Student Organization Manual

A Guide to Managing Registered Student Organizations

2014-15

Student Union and Engagement Office

Student Union Suite 303 (859) 572-6514

http://nku.orgsync.com

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Student Organization Manual 2013-2014 Chapter I. Student Organizations and Code of Student Rights and Responsibilities 3 Categories of Organizations 4 Registration Policies and Procedures 5 Process for Establishing a New Student Organization 7 Privileges, Responsibility, and Accountability of Student Organizations 9 Constitution 10 Withdrawal of Registration 10 Judicial Procedures for Student Organizations Chapter II. University Policies 12 Non-Discrimination Policy 13 Anti-Hazing Policy 14 Social Standards Policy 15 Alcoholic Beverages Policy and Regulations 17 OrgSync Social Calendar Policy 17 Late Night Event Policy 17 Student Union/University Center Reservation Procedures and Policies 18 Use of Indoor Flames 19 Showing of Films Policy 20 Meetings, Demonstrations, and other Assemblies Policy 21 Procedures for Obtaining Approval for any Visible Alteration to the Existing Campus 21 University Posting and Chalking Policy 21 Solicitation and Sales Policy 21 Student Organization Food Sales Policy 22 Off Campus Speakers Policy 23 Protocol for Inviting Elected or Appointed Officials to Campus Policy 23 Protocol for Inviting the University President or Vice Presidents to attend/speak at your event Chapter III. Club Sports 23 Club Sports Policies Chapter IV. Monetary Resources 26 Bank Accounts and Campus Based Accounts, EIN information 26 Legacy Fund Program 30 Program & Activities Grant Chapter V. Additional Resources 34 Norse News Network-N3 34 Student Organization Mail and Mailboxes 35 Bulk Mail Service 35 Copy/Printing Services 35 Media Services 35 Facilities 35 Website & Email Accounts 35 Catering Services 35 Fax Service

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36 Student Use of State Vehicles Chapter VI. Faculty/Staff Advisor’s Expectations 37 Advisor’s Responsibilities

Chapter I Student Organizations and Code of Student Rights and Responsibilities

Student Organizations are expected to abide by the Code of Student Rights and Responsibilities and will be held accountable for failure to comply. For a complete listing of the Code of Student Rights and Responsibilities, please refer to the Office of the Dean of Students. The entire document can be accessed on line through the following web address: http://deanofstudents.nku.edu/index.php

Definition of an NKU Student

For the purposes of this and all policies regarding registered student organizations an NKU student is defined as an enrolled student at NKU, excluding School Based Scholars. Only students meeting that definition are eligible to join a registered organization.

Categories of Organizations ACADEMIC/HONOR: Membership is either based on certain academic measures and is by invitation only or is associated with a particular field of study. Many academic organizations are supported by an associated department or College. CHASE COLLEGE OF LAW: Organizations supported by Chase College of Law. Membership is open to Law School students only. COMMUNITY SERVICE: A co-educational organization whose main purpose is to bring together students and/or faculty/staff in an effort to participate in community service, usually targeted toward a specific interest/area of concern. CULTURAL: A co-educational organization whose main purpose is to bring together students and/or faculty/staff to share common goals, objectives, or issues typically associated with a specific culture or cultures. DEPARTMENTAL: An organization sponsored primarily through a department or a major field of study. In most cases, a faculty/staff member is assigned by the department to work directly with this organization. Often the organization is involved directly with the mission and activities of the department. FAITH BASED: An organization which may or may not be affiliated with a particular church or religious belief. Many, but not all, faith based groups are assisted by a campus minister and are also affiliated with the Interfaith Council.

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GRADUATE: A co-educational organization whose main purpose is to bring together students and/or faculty/staff to share common goals, objectives, or issues associated with specific Graduate programs. Typically, membership restricted to Graduate students only. GREEK: An organization which is exclusive to one sex or another, represented by Greek letters and affiliated with a national/international organization. In addition, fraternities and sororities must participate in the appropriate governing Council or Association. LEADERSHIP: Organizations affiliated with the Northern Kentucky Leadership Institute. MEDIA: Organizations that are associated with Student Media outlets and other associated organizations. POLITICAL: A co-educational organization whose main purpose is to bring together students and/or faculty/staff to share common goals, objectives, or issues. These clubs typically have a politically motivated purpose or common interest. RECREATIONAL (CLUB SPORTS): These organizations are supported by The Department of Campus Recreation. Each Club sport is formed, developed and governed and administered by the student membership of that particular club, working with the Club Sports Program staff. Sport clubs are defined as a group that meets regularly to pursue an interest in team or individual sport activity. Sport clubs can be competitive, recreational and/or instructional in nature. Sport – An activity involving physical exertion and skill that is governed by a set of rules or customs and often undertaken competitively. Game – An activity providing entertainment or amusement; a pastime. To be eligible for consideration as a recognized Sport Club at NKU, a potential club shall meet the following requirements:

1. Fit definition of Sport Club; AND 2. Offer an activity that does not duplicate an existing Sport Club

RESIDENCE HALLS: Organizations developed for students living in the NKU Residence Halls, often supported by University Housing. SPECIAL INTEREST: A co-educational organization whose main purpose is to bring together students and/or faculty/staff to share common goals, objectives, or issues. STUDENT GOVERNANCE: Student Government Association

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Registration Policies and Procedures For student organizations registered in the previous year, there are steps required to maintain that status for the following year.

A. Each spring semester, registered organizations must renew the organization’s registration and update all membership/officer and advisor information utilizing the OrgSync system. Typically, this process takes place during the last full week of classes prior to the start of final exams.

B. Each fall semester, registered organizations must attend a Student Organization Orientation, typically scheduled during the third full week of classes. Student Organization advisors are strongly encouraged to attend a session as well.

C. All registered student organizations must pay a $25.00 registration fee annually. The organization registration process is not complete until this fee is paid. The fee is due after July 1 of the new academic and fiscal year. Final deadline will be the last day of Student Organization Orientation sessions.

D. New student organizations should review the document “How to Start a New Student Organization”. The form is located in the forms section of Orgsync or in the Student Union and Engagement Office. A “new” organization is defined as any group not registered with Student Engagement by the end of the previous academic year.

Process for Establishing a New Student Organization 1. Only currently enrolled students of Northern Kentucky University may initiate the establishment of a

new student organization with the Student Union and Engagement Office. 2. Off-campus organizations may solicit interest from students for their off-campus organization only at

the designated free speech area. Further information can be found on the Office of the Dean of Students website, http://deanofstudents.nku.edu/index.php under Codes and Policies. However, these off-campus organizations may not initiate the establishment of a new student organization with the Student Union and Engagement Office – this can only be done by a student(s) of Northern Kentucky University.

3. Once a student(s) of Northern Kentucky University has initiated with the Student Union and Engagement Office the establishment of a new student organization, the student(s) must meet all expectations outlined under the Rules and Criteria for Registration of Student Organizations section.

E. In the event, the student(s) do not comply with 5 members standard, the new student organization will be granted a Provisional Status. The Provisional Status may not exceed 8 weeks and will be granted once (1) per academic school year. During this period, the new student organization may reserve meeting rooms, hang posters on campus to advertise the student organization and to solicit other students to join the student organization, and participate in campus events specifically designed to provide student organizations an opportunity to recruit members, i.e. Student Organization Rallies, Student Organization Information Fairs, Freshfusion, Orientation Tailgates, etc.

Additionally, all registered student organization are expected to adhere to the following:

1. Copies of all local constitutions and bylaws governing the organization must be submitted along with a membership roster updated on the OrgSync system of all members and the Student Organization Registration process completed on the OrgSync system. If the Organization has a national

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headquarters, include the address. For organizations that are part of a national organization, national constitutions and by-laws must be submitted upon requested.

2. The student organization shall not discriminate against any person due to race, color, age, sex, religious

affiliation or belief, or sexual orientation, except when expressed and legitimate purposes of the organization require limitation as to sex or religious affiliation or belief.

3. The student organization must not adopt a name which is neither the same as nor deceptively similar

to the name of an existing registered student organization, the University or any division or department thereof. Student Organizations needing off-campus checking accounts should not include Northern Kentucky University as part of their name. If the account was ever overdrawn, the University would be implicated through the use of its name.

a. Each student organization is its own entity and therefore should not include Northern

Kentucky University as an affiliate.

4. The student organization must be non-profit. It may not use its position as a registered student organization to solicit or advertise for commercial purposes. A student organization may not be utilized as a vehicle for personal financial gain for any members or advisors.

5. All registered student organizations must be consistent with the ethical principles of Northern

Kentucky University and their activities must be consistent with all University policies and the Student Code of Conduct which can be found at: http://www.nku.edu/~deanstudents/codes_and_policies/index.php

6. Although not a comprehensive definition of the function and activities of members of a student organization, the following functions and activities must be reserved to NKU student members who are on good academic standing with the University:

a. Holding of any offices in the student organization. b. Presiding, officiating, voting, making or seconding motions at any meeting of the student

organization. Guests may attend and, as members of the audience, speak at meetings of the student organization when the program and procedures permit.

c. Acting as a public spokesman for the student organization. 7. Membership in the student organization shall be limited to NKU students as defined on page 3. 8. The student organization must maintain a minimum of 5 members. 9. Both full-time and part-time students are eligible to be members of the student organization. 10. Every registered student organization shall have a faculty/staff advisor chosen by the membership. 11. Only members of the student body, faculty and/or staff of the University may man tables or distribute

materials on campus on behalf of the student organization. Any person, persons, organization, etc. must have written sponsorship or approval of a student organization before it is permitted to distribute any materials.

