I. Background
These procedures and operating rules are adopted effective August 25, 2025. During summer 2024, CWRU received input on the original version of the operating rules from various community members, and issued an amended version, effective August 28, 2024. This current version is the result of input from the Faculty Senate, which approved a report from the Faculty Senate Subcommittee of the Faculty Personnel Committee tasked to review the university’s Freedom of Expression Procedures and Operating Rules during the 2024-2025 academic year. The adjustments to this version also reflect the lessons learned during the 2024-25 academic year.
II. Preamble
The university is committed to robust freedom of expression that allows the necessary functioning of the university to continue and respects all basic rights of university members to be treated with dignity and consideration. The goal for these procedures and rules is to protect the freedom of expression of our campus community members while also protecting such necessary university functions as safety, operations, and equal access. Doing this upholds our core principles and legal obligations to ensure that all members of our community can live, learn, research, and work in an environment free from harassment, discrimination, and intimidation, as required by Title VI.
III. Scope of procedures and rules
Freedom of expression activities include actions that stand for a cause or concern and/or actions to object against a cause or concern. These activities include rallies, sit-ins, die-ins, protests, pickets, vigils, demonstrations, encampments, and other similar events consistent with the CWRU Freedom of Expression Policy. We refer to them all as “demonstrations” in the below procedures. All CWRU members have the responsibility to conduct freedom of expression activities in ways consistent with dignity and consideration. For this reason, the university recognizes the following limitations to its general protection of Freedom of Expression activities.
These procedures and rules cover any demonstration occurring on campus/university property or at a university-sponsored event.
These procedures and rules do not apply to academic programs, courses, and lectures sponsored by the university or an academic unit, which programs shall be governed by the CWRU Faculty Handbook and other applicable academic policies.
IV. Objectives of procedures and rules
The procedures and rules implement the Freedom of Expression Policy’s reasonable time, place, and manner framework that:
- supports freedom of expression activities on campus;
- protects campus safety and operations; and
- maintains equal access to educational opportunities and benefits.
These procedures and rules are designed to allow demonstrations to occur in a manner that also protects safety, operations, and equal access, all basic matters of necessary university functioning and interpreted in that light. For this reason, the process is collaborative in nature between the individual or group requesting to hold a demonstration and the committee responsible for overseeing this process, with the objective of allowing the proposed demonstration to go forward.
V. Oversight authority
The procedures and rules are implemented under the authority and discretion of the Demonstration Request Review Committee (“Committee”), which by designation of the Provost is chaired by the Chief of Staff for the President. The Committee shall include member(s) of the Faculty Senate Leadership, presidents of the Undergraduate Student Government and the Graduate Student Council, chair of the Staff Advisory Council, president of the Postdoctoral Association, and representative(s) from the Provost’s Office, the Division of Public Safety, and other appropriate departments consistent with the objectives of these procedures and rules. The membership of the Committee is listed online.
VI. Approval requirements
Any demonstration that is reasonably expected to have 100 or fewer participants and will last less than two hours does not require approval of the Committee (hereinafter “Small Demonstration”). This is due to the availability of space and staff to accommodate such demonstrations without risk to necessary university functioning. A Small Demonstration is still subject to the applicable requirements as noted below, and it cannot be conducted in a manner that creates a safety risk, disrupts the ordinary activities of CWRU, or violates any CWRU Policy. In the event a Small Demonstration exceeds 100 participants, exceeds two hours, creates a safety risk, disrupts the ordinary activities of CWRU, or violates any CWRU Policy, CWRU reserves the right to require that such Small Demonstration immediately disperse. In addition, CWRU reserves the right to prohibit, limit, or require approval of Small Demonstrations during designated time periods, such as commencement ceremonies or politically-related events.
In order to address potential safety concerns or disruptions to the ordinary and necessary functioning activities of CWRU, any proposed demonstration that is not a Small Demonstration requires the written approval of the Committee before it may occur (hereinafter “Large Demonstration”). Only university faculty, staff, students, post-docs, and recognized university groups, if in good standing, may make a request for a Large Demonstration.
VII. Reasonable time
To accommodate routine university functioning, demonstrations of any size are requested to refrain from convening before 8 am. or after 10 pm. Large demonstrations are limited to five hours per activity.
