Matt <mhorn@slocity.org>
Sent: Wednesday, February 28, 2024 9:40 PM
To: McDonald, Whitney <WMcDonal@slocity.org>; Tway, Timothea (Timmi) <TTway@slocity.org>; Floyd, Aaron
<afloyd@slocity.org>
Subject: RE: City/University Lunch
If Cody is going to be there, I can’t miss it. Otherwise, I will get you some talking points on the transit agreement.
Matt Horn
Director of Public Works
919 Palm Street, San Luis Obispo, CA 93401-3218
E mhorn@slocity.org
T 805.781.7191
From: McDonald, Whitney <WMcDonal@slocity.org>
Sent: Wednesday, February 28, 2024 2:05 PM
To: Tway, Timothea (Timmi) <TTway@slocity.org>; Floyd, Aaron <afloyd@slocity.org>; Horn, Matt <mhorn@slocity.org>
Subject: FW: City/University Lunch
Hi everyone,
Are you interested in joining the quarterly meeting with Cal Poly next week? I think I can cover these items (with a little
assist on some points/updates for each of these agenda items), but you are also welcome to join if you’d like to have
more direct conversations with the Cal Poly reps.
Thanks much!
Whitney
From: Jennings, Amy <AJenning@slocity.org>
Sent: Wednesday, February 28, 2024 11:30 AM
To: McDonald, Whitney <WMcDonal@slocity.org>
Subject: RE: City/University Lunch
You got it. is there anyone else who needs to be invited to the lunch?
From: McDonald, Whitney <WMcDonal@slocity.org>
Sent: Wednesday, February 28, 2024 11:29 AM
To: Jennings, Amy <AJenning@slocity.org>
Cc: Hermann, Greg <GHermann@slocity.org>; Scott, Rick <rscott@slocity.org>; Tuggle, Todd <ttuggle@slocity.org>
Subject: RE: City/University Lunch
Hi Amy,
Could we include the following agenda items for discussion:
Grand/Slack Housing project
New Cal Poly Wastewater Facility
Satellite fraternities and CUP review
279
Transit agreement
Fee study
Thanks much!
Whitney
From: Jennings, Amy <AJenning@slocity.org>
Sent: Monday, February 26, 2024 12:42 PM
To: McDonald, Whitney <WMcDonal@slocity.org>; Hermann, Greg <GHermann@slocity.org>; Scott, Rick <rscott@slocity.org>;
Tuggle, Todd <ttuggle@slocity.org>
Subject: City/University Lunch
Hello,
Please let me know if you have agenda items to add to the agenda for the City/University lunch on March 7 th no later
March 1st.
Best,
Amy Jennings
Administration Executive Assistant
City Administration
990 Palm, San Luis Obispo, CA 93401-3218
E AJenning@slocity.org
T 805.781.7123
slocity.org
Stay connected with the City by signing up for e-notifications
280
From:Horn, Matt
Sent:Wednesday, February 28, 2024 9:40 PM
To:McDonald, Whitney; Tway, Timothea (Timmi); Floyd, Aaron
Subject:RE: City/University Lunch
If Cody is going to be there, I can’t miss it. Otherwise, I will get you some talking points on the transit agreement.
Matt Horn
Director of Public Works
919 Palm Street, San Luis Obispo, CA 93401-3218
E mhorn@slocity.org
T 805.781.7191
From: McDonald, Whitney <WMcDonal@slocity.org>
Sent: Wednesday, February 28, 2024 2:05 PM
To: Tway, Timothea (Timmi) <TTway@slocity.org>; Floyd, Aaron <afloyd@slocity.org>; Horn, Matt <mhorn@slocity.org>
Subject: FW: City/University Lunch
Hi everyone,
Are you interested in joining the quarterly meeting with Cal Poly next week? I think I can cover these items (with a little
assist on some points/updates for each of these agenda items), but you are also welcome to join if you’d like to have
more direct conversations with the Cal Poly reps.
Thanks much!
Whitney
From: Jennings, Amy <AJenning@slocity.org>
Sent: Wednesday, February 28, 2024 11:30 AM
To: McDonald, Whitney <WMcDonal@slocity.org>
Subject: RE: City/University Lunch
You got it. is there anyone else who needs to be invited to the lunch?