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12. An affirmative statement shall be signed by students, faculty/staff seeking registration of the student organization to certify that the student organization is in compliance with and will continue to comply with the Code of Student Rights and Responsibilities, and with the policies, rules and regulations approved by the Board of Regents.

13. Northern Kentucky University prohibits any action or situation that recklessly or intentionally

endangers mental or physical health or involves the forced consumption of liquor or drugs for the purpose of initiation into or participation in or affiliation with any organization. For more information please see Hazing Policy. http://president.nku.edu/docs/GovAdmRegsABC_FINAL_5-19-11.pdf. All students are responsible for reporting any violations to the Office of Student Engagement or the Dean of Students office.

14. For reporting purposes, all members of registered student organizations must be included in the roster

for each organization of which they are a part. Periodically, the Student Union and Engagement Office will draw anonymous data from OrgSync that is used to provide aggregate data on the impact of involvement. This data may include scholastic reports, residency, major, retention, and other data routinely collected by the university. Individual student data will not be published or shared, however, if a student would like to have their information withdrawn from the collection they must notify the Office of Student Engagement in writing.

15. Academic requirements, beyond the description noted in #6, for members and officers should be stated in the Constitution and/or Bylaws of the student organization.

Privileges, Responsibility, and Accountability of Student Organizations It is the position of the Office of Student Engagement of Northern Kentucky University that all student organizations support the interest of the University by:

Providing a forum for social interaction that permits the individual to learn to effectively relate to others.

Encouraging and stimulating intellectual growth by promoting participation in the intellectual and cultural life of the University.

Providing an environment in which learning takes place through the free exchange of ideas and beliefs between members.

Promoting academic achievement and scholarship.

Providing valuable leadership experience.

Providing a support system for individuals as they proceed through significant developmental changes.

Because the Office of Student Engagement supports the aforementioned position, the following privileges are conferred on all Registered Student Organizations in good standing:

1. Assistance of the Student Organization Board and Student Engagement staff in coordination and maintenance of the student organization.

2. Advertisements and notices in official publications. 3. Use of University facilities. 4. Eligibility for University funding upon approval of the Student Organization Board (Legacy

Funding) or the Office of the Dean of Students (Program Funding).

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5. Social Calendar registration privileges through OrgSync. 6. Posting and advertising privileges. 7. Use of resources available through Student Engagement, the Student Organization Board, and

the Student Union. 8. Use of University Services. 9. Use of Student Organization Mailboxes as available. 10. Participation in all-University events, i.e. Rites of Spring, Pumpkin Bust, Homecoming,

Freshfusion. 11. Inclusion in recruitment events, i.e. Student Organization Rallies, Orientations, Student

Organization Fairs.

The Student Union and Engagement Office further believes that part of the developmental process includes holding our registered student organizations and their membership accountable if they fail to meet the responsibilities outlined below:

1. Comply with all laws of the Commonwealth of Kentucky. 2. Comply with all University policies and guidelines. 3. Engage in sound financial management. 4. Off-campus checking accounts must require a double signature for all transactions and

Faculty/Staff advisors must have signature authority and access to the account. 5. Expend all of the organization’s monies to further the purpose(s) of the organization and not

for the private benefit of officers or members. 6. Regularly inform the organization’s advisor(s) about the programs, personnel, and activities of

the organization. 7. The organization shall engage only in positive, educationally sound activities that will not bring

disfavor upon the University. 8. Accept responsibility for all financial obligations incurred and decisions made as an

organization. 9. Register the organization annually with the Student Union and Engagement Office.

Student Organization Constitution: Each organization is required to produce a constitution and by-laws, and submit one copy to the Student Engagement office upon registration. When changes are made to the constitution and/or by-laws a new copy must be submitted to Student Engagement. The following are standard considerations when compiling a constitution: Statement of purpose and mission. Statement of qualifications for membership.

A listing of offices which the organization will have and duties inherent in each of these. A statement that the organization will provide for “due process” in disciplinary procedures with its membership. Outline the process for removing a member.

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A statement as to how the organization will be financed. A statement that two authorized signatures are required for every financial transaction (protects the organization and the individual). A statement that includes a provision for the disposition of funds remaining in the event of the dissolution of the group. A statement that the organization is not organized for the purpose of furthering the private financial gain of an individual and/or select number of individuals. Statement that the organization does not subscribe to discrimination as to race, sex, or creed, sexual orientation, age, veteran statues, or national origin, except when the expressed and legitimate purposes of the organization require limitation as to sex or religious affiliation or belief. A statement that addresses the means to approve amendments and the required vote for amending the constitution (recommend 2/3 vote). Voting process for officers and how vacant positions will be handled mid-term.

How to Write a Constitution: A good constitution establishes structure and purpose of the group; creates methods for selecting officers; and designates powers and responsibilities to those members and officers.

SAMPLE

Article I: Introduction Section I: Name of the Organization Section II: General purpose/goal of the organization Article II: Membership Section I: Who is eligible for membership? Section II: How are members selected? Section III: Qualifications and responsibilities of members Article III: Executive Board/Officers Section I: What are the different positions? Section II: Who is eligible? Section III: How are officers removed from office? Section IV: How are vacancies filled? Article IV: Meetings Section I: How often does the organization meet? Section II: Who presides over meetings/meeting structure Article V: Amendments to the Constitution Section I: What is the process for making an amendment?

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Section II: How is the amendment ratified?

Withdrawal of Registration 1. Withdrawal of Registration Privileges

A. The privileges conferred through registration may be withdrawn for cause which shall include: 1. Willful or negligent violation of University, state or federal standards, codes or policies as

sanctioned by the Student Organization Board. 2. Registration will also be withdrawn or discontinued:

a. At the written request of the student organization or its’ national affiliate; b. When constitutional provisions dissolves the group; c. When a student organization does not hold meetings or activities for a period of one (1)

academic year; d. When a student organization fails to carry out its programs consistent with the stated aims

and purposes of the student organization’s constitution. e. If for any reason the student organization becomes delinquent as to its responsibilities as a

student group.

I. Warning A warning given by the Student Organization Board is a notice to the group that they will be placed on

probationary status if specified obligations are not met within a designated period of time. II. Probation The Student Organization Board may put a registered student organization on probation which means,

loss of any or all privileges of registered student organizations. Probation must be for a specific duration at which time status can be reviewed. During the probationary period any violation of University policy may lead to immediate suspension.

III. Suspension Suspension shall involve permanent, complete withdrawal of all privileges and rights of the student

organization. In addition, no suspended student organization may use or rent NKU facilities as a non-University group. In order to regain registration privileges, the student organization must register as a new forming group during a regular registration period in the following academic year. The student organizations governing board, the organizations national organization, or the Student Union and Engagement Office can initiate the above actions.

The Student Organization Board in conjunction with the advisors will communicate all decisions regarding the status of a student organization in writing. Amended June 2012

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Judicial Procedures for Student Organizations To ensure that all student organizations and their membership are held to the same standards, a process has been designed to review allegations of misconduct involving the willful or negligent violation of University, state or federal standards, codes or policies. The Student Organization Board or appropriate Judicial Review Board will review all allegations of misconduct that an observer would associate with a specific student organization that may bring disfavor upon the University. In addition, individual members of the organization may be subject to Disciplinary Action as outlined in the Code of Student Rights and Responsibilities. Possible Sanctions: Warning – A warning is a notice to the organization that they will be placed on probationary status if specified obligations are not met within a designated period of time. Community Service - An organization may be required to participate in some form of community service that will help repair any loss of favor that the University may have experienced. Educational – The organization and its membership may be required to participate in an educational activity related to the action(s) that resulted in the violation. Examples include: the development of and/or participation in an alcohol education seminar, leadership training, etc. Probation – Loss of any or all privileges of registered student organizations. Probation must be for a specific duration at which time status can be reviewed. During the probationary period any additional violation may lead to immediate suspension. Suspension – Suspension may be recommended to the Dean of Students. Suspension shall involve permanent, complete withdrawal of all privileges and rights of the student organization. In addition, no suspended group may use or rent NKU facilities as a non-University group. In order to regain registration privileges, the organization must register as a new forming group during regular registration period in the following academic year. The student organizations governing board (IFC/Panhellenic/NPHC), the organization’s national organization, or the Student Engagement office can initiate the above actions. Appeals: Appeals may be made to the Office of the Dean of Students within 5 (five) business days of the decision. Appeals must be in writing and must indicate one or more of the following as basis for appeal:

1. Substantial procedural error that unreasonably impaired either party. 2. Unduly harsh sanction against the accused. 3. Substantial bias on the part of the adjudicator. 4. Newly discovered evidence of a substantive nature not available, in spite of all due diligence of

the proponent, at the original hearing. If this is the case, the appeal is for a new hearing and the letter needs to state the new evidence as well as a request for a new hearing based on that evidence.

NOTE: The Dean of Students and the Student Union and Engagement Office reserve the right to adjudicate serious violations outside of these prescribed procedures if the welfare/and or safety of students, or self, is in jeopardy.

