Procedures: External Speakers & Public Events

V. Scope of the Policy

A . This policy applies to either of the following:

1. Campus events when off-campus persons or organizations are invited to speak, perform, or present.
2. Campus events are open to the public.

B. This policy does not apply to:

1. Speakers invited by faculty to address students enrolled in a course they are teaching or to advance the learning goals for the class or academic program.
2. Internal faculty, student, or staff seminars, workshops, or colloquia.
3. Speakers or events that are hosted by a non-Carroll organization or individual as part of an external facility use or rental arrangement and that do not fall under the definition of a Public Event or External Speaker.
4. Events planned by and speakers honored by the institution itself (e.g., graduation speakers, Founder’s Day events, honorary degrees) convey institutional approval and will therefore require approval by the President and the Board of Trustees in consultation with the Chancellor.

VI. Procedures for Organizing Public Events or Events to which External Speakers are Invited

Invited speakers and public events will be welcomed on campus to encourage the college community to engage diverse ideas, people, and perspectives.  These events will nurture civil dialogue, further cultivating our rich and vibrant educational environment. This policy presumes that those inviting speakers or hosting events will exercise sound judgment in establishing the details of a given event. Thus, event organizers enjoy wide latitude in this regard. Although this policy assumes that both speakers and audience will exhibit appropriate and respectful demeanor toward each other, it is recognized (a) that speakers or events may challenge existing attitudes, ways of thinking, or beliefs, and (b) that no policy, no procedure, and no organizer of a speech or event can guarantee against the possibility that a speech may offend some listeners, that a speaker may unexpectedly deviate from anticipated content and style, or that members of an audience may engage in inappropriate behavior.

1. A faculty or staff member wishing to organize a public event or invite an external speaker to present at a College event will seek the advice of the most appropriate department chair, division head, and/or administrator colleagues before extending an invitation or planning. This is especially important for an event that a reasonable person within the Carroll community would consider to be in conflict with any of the Guiding Principles above. Student clubs will seek the guidance of the club’s faculty or staff advisor. 
2. Organizers of events open to the public or when off-campus persons or organizations are invited to speak, perform, or present must complete the Early Planning Notification Form as soon as planning for the event has begun, and no later than 4 weeks before the event (but see below for exceptions). The Early Planning Notification Form asks for the following information:
   1. Who: Name and contact information of organizer(s).
   2. When: Date and time of the event
      1. The form should be filled out a minimum of four weeks prior to the event.
      2. Opportunities to invite external speakers or hold public events may, occasionally, arise on short notice. In such cases, the organizer is to complete the Early Planning Notification Form as soon as possible and immediately notify their department head and Vice President of their division. 
   3. What: Event details: title, speaker, date, time, modality (on campus or webinar), and a short description of the event to include the educational objective of the event and the event type (lecture, panel, performance, other).
   4. Intended Audience: Is the event open to the public?
   5. Legal Contract: Is a contract required for the event or speaker?
3. Student Clubs must also follow established student club rules.
4. The Senior Vice President for Academic Affairs (SVPAA) and the Vice President for Student Engagement and Mission Integration (VPSEMI) will receive all notifications. 
5. The SVPAA has primary responsibility for all faculty-organized events and the VPSEMI has primary responsibility for all staff and student club-organized events. If any concerns arise, the SVPAA or VPSEMI, according to their area of primary responsibility, will consult with the event organizer.  Concerns of the vice president and any suggested adaptations or conditions shall be duly considered in light of the Philosophy and Guiding Principles sections of this policy as well as the 2006 “Report on the Nature of Academic Freedom" (login required). If more discussion is necessary, any members of faculty and staff with expertise in the subject matter of the event may be consulted. Carroll’s Mission statement also acknowledges the role of the theologian to act as a mediator between religion and culture, and the role of the Bishop of the Diocese of Helena, who serves as the Chancellor and spiritual leader of Carroll College. The College further acknowledges the role of Faculty Council for matters related to the protection of academic freedom for faculty, staff, and students on campus. 
6. As an institution with a rich tradition of academic excellence, Carroll College consistently organizes events of important intellectual and cultural inquiry without a hint of controversy.  In very rare exceptions, conditions may be placed on an event, an invitation may be withdrawn, or an event may be denied if it is not aligned with the Philosophy and Guiding Principles of this policy. In such cases, the final decision rests with the SVPAA who will discuss such decisions with the President and the Faculty Council, and in the case of a staff or a student club-organized event with the VPSEMI and Staff Advisory. The SVPAA will follow with a written explanation of the decision. 
7. If any Carroll College faculty, staff, or student believes that academic freedom has been infringed, a complaint may be made in writing to the Faculty Council, which consists of a group of tenured professors and the President of the College. It is the responsibility of tenured faculty members to protect the academic freedom of all members of the campus community. Therefore, the Faculty Council is the appropriate forum to consider such an appeal. 
8. Organizers seeking to invite a speaker or plan an event must make all of the arrangements necessary for the event. Failure to do so may result in refusal to allow the invitation or event. If there is a legal contract required for any speaker, approval of such contract must be obtained from the Vice President for Finance, Administration, and Facilities Management.

VII. Disclaimer

In light of the College’s commitment to freedom of inquiry, the invitation, planning, or hosting of guest speakers, programs, and events does not imply that the College or any of its organizations or units approves or endorses the views or ideas expressed.

This position must be made clear to the invitees. At events, the following disclaimer should be read during the introductory remarks:

Carroll College seeks to provide a campus intellectual environment that encourages the pursuit of truth, critical thinking, responsible decision making, civil debate, and respectful dialogue. Carroll College neither agrees nor disagrees with views expressed, but rather provides a forum so that each person attending may hear, contemplate, and discuss the ideas and opinions presented.

VIII. Community Concerns with an Event

1. If any faculty, staff, or students have concerns with the event, those concerns should first be respectfully discussed with the organizer of the event. If concerns still exist after discussion, community members are free to: a) attend the event; b) respectfully participate and ask questions at the event; and/or c) plan another college event. 
2. If any community members who are not current faculty, staff or students have concerns with the event, those concerns should be directed to the SVPAA or VPSEMI. 
3. Protest by members of the College community is a form of expression of free speech that is supported by the College, provided such activities are conducted civilly and safely, and do not violate a speaker or performer's ability to be heard and an audience's ability to see and hear a speech or performance.
4. It is the responsibility of designated College officials and the organizer, working together, to assess the potential for protest in conjunction with an event and make arrangements for reasonable accommodation of protesters from the campus community as part of the event plan.
5. When deemed necessary, such arrangements may include the decision-makingreservation of appropriate space(s) adjacent to the event venue for protesters. However, it is not required that protests be limited to a specific location, and all publicly accessible spaces on the campus are available for protest, provided that such activities do not violate this or other College policies.

IX. Guidelines for All Events      

1. Read the Disclaimer at the beginning of any event open to the public.           
2. Include a “Question and Answer” period for events such as lectures and panel discussions. 
3. Have a facilitator as deemed appropriate for the event.
4. Name the organizers and if applicable, funders.

View the Philosophy and Guiding Principles on External Speakers and Public Events

Download the print version of this policy (PDF)