From: McDonald, Whitney <WMcDonal@slocity.org>
Sent: Wednesday, February 28, 2024 11:29 AM
To: Jennings, Amy <AJenning@slocity.org>
Cc: Hermann, Greg <GHermann@slocity.org>; Scott, Rick <rscott@slocity.org>; Tuggle, Todd <ttuggle@slocity.org>
Subject: RE: City/University Lunch
Hi Amy,
Could we include the following agenda items for discussion:
Grand/Slack Housing project
New Cal Poly Wastewater Facility
Satellite fraternities and CUP review
Transit agreement
Fee study
Thanks much!
281
Whitney
From: Jennings, Amy <AJenning@slocity.org>
Sent: Monday, February 26, 2024 12:42 PM
To: McDonald, Whitney <WMcDonal@slocity.org>; Hermann, Greg <GHermann@slocity.org>; Scott, Rick <rscott@slocity.org>;
Tuggle, Todd <ttuggle@slocity.org>
Subject: City/University Lunch
Hello,
Please let me know if you have agenda items to add to the agenda for the City/University lunch on March 7 th no later
March 1st.
Best,
Amy Jennings
Administration Executive Assistant
City Administration
990 Palm, San Luis Obispo, CA 93401-3218
E AJenning@slocity.org
T 805.781.7123
slocity.org
Stay connected with the City by signing up for e-notifications
282
From:McDonald, Whitney
Sent:Wednesday, February 28, 2024 2:05 PM
To:Tway, Timothea (Timmi); Floyd, Aaron; Horn, Matt
Subject:FW: City/University Lunch
Hi everyone,
Are you interested in joining the quarterly meeting with Cal Poly next week? I think I can cover these items (with a little
assist on some points/updates for each of these agenda items), but you are also welcome to join if you’d like to have
more direct conversations with the Cal Poly reps.
Thanks much!
Whitney
From: Jennings, Amy <AJenning@slocity.org>
Sent: Wednesday, February 28, 2024 11:30 AM
To: McDonald, Whitney <WMcDonal@slocity.org>
Subject: RE: City/University Lunch
You got it. is there anyone else who needs to be invited to the lunch?
From: McDonald, Whitney <WMcDonal@slocity.org>
Sent: Wednesday, February 28, 2024 11:29 AM
To: Jennings, Amy <AJenning@slocity.org>
Cc: Hermann, Greg <GHermann@slocity.org>; Scott, Rick <rscott@slocity.org>; Tuggle, Todd <ttuggle@slocity.org>
Subject: RE: City/University Lunch
Hi Amy,
Could we include the following agenda items for discussion:
Grand/Slack Housing project
New Cal Poly Wastewater Facility
Satellite fraternities and CUP review
Transit agreement
Fee study
Thanks much!
Whitney
From: Jennings, Amy <AJenning@slocity.org>
Sent: Monday, February 26, 2024 12:42 PM
To: McDonald, Whitney <WMcDonal@slocity.org>; Hermann, Greg <GHermann@slocity.org>; Scott, Rick <rscott@slocity.org>;
Tuggle, Todd <ttuggle@slocity.org>
Subject: City/University Lunch
Hello,
Please let me know if you have agenda items to add to the agenda for the City/University lunch on March 7 th no later
March 1st.
283
Best,
Amy Jennings
Administration Executive Assistant
City Administration
990 Palm, San Luis Obispo, CA 93401-3218
E AJenning@slocity.org
T 805.781.7123
slocity.org
Stay connected with the City by signing up for e-notifications
284
From:McDonald, Whitney
Sent:Wednesday, February 28, 2024 11:29 AM
To:Jennings, Amy
Cc:Hermann, Greg; Scott, Rick; Tuggle, Todd
Subject:RE: City/University Lunch
Hi Amy,
Could we include the following agenda items for discussion:
Grand/Slack Housing project
New Cal Poly Wastewater Facility
Satellite fraternities and CUP review
Transit agreement
Fee study
Thanks much!
