Campus Organization Handbook
A publication of Denison University's Campus Leadership and Involvement Center.
Cam p us O rg ani zat i on Handbook DENISON UNIVERSITY Campus Organization Handbook VOLUME 7 updated September 2015 Compiled by the: Campus Leadership & Involvement Center 310 Slayter Union Granville, OH 43023 Phone 740.587.6394 â€˘ Fax 740.587.8250 Table of Contents Introduction Section 1: General Requirements & Expectations........................ 6 Organization Registration OrgSync Priviledges General Organization Conduct Advisors Section 2: Club Sports.........................................................................13 Registration and Requirements Statement of Responsibility and Release Travel Form Travel Emergency Protocol Concussion Fact Sheet Section 3: Fraternity & Sorority Life.............................................. 16 Council Advisement Registration and Requirements Risk Reduction Expansion Recruitment Events Serenades/Pinnings Lodges/Housing Section 4: Finances.............................................................................. 29 DCGA Funding Fiscal Responsibility Funding Rules Short Order Forms Requesting a Check Borrowing a University Credit Card Ordering Supplies & Equipment On-Campus Purchases Other Finance Policies & Procedures Vendors Approved for Short Order Forms Section 5: Fundraising........................................................................ 37 Proposals Location Off-campus Vendors Section 6: Advertising & Promotion.............................................. 39 Content When to Post Location of Promotions Campus Organization Resource Area Printing Promotions Campus News Outlets Section 7: Technology & Computing............................................. 42 Mail Email Websites OrgSync Section 8: Events.................................................................................. 44 Researching Performers Contracting Performers Venue Reservations Hotel Reservations Transportation Reservations Catering Events Equipment Reservations Sponsorships Social Space Registration Additional Guidelines Section 9: Alcohol.................................................................................52 Registration Laws & Policies Risk Reduction Fraternity/Sorority & Inter/National Organizations On Campus Events Off-campus Events with Alcohol Section 10: Travel................................................................................. 59 Planning an Off-campus Trip University Vehicle Reservations Non-University Vehicle Reservations Vehicle & Driver Expectations Defensive Driving Section 11: Leased Space.................................................................... 63 Assignment of Space Hours of Operation & Storage Use of Leased Space Keys/Storage Inspection Maintenance Section 12: Reservations.................................................................... 68 Room Reservations Outdoor Space Reservations Table Reservations Other Reservation Needs Section 13: Advisors............................................................................ 70 Section 14: Important Contacts........................................................72 Section 15: Resources..........................................................................74 Appendixes..............................................................................................75 New Officer Transitions Member Recruitment and Engagement Strategies Organization Meetings Welcome! To best serve our campus organization community, the Campus Leadership & Involvement Center (CLIC) created this Campus Organization Handbook. A resource for students and advisors alike, the handbook contains important information related to operations and management of an organization at Denison University. The best part: it is all in one place! With the help of many campus partners, the Campus Organization Handbook provides information regarding general organization information, club sports, fraternity and sorority life, organization finances and fundraising, and advertising and promotion. Additionally, you will find policies and procedures regarding events, travel, alcohol, advisors, and leased spaces for organizations within these pages. For added convenience, we have included links to resources, a list of important campus contacts and an appendix with sample forms and information to support the operation and success of your organization. Please share this handbook with members and advisors; keeping in mind this is a great resource for day-to-day operations, training and transition. Best wishes for a great year! Your Campus Leadership & Involvement Center CA MPUS ORGANIZATI ON H ANDBOOK Section 1 General Requirements & Expectations Campus Organization Policies of the Campus Leadership and Involvement Center T he Campus Leadership & Involvement Center provides support and resources to the more than 170 campus organizations at Denison University. Campus organizations range from academic and spiritual to club sports and beyond, with plenty of options for students to gain experience and a place to call home outside of the classroom. Organization Registration New Organizaions Proposals for new campus organizations are considered when the purpose of the potential new organization is explicitly different than all other currently registered organizations at Denison University. Students interested in potentially founding a new organization