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Students and student organizations have a right to appeal sanctions pursuant to the procedures set forth in the Code of Student Rights and Responsibilities. In order for any appeal to be considered, the student must submit all necessary documentation, including written arguments when appropriate, to the Dean of Student’s office within ten (10) working days of receipt of notice of sanctions. An appeal is not simply a rehearing of the original case, but a review of the official record and the written statement of appeal provided by the student.

CHAPTER II University Policies

Student Organizations are expected to abide by the Administrative Regulations of the University and will be held accountable for failure to comply. For a complete listing of the Administrative Regulations, please refer to the Office of the President. The entire document can be accessed on line through the following web address: http://president.nku.edu/.

Non-Discrimination Policy for Student Organizations Northern Kentucky University believes that student organizations play a vital role in every student’s education. Therefore, every student shall have the right to participate in the student organization of his or her choice regardless of race, color, religion, sex, sexual orientation, national origin, handicap, age or ancestry. Northern Kentucky University encourages students to join and actively participate in all registered student organizations. Additionally, NKU encourages students to recruit new members for their organizations and to create new organizations when needs are not met by existing groups. A criterion for registration as an organization on NKU’s campus is the requirement that the organization shall have a policy that every student shall have the right to actively participate in that student organization regardless of race, color, religion, sex, national origin, sexual orientation, handicap, age, or ancestry and shall have equal opportunities for membership in all registered student organizations. The exception shall be the recognized social fraternities and sororities whose right to remain single sex organizations is guaranteed under Title IX of the Education Amendments of 1972. Every other provision of this statement applies to those organizations as it does to all student organizations. Therefore, no student organization shall refuse membership to a student on the basis of race, color, religion, national origin, handicap, sexual orientation, age or ancestry. Nor shall any student organization discharge a member without just cause or otherwise illegally discriminate against that person with respect to privileges and promotions within that student organization. Furthermore, no student organization shall limit or classify its members on the basis of race, color, religion, sex, sexual orientation, national origin, handicap, age, or ancestry. No student organization shall have any subordinate members or subordinate organizations affiliated with it that are discriminatory on the basis of race, color, religion, sex, sexual orientation, national origin, age, handicap or ancestry. Every member of every organization shall be a full member entitled to all of the rights and privileges of said membership. Those organizations with an initiation period for new members must have

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this initiation period approved by the University. The existence of said initiation period and organizational policy and procedures must not violate any University policy. Further, no student organization shall print, publish, cause to be printed or published any material that is discriminatory on the basis of race, color, religion, sex, sexual orientation, national origin, handicap, age, or ancestry. Nor shall any student organization conduct any activities that tend to harass, embarrass or generally disturb any person on the basis of race, color, religion, sex, sexual orientation, national origin, handicap, age, or ancestry. Any violation of this statement by any student organization shall result in disciplinary action. Students may file a complaint with the Student Engagement Office, the Affirmative Action Coordinator of the University, a representative of Student Government Association, or a member and of the Faculty or the Dean of Students. Penalties for violations of this policy may result in suspension or probation of the organization and loss of privileges associated with registered student organizations.

Anti-Hazing Policy Please refer to AR-II-5-0-3 for the entire Administrative Regulation, Anti-Hazing Policy. This document may be accessed at: http://president.nku.edu/docs/GovAdmRegsABC_FINAL_5-19-11.pdf. Prohibition of Hazing In accordance with Kentucky Revised (KRS) 164.375, Northern Kentucky University prohibits any action or situation that recklessly or intentionally endangers mental or physical health or involves the forced consumption of liquor or drugs for the purpose of initiation into or affiliation with any organization. Penalties for violation of the hazing policy shall include but are not limited to:

1. Student violators will be subject to possible suspension or expulsion from the University or other appropriate disciplinary action in accordance with the Code of Student Rights and Responsibilities.

2. Faculty and staff violators will be subject to possible loss of employment from the University or other action in accordance with the Faculty Policies and Procedures Handbook, Salmon P. Chase College of Law Faculty Handbook, Handbook for Department Chairpersons, and personnel Policy and Procedures Manual.

3. Faculty, staff or student organization that authorize or contribute to actions that violate this policy shall lose University authorization to operate on campus property. Officers of such organizations may be held individually responsible for the actions of their organizations.

4. Visitors, licensees, and invitees to Northern Kentucky University who violate this policy will be removed from University property and may be subject to prosecution.

1. SUBTLE HAZING: Actions that are against accepted organization standards of conduct, behavior and good tastes. An activity or attitude directed toward a prospective member or member or an act which ridicules, humiliates or embarrasses. Examples include:

Ignoring or ostracizing or publicly shunning a member or prospective member(s)

Calling prospective members demeaning names or requiring prospective members to call members Mr., Miss, etc.

Silence periods for prospective members

Any form of demerits

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2. HARASSMENT HAZING: Anything that causes mental or physical discomfort to the prospective member

or members. Any activity directed toward a prospective member or activity which confuses, frustrates or causes undue stress. Examples include:

Verbal abuse

Sleep deprivation

Any form of questioning under pressure or in an uncomfortable position

Requiring prospective members to wear ridiculous costumes or perform ridiculous activities

Requiring only prospective members to enter by back door or go up back staircase or limiting access to facilities

Stunt or skit nights/events with demeaning and/or crude skits and/or poems

Requiring prospective members to perform personal service to actives such as carrying books, running errands, performing maid duties, etc.

3. VIOLENT HAZING: Anything that causes physical and/or emotional harm. Examples include:

Forced consumption or use of food, beverages (especially alcohol) or any other substance

Excessive exercise

Sexual violation

Assault including paddling, beating

Burning or Brandings

Social Standards Policy Please be advised that the Dean of Students Office and the Student Union and Engagement Office encourage and expect compliance by registered student organizations with the following guidelines. The ability of a registered organization to sponsor an event and the continued registration of the organization by the University will be contingent on compliance.

Registered student organizations are expected to comply with University Regulations and with state and local laws regarding the conduct of members and guests at all times.

During social events, student officers will be held accountable for compliance by members and guests.

All parties where alcohol is present should be closed to all but members and invited guests. As a result, if alcohol is present, no advertisement of this event via flyers, posters, newspaper ads, etc. is permitted either on or off campus. Guest lists are to be used to document those invited to the event and serve as a sign in sheet for those attending the event. We recommend that organizations keep a copy of the guest list and sign in sheet on file for one year following the event. All other groups who participate in the event where a guest list is maintained should be able to gain access to the lists after the event, if they deem it necessary.

Should alcohol be present at an event, non-alcoholic beverages and food items also are to be served and conspicuously displayed.

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Greek Letter Organizations and student organizations with national affiliations are expected to follow the Risk Management Policy as defined by their national organization.

No alcoholic beverages may be purchased through the organization treasury nor may the purchase of same for members or guests be undertaken or coordinated by any member in the name of or on behalf of the organization. The purchase and/or use of a bulk quantity of such alcoholic beverages (e.g. kegs) is prohibited.

Pre-parties and spontaneous events will be considered organization events if you answer yes to any of these questions:

Is the pre-party/ spontaneous event taking place in the same location as an organization sponsored activity?

Is the event sponsored by a member of the organization? Are half of the people in attendance members of the organization? Is half of the organization in attendance? Was the pre-party/spontaneous party discussed at a meeting?

If you answered yes to any of these questions, then your organization may be held accountable for behavior that occurs at this event.

Alcoholic Beverage Policy and Regulations All registered students organizations are expected to comply with the Northern Kentucky University Alcohol Policy (Administrative Regulations AR-II-5.0-1) which can be found at: http://president.nku.edu/content/dam/President/docs/govadminregs/GovAdmRegs%20Final%203-26-12.pdf Below are some selected parts of the Alcohol Policy but this in not an all inclusive list. To be certain that your organization is in compliance review the policy in its entirety. Regulations Concerning Alcoholic Beverages: 1. The possession and/or consumption of alcoholic beverages on the campus of Northern Kentucky

University is prohibited except as permitted by law (KRS 244.020, KRS 244.080, KRS 244.085) and institutional policy stated herein. See paragraph 3 below.

2. The possession and/or consumption of alcoholic beverages in Northern Kentucky University residence

halls is absolutely prohibited. (See Student Housing Handbook and Housing Agreement terms and conditions, Section XI-B.)

4. Alcoholic beverages shall not be sold or served to anyone under the age of 21. 5. No alcoholic beverages shall be sold or served to an intoxicated and/or disorderly person. 6. All faculty, staff, and students must obey all applicable state and local laws and University regulations

pertaining to the sale and use of alcoholic beverages. 7. The sale, serving, and consumption of alcoholic beverages are strictly prohibited except in areas and at

times and dates licensed by the Kentucky Alcohol Beverage Control Board, or similar agencies in other states.

8. Persons under 21 years of age shall not legally possess or consume alcoholic beverages in Kentucky. The furnishing of alcoholic beverages to underage person is strictly prohibited both by policy of the

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University and by statue of the Commonwealth. Use of fraudulent identification to procure alcoholic beverages is also prohibited.

9. Adequate alternative beverages and snacks and/or food must be readily available at all social functions where alcohol is served.

10. Sponsoring groups and organizations will be responsible for providing security to ensure that guests conduct themselves properly and to assist with crowd control.

