Additional Policies & Procedures

New Mexico State University is a thriving center of education and research which encourages supervised events on campus for children as well as adults. However, the ability to concentrate for extended periods of time is a prerequisite within a healthy academic environment.

Students, staff, faculty, and administrators can expect to attend and teach class, or complete work or research in laboratories, libraries, offices, and other workplaces with a minimum of distractions or interruptions. Consequently, the following regulations have been established, and will be enforced by the appropriate dean or administrative supervisor, to ensure that an appropriate academic environment is maintained.

  • Children visiting campus must be closely supervised by an adult at all times.
  • Children will be prohibited from entering dangerous settings such as labs and equipment rooms without the approval of the appropriate dean or administrative supervisor.
  • Children may not attend a class in session without the prior approval of the class instructor. Children under the care of the instructor may not attend class without the prior approval of the immediate supervisor.
  • Children may, on rare occasions and with the approval of the supervisor, accompany a parent to the workplace. However, the expectation is that parents will make alternate arrangements for the care of their children during normal working hours.
  • Children taking part in programs and/or special events on campus are expected to abide by the rules and regulations established by the program or event sponsors.

New Mexico State University maintains academic, disciplinary, and other records pertaining to students in accordance with the specifications of the Family Educational Rights and Privacy Act of 1974 (FERPA) and amendments. Students who are interested in acquiring access to their records should make their requests to the Vice President for Student Services.

Directory information will be released upon request unless the student does not wish such a release and notifies the Student Services Office in writing. Directory information includes student’s name, address, e-mail address, telephone listing, date and place of birth, major field of study, participation in officially recognized activities and sports, weight and height of members of athletic teams, dates of attendance, degrees and awards received, and most recent previous educational agency or institution attended by the student.

Disclosure of the types of records maintained by the institution is available upon request by the student as are all other requirements stipulated by the Family Educational Rights and Privacy Act of 1974 as they pertain to New Mexico State University. Further information regarding details may be acquired from the Registrar’s Office.

New Mexico State University recognizes and promotes an intellectually open campus. The free exchange of ideas through written, spoken, and other forms of expression reflects its public land-grant heritage, support of diverse points of view, and commitment to excellence in education and research.

A. Campus Use for Free Expression – Any outdoor area that is generally accessible to the public may be used by any individual or group for petitioning, distributing written material, handing out newspapers, or conducting speech acts. Prior approval is not necessary as long as the primary action is not to advertise or sell a commercial product. Activities must follow all applicable fire codes, local, state, and federal laws. Activities shall not:

  • unreasonably obstruct vehicular or pedestrian traffic,
  • block the entrances or exits to buildings and facilities,
  • permanently occupy land areas or permanently locate signs and posters,
  • erect permanent structures, shelters or camps, or
  • unreasonably interfere with classes, university work, and scheduled events.

In exercising the right of free expression, one must also accept the responsibility of following the laws related to the safety of people and property. If property damage or excessive littering occurs, or other unusual expenses are incurred by the university as a result of the event, event organizers maybe held responsible for reasonable charges if deemed appropriate by the President or his/her designee.