should start by cross-referencing the recognized campus organizations purposes by visiting the organization database online. Petitioning organizations need a purpose and/or mission that is in alignment with the institution’s mission, an advisor that is a Denison full-time faculty or staff, a constitution and/or bylaws. Potential new organizations need two officers: president (or equivalent) and either a treasurer or secretary (each with minimum cumulative GPA of 2.0). If the organization wishes to request funds from the Denison Campus Governance Association (DCGA), that organization must have a treasurer. To propose a new organization, students should log-in to OrgSync, using their Denison IDs & passwords and click on the “Organizations” tab. The green “Register New Organization” button will access the organizational proposal form directly. Only forms filled out completely will be considered. Upon submission, applicants will be prompted to email the Associate Director of Campus Leadership & Involvement to setup an appointment with CLIC and a member of the DCGA Rules Committee. Potential new organizations should be prepared to discuss what makes the potential new organization unique, how it can promise sustainability over time, if the organization would anticipate requesting funds from DCGA (and for what purpose), what kinds of projects it might foreseeably take on and how the organization fits the 6 back to table of contents CA MPUS ORGANIZATI ON H ANDBOOK mission of the University. Following the meeting, the DCGA Rules Committee will meet to review the application and meeting minutes and make a decision regarding approval within seven (7) working days. Should it be approved, a new organization must renew its registration every year (making updates as necessary and as leadership turns over) and abide by all policies and procedures as outlined by CLIC, DCGA and all other University policies. Proposed service groups must recieve approval from Denison Community Association (DCA) before additional approval can be granted. Current/Renewing Organizations Organizations must renew their registrations each spring by the deadline set annually by CLIC. This renewal can be completed by an organization administrator as designated in OrgSync and can be completed by clicking on the “Settings” in the left pane of the organization’s page and completing the required elements. Current organizations must maintain at least two officers: president (or equivalent) and either a treasurer or secretary, (each with minimum cumulative GPA of 2.0), keeping in mind that the organization must have a treasurer if it wishes to request funds from DCGA. Campus organization registration elements include the organization’s full name and nickname, keywords for the OrgSync search function, a description of the organization, and a website address (if applicable). In terms of organization personnel, officer and advisor information is required. Officer information includes name, officer designation, class year, email address, phone number, and Slayter box number. Advisor information requested is name, title, department, email address and phone number. Upon submission of the form, the advisor will receive an email prompting him/her to confirm the details of the registration are correct – acting as an electronic signature. This confirmation by advisor must be made in order for registration to be considered complete. Subsequent pages within the registration request information regarding the organization’s intent to request funds from DCGA, the organization’s purpose statement (that must be in alignment with the University mission), an uploaded copy of the current constitution/bylaws, and an explanation of officer selection, elections and transition processes. Other required information includes information about executive officers, number of current members, and affiliation with local/national/international organization (if applicable). The final pieces of the registration request response to several commitment statements. These statements are in regards to non-discrimination, participation in Campus Organization Orientation, commitment to upholding Denison policies/procedure, intention to participate in the fall Involvement Fair, and new organization request elements (if applicable). 7 back to table of contents CA MPUS ORGANIZATI ON H ANDBOOK Section 1: General Requirements & Expectations Current and/or renewing organizations must also maintain current records, use DCGA funds properly and as allocated, attend Campus Organization Orientations (for list of dates email email@example.com) and additional meetings as required by DCGA or CLIC and must also remain in good standing and be violation free with the institution. It is important to note that during officer turnover, training and transition, organizations must update their registration within OrgSync to reflect these changes. Organizations may update their changes of officers or governing constitutions at any time throughout the year, as often as necessary. ORGSYNC The Campus Leadership and Involvement Center uses a web-based application called OrgSync, which allows students to join, organize, manage and communicate with campus organizations and their members. Each student creates a personal portal containing critical information for the organizations to which they belong. It allows students and organizations to manage organizational