Whitney
From: Jennings, Amy <AJenning@slocity.org>
Sent: Monday, February 26, 2024 12:42 PM
To: McDonald, Whitney <WMcDonal@slocity.org>; Hermann, Greg <GHermann@slocity.org>; Scott, Rick <rscott@slocity.org>;
Tuggle, Todd <ttuggle@slocity.org>
Subject: City/University Lunch
Hello,
Please let me know if you have agenda items to add to the agenda for the City/University lunch on March 7 th no later
March 1st.
Best,
Amy Jennings
Administration Executive Assistant
City Administration
990 Palm, San Luis Obispo, CA 93401-3218
E AJenning@slocity.org
T 805.781.7123
slocity.org
Stay connected with the City by signing up for e-notifications
288
From:McDonald, Whitney
Sent:Monday, January 29, 2024 11:13 AM
To:Tway, Timothea (Timmi); Johnson, Derek; Jennings, Amy
Subject:RE: Town/Gown Networking
February 8, 8-9 am, during the Cal Cities City Manager conference. Thank you!!
From: Tway, Timothea (Timmi) <TTway@slocity.org>
Sent: Monday, January 29, 2024 11:12 AM
To: McDonald, Whitney <WMcDonal@slocity.org>; Johnson, Derek <djohnson@slocity.org>; Jennings, Amy
<AJenning@slocity.org>
Subject: RE: Town/Gown Networking
Yes!
When is this meeting (so I can give Brian a timeline for gathering info)
Thanks,
Timmi
From: McDonald, Whitney <WMcDonal@slocity.org>
Sent: Monday, January 29, 2024 11:10 AM
To: Tway, Timothea (Timmi) <TTway@slocity.org>; Johnson, Derek <djohnson@slocity.org>; Jennings, Amy
<AJenning@slocity.org>
Subject: RE: Town/Gown Networking
Thanks, Timmi, for the recommendations!
Regarding the agenda, it looks good to me with the addition of the satellite house issue.
Timmi, could you see if Brian Leveille could pull some links together from the Cal Poly Master Plan Final EIR and its
project description/mitigation measures that were worked in to help address some of the topics that are listed in
Karen’s email? I can also look for publicly accessible records from Davis and the settlement agreement they reached
with UC Davis over its Long Range Development Plan that addressed similar issues. Having collective resources
gathered will probably be useful for all of our colleagues who deal with Town/Gown challenges.
Thanks much!
Whitney
From: Tway, Timothea (Timmi) <TTway@slocity.org>
Sent: Monday, January 29, 2024 11:03 AM
To: Johnson, Derek <djohnson@slocity.org>; Jennings, Amy <AJenning@slocity.org>
Cc: McDonald, Whitney <WMcDonal@slocity.org>
Subject: RE: Town/Gown Networking
Hi Derek,
If there is time, it would be interesting if any of the other jurisdictions also deal with the Frat/Sorority satellite house
issue (non recognized houses that essentially act as houses and host parties, etc.)
289
And wow – you are really in the middle of Hollywood with these options (!!) I would recommend Chado Tea room,
probably the most conducive to a sit-down discussion and great teas. The others are all good as well (although
something on the ground floor right off Hollywood boulevard may be a little hectic).
Have fun!
Timmi
From: Johnson, Derek <djohnson@slocity.org>
Sent: Monday, January 29, 2024 9:28 AM
To: Jennings, Amy <AJenning@slocity.org>
Cc: Tway, Timothea (Timmi) <TTway@slocity.org>; McDonald, Whitney <WMcDonal@slocity.org>
Subject: FW: Town/Gown Networking
Hi Amy,
Can you craft a response for me and provide any recommendations after talking with Whitney and Timmi on agenda
and Timmi, any coffee café recommendations?
Thanks
DJ
From: Karen Diemer <kdiemer@cityofarcata.org>
Sent: Monday, January 29, 2024 9:15 AM
To: Johnson, Derek <djohnson@slocity.org>
Cc: Jennings, Amy <AJenning@slocity.org>; Rhea Varley <rvarley@cityofarcata.org>
Subject: Town/Gown Networking
This message is from an External Source. Use caution when deciding to open attachments, click links, or respond.