11. Sponsors of an activity should cease serving alcoholic beverages at least one-half hour prior to the end of the scheduled activity.

12. No persons under the age of 21 years shall be permitted to sell or serve alcoholic beverages. 13. No persons authorized to sell or serve alcoholic beverages may consume such beverages while they are

so engaged. 14. Promotion and advertising of events where alcohol will be consumed should not encourage any form

of alcohol abuse, nor should events be advertised which place emphasis on quantity and frequency of use of alcohol (e.g., chugging events).

15. Beverage alcohol (kegs and cases of beer, bottles of distilled spirits or wine) should not be provided as awards or prizes to individuals or campus organizations.

16. Beer distributors, liquor companies, bars, and night clubs are not permitted to: (1) advertise on campus; (2) co-sponsor an event with a student organization; (3) advertise on any schedule card, athletic brochure or press guide, invitation, or other printed material; and (4) provide advertising for University events presented on radio or television.

17. Northern Kentucky University does not assume responsibility for unofficial events held off campus involving individuals or groups affiliated with the University.

18. Violations of alcohol-related University policies and regulations by any member of the NKU community

shall be reported to one of the following University offices: A. Students – Dean of Students B. Faculty – Office of the Provost C. Staff – Personnel Services D. Guests and all others – Department of Public Safety

If your organization is planning at event where alcohol may be served, please review the policy in its entirety at: http://president.nku.edu/content/dam/President/docs/govadminregs/GovAdmRegs%20Final%203-26-12.pdf beginning on page 93. Possible penalties for violations of these regulations include, but are not necessarily limited to, the following:

A. Legal action by individuals or governmental authorities including possible sanctions of citation

or arrest. B. University disciplinary action under the Student Code, Faculty Policies and Procedures

Handbook, Salmon P. Chase College of Law Faculty Handbook, Handbook for Department Chairpersons, or Personnel Policy and Procedure Manual.

C. In addition to A. and B. above, students and/or student organizations may be subject to these

penalties:

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1. Loss, curtailment, or elimination of student social functions, and notifications of national organizations where applicable.

2. Loss of status as a registered campus organization. Student organizations shall designate one person, perhaps an officer of that organization, to assume responsibility for assuring that there is knowledge of and compliance with these alcohol policies. It is recommended that this person participate in a special educational program offered by Health, Counseling, and Prevention Services Office.

OrgSync Community Calendar Policy The primary purpose of the OrgSync Community Calendar is to provide information to the Campus and the Community regarding events that Student Organizations are hosting. After reserving a date on the OrgSync Community Calendar according to the procedures below, each registered campus organization may then advertise sponsored events on campus. The OrgSync Community Calendar is kept through the OrgSync system and is available to view through the Student Union and Engagement Office. The OrgSync Community Calendar is open for all Registered Student Organizations following the completion of the OrgSync registration/renewal process. The OrgSync Community Calendar will be on a first come, first serve basis. Events that are held off campus and involve the sale and consumption of alcohol (parties) will not be posted on the Community Calendar. Registered Student Organizations are encouraged to use the University Master Calendar process to post events that may be of interest to members of the surrounding Community and the University at large. Please access the Calendar through the University Website or through the direct link http://www.nku.edu/cgi-bin/publish/webevent.cgi?cmd=opencal&cal=cal22 .

Late Night Event Policy The Late Night Event Policy and Registration form may be accessed through the Student Union web address: . http://studentunion.nku.edu/organizations/latenight.html Student Organizations wishing to host such events must schedule a meeting with Student Union/University Center management to thoroughly review the policy and registration requirements.

Student Union/University Center Reservations Procedures and Polices

Facility reservations are an extremely important service of the Student Union/University Center. In order to accommodate groups requesting to use the Student Union/University Center facilities, it is important for everyone to fully cooperate with the reservation policy. Every effort will be made by Student Union staff to honor all requests. Please refer to the complete listing of Student Union/University Center Reservations Procedures and Policies on line: http://studentunion.nku.edu/event/policies.php. For Student Union/University Center room reservations please refer to the information on line or call 859-572-5760. Student Organizations must have the on campus organization advisor submit room reservation requests on-line for all buildings through the on-line scheduler: http://roomrequest.nku.edu/Schedule7/Portal/GuestPortal.aspx

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If the Student Organization on campus advisor is not available to submit a room reservation the Student Organization may complete a room request form through OrgSync and the Student Organization Board will assist with completing the reservation and contact the Student Organization with a reservation confirmation.

Use of Open Flames Indoors This policy applies to any individual or organization not otherwise recognized as a Northern Kentucky University Operations and Maintenance, commercial establishment, educational/scientific laboratory or clinic that is involved with the use of open flame to accomplish work assignments and procedures. Purpose The purpose of this policy is designed to enhance the overall fire safety of the interior and exterior of university buildings and the life safety of its occupants through the governed use of open flame devices, equipment, and materials. Policy The burning of candles, sparklers, incense, paper leaflets, combustible figurines, pyrotechnic device, or any other combustible material is prohibited on university property. Any fire caused by the unauthorized use of open flames will be considered arson. Exception No. 1: Open flame devices may be permitted for use in the following situations, provided that precautions satisfactory to Safety and Environmental Compliance are taken to prevent ignition of any combustible material or injury to occupants:

A. Where necessary for ceremonial or religious purposes. B. On stages and platforms as a necessary part of a performance. C. Where candles on tables are securely supported on substantial noncombustible bases and candle flame is protected

Exception No. 2: Outdoor fires and use of grills may be permitted at approved locations, provided that precautions satisfactory to Safety and Environmental Compliance are taken to prevent ignition of any combustible material or injury to persons. Exception No. 3: Pyrotechnic special effect devices shall be permitted to be used on stages before proximate audiences for ceremonial or religious purposes, as part of a demonstration in exhibits, or as part of a performance, provided that precautions satisfactory to Safety and Environmental Compliance are taken to prevent ignition of any combustible material and use of the pyrotechnic device complies with NFPA 1126, Standard for the Use of Pyrotechnics before a Proximate Audience. Exception No. 4: Flame effects before an audience shall be permitted in accordance with NFPA 160, Standard for Flame Effects Before an Audience. Exception No. 5: This requirement shall not apply to heat-producing equipment complying with 9.2.2 of NFPA 101.

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Exception No. 6: This requirement shall not apply to food service operations in accordance with 12.7.1 or 13.7.1 of NFPA 101. The exceptions listed above are not to be considered automatic or preapproved exemptions from compliance with this policy. The department responsible for an event which includes an activity to which this policy applies shall request approval from Safety and Environmental Compliance for an exception as defined above. The Department shall seek and must receive approval prior to each event for which the exception is required. An activity scheduled for several consecutive days or times shall be considered as one event, however an inspection may be required prior to each day or time of the event.. Responsibilities Safety and Environmental Compliance • The Environmental Safety Coordinator shall inspect equipment and make site visits prior to the event, unless otherwise pre-approved. Deans, Directors, Dept. Chairs, Requestor • Shall notify Safety and Environmental Compliance prior to the scheduled event so that an inspection of the site and equipment can be conducted. • Shall have an extinguishing agent such as water or a fire extinguisher readily assessable throughout the activity. Safety and Environmental Compliance will assist in defining the appropriate extinguishing agent for the specific activity planned. References: National Fire Protection Association NFPA 1/Fire Prevention Code 2006

Showing of Films on Campus Policy - The Face-To-Face Teaching Exemption Section 110 of the 1984 Copyright Act does provide a specific exemption to the licensing of what is clearly a public performance – “Face-to-face teaching.” To qualify for the exemption, the showing must occur in a face-to-face teaching situation at a non-profit educational institution and you must be able to answer YES to all of the following six criteria: 1. Performances and displays of audiovisual works must be made from legitimate sources, such as pre-

recorded videocassettes. Copies made from legitimate sources or broadcasts are not allowed. 2. Performances and displays must be part of a systematic course of instruction and not for

entertainment, recreation, or cultural value. The instructor should be able to show how the use of the motion picture contributes to the overall course study and syllabus. The course MUST be a credit course, and must be recognized by the institution and for which students must register.

3. The instructors or pupils must give performances and displays from the same location in which it is

being screened; no broadcasting from outside sources (such as closed-circuit television) is allowed. 4. Performances and displays must be given in classrooms and other places devoted to instruction; library

screening rooms, residence hall lounges, rathskellers and cafeterias do not qualify. 5. Performances and displays must be a part of the teaching activities at a non-profit educational

institution. Businesses that conduct educational seminars and certain technical schools do not qualify.

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6. Attendance is limited to the instructors, pupils and guest lecturers. Only students registered for the class may attend the screening. No fee specific to the screening may be charged.

**If you have answered NO to any of the six criteria, you do NOT qualify for an exemption. You must obtain a public performance license.