The Committee has the authority to impose other date or time restrictions to address potential safety risks or disruptions to the ordinary and necessary activities and functioning of CWRU.
VIII. Reasonable place
The preferred locations for Large Demonstrations are the KSL Oval, Freiberger Field, Van Horn Field, or on the Case Quad green space adjacent to Adelbert Hall. Those requesting to hold a demonstration may indicate alternative locations for consideration by the Committee. It is imperative that applicants consider necessary university functioning such as the need to create a clear and free learning environment for all students, freedom of movement, and other considerations.
Physically blocking a campus building or walkway is not permitted for demonstrations of any size.
Demonstrations of any size are not permitted inside any building or facility. Tabling activities are still permitted inside applicable buildings pursuant to CWRU’s Tabling Policy.
The Committee has the authority to impose other place restrictions to address potential safety risks or disruptions to the ordinary and necessary activities and functioning of CWRU.
IX. Reasonable manner
Only university members (faculty, staff, students, post-docs, and recognized university groups), if in good standing, may participate in demonstrations of any size. Non-university members may be invited to speak at Large Demonstrations, and this information should be included in the written request form. Small demonstrations can invite an outside speaker without approval from the Demonstration Request Review Committee.
For Large Demonstrations, a requestor of the demonstration must always be present at the demonstration.
Tents or other structures, bonfires or other open flames, use of fireworks or other explosives, display or use of weapons, the projection of lights, images or videos onto any building or facility, generators, and microphone systems or bullhorns are not permitted at demonstrations of any size.
Masking to avoid identification is not permitted at demonstrations of any size.
The following applies to demonstrations of any size: Although visual exhibits are permitted, no exhibit may damage university property, and it must adhere to the university’s Posting Policy and the Student Advocacy and Spirit Wall Policy. Exhibits may not violate university policies including the Non-Discrimination Statement, the Student Code of Conduct, etc., such as by including intimidating or threatening signs.
The Committee has the authority to impose other manner restrictions to address potential safety risks or disruptions to the ordinary and necessary activities and functioning of CWRU.
X. Approval process
For Large Demonstrations, students, staff, faculty, postdocs, and recognized university groups must submit a written request to the Committee for a proposed demonstration at least 24 hours prior to the date of the event by filling out this form.
Requests must include the following information:
- brief description of the activity;
- name, email and phone number of the event leader(s) responsible for the event;
- number of expected participants;
- proposed location, time, duration;
- a description of any safety concerns; and
- any requested exceptions to the above rules or extenuating circumstances.
The Committee will strive to provide the requester with a response within twenty-four hours Monday through Friday.
The Committee will approve a request unless it is inconsistent with the above requirements, or if the Committee reasonably believes in its discretion that the demonstration will create a safety risk, disrupt the ordinary and necessary activities of CWRU, or violate a specific CWRU Policy. This process is designed to be collaborative and iterative in nature between the Committee and the requestor so as to enable the proposed demonstration to occur while requesting adjustments to the proposed demonstration reasonably needed to ensure safety, ordinary and necessary activities of CWRU, and compliance with CWRU Policies. If the Committee denies the request, they will provide the basis for its decision in writing. The requester may ask for reconsideration by the Committee based upon new information.
Requests for exceptions to these procedures and operating rules must be made in writing and will be reviewed and considered by the Committee.
The request remains unapproved until receipt of written approval from the Committee.
The Committee retains the authority and discretion to withdraw approval at any time based upon non-compliance with the approved written plan, a safety risk, disruption of the ordinary and necessary activities of CWRU, or violation of any CWRU Policy. If approval is withdrawn during an active demonstration, the participants must immediately disperse.
Staff generally are permitted to participate in demonstrations except during their regularly scheduled work hours. Staff may not organize or participate in any activity that constitutes a conflict of interest or conflict of commitment as provided by CWRU Policy. If staff have a question about their participation in a demonstration, they should contact HR. Please note, however, that under federal labor law, staff are permitted to protest terms and conditions of their employment during their regularly scheduled work hours.
XI. Compliance and enforcement
Demonstrations must be performed in accordance with the approved written plan.