Derek,
Good Morning. I have confirmed attendance from 5 cities (7 including us) which seems like enough to at least meet
up. The are Riverside, Merced, Bakersfield, Hayward, and Pomona. Below are the topics that people listed:
Housing / Agreements to less impacts to surrounding community
Aligning University programs with workforce development and economic development strategies
Traffic mitigation, integration with community
Student Housing and integration into the downtown
Let me know what your thoughts on an agenda or if you have an agenda layout that you are proud of 뇤눎눐눑눒눏
Below are a few coffee shops that are close. I will call and see if any have a private room or a larger table we could
reserve. I will estimate 12 of us to be safe.
The Tea and Coffee Exchange – Level 1 – Awards Walk
Verve Coffee Roasters at Capital One Café – Level 1 – Hollywood Blvd.
Chado Tea Room – Level 2 – Actor’s alley
Café de Leche – Level 2 – Center Courtyard
I think this could be a very helpful group moving forward – Fingers crossed we can get it off the ground in a couple of
weeks. - Karen
290
Karen Diemer, City Manager
City of Arcata
736 F Street, Arcata, CA 95521
P: 707.822.5953
f: 707.822.8018
kdiemer@cityofarcata.org
follow me on twitter: Karen Diemer
1
Subject:City/University Quarterly Lunch
Location:Council Hearing
Start:Thu 3/7/2024 12:00 PM
End:Thu 3/7/2024 1:30 PM
Show Time As:Tentative
Recurrence:(none)
Organizer:Johnson, Derek
Required Attendees:Stewart, Erica A; McDonald, Whitney; Hermann, Greg; Scott, Rick; Tuggle, Todd; Marx, Jan; Floyd,
Aaron; Andy Pease < ; Pease, Andy
Optional Attendees:Erica A Stewart < ; Erica Stewart (W); Mickel,
Fred; Amoroso, Brian
Call Handling Mode 2:2
The regular City/University Quarterly Lunch Meeting takes place the third Thursday of the month on a quarterly basis
from 12-1:30pm organization. Send all agenda items to Amy at least one week prior. Invited attendees may change
based on agenda items.
City/University Quarterly Lunch Meeting
12:00 – 1:30pm –All meeting with be held City Hall in Council Hearing Room
(Host organization will arrange for catering.)
DATE ATTENDEE
March 07 (Cal Poly Host) Mayor/ Marx
June 05 (City Host) Mayor/Francis
September 19 (Cal Poly Host) Mayor/Pease
December 05 (City Host) Mayor/Shoresman
*Rescheduled from regular meeting date/time
AGENDA: TBD
City/University Quarterly Meeting
Thursday, March 7, 2023
12:00 p.m. – 1:30 p.m.
Council Hearing Room 990 Palm Street
**University Hosting**
AGENDA
1.St. Patrick’s Day (St. Patty’s/St. Fratty’s ) – City/University
2.Grand Avenue Road Diet Update – City
3.City Manager Transition – City
4.Neighborhood Wellness – City
5.Satellite Fraternities and CUP Review – City/University
6.Infrastructure Updates – City/University
o Student/Staff Housing Update
o Water Reclamation Facility
7.User/Regulatory Fee Study - City
City Attendees:
Andy Pease, Vice Mayor
Derek Johnson, City Manager
Greg Hermann, Deputy City Manager
Whitney McDonald, Assistant City Manager
Jan Marx, Council Member
Aaron Floyd, Utilities Director
Todd Tuggle, Fire Chief
Brian Amoroso, Deputy Police Chief
Timmi Tway, Community Development Director
Cal Poly Attendees:
Terrance Harris, Vice President for Strategic Enrollment Management
Courtney Kienow, Director of Community Relations
Jo Campbell, Associate Vice President for Student Affairs, Leadership & Service and University Housing
Mike McCormick, Associate Vice President for Facilities Management and Development
Jason Mockford, Senior Director, Leadership & Service
1
Subject:City/University Quarterly Lunch
Location:Council Hearing
Start:Thu 3/7/2024 12:00 PM
End:Thu 3/7/2024 1:30 PM
Recurrence:(none)
Meeting Status:Accepted
Organizer:Johnson, Derek
Required Attendees:Stewart, Erica A; McDonald, Whitney; Hermann, Greg; Scott, Rick; Tuggle, Todd; Marx, Jan; Floyd,
Aaron; Andy Pease < ; Pease, Andy
Optional Attendees:Erica A Stewart < ; Erica Stewart (W); Mickel,
Fred; Amoroso, Brian
Resources:Council Hearing
Call Handling Mode 2:2
The regular City/University Quarterly Lunch Meeting takes place the third Thursday of the month on a quarterly basis
from 12-1:30pm organization. Send all agenda items to Amy at least one week prior. Invited attendees may change
based on agenda items.