Registered Student Organizations may show films on campus as long as they are purchased through a movie licensing company. The cost usually starts at $250 and goes up, depending on the studio, title and event date. Prices fluctuate on a weekly basis. For more information contact one of the movie licensing companies listed below: Motion Picture Licensing Company (MPLC) – www.mplc.org Swank Motion Pictures – www.swank.com Criterion Pictures USA – www.criterionpicusa.com

Meetings, Demonstrations, and Other Assemblies Policy Northern Kentucky University recognizes and confirms the right of all members of the University community to free expression, assembly, and advocacy. In order to facilitate the effective use and enjoyment of the facilities of the campus for the exercise of such rights and in order to minimize conflict between the form of their exercise and the rights of others in the effective use of University facilities, the following regulations are herewith established: 1. Planned or spontaneous demonstrations, meetings, or assemblies may be conducted in those appropriate

areas of the campus which are regularly available to the public, provided such demonstrations, meetings, or other assemblies.

a. are conducted in a lawful and orderly manner; b. do not prohibit or interference with vehicular or pedestrian traffic; c. do not interfere with classes, other scheduled meetings, events, and ceremonies or with other

educational processes of the University; d. are conducted in conformity with state statutes; e. are conducted only with specific authorization when held in (1) University buildings, or (2)

University fields and recreation areas, or (3) residential areas of the campus, or (4) other areas available by reservation only.

2. Reservation of appropriate University grounds, areas, facilities, or other University property for the

purpose of conducting a demonstration, meeting, or other assembly will be granted, subject to the restrictions contained in section #1 above, to the following described University organizations, groups, and individuals:

a. Registered Student Organizations on file and available in the Student Union and Engagement

Office. b. Members of the University faculty and staff, for extracurricular events related to their

University duties. c. Official alumni groups and similar University-related organizations, departments, and other

units of the University, for events directly related to their purposes and in keeping with the University’s role as an educational institution.

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Procedures for Obtaining Approval for any Visible Alteration to the Existing Campus: Please refer to AR-II-3.0-13 for the entire policy regarding alterations to the existing campus. The Administrative Regulations may be accessed on line through the Office of the President Web address: www.nku.edu/~president.

University Posting/Chalking Policy Posting Eligibility Registered student organizations with the Student Union and Engagement Office and University departments of Northern Kentucky University are eligible to post materials on campus. Posting must be in accordance with AR-II-5.0-5. This document may be accessed on line through the Student Union Web Address: http://studentunion.nku.edu/index.php. Registered student organizations may also advertise by chalking walkways. The Chalking policy should be reviewed before chalking and can be found on the Student Union website: http://studentunion.nku.edu/index.php.

Solicitation and Sales Policy To insure the orderly functioning of the University and to permit Registered Student Organizations or University departments an opportunity to supplement their allocated resources, Northern Kentucky University permits only these organizations and departments to engage in sales and/or solicitation as a part of their legitimate service and educational activities. Any registered student organization sponsoring a vendor on campus (jewelry, books, tye dye, etc.), MUST reserve their date on the OrgSync Community Calendar. The Student Organization Board will approve the request and contact the Registered Student Organization. The location for the vendor MUST be reserved through the on line scheduling system by the registered student organizations on campus advisor. Student Organization that will be selling any item must complete the Sales and Solicitation Form available on OrgSync. Please review AR-II-7.0-1 for the complete Administrative Regulation regarding sales and solicitation. This document is available on line and may be accessed through the Office of The President Web address: http://www.nku.edu/~president/docs/GovAdmRegsABC_FINAL_5-19-11.pdf

Student Organization Food Sales Policy Northern Kentucky University has contracted with Chartwells the exclusive agent to purchase, prepare, and sell food, food products, and non-alcoholic beverages on its campus in Highland Heights, Kentucky, except as mutually agreed upon by NKU and the food service company. Stipulations for registered student organizations include the following:

1. Each organization must be registered with the Student Union and Engagement Office.

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2. BAKE SALES: Requests to sponsor bake sales must be submitted on the Sales and Solicitation Form available through OrgSync. The date of the bake sale must be reserved on the OrgSync Community Calendar and the space must be reserved by the registered student organizations on campus advisor through the on line scheduler. The Sales and Solicitation form will be reviewed and approved by the Student Life Specialist. PLEASE REMEMBER: A bake sale is defined as the sale of baked goods, pastry, doughnuts, cookies, etc. that do not require refrigeration or heat to maintain product safety. All other types of food sales are prohibited unless otherwise authorized in writing by the Director of Food Services.

3. Other than bake sales NO food sales may be held on campus without the written consent of Chartwells. The Request for Exception to the Food Policy is available on through OrgSync.

4. Locations, such as the plaza front to Nunn Hall, the first floor of Nunn Hall in front of the elevators, and other areas inside campus buildings, must be reserved and confirmed by through the on line scheduler by an on campus advisor unless otherwise directed. Certain lobby areas are not currently available to reserve. Those areas can only be reserved through the Sales and Solicitation Registration process completed through OrgSync.

5. At no time may two organizations schedule a bake sale for the same day or location unless it has been mutually agreed to by both organizations.

6. The food service director is willing to advise any organization dealing with food donations on Health and Sanitation Department regulations under which such food sales must be conducted. They will also cooperate with any group on the procurement of supplies.

7. All poster, flyers, etc., advertising a BAKE sale must be approved and stamped for posting by the Student Union Information Desk.

Chartwells is the sole food service operation at Northern Kentucky University. By contracted agreement with the University, they are the only agents through which any organization may negotiate and determine any food services for any event on campus.

1. Chartwells will work in cooperation with any registered organization to provide: a. Food services for any on-campus or off-campus event. b. Written estimates for services. c. Procurement of supplies relates to events (paper plates, etc.). d. Special occasions whenever food service is provided by other sources (students, etc.).

2. Should occasion call for other food services, permission for the service must be met by Chartwells and the Office of Student Engagement.

Student organizations are responsible for payment for any services contracted with Chartwells. Should the student organization cancel an event, remember it is the responsibility of the student organization in canceling the food service – otherwise the student organization will be liable for payment. Always follow through with the details.

Off Campus Speakers Policy Many organizations enjoy the opportunity of sponsoring programs for walks of life outside the University. The following considerations are necessary for the sponsorship of an off campus speaker, concert, movie, etc.

1. The event must be approved by a meeting of the complete membership represented by a quorum vote.

2. The event must be approved by the group’s advisor.

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3. Notification must be made to the Assistant Director of Student Engagement, concerning the intention of bringing the speaker to campus AT LEAST two weeks before the scheduled date for the speaker to be on campus.

4. Final approval must come from the Director of Student Engagement or designee. 5. Scheduling must comply with the OrgSync Community Calendar. 6. The Office of Student Engagement must assist with issuing event contracts if needed.

Protocol for Inviting Elected or Appointed Officials to Campus Policy As a professional courtesy, the Office of the President would like to be informed when an elected or appointed local, state, regional, or national official is invited to campus by departments or student organizations. When appropriate, the President would like the option to informally greet and interact with the officials without interfering with the scheduled event. Due to the busy nature of the President’s schedule, advance notification is requested in order to anticipate scheduling conflicts. The student organization advisor or person coordinating the event is requested to call the President’s office and the Student Union and Engagement Office AT LEAST two weeks prior to finalizing the scheduling of visits of such officials.

Protocol for Inviting the University President or Vice Presidents to events If your student organization would like to invite the President, Cabinet Members, Vice Presidents or the Dean of Students to either attend or speak at your planned organization events, you must complete the request form through OrgSync. Please include specific details of the event to include date, time, location and purpose of the person’s attendance. The Student Union and Engagement Office or Student Organization Board will confirm attendance with the student organization.

CHAPTER III

Club Sports Policies All Club Sports must register with the Student Union and Engagement Office as a Registered Student Organization and are bound by the same requirements as all other registered student organizations. Additionally, Club Sport designation is granted through the Office of Campus Recreation and additional registration requirements will apply. Please contact the Office of Campus Recreation for a complete Sport Club Manual. Sport Clubs are required to attend a Student Organization Orientation and Sport Club Orientation meeting every year to be in compliance with registration requirements. NKU Campus Recreation Mission Statement Mission We are committed to enriching the lives of the university community by enhancing the academic experience, encouraging physical, mental, and social development, and promoting a lifelong appreciation of leading a healthy lifestyle. Vision To provide comprehensive state of the art facilities and programs that increase recruitment, retention, diversity, learning, community building, fitness and satisfaction with the overall NKU collegiate experience.

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Introduction What are Club Sports? The Club Sports Program offers a unique blend of team and individual sports. Each club sport is a student organization comprised primarily of students, faculty and staff. Each club is formed, developed, governed and administered by the student membership of that particular club, working with the Club Sports Program staff. The key to the success of this program and each club is student leadership, interest, involvement and participation. Sport Clubs shall be defined as a group that meets regularly to purse an interest in team or individual sport activity. Sport Clubs can be competitive, recreational and/or instructional in nature. Sport – An activity involving physical exertion and skill that is governed by a set of rules or customs and often undertaken competitively. Game – An activity providing entertainment or amusement; a pastime. To be eligible for consideration as a recognized Sport Club at NKU, a potential club shall meet the following requirements: 1. Fit definition of Sport Club; AND 2. Offer an activity that does not duplicate an existing Sport Club Recognition as a Club Sport Any group of individuals who are interested in forming a sport club, or an existing club that feels they want to be considered a sport club, must adhere to the following procedures set forth by Campus Recreation Club Sports Program:

All members must be a Northern Kentucky University recognized student organization in good standing.

All members must be currently taking classes at NKU

o If a student organization at Northern Kentucky University is acknowledged by student affairs as a club and are involved in a competitive sport activity in which an inherent risk is known, then they MUST be a sports club.

