Logistical Policies
This is our list of Logistical Policies. This is regarding your delegation’s ability to stay in New York, attend our Conference, enter NYU, and enjoy your four days. This is naturally more procedural and less about offenses and enforcement, and will largely indicate what our policies pertain to and what they do not pertain to.
Definitions
Committee Staff: Any and all personnel who are aiding in running a specific committee, including:
Chairs and Vice Chairs - frontroom debate moderators
Crisis Directors (CD) and Assistant Crisis Directors (ACD) - backroom update and note response leaders
Crisis Analysts (CA) - note responding and update performing staff
Directorate: Any and all personnel dedicated to planning and executing the conference as a whole, which includes Executives:
Under-Secretary Generals (USG) - directing a specific aspect of the conference, incl. Delegate Affairs, Marketing, etc.
Assistant Under-Secretary Generals (AUSG) - assisting a USG in directing an aspect of the conference, working asynchronously due to their participation in the NYU Study Abroad program.
Executives: Leading members of the Directorate, who run the whole Content and/or Operations sides of the conference, including:
Director-General (DG) - leading either the Operations or Content side of the conference, as DG of Operations or DG of Content.
Secretary-General (SG) - leading the execution of the whole conference.
Delegations: All participating groups, schools, or individual delegates, defined by a student or group of students managed by a chaperone
Delegate - the student or child participating in debate, who is participating independently or under a delegation
Advisor or Chaperone - an adult supervisor for the delegates in a delegation, who will stay on-campus for the duration of the conference
Committee Attendance Policy
Committee attendance is required of all delegates unless an advisor has notified us ahead of time. We will conduct roll-call attendance taken at the beginning of each session. It is the role of advisors to ensure all delegates have made it to their respective committee rooms. We will share our attendance spreadsheet to advisors at the beginning of the conference. Please contact us ahead of time if you believe your full delegation will be late/missing a session.
Dress Code Policy
For all committee sessions, delegates are to adhere to an appropriate and professional dress code. Western Business Attire is required of all participants in session. EmpireMUNC staffers reserve the right, at their discretion, to request delegates violating the dress code change their clothes.
WBA will not be required for Sunday, however note that if you win an award, you will be getting your photo taken with your award and your Chair/CD, so we encourage business casual attire, however this is up to your discretion. For our delegate dance and any out-of-committee events, delegates are encouraged to wear casual but appropriate attire - we will leave the specifics of your dress code in those events to your advisor, however you must, at minimum, abide by NYU’s Dress Code.
Building Entrance Policy
NYU Buildings have ID checks at all entrances, restricting them to NYU Students and Faculty. If you are not an active NYU student with a functioning NYU ID to enter buildings, you will not be allowed to staff in any capacity. Active NYU Students who wish to staff must also be able to enter buildings day-of conference and for staff trainings, and so any NYU students taking gap semesters or studying in alternative NYU sites (eg. NYU DC, Tulsa, etc.) will not be permitted to staff either.
Delegates and Advisors will be contacted ahead of the conference to give all names and relevant details to allow them to be entered into NYU. This will be done via an EmpireMUNC XIII Lanyard which will be needed to enter buildings, and we require some form of alternative identification (even a school ID) alongside this to confirm ID if needed. You will receive this upon registration. You are to wear this at all times while on the NYU Campus. A delegate failing to abide by this will be given a warning, if repeated may be asked to leave the conference. An advisor failing to abide by this may result in a removal from the conference.
If you do not give us your information to put you into NYU’s visitor system, you will not be allowed to enter the NYU Campus. This extends to parents, supervisors, guardians, etc. Please plan your attendance in accordance with the delegation’s advisor and give us sufficient time to input your information.
EmpireMUNC will provide you sufficient time to input all names of all delegates and advisors into our forms. Please submit this by the deadline so we can grant you building access. We will actively remind you about this and our deadline and we will make sure this is as smooth a process as possible. Due to NYU Visitor Policies for large events, if you delay this submission extensively, you may be charged on a per-person basis to grant last-minute entrance permission and we cannot guarantee your entrance into NYU buildings with this. We do not believe this will be necessary in any capacity and that all delegations will be allowed smooth entry into the conference.
Identification Policy
Any and all delegates and advisors/chaperones must carry some form of identification on them at all times. This is to allow entrance into the university as well as to make sure they are permitted onto the campus. In the event that you lose your individual lanyard, we may permit you getting a placeholder lanyard which will require some form of ID alongside it to enter NYU buildings.