City/University Quarterly Lunch Meeting
12:00 – 1:30pm –All meeting with be held City Hall in Council Hearing Room
(Host organization will arrange for catering.)
DATE ATTENDEE
March 07 (Cal Poly Host) Mayor/ Marx
June 05 (City Host) Mayor/Francis
September 19 (Cal Poly Host) Mayor/Pease
December 05 (City Host) Mayor/Shoresman
*Rescheduled from regular meeting date/time
AGENDA: TBD
City/University Quarterly Meeting
Thursday, March 7, 2023
12:00 p.m. – 1:30 p.m.
Council Hearing Room 990 Palm Street
**University Hosting**
AGENDA
1.St. Patrick’s Day (St. Patty’s/St. Fratty’s ) – City/University
2.Grand Avenue Road Diet Update – City
3.City Manager Transition – City
4.Neighborhood Wellness – City
5.Satellite Fraternities and CUP Review – City/University
6.Infrastructure Updates – City/University
o Student/Staff Housing Update
o Water Reclamation Facility
7.User/Regulatory Fee Study - City
City Attendees:
Andy Pease, Vice Mayor
Derek Johnson, City Manager
Greg Hermann, Deputy City Manager
Whitney McDonald, Assistant City Manager
Jan Marx, Council Member
Aaron Floyd, Utilities Director
Todd Tuggle, Fire Chief
Brian Amoroso, Deputy Police Chief
Timmi Tway, Community Development Director
Cal Poly Attendees:
Terrance Harris, Vice President for Strategic Enrollment Management
Courtney Kienow, Director of Community Relations
Jo Campbell, Associate Vice President for Student Affairs, Leadership & Service and University Housing
Mike McCormick, Associate Vice President for Facilities Management and Development
Jason Mockford, Senior Director, Leadership & Service
1
Subject:Parties at Fraternities / Halloweekend
Location:City Manager's Office
Start:Tue 11/5/2024 11:00 AM
End:Tue 11/5/2024 12:00 PM
Recurrence:(none)
Meeting Status:Meeting organizer
Organizer:McDonald, Whitney
Required Attendees:McDonald, Whitney; Shoresman, Michelle; Tway, Timothea (Timmi)
Optional Attendees:Michelle Shoresman
Call Handling Mode 2:2
Meet at Whitney’s office to discuss enforcement issues.
Including Teams link in case it’s needed:
________________________________________________________________________________
Microsoft Teams Need help?
Join the meeting now
Meeting ID:
For organizers: Meeting options
________________________________________________________________________________
1
Subject:HOLD: meeting with Cal Poly re: Fraternity/Sorority
Location:Microsoft Teams Meeting; 919 Conference Room 1, Main Lobby
Start:Wed 11/13/2024 4:00 PM
End:Wed 11/13/2024 5:00 PM
Recurrence:(none)
Meeting Status:Accepted
Organizer:Tway, Timothea (Timmi)
Required Attendees:Hermann, Greg; McDonald, Whitney
Resources:919 Conference Room 1, Main Lobby
________________________________________________________________________________
Microsoft Teams Need help?