records, store and share important documents, communicate with members, plan and publicize events, and track service hours and meeting attendance. OrgSync also means less paperwork. Forms commonly used by campus organizations are available online via OrgSync. Students and OrgSync Students, once registered in Denisonâ€™s site, have access to important resources that allow them to discover programs and organizations on campus. OrgSync makes it easier for students to engage in campus life and manage their co-curricular involvement. Students have the ability to view sites, explore organizations, and request information about getting involved in one or more of the more than 170 campus organizations at Denison within these categories: academic, club sports, event programming, fraternity and sorority life, media/publication, multicultural, performing arts, political, religious/spiritual, service, special interest, spirit, and student governance. Campus Organizations and OrgSync Upon registering an organization within OrgSync, organizations are provided a central, online location for organizations and members. OrgSync provides organizations with the opportunity to create events and a calendar, store files, create forms, polls, and surveys, and generate reports. Organizations can customize the profile and create news posts and discussions in order to best advertise the organization to the Denison community along with the added feature of creating a low-maintenance web site. Photos and videos can be 8 back to table of contents CA MPUS ORGANIZATI ON H ANDBOOK Section 1: General Requirements & Expectations uploaded to inform students about opportunities organizations afford students and also highlight events. Presidents and student leaders within the organization with the administrative function can create officer groups, manage contacts, select how membership requests are managed and set up their profiles to update officers, new members, or even the entire organization via text message. Privileges Explanation of privileges Registered campus organizations have the following privileges: § Involvement Fair table § DCGA fund requests/allocation § Room/facility/equipment/vehicle reservations § Organization email address request § Slayter mailbox § Support from various campus offices § Ability to request Red Tech sound and technical services § OrgSync profile and usage § Use of Campus Organization Resource Area (CORA) § Eligibility for Campus Organization Leadership Awards § Ability to publish events via CLIC publications § Ability to reserve tables/disseminate information § Ability to register fundraisers on campus § Posting privileges § Ability to request co-sponsorship from CLIC § Access to Programming-To-Go programming § Ability to participate in intramural activities, organization contests and philanthropies Loss of privileges Campus organizations can lose any and/or all privileges due to: § Incomplete registration on OrgSync § Missing deadlines § Non-participation in required Campus Organization Orientations and trainings § Failure to remain in good standing with the University § Being placed on sanction with the University and/or inter/national organization § Misuse of DCGA funds § Violation of University policies, code of conduct, local, state, and federal laws 9 back to table of contents CA MPUS ORGANIZATI ON H ANDBOOK Section 1: General Requirements & Expectations General Organization Conduct The Code of Student Conduct reads that every Denison student is expected to abide by the University’s policies and rules, and to report to the University when they observe others violating those rules. This expectation also extends to campus organizations at Denison. Alleged violations by campus organizations are referred to the Office of Student Conduct & Campus Values (OSC) and are resolved in accordance with the expectations and procedures outlined in the Code of Student Conduct. Organization leaders, as well as their membership, are strongly encouraged to read the student code to become familiar with the University’s procedures for resolving alleged violations. Where a reported violation may be determined to involve a campus organization and result in a formal charge under the student code, the organization’s president will most often be the receiver of notice from the student conduct office. In the same way individual student conduct matters are managed, the president (and sometimes the organization’s risk manager or other oficers) will be required to attend a conduct meeting to resolve the matter on behalf of the organization. Organizations will have the opportunity to admit or deny responsibility. As articulated in the code, if charges can be resolved administratively by mutual consent and on a basis acceptable to the conduct educator (here, the conduct office and typically the Associate Dean of Students), then the case shall be considered finally decided. If the organization denies responsibility or if the charges cannot be resolved by mutual consent, the organization will be provided an opportunity to be heard (in a manner consistent with the student code) prior to the University making a determination. Cases involving campus organizations are always resolved administratively with a conduct educator. Conduct outcomes are subject to the normal appeal process outlined by the code. It is the practice of the OSC to work and communicate closely with