  1. Petitioning and the Distribution and Posting of Literature and Signs
    • All literature distributed must contain identifying information either (1) the name of an NMSU sanctioned organization, or (2) the name and address (which may be an organization and e-mail address) of the unaffiliated entity or person, or the telephone number of the unaffiliated entity or person) for someone to contact in case of litter problems.
    • Literature may be distributed hand-to-hand, through the use of tables, or by posting on designated bulletin boards and kiosks.
    • Written materials may not be placed in non-approved locations. Written materials may not be placed on any part of a university building or structure without university permission. Posting on traffic signs, power poles, trees, and automobile windshields is not allowed.
    • Tables are allowed as long as the tables do not unreasonably interfere with pedestrian traffic. Materials may not be left on unattended tables. While scheduling of tables is not required in advance, those individuals who have previously scheduled a site through the Campus Activities Office or other appropriate university offices will take precedent.
  1. Group Speech Activities
    • Group speech activities, including rallies, parades and demonstrations that are advertised through public media including newspapers, radio, television, flyers, or electronic lists may need to be coordinated through the office of the Vice President for Student Services.
    • Any individual, group, or organization sponsoring a group speech activity that is expected to draw more than 100 persons at one time and uses public media for advertising must notify the Vice President for Student Services no less than 72 hours in advance of the activity, so that the Vice President for Student Services can take appropriate actions to ensure the safety of the event and issue a permit as proof of prior notification. Activities expected to draw 500 or more participants, or require road closures or detours, must be scheduled two weeks in advance.
    • Any individual, group, or organization planning a group speech activity is encouraged to contact the Associated Students of New Mexico State University Carlsbad in advance so that activities may be coordinated with appropriate university offices. This will allow for locations to be reserved or other concerns to be addressed, such as the use of sound amplification equipment. Contacting the Associated Students of New Mexico State University Carlsbad is voluntary and does not constitute an approval process.
      • All scheduling is done on a “first come, first serve” basis.
      • Activities that are scheduled receive priority in the use of space on campus.

3.  Electronic Sound Amplification

Sound amplification equipment may be allowed if coordinated in advance through the Vice President for Student Services.

  1. Use of Chalk
    1. Chalk may be used on campus as long as it is restricted to concrete walkways.
    2. All chalk used must be of a temporary or removable nature. Permanent chalk, such as surveyor’s chalk, may not be used under any circumstance.
  1. Policy Enforcement – Any person violating this policy will be subject to:
    1. Being asked to cease and desist or to relocate by appropriate university employees acting within the scope of their duties.
    2. Being ordered to leave the premises or property owned or controlled by the university by the police or a person in charge of the property.
    3. Institutional disciplinary proceedings under the Student Code of Conduct if violation by a student. Violations by faculty or staff will be referred to the appropriate department or academic unit.
    4. Arrest for violation of local, state, and federal law(s).
    5. Restriction of future use of, or access to, the NMSU campus.
  1. Reference to Other Policies Impacting Freedom of Expression

In the event that the terms of this policy conflict with other existing policies impacting freedom of expression in areas generally accessible to the public, the terms of this policy shall prevail.

Raising funds is a means for campus organizations to supplement their other resources in meeting the goals of the organization. In order to avoid conflicts, duplications, or violation of laws or regulations, it is necessary to establish guidelines to aid in coordinating such activities.

Although the University supports organizational fund-raising efforts, it recognizes that the campus is not a market place to be exploited by opportune entrepreneurial projects. Fund raising is not the primary function of student organizations, and campus organizations do not have an implicit right to use the campus or the community for fund-raising activities.

Fund raising through sales and solicitations, both on and off-campus, are governed by University Sales and Solicitation Policies. Full text copies of these policies are available from the Student Services Office. The Vice President for Student Services, room 111, makes interpretation of the Sales and Solicitation Policy.

The university is dedicated to providing equal employment and educational opportunities to all persons without regard to age, ancestry, color, disability, gender, gender identity national origin, race, religion, sexual orientation, spousal affiliation or veteran status. The university strives to comply with all federal and state nondiscrimination laws, including:

  • Titles VI and VII, Civil Rights Act of 1964
  • Age Discrimination in Employment Act of 1975
  • Equal Pay Act of 1963
  • Pregnancy Act of 1978
  • Education Amendments of 1972, Title IX
  • Section 504 of the Rehabilitation Act of 1973
  • Vietnam Era Veterans Readjustment Act of 1974
  • Executive Order 11246
  • Executive Order 11141
  • Americans With Disabilities Act of 1990
  • Civil Rights Act of 1991
  • New Mexico Human Rights Act

This dedication extends to recruitment, hiring, promotion, compensation, training, benefits, separations, and to the availability and delivery of all educational, academic, and student welfare programs and services. The Office of Institutional Equity/EEO Office is responsible for assuring compliance with equal employment opportunity programs throughout the university. Any individual who wishes to file a discrimination complaint or discuss discrimination issues is encouraged to contact the Office of Institutional Equity/EEO Director or the Human Resources (Personnel) Director if the individual is uncomfortable reporting the complaint to the Office of Institutional Equity/EEO Director. For nondiscrimination complaints or matters, employees may contact the Assistant Director of Employee Relations, Hadley Hall, room 15, and the telephone number is (575) 646-4148.