Complete the Club Sport Request for Recognition form.

Each club must select an advisor/coach prior to becoming a sports club. The advisor/coach must have all documentation, such as licenses or credentials, filed with the Department of Campus Recreation Club Sports Program.

Become familiar with the Northern Kentucky University Club Sports Handbook.

Prepare bylaws or a constitution that satisfies the Department of Campus Recreation Club Sports Programs requirements and submit a copy for approval.

Club members should be aware of the possibilities of injury and the liability involved.

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Understand that Northern Kentucky University is not responsible for the activities involved in the Club Sports Program.

Positives to Being a Sport Club

Each club can gain additional funds from Campus Recreation and the Club Sports Program by becoming involved in additional fundraising events.

The Club Sports Program will set-up times and dates for each club to have equal facility usage both for competitions and practice time.

The Club Sports Program will assist the club in finding coaches or advisors.

The Department of Campus Recreation and the Club Sports Program will be available to assist the clubs with administrative concerns.

Yearly Club Renewal To be considered an active Sport Club, each club must:

Participate in one (1) competition each year.

Have at least five (5) members.

Be active in fundraising efforts.

Be involved in marketing to allow the campus community to become familiar with the club and what the club is about.

Complete and file all appropriate forms as directed throughout the year.

Have a representative from the club at all Club Sport Meetings.

Follow the Department of Campus Recreation Club Sport guidelines as outlined in the Sport Club Handbook.

Maintain a club purpose and activity that is consistent with the Campus Recreation mission and vision. Member Responsibility Each member must sign a liability waiver and Information form before they are able to participate in any club related event / activity. Risk Management To provide a safe and positive recreational experience for all participants it is necessary to prevent accidents and injuries before they happen. It is strongly recommended that every club develop and implement the following safety procedures:

Club sport officers, club members, coaches, advisors and instructors should emphasize safety during all club-related activities.

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Each participant recognizes they are responsible for their own well-being and the well-being of all affiliated with the club.

Club sport officers are expected to survey the fields and facilities prior to every practice, game, or special event. Unsafe conditions must be reported to the Club Sports Program staff.

Club Sports are expected to abide by all local, state and national health and safety regulations.

At least two members from each club must be certified in CPR and First Aid. At least one of these individuals must be present at all club functions at home or away to handle any emergency situations.

All club sports must have a first aid kit present at all competitions and practices.

Participants are required to wear proper clothing and appropriate protective equipment relative to the sport. If the participant chooses not to use the equipment, the participant must realize they are doing so at their own risk.

CHAPTER IV

Monetary Resources/Money Management

Bank Accounts and Campus Based Accounts: Off Campus Bank Accounts: Registered Student Organizations may choose to obtain a bank account through a banking entity not associated with the University. The organization Advisor and President should be the primary responsible parties for the organization. Advisors must have complete access to the bank account. In order to establish a bank account, your organization will need an Employer Identification Number (EIN). An EIN is a nine digit number the IRS assigns in the following format XX-XXXXXXX. It is used to identify the tax accounts of employers and certain others who have no employees. Student Organizations affiliated with a national organization (national honor society, fraternity…) can use the national EIN number if the national office allows. The Internet EIN application is the preferred method to apply for and obtain an EIN. Once the application is completed, the information is validated during the on-line session, and an EIN is issued immediately. The person completing the form must have a valid Taxpayer Identification Number (social security number, EIN, or individual Taxpayer Identification Number) in order to use the online application. Taxpayers can obtain an EIN immediately by calling the Business and Specialty Tax Line at 800-829-4933 or on line at: http://www.irs.gov/taxtopics/tc755.html. Agency Accounts: If your organization would like to have a campus based account, your organization advisor must contact Accounts Payable to set up what is referred to as an Agency Account. This is a non-interest bearing account and does not come with checks or the conveniences associated with a private bank account. Your organization advisor will be required to maintain the records for the account and initiate all transactions and requests for check actions. Please contact Accounts Payable at 859-572-5261 for further information.

Legacy Fund Program

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Registered student organizations may request funds for Student Travel Assistance and Operational Assistance through the Legacy Fund Program. LEGACY FUND GUIDELINES 2014-2015 Academic Year

SECTION I The following guidelines are applicable to student organizations who apply for funding from the Legacy Fund. Legacy Fund requests will be reviewed twice a month on Tuesday at 12:15pm in SU 105 by the Student Organization Board. Requests must be submitted no later than 4:00pm on the Monday prior to meeting week (please see meeting dates below). Requests submitted after the deadline will not be considered until the next meeting date. Student organizations that submit requests/proposals for student travel are required to schedule a time to discuss their request with the Student Organization Board. A member of the student organization must be present at the meeting. Listed below are the meeting dates for the 2014–2015 academic year.

Date Time Location 9/15/14 11:00-12:00 am Student Union 302 9/15/14 5:00-6:00 pm Student Union 109 9/16/14 11:00-12:00 pm Student Union 302 9/16/14 5:00-6:00 pm Student Union 109 9/17/14 11:00-12:00pm Student Union 302 9/18/14 11:00-12:00 pm Student Union 302 9/18/14 5:00-6:00pm Student Union 302

9/19/14 11:00-12:00pm Student Union 302

If you are unable to make any of these sessions, please email smithlor@nku.edu with your availability and we will coordinate a session for you. Please put in the subject line: Student Org Orientation

Registration fee of $25.00 is due to Student Union and Engagement Office on September 30th.

SECTION II

WHO CAN BE FUNDED The Student Organization Board shall only allocate Legacy funds to student organizations registered by the end of September of each new academic year. Student organizations receiving funding from the Student Fee Allocation Board or Sport Club funding are not eligible for Legacy funding. TYPES OF FUNDING AVAILABLE There are two forms of funding available to registered student organizations. They are:

1. Student Travel Assistance – to assist with student travel expenses for the purpose of bettering or improving the student organization

2. Operational Assistance – to assist the student organization with operational needs Registered student organizations may apply for both forms of assistance.

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AMOUNT AVAILABLE Funds will be disbursed upon merit and need of the requesting student organization.

1. A student organization may request up to a maximum of $200 of Operational Assistance for the current academic year (July 1 – June 30).

2. Only one travel request per student organization will be considered per academic year (July 1 – June

30). A student organization can be funded a maximum of $3,000 total for travel expenses for Student Travel Assistance. Additionally, only 70% of the total trip shall be funded at the cap of $3,000 (i.e. trips where the total cost is below $3,000 should only be funded at 70% of the trip – no trip should be funded in total)

3. The Student Organization Board reserves the right to approve only partial funding or deny in full any

request submitted. If the organization wishes to clarify or ask for reconsideration of the request, they may do so in writing. After a request is reconsidered, the decision will be final. The organization will be notified, in writing, of the reasons for denial.

STUDENT TRAVEL ASSISTANCE Funds may be allocated to student organizations who travel to off-campus conferences when their purpose is to bring back skills which benefit the student organization.

1. Funds may be used for full or partial payment of the following: a. Transportation – To obtain a University vehicle a faculty or staff sponsor/advisor must

accompany the student group. The Student Organization Board and/or the Office of Student Engagement can assist with inquiries on obtaining University vehicles. Airline tickets can be reimbursed only with complete confirmation and itinerary submitted. Rental car expenses are by reimbursement only with original receipt submitted. Transportation to a conference within a 10 hour driving distance from Highland Heights, KY will not be funded for airline tickets.

b. Lodging – By reimbursement only (must have original receipts) c. Registration Fees – Request must be submitted before conference. Allow at least two weeks to

process registration payment before the registration due date. No registration reimbursements will be approved.

d. Gas – By reimbursement only (must have original receipts)

2. Funds will not be allocated for meals or other personal items.

3. Student organizations that make presentations or serve in a leadership capacity at the conference will be looked upon more favorably by the Student Organization Board.

4. Travel requests require a student organization member, preferably the member who submitted the

request/proposal, to meet with the Student Organization Board during the Legacy meeting at least 2 weeks prior to trip to explain the importance of their travel. Upon receiving approval for the request, the student organization must schedule an appointment with the Student Union and Engagement Office (studentlife@nku.edu) to make arrangements for payment(s).

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5. All reimbursements, payments, etc. must be completed no later than 2 weeks after date of travel otherwise the student organization forfeits reimbursement. A list of all students that traveled and a copy of the conference agenda must be submitted with receipts.

OPERATIONAL ASSISTANCE Operational assistance funds shall be allocated to registered student organizations for the purpose of assisting with general operations of the student organization.

1. Student organizations should complete the Request/Proposal Form at least 4 weeks prior to date of need.

2. Student organizations may receive operational assistance for the following items: student organization registration fee, postage, copies, printing, ads, banners, supplies, equipment, and general office supplies needed for recordkeeping and member education materials.

3. Student organizations should not make any purchases without the approval of the Student

Organization Specialist in the Office of Student Engagement. 4. Upon receiving approval for the request, the student organization MUST schedule an appointment

with the Student Organization Specialist to make arrangements for payment(s). A portion of operational assistance must be used within 2 months of allocation or the organization forfeits the monies and will not be approved again for the academic year.