Any form of identification is fine, including passports, drivers’ licenses, school IDs, state/city IDs, etc. - so long as the name matches the name given in the system.
Medical, Accessibility, & Accommodations Policy
EmpireMUNC does not provide catering for delegates or advisors. New York University does have cafes, vending machines, and dining halls inside many of its buildings, and delegates are free to purchase food or beverages from them, however we expect delegates to take their own dietary requirements into consideration when doing so. In the event of a medical emergency in committee, staff will be prepared with emergency procedure and will contact appropriate authorities. Advisors should indicate to their delegates how medical emergencies are to be handled outside of committee rooms.
NYU’s buildings are built with physical accessibility in mind and we do not expect this will be a concern, however if you find these accessibility accommodations insufficient there will be sufficient NYU personnel and security to aid you in accessing your committee rooms.
For accommodation requests or questions pertaining to disability, please contact us via email. Accommodation requests, pertaining to a disability, technology accommodation, or anything else, should be emailed to us directly, alongside the delegate’s name. We will put a good faith effort to fulfill all requests by 11/1. We will respond to you quickly with a confirmation that we have received your request, and update you on our ability to fulfill the accommodation request.
Hotel Choice Policies
EmpireMUNC does not require attending delegations to stay at partnering hotels. This is highly recommended however if needed we will not add additional charges nor mandate a hotel option. So long as an attending delegation is able to meet our attendance requirements and is able to arrive on time, any choice of residence option is appropriate.
Hotel Behavior Policies
We expect delegates to remain reasonable attendees at these hotels, to not be unruly, overly loud, or disrupting. This is a broad expectation and not a rule that we expect to enforce. We do not hold rules on curfews, activities, or anything in your personal time within reason. We expect delegates to behave and act within the laws of the City of New York.
Our exception to this is if a partnering hotel contacts us with a complaint about a delegation or person, where a delegate or delegation may be warned, disqualified, or asked to leave depending on the severity of the violation to the hotel’s own policies.
Enforcement Procedure Policy
Our consequences for policy violations are listed below. Please consult both Policy pages for what leads to each disciplinary action. We encourage referencing the laws of the City of New York and NYU conduct policy:
Confiscation - Committee staff will request the delegate to hand over an item they are using without permission (eg. Phone) to the Dais, where it will be kept in a safe and secure location for the remainder of the committee session. Committee staff will not be permitted to search this item nor tamper with it in any capacity.
Confiscation and Search - Offending items brought into committee (eg. printed papers for research) will be handed over to the Dais and will be searched, and in cases determined by the Executives, may be disposed of. This will never include personal electronic or medical devices.
General Verbal Warning - upon the occurrence of a minor offense, the entire committee will be told, by a member of Committee Staff or Directorate, to stray from such actions, not directed at the offending delegate.
Verbal Warning - A formal verbal warning issued by a member of Committee Staff or Directorate informing a participant that their conduct violates conference policy, done one-on-one, with accordance with NYU’s Minor Protection policy.
Advisor Notification - The participant’s advisor will be informed of the policy violation and any disciplinary actions taken, the advisor may also be requested to assist in resolving the situation.
Removal from Committee Session - The participant will be requested to temporarily leave the committee room for a duration determined by the conference Executives, in which they may not vote, caucus, or engage in debate or committee activities.
Individual Award Disqualification - The participant will no longer be eligible to receive any individual delegate awards, regardless of prior performance.
Whole-Delegation Award Disqualification - The entire delegation may be disqualified from receiving both individual delegate awards and whole delegate awards.
Individual Removal from Conference - A participant’s conference credentials will be revoked and they will be asked to leave the NYU Campus immediately with supervision from an advisor or chaperone, with no refund.
Whole Delegation Removal from Conference - The whole delegation’s conference credentials will be revoked and they will be asked to leave the NYU campus immediately, with no refund.
Conference Ban - a delegation will be asked to leave the NYU campus immediately, with no refund, and will not be permitted to register for future EmpireMUNCs, either permanently or for a temporary period designated by the Conference Executives.
Referral to Relevant Authorities - In cases involving suspected criminal conduct, threats to participant safety, abuse, or other serious misconduct by any participant or advisor, EmpireMUNC reserves the right to contact law enforcement, emergency services, child protection agencies, or other appropriate authorities, as deemed necessary by the Conference Executives.