Join the meeting now
Meeting ID:
For organizers: Meeting options
________________________________________________________________________________
1
Subject:HOLD: meeting with Cal Poly re: Fraternity/Sorority
Location:Microsoft Teams Meeting; 919 Conference Room 1, Main Lobby
Start:Wed 11/13/2024 4:00 PM
End:Wed 11/13/2024 5:00 PM
Recurrence:(none)
Meeting Status:Meeting organizer
Organizer:McDonald, Whitney
1
Subject:Fraternity/sorority meeting with cal poly
Location:919 Conference Room 1, Main Lobby
Start:Tue 3/4/2025 2:00 PM
End:Tue 3/4/2025 3:00 PM
Recurrence:(none)
Organizer:McDonald, Whitney
1
Subject:Cal Poly/City Greek Life Meeting (2 of 2)
Location:Cal Poly Admin Building, Room 409
Start:Wed 9/3/2025 2:30 PM
End:Wed 9/3/2025 3:50 PM
Recurrence:(none)
Meeting Status:Accepted
Organizer:McDonald, Whitney
Required Attendees:Hermann, Greg; Collins, Scott; Tway, Timothea (Timmi); Courtney Leigh Kienow;
tharris@calpoly.edu; Jason Mockford; Joy Pederson
Second of two meetings regarding Greek life and neighborhood wellness. The second meeting will take place on Cal
Poly's campus in the Admin Building (01) in Room 409.
From Courtney:
The city team can park in staff, staff 24/7, commuter, and sponsored guest spaces with code These permits
are not valid in limited time zone such as meters/loading zones, and State Vehicle spaces. Sponsored Guest permits
must be redeemed at pay stations located on campus (see map below). I recommend Lot A-1 which has a drive-
up pay station, should not be full, and is the closest parking to our meeting location.
-----------------------------------------------------------------------------
Pay Station Instructions:
1. Press any button to “wake” the pay station
2. Enter your license plate number (The license plate on the permit must match the license plate on a vehicle
to avoid a citation.)
3. Select "Sponsored Guest" option (you may need to tab through the screen to find this option)
4. Enter Coupon Code
5. Select OK
6. Wait for validation and the coupon will print
7. Place printed coupon on dashboard so it can easily be read.
**Please be patient with the speed of the system, as it takes a minute or two to validate the code**
Student – City of SLO Neighborhood Challenges Meeting
Cal Poly and City of San Luis Obispo
Cal Poly Administration Building (01)
1 Grand Avenue
Wednesday, September 3rd | 2:30pm-3:50pm
Purpose: Cal Poly and the City of San Luis Obispo are committed to working through
neighborhood challenges, primarily related to large gatherings—many affiliated with fraternities
and sororities—occurring in neighborhoods/areas not zoned for events. The City and Cal Poly
are collaboratively exploring solutions that protect the well-being of residents, respect students’
rights, and maintain community harmony.
Attendees
City of SLO
Whitney McDonald, City Manager
Scott Collins, Assistant City Manager
Greg Hermann, Deputy City Manager
Timmi Tway, Community Development
Director
Cal Poly
Terrance Harris, Vice President of Student
Affairs and Strategic Enrollment
Management
Joy Pederson, Dean of Students
Jason Mockford, Senior Director, Leadership
& Service
Courtney Kienow, Director of Community
Relations and Economic Development
Agenda
Welcome – Courtney leads
Purpose of the meeting
Progress Made to Date
o City of SLO
o Cal Poly
Discuss Proposed Solutions
Next Steps – Courtney leads
1
Subject:City-University Quarterly Lunch
Location:Council Hearing
Start:Thu 9/11/2025 12:00 PM
End:Thu 9/11/2025 1:30 PM
Recurrence:(none)
Meeting Status:Accepted
Organizer:McDonald, Whitney
Required Attendees:Hermann, Greg; Stewart, Erica A; Boswell, Mike; Floyd, Aaron; Scott,
Rick; Tuggle, Todd; Tway, Timothea (Timmi)
Resources:Council Hearing
City of SLO/Cal Poly Quarterly Meeting
Thursday, September 11, 2025
12:00 p.m. – 1:30 p.m.