5. Food may not be purchased with operational assistance money allocations.

SECTION III All allocations and the use of Fee Allocation Board funds must be in accordance with these guidelines, applicable University policies and procedures and any legal requirements of the Commonwealth of Kentucky and the Federal Government.

SECTION IV Monies allocated shall be made in accordance with the following guidelines:

1. Allocation shall not be used for direct donations to organizations of a charitable nature (i.e., United Way, Community Chest, American Cancer Society, etc.)

2. Funds will not be allocated to support candidates in campus elections.

3. Money will not be granted for alcohol purchases.

4. No monies shall be allocated to an organization to be used for the personal benefit of any of its

members. No salaries will be funded from this generation of funds.

5. Allocated money may not be used to establish petty cash funds.

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6. Funds shall be used for the expressed needs allocated. In order to use monies for different needs, the

organization must submit an additional request to the Student Organization Board. Approval for a change of program must come from the Student Organization Board.

7. If a change in the original funding request is made, an amendment must be attached to the original

funding request and submitted to the Student Organization Board for approval.

8. The Student Union and Engagement Office reserves the right to audit any expenditure.

9. Funding requests for assistance during the summer months (May, June, July, August, and beginning of September) must be received no later than one week before the last Legacy Fund spring semester meeting. Requests for May and June will be dependent on availability of funds.

10. All organizations are required to take a vote of their membership prior to requesting funding.

PROCEDURES The following steps for insuring allocation are necessary:

1. Legacy Fund packets, which include guidelines, request/proposal form, and policy agreement are available on OrgSync, which can be accessed through the Student Union and Engagement Office website: http://nku.orgsync.com/.

2. The Legacy Fund Request/Proposal Form must be completed through OrgSync by an officer of the

organization least 2 weeks in advance, excluding weekends & holidays, for any request. Please refer to the meeting date schedule for meeting dates and request due dates. Requests will be reviewed on a first come, first serve basis.

3. A meeting should be scheduled with the Student Organization Board by a student organization officer

at least 2 weeks prior for all student travel requests. It is the responsibility of the student organization to submit the request/proposal for travel prior to the early conference registration deadline to ensure funds can be used toward registration costs. The Board will not pay late fees or increased fees for conference registrations. The student organization will be contacted with the decision of the committee in writing within 5 business days of the hearing.

4. If allocations have been approved after the date of usage, no reimbursements will be available. This is

in compliance with the University policy.

Note: The Student Organization Board reserves the right to change, amend, or allow for funding beyond the limits outlined above in special circumstances as determined by the Dean of Students Office, Student Union and Engagement Office and/or Student Organization Board Chairpersons.

Revised 6/2012

Program & Activities Grant Student Organization Program & Activities Grant Guidelines: 2014-2015 Academic Year

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Student organizations, fully registered with the Student Union and Engagement Office, are eligible to apply for the Student Organization Program & Activities Grant. Grant money is not to be considered permanent organizational funding. The intention of grant money is to provide opportunities for student organizations to present quality programming for the NKU community. These funds are intended to be one-time program grants. Student organizations requesting consideration for grant funding must complete the application process on-line through OrgSync. The Dean of Students or his/her designee(s) determines grant application approval.

Funding Priorities Funding will be allocated to programs that will generate a majority of the following outcomes:

Increase the impact of current on-going campus events

Develop activities that, over time, will establish NKU traditions and contribute to students’ personal, cultural, social, educational, or career development

Help student organizations develop new programs that have an opportunity of significant campus impact and promote development of diversity and multi-culturalism in the campus community

Develop more diverse programming and promote increased faculty, staff and student interaction

Encourage the development of co-sponsored and multi-sponsored programming and enhance cooperation between NKU student organizations through joint projects

Help retain NKU students through facilitating and/or recognizing academics and campus involvement Grant Guidelines Any student organization that is currently registered and in good standing with the Office of Student Engagement is eligible for funding under these guidelines: 1. Applicants must list all other funding sources and any efforts made toward raising funds other than grant

funds on the Program Planning/Budget Form. 2. Funding for a program shall not exceed $2,000 per event/program or a yearly maximum of $4,000 per

student organization. 3. Funding for events and programs will depend upon the merit of the program and availability of project

funds. NKU accounting procedures must be followed. 4. A series is considered a program comprised of multiple events spanning days, weeks, or even months. As

such, the following guidelines apply:

Funding for a series shall not exceed $2,000 or a yearly maximum amount per student organization of $4,000.

Documentation in the series application must include a detailed list of catering costs, artists and attractions, list of supporting technical costs, and an overview of the whole series showing component events, budget resources, and performance dates. This information must be attached to grant applications.

6. Generally, priority will be to allocate funds for programs held on University premises. 7. If admission is to be charged to students for an event funded by the grant to cover a portion of the cost

incurred by the program, income generated above the costs, up to the full amount of the funds granted, must be refunded to the grant source. The student organization may collect donations at the door if it is made clear what the funds will be used for. A donation cannot be required for entrance to the program.

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8. Student organizations must insure that handling of all funds is by a NKU student or their NKU faculty or staff advisor.

9. No grant funds shall be used to fund scholarships, student or NKU administrative stipends, salaries or travel.

10. Grant funds must be used in compliance with state and University regulations. 11. The Dean of Students Office Administrative Assistant must approve/process all expenditures using grant

funds. A student organization representative is required to schedule an appointment with the Dean of Students Office Administrative Assistant to discuss expenditure process upon grant approval.

12. Registered student organizations may not discriminate in their membership by race, ethnic origin, nationality, religious preference, age, disability or sexual preference, in their actions or in their constitution or by laws.

13. Only 50% of food expenses will be considered by the grant unless, the program is open to the entire NKU community. A catering estimate from the on-campus food service, Chartwells must be included in the grant application.

Grant Application Procedures 1. Complete the grant application. 2. Include a detailed copy of the proposed budget with exact costs and number of items that will be

purchased. Use the Program Planning/Budget form and submit this document with your on-line grant application.* Please note the guidelines in which grant funding may be used and what expenses must be covered by the student organization.

3. Submit the completed on-line application form and program planning/budget to the Dean of Students Office at least four weeks before the event occurs. Applications received less than four weeks prior to the program date may not be fully funded.

4. A student organization representative will be required to meet with the Dean of Students or his/her designee(s) to discuss the grant request at least three weeks prior to the program date.

5. All receipts or copies of receipts for the program must be submitted to the Administrative Assistant in the Office of the Dean of Students.

*If the program is being co-sponsored, please indicate which organizations are responsible for each aspect of the program. Submitter’s Responsibilities: 1. Discuss program ideas with members of your organization. Have members assist with brainstorming ideas

and generating feedback. Look for other student organizations that may want to co-sponsor the program with you. The more students that have a vested interest in the program, the better chance of funding approval.

2. Decide on an appropriate date for the program. Review the dates and times on the Student Engagement calendar of other scheduled programs. Your student organization on-campus advisor is required to use Space Scheduler to make room reservations.

3. Outline your program budget. Obtain current cost information for all services needed including: catering, honorarium/artist fees, publicity and printing costs, technical support and equipment rental, travel arrangements for speaker/artist, special contract requests/needs of speaker/artist, and additional staffing needs (i.e. security, sound technician, etc.).

4. Do not sign a contract. The Dean of Students Office will assist with contracts. Schedule an appointment with the Administrative Assistant.

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5. Prepare a draft of promotional materials and put together a promotional timeline. PROMOTIONAL MATERIALS MUST MEET UNIVERSITY REQUIREMENTS. REFER TO THE NKU POSTING POLICY FOR DETAILS.

6. If your event is being held in the Student Union or University Center, schedule a meeting with the Student Union/University Center Technical Services Manager to review media and technical needs.

7. Track production deadlines. Put together a timeline for planning that includes: contract deadlines, transportation arrangements for guest speakers, promotional material due dates and distribution dates, press release due dates and issue dates for ads, room set-up, technical support, catering schedules and production team deadlines.

8. It is recommended to receive feedback from attendees for suggestions on improving future programs through evaluations.

9. Complete all necessary forms by their deadlines. Standards for Reviewing Program Proposal When reviewing program proposals, the Dean of Students and his/her designee(s) will consider the following:

Guidelines in this document

Program content

Total program cost in relation to expected attendance and cost per person

Amount of funding that has been given to similar programs

Number of similar programs for the current academic year

Total funds remaining

Previous response to similar programs

Programming ability of requesting group(s) or individual(s)

Calendar listing for campus activities during the scheduled program’s date and time

Room reservations or holding confirmation In case the program proposal is denied funding, the student organization may receive all the following information in writing via the Dean of Students Office: 1. Recommendations for revisions and improvements of the proposal 2. Reasons for denial 3. A date to resubmit the proposal for review, if applicable. Suspension of Programming Privileges Violations of university policies, grant procedures, and destruction of university property during a funded program can be cause for suspension of privileges and damage costs assessed to accused parties. The Dean of Students will determine terms of suspension. Dates & Deadlines Grant applications must be submitted at least four weeks prior to the event date, pending availability of funds. Applications received less than four weeks prior to the program date may not be fully funded. No programs may be scheduled on the following dates during the academic year: Thanksgiving, Fall Break, Fall Finals, Winter Break, Spring Break, Spring Finals

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Submissions are encouraged as early as possible for review and approval. Funds are allocated on a first come first serve basis.