To access the complete grievance procedures for discrimination, please refer to Chapter four, Section 4.05.10 of the New Mexico State University Policy Manual (modified October 10, 2011). Copies of this policy manual may be obtained via the Human Resources (Personnel) website at

Sexual Harassment Policy/Hostile Work/Academic Environment
To access the complete Sexual Harassment Policy, please refer to Chapter three, Section 3.94 of the New Mexico State University Policy Manual (dated September 8, 2006). Copies of this policy manual may be obtained via the Personnel website at

All employees and students should be aware that the university is prepared to take action to prevent and remedy such behavior, and that individuals who engage in such behavior are subject to disciplinary action. Faculty and staff with actual or apparent authority who engage in sexual harassment or neglect to control the work environment may be held accountable. Anyone who may have been subjected to sexually offensive behavior or conduct in the classroom or work environment is encouraged to contact the Office of Institutional Equity/EEO Director by phone at 646-3635 or by email at


Qualified students with disabilities are to be provided with reasonable accommodation in accessing buildings, programs, and services. Students are encouraged to contact the Special Needs Services Coordinator at (575) 234-9321 for more information. Disability-based discrimination grievances may be filed according to the procedures set forth in Section 4.05.10 of the New Mexico State University Policy Manual (dated September 8, 2006).

Anyone who parks anywhere on-campus must park in a designated parking area. Only vehicles with a valid handicap placard are allowed to park in designated areas.

Written information may be posted on the NMSUC campus at designated locations by individual students, employees, or recognized student organizations. Not more than two posters supporting the same candidate or cause may be located in the same area. Posters are not to exceed 14″ x 22″ and must be removed the day following the election or advertised event.

Written information may only be posted in approved locations, available from the Student Services Office, room 111. Written materials MAY NOT be placed in non-approved locations, including but not limited to automobiles, walls, glass, doors, floors, or any part of a university building or structure, traffic sign, power pole, sidewalk, or tree. Questions related to the interpretation of this policy shall be directed to the Vice President for Student Services.

Accumulating evidence has shown environmental or second hand tobacco smoke increases the risk of cancer and other health hazards for non-smokers as well as smokers. NMSU has a vital interest in maintaining a healthy and safe environment for its students, faculty, staff and visitors while respecting individual choice. Consistent with these concerns and the New Mexico Clean Indoor Air Act, NMSA 1978, § 24-16-1 through 11, the following policy has been established to restrict smoking of tobacco, or any other weed or plant, and provide procedures for accommodating the preferences of both smokers and nonsmokers.

Smoking of tobacco products is prohibited in all buildings (exceptions below) owned or leased by the University as well as within 25 feet of entrance or exit, vehicles, and during some organized outdoor events on University property.

Smoke Free Areas

Smoking is prohibited in or at:

  • All enclosed buildings and facilities including classrooms, offices, food service venues, and lavatories;
  • Within 25 feet of building entrances and exits (when reasonable) and fresh air intake grills unless it is a specially designated smoking area
  • Partially or fully enclosed walkways, corridors, elevators
  • Vehicles owned, leased or rented by the University; and
  • Within 50 feet of any area where flammable materials are handled or stored, or where other significant fire hazard may exist
  • Indoor athletic or other University-sponsored or designated events

No Smoking signs or the international no-smoking symbol will be posted at major entrances of all University buildings except for those campus residences where smoking is permitted.

Smoking Permitted Areas

Smoking is permitted outdoors on University property except during organized events which have been designated as “No Smoking”. Individuals choosing to smoke outdoors must be 25 feet from doorways, open windows, enclosed walkways, and ventilation systems to prevent smoke from entering enclosed buildings and facilities, and to prevent public access from being denied to an individual with a respiratory medical condition.