Council Hearing Room, City Hall, 990 Palm Street
**Cal Poly hosting**
AGENDA
1. New Student Housing, Faculty & Staff Housing, and Infrastructure Update – City and University -
(Allison Baird-James, Mike McCormick, Todd Tuggle)
2. Fraternities/Conditional Use Permits/Grand Jury Report – City and University – (Whitney
McDonald, Greg Hermann, Timmi Tway, Terrance Harris, Joy Pedersen, Courtney Kienow)
3. St. Patrick’s Day Planning Update – University – (Allison Baird-James and George Hughes)
4. Fall Student Affairs Activities (Spanos concert, WOW, classes starting) – University – (Terrance
Harris)
5. Enrollment Update – University – (Terrance Harris)
6. Maritime Integration – University – (Josh Machamer)
City Attendees:
Erica A. Stewart, Mayor
Michael R. Boswell, Council Member
Whitney McDonald, City Manager
Greg Hermann, Deputy City Manager
Rick Scott, Police Chief
Todd Tuggle, Fire Chief
Timmi Tway, Community Development Director
Aaron Floyd, Utilities Director & Interim Public Works Director
Cal Poly Attendees:
Allison Baird-James, Senior Vice President, Administration and Finance
Mike McCormick, Vice President, Facilities Management and Development
Jen Haft, Chief of Staff
Terrance Harris, Vice President for Strategic Enrollment Management
Joy Pedersen, Dean of Students
George Hughes, Associate Vice President, Public Safety
Josh Machamer, Assistant Vice President, Strategic Initiatives and Advocacy
Courtney Kienow, Director, Community Relations and Economic Development
1
Subject:City-University Quarterly Lunch
Location:Council Hearing
Start:Thu 9/11/2025 12:00 PM
End:Thu 9/11/2025 1:30 PM
Recurrence:(none)
Meeting Status:Accepted
Organizer:McDonald, Whitney
Required Attendees:Hermann, Greg; Stewart, Erica A; Boswell, Mike; Floyd, Aaron; Scott,
Rick; Tuggle, Todd; Tway, Timothea (Timmi)
Resources:Council Hearing
City of SLO/Cal Poly Quarterly Meeting
Thursday, September 11, 2025
12:00 p.m. – 1:30 p.m.
Council Hearing Room, City Hall, 990 Palm Street
**Cal Poly hosting**
AGENDA
1. New Student Housing, Faculty & Staff Housing, and Infrastructure Update – City and University -
(Allison Baird-James, Mike McCormick, Todd Tuggle)
2. Fraternities/Conditional Use Permits/Grand Jury Report – City and University – (Whitney
McDonald, Greg Hermann, Timmi Tway, Terrance Harris, Joy Pedersen, Courtney Kienow)
3. St. Patrick’s Day Planning Update – University – (Allison Baird-James and George Hughes)
4. Fall Student Affairs Activities (Spanos concert, WOW, classes starting) – University – (Terrance
Harris)
5. Enrollment Update – University – (Terrance Harris)
6. Maritime Integration – University – (Josh Machamer)
City Attendees:
Erica A. Stewart, Mayor
Michael R. Boswell, Council Member
Whitney McDonald, City Manager
Greg Hermann, Deputy City Manager
Rick Scott, Police Chief
Todd Tuggle, Fire Chief
Timmi Tway, Community Development Director
Aaron Floyd, Utilities Director & Interim Public Works Director
Cal Poly Attendees:
Allison Baird-James, Senior Vice President, Administration and Finance
Mike McCormick, Vice President, Facilities Management and Development
Jen Haft, Chief of Staff
Terrance Harris, Vice President for Strategic Enrollment Management
Joy Pedersen, Dean of Students
George Hughes, Associate Vice President, Public Safety
Josh Machamer, Assistant Vice President, Strategic Initiatives and Advocacy
Courtney Kienow, Director, Community Relations and Economic Development
1
Subject:City-University Quarterly Lunch
Location:Council Hearing
Start:Thu 9/11/2025 12:00 PM
End:Thu 9/11/2025 1:30 PM
Show Time As:Tentative
Recurrence:(none)
Organizer:McDonald, Whitney
Required Attendees:Hermann, Greg; Stewart, Erica A; Boswell, Mike; Floyd, Aaron; Scott,
Rick; Tuggle, Todd; erstewar@calpoly.edu; mboswell@calpoly.edu; Tway, Timothea (Timmi)
Resources:Council Hearing
Categories:Green Category
City of SLO/Cal Poly Quarterly Meeting
Thursday, September 11, 2025
12:00 p.m. – 1:30 p.m.