CLIC when addressing alleged misconduct by organizations. CLIC administrators may be asked to participate in conduct meetings or hearing proceedings at the discretion of the OSC. Incidents involving Greek-letter organizations and those organizations who enjoy inter/national recognition and affiliation are communicated to the respective inter/national office. Denison relies on open and frequent communication with inter/national offices to preserve and develop fraternity and sorority involvement on campus. When possible, the University strives to resolve conduct issues collaboratively with inter/national offices, with shared learning outcomes and accountability. These decisions, however, are not binding; the University reserves the right to issue sanctions or other requirements independent of accountability being communicated by inter/national offices. Hazing Students within Denison’s community are expected to treat other persons with dignity, respect, mutual consideration and to respect and preserve property, and to act 10 back to table of contents CA MPUS ORGANIZATI ON H ANDBOOK Section 1: General Requirements & Expectations with due regard for the health and safety of others. No Denison University student or organization shall conduct nor condone hazing activities. Denison’s Code of Student Conduct reads: Hazing, by its nature, relies on the exertion of power over another by a person or group, and the submission by or inability of the receiver to confront that wrongdoing. It shows reckless disregard for persons’ dignity and may be injurious, both emotionally and physically. At Denison, hazing is contrary to our shared value that each person be treated with unconditional respect. Consistent with the Ohio Revised Code, Denison does not condone hazing behaviors of any kind by any individual, organization or group. No Denison University student or campus organization shall conduct or condone hazing activities. Hazing activities are defined as any action taken or situation created, directly or indirectly, whether on or off university premises, which results in or has the potential to result in mental or physical injury, discomfort, embarrassment, harassment, or ridicule for members or potential members of a group or team. Such activities may include, but are not limited to, the use of alcohol, paddling in any form, creation of excessive fatigue, mutilation or alteration of the body, physical and psychological shocks, quests or road trips, engaging in public stunts of misbehavior, degrading or humiliating games and activities; and any other such activities that are not consistent with academic achievement, fraternal or organizational rituals or policies, or State of Ohio law. Arguments that the participant took part voluntarily in the behavior, that he or she voluntarily assumed the risks or hardship of the activity, or that no injury (physical or mental) in fact was suffered shall not constitute justification under this hazing policy. Failure by individuals and/or organizations to comply with the University AntiHazing policy constitutes a major violation of the Code of Student Conduct and may result in sanctions for the organization and/or individuals, including but is not limited to: disciplinary probation, deactivation, suspension, expulsion, withdrawal of recognition and/or suspension of operations. To report possible violations, even anonymously, submit an Anonymous Tips form to Denison’s Safety & Security Office, call the “Hazing Hotline” at (888) NOT-HAZE (668-4293), or contact the Campus Leadership and Involvement Center, (740) 587-6739. 11 back to table of contents CA MPUS ORGANIZATI ON H ANDBOOK Section 1: General Requirements & Expectations ADvisors Selection When selecting an advisor, organizations should keep in mind that s/he must be employed full-time as defined by Denison University. The advisor will be familiar with the mission and goals of the organization and will support the group throughout the year to meet these objectives. Selecting someone who can dedicate time to meet with all members and attend functions is also pertinent to the success of the organization. Responsibilities Individuals selected as advisors should be accessible to the organization and its members. Advisors are often needed to give advice and provide leadership and insight, to represent the organization, and complete and sign forms regarding organization registration, finances and other business. Additionally, advisors should be informed of Denison policies and procedures, encouraging the organization to follow them for the betterment of their success, provide supervision in the administering of financial affairs, and attend organization meetings and events as often as possible. Organization Relationship with Advisor Organizations should keep the advisor informed concerning overall progress notify their advisors in advance of the schedule of meetings and events. Organizations should communicate with the advisor regarding issues that affect the welfare of the organization and changes in policies and proceures. Maintaining a relationship based on trust, communication and mutual interest will help the organization perform to its highest ability. 12 back to table of contents CA MPUS ORGANIZATI ON H ANDBOOK Section 1: General Requirements & Expectations Section 2 Club Sports Policies for Campus Organizations with a Club Sports Designation T he club sports