Education and Services For Smokers

In light of numerous adverse health effects associated with active smoking, and with exposure to second hand smoke, the University will provide educational services to faculty, staff, and students about the hazards of smoking and information and services on quitting smoking. In addition to consulting with their own health care providers, students, faculty, and staff may get assistance from the following University programs.

  • Students may contact the Campus Health Center for information and programs on quitting smoking.
  •  Faculty and staff may obtain assistance in smoking cessation through the Campus Health Center.

Cooperation and Compliance

This policy relies on the mutual courtesy and cooperation of smokers and nonsmokers for its success. It is the responsibility of all members of the NMSU community to observe the provisions of this policy on smoking. Complaints or concerns or disputes regarding its implementation should be referred to the immediate supervisor for resolution. Environmental Health & Safety will assist in determining what distance or location is reasonable for the particular situation. If a resolution cannot be reached, the matter will be referred by the supervisor to the appropriate Department Head, Director, Dean, and Vice President for mediation. Managers, Department Heads and unit Directors are responsible for seeing that persons in their areas are informed and comply with this smoking policy. Those having difficulty complying with these restrictions are encouraged to seek assistance from the resources listed in Section 4. Students, faculty, and staff violating this policy are subject to disciplinary action. Any person who commits an unlawful act under any of the provisions of the New Mexico “Clean Indoor Air Act” shall be fined in an amount not less than ten dollars or more than twenty-five dollars for each violation.

Disposal of Tobacco Waste

Anyone who chooses to smoke or use smokeless tobacco on campus must discard the waste in an appropriate manner.

The University recognizes the importance of providing a venue where members of the community can freely and openly express their ideas. However, if an individual(s) and/or organization improperly or illegally occupy university buildings or property, the following statement will be read:

“You are violating university regulations and/or state laws concerning improper occupation of buildings or property. If you leave within the next 10 minutes, no further action will be taken. If you do not leave within 10 minutes you may be arrested. If you are a student, you may also be subject to disciplinary action as outlined in the Student Code of Conduct.”

In the event a crime (other than the peaceful, but illegal occupation of a building or property) has occurred, is occurring, or is about to occur, action may be taken without regard to the above statement by the appropriate university officials in order to protect the safety, lives, and property of the university community.

Note: Policies are subject to change. Check the NMSU website for updated information at

Computer usage and network accesses are privileges provided to the students of NMSUC. Use of computing and electronic information resources are restricted to the appropriate NMSU Carlsbad academic and administrative activities and is governed by Federal, State and local laws. Specific campus computing regulations include the following:

  1. Students represent the College while using internal and external NMSUC computer equipment and telecommunications networks. They must assure that no Federal, State or local laws are violated and must abide by all College rules, policies or codes of conduct while utilizing any NMSUC equipment or telecommunications network.
  2. Students are excluded from unauthorized modification of hardware or software configurations on NMSUC computers. This includes any modification to computer desktops except as instructed by NMSUC staff or instructors. Downloading and installing software on NMSUC computers is strictly prohibited. This includes, but is not limited to, instant messaging software.
  3. Students must observe existing copyright, licensing and legal restrictions on the use of software or information found on networks.
  4. Students shall respect the privacy and rights of others and shall not improperly access, misappropriate or misuse the information and/or files of NMSU Carlsbad or others.
  5. Students shall use NMSUC computers and networks judiciously and promote the efficient use of computers and networks to minimize congestion, which might interfere with the work of other students or staff. To ensure the moral and efficient use of NMSUC computers and networks, students are restricted to academic projects and email access only.
  6. Hard drive storage is prohibited. Any work saved to the local hard drive of a computer may be lost due to maintenance on computers. Folders on the local network are available for students to save their work, though we advise students to save their work to a floppy disk for use as a backup. All student folders may be deleted at the end of each semester.
  7. Campus email accounts are good only while currently enrolled with NMSU. The email system is the property of NMSU and as such, is subject to access by the college.The college has the right to withdraw the above-mentioned privileges from a student because of violations of the computer usage policy. Violations of this policy could also result in disciplinary actions, which may be cause for suspension and/or dismissal from NMSU Carlsbad and/or legal action.