Council Hearing Room, City Hall, 990 Palm Street
**Cal Poly hosting**
AGENDA
1. New Student Housing, Faculty & Staff Housing, and Infrastructure Update – City and University -
(Allison Baird-James, Mike McCormick, Todd Tuggle)
2. Fraternities/Conditional Use Permits/Grand Jury Report – City and University – (Whitney
McDonald, Greg Hermann, Timmi Tway, Terrance Harris, Joy Pedersen, Courtney Kienow)
3. St. Patrick’s Day Planning Update – University – (Allison Baird-James and George Hughes)
4. Fall Student Affairs Activities (Spanos concert, WOW, classes starting) – University – (Terrance
Harris)
5. Enrollment Update – University – (Terrance Harris)
6. Maritime Integration – University – (Josh Machamer)
City Attendees:
Erica A. Stewart, Mayor
Michael R. Boswell, Council Member
Whitney McDonald, City Manager
Greg Hermann, Deputy City Manager
Rick Scott, Police Chief
Todd Tuggle, Fire Chief
Timmi Tway, Community Development Director
Aaron Floyd, Utilities Director & Interim Public Works Director
Cal Poly Attendees:
Allison Baird-James, Senior Vice President, Administration and Finance
Mike McCormick, Vice President, Facilities Management and Development
Jen Haft, Chief of Staff
Terrance Harris, Vice President for Strategic Enrollment Management
Joy Pedersen, Dean of Students
George Hughes, Associate Vice President, Public Safety
Josh Machamer, Assistant Vice President, Strategic Initiatives and Advocacy
Courtney Kienow, Director, Community Relations and Economic Development
1
From:McDonald, Whitney
Sent:Friday, March 13, 2026 12:59 PM
To:Jeffrey Dyer Armstrong
Subject:Accepted: In Person Meeting: Neighborhood-Fraternity Strategy Session - Cal Poly | City of SLO
1
Subject:In Person Meeting: Neighborhood-Fraternity Strategy Session - Cal Poly | City of SLO
Location:California Polytechnic State University (1 Grand Ave, San Luis Obispo, CA 93407, United States)
Start:Mon 4/27/2026 1:30 PM
End:Mon 4/27/2026 3:30 PM
Recurrence:(none)
Meeting Status:Accepted
Organizer:Jeffrey Dyer Armstrong
Good morning,
Please join President Jeff Armstrong and other campus leaders for a neighborhood-fraternity strategy session meeting
on Monday, April 27, 2026, from 1:30 pm – 1:30 pm. This meeting will take place in the Administration Building
(Building 01) on the Cal Poly campus (located at 1 Grand Avenue, San Luis Obispo, CA 93407), in the President’s
Conference Room 409 on the 4th floor.
Parking Instructions: We have reserved a 2 parking spots in the A-1 parking lot, next to the Administration building
(Bldg 01). Please park in either of the 2 spots designated for ‘President’s Guests’ – they are in the row closest the to
the Administration Building, to the right of the Accessible Parking spaces.
Here is a link to our campus map that will assist in helping you navigate to these areas on campus:
https://maps.calpoly.edu/
Meeting Attendees
City of San Lus Obispo
Whitney McDonald – City Manager
Rick Scott – Police Chief
Scott Collins – Assistant City Manager
Timothea “Timmi” Tway – Director of Community Development
Cal Poly
Jeff Armstrong – President
Terrance Harris - Vice President of Strategic Enrollment Management and Student Affairs
Jen Haft – Chief of Staff
Courtney Kienow - Director of Community Relations and Economic Development
We look forward to seeing all of you on March 27th.
Kind regards,
Meeshee Scherrei, MAOL
Executive Assistant to the President
Office of the President
_____
Office: 805-756-6001
Email: scherrei@calpoly.edu
www.calpoly.edu
2