CHAPTER V

Additional Resources

Norse News Network-N3 The Student Union and Engagement Office generates the N3. An electronic news letter to keep all NKU students informed of upcoming campus events, deadlines and other information students need to know. The newsletter is sent out weekly to all NKU students through NKU email. To have your student organization event or information appear in the N3, send your announcement to studentlife@nku.edu by noon on each Monday to appear in that week's edition of the news service. All information must be pertinent or open to all students. Your message must be limited to 100 words and should be typed into the body of the email. The subject should indicate the title of the activity. Do not format the info with bullets or any unusual fonts. Do not send attachments or graphics. Your contact information should be included in the email. Repeat messages will only be run as space is available. If the message does not meet these standards it may be discarded without notification.

Student Organization Mail and Mailboxes The Student Union and Engagement Office provides mailboxes to Registered Student Organizations at no charge to the organization, upon registration of the organization and on a first come, first serve basis. The President of the organization will receive written notification of the mailbox number. The mailboxes are located on the third floor of the Student Union outside Suite 303, The Student Union and Engagement Office. It is the responsibility of the student organization to check the mailbox weekly. Mailbox privileges will be revoked if mail is left to accumulate. The student organization may use these mailboxes to send notices to other student organizations by bringing the information that is to be distributed to the Student Union and Engagement Office, SU 303 during normal working hours.

Student Organization Addresses

A student organization address is NOT to include Northern Kentucky University as an affiliate. Each organization is its own entity. Always use the student organization name that is used when registering on OrgSync. An example of an address to use is: Order of Omega c/o Student Union and Engagement Office Nunn Dr., Student Union Suite 303 Highland Heights, KY 41099

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The address should not be listed as: Order of Omega of Northern Kentucky University Box 1234 c/o Student Union and Engagement Office, Student Union Suite 303 Highland Heights, KY 41099

Bulk Mail Service When sending 300 or more pieces of mail at one time, it is possible to save money by following the guidelines for bulk mail as provided by University Mail Service. Please check with the on campus post office located on the ground floor of the University Center for the proper procedure.

Copy/Printing Services Registered student organizations may utilize the services of the University’s Copy/Printing Services department. Student organizations must submit their copy/print job to the Student Engagement Office who will work with the Copy/Printing Services. All payments must be made to the Student Engagement Office within two weeks of receipt of job.

Media Services Registered student organizations may request assistance with IT and technology needs through the Student Union/University Center staff, the on-line room reservation process and/or by submitting an on-line request at http://infra.nku.edu/InfraForms/.

Facilities Registered student organizations may use campus facilities. Reservations must be done on-line by the on-campus advisor at: http://roomrequest.nku.edu/Schedule7/Logon.aspx?ReturnUrl=%2fSchedule7%2fevents%2fEventReqIntro.aspx

Website & Email Accounts The Office of Student Engagement encourages all registered student organizations to utilize the Orgsync system to build an organization website. Each Organization will receive a standard website option as a part of the Organization Portal. Student organizations may create additional websites and link them to the Orgsync Portal.

Catering Services If food is needed for an on-campus event, student organizations must use the on-campus catering service, Chartwells. There are a selection of low-cost, affordable menu items to choose from that are available to student organizations. Contact Catering Services, 572-5216 or 572-6041.

Fax Service

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Free fax service is available to student organizations for NKU or student organization business. Personal fax’s can be sent from Information Technology, Administrative Center 202, for a charge of .25 per page.

Student Use of State Vehicles Section 3E. of the Vehicle Utilization Policy and Procedures For all trips involving students in fleet vehicles seating up to twelve, a faculty or staff sponsor/advisor shall be responsible for the operation of the fleet vehicle in accordance with all official policies and procedures. Based on this policy, students will only be allowed to operate a State vehicle if a NKU faculty or staff member is present in the vehicle. (Staff would not include Student Employees.) All requests for authorization should be routed through the Student Union and Engagement Office. Vehicle Requests: Should a Registered Student Organization find the need for the use of a University vehicle, and the Registered Student Organization has a faculty or staff member to be present in the van (sedans are not available), the designate responsible for the car procurement should follow the steps listed:

1. Submit a request to Student Engagement to determine feasibility. 2. If the request is considered feasible, a preliminary reservation is made. 3. A vehicle request form is submitted to the Operations & Maintenance Office for final approval. 4. The approval or disapproval is returned to the Student Engagement Office who then relays the

information to the student organization.

Once the request has been approved, the following sequence shall occur:

1. A driving test will be scheduled for van use between the hours of 8:00am – 2:00pm Monday – Friday for first time fleet vehicle drivers; this will take place at the Maintenance Building located next to Campbell Hall.

2. A date and time of the car pick-up will be determined by the Operations & Maintenance Office. 3. The person responsible for driving picks up a key box (which contains a gas card, set of keys and the

vehicle request) in the Transportation Office located in the Maintenance Building, Room 100 on Campbell Drive.

4. The person then takes the key box to the carpool for car pick-up. The mileage will be entered on the request form at this time.

5. The vehicle is then taken and used for the strict purpose indicated. DO NOT DRIVE THE VEHICLE FOR PERSONAL USE AT ANY TIME. DO NOT TAKE THE VEHICLE HOME.

Once the vehicle is no longer needed and the Registered Student Organization has returned home, the following steps should be taken:

1. Between the hours of 7:30 AM and 2:30 PM, Monday through Friday – Take vehicle, keys and the

metal Trip Ticket book to the Transportation Office in the Maintenance Building, Room 100 on Campbell Drive.

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2. If the Maintenance Building is locked, leave the vehicle in the lot across from Physical Plant on Campbell Drive. Lock the keys and metal Trip Ticket Box in the vehicle. Make sure you have recorded the mileage.

COMMON SENSE SHOULD PREVAIL WHEN USING A UNIVERSITY VEHICLE. DO NOT DRINK OR TRANSPORT ALCOHOLIC BEVERAGES AND DO NOT DRIVE THE VEHICLE HOME OR ANYWHERE BUT TO AND FROM THE DESIGNATED POINTS OF BUSINESS. If a student group wishes to utilize a rental car rather than a University Van, the University has an agreement with Enterprise Car Rental. Please work with the Student Organization Board if you wish to use Enterprise car rental services.

Revised 6/12

CHAPTER VI Faculty/Staff Advisor’s Expectations

Faculty/Staff Advisors provide a vital link between students, their organizations, and the University. Their relationship often bridges the between classroom and out of class activities. All Registered Student Organizations are required to have a faculty/staff advisor to serve as a link to the University and assist the student organization in completing their business within the regulations of the University. The specific duties of the advisor shall be determined and agreed upon by the individual advisor and the organization's leadership. As a general rule, advisors should be familiar with the student organization's program and should counsel the student organization in the exercise of responsibility.

Advisor’s Responsibilities Organization Operations

1. Meet at least once a month with the President. Discuss operations and any academic or other concerns.

2. Assist student groups with the on-line Room Reservation process, advisors must submit the reservation requests as students do not have access to the system at

http://roomrequest.nku.edu/Schedule7/Logon.aspx?ReturnUrl=%2fSchedule7%2fevents%2fEventReqIntro.aspx.

3. Attend meetings as they fit into your schedule. If you cannot attend meetings, be sure to meet with the officers.

4. Be familiar with the organization's constitution, by-laws, and objectives. 5. Request minutes of every meeting. 6. Assist in seeing that the objectives justify the expenditure of students' efforts, abilities, energy, and

finances. 7. Provide an appreciation of the history of the group and continuity to the organization. 8. Point them in the right direction for campus resources. 9. Attend lunches or dinners with the students to get to know them. 10. Intervene in conflicts between group members and/or officers. 11. Provide continuity and stability as student leadership changes. 12. Point out new perspectives and directions to the group and introduce new program ideas.

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13. Encourage each student to accept the responsibility for the group and alert students to the valuable skills and experiences that will be learned.

14. Get to know the staff in the Student Union and Engagement Office who advise and work with all Student Organizations.

15. Become familiar with the policies and procedures regarding Student Organizations on campus, which can be found in the Student Organization Manual.

16. Assist in outlining leadership skills or training the members, and plan to implement training or seek training for the members. (Northern Kentucky Leadership Institute sponsors numerous leadership programs throughout the year)

17. Attend workshops for advisors planned by the Student Union and Engagement Office. 18. Advisors must have signature access to any off-campus banking accounts for the student

organization. Academic Guidance & Support

1. Serve as the “academic presence” within the organization. 2. Be certain that the members understand their “student” responsibilities and that the “group”

responsibilities do not interfere with their academic work. 3. Meet confidentially with any individual members who may seek or need guidance on academic issues. 4. Review the academic achievement of the organization and determine whether it meets University

expectations each semester. 5. Be prepared to offer strategies or suggestions if the group is struggling academically.

Campus Visibility 1. All groups should work to maximize their visibility on campus and/or in the community. 2. Encourage the group to develop at least one signature event per year. 3. Encourage attendance at educational programming and sponsorship of programs, as appropriate. 4. Encourage the group to participate in campus programs and traditions to increase visibility. (i.e.

Homecoming, Student Organization Celebration, Pumpkin Bust, NKLI Leadership training) 5. Assist the group in marketing themselves in a professional manner. PR is everything anyone sees you

do. 6. Encourage diversity in the membership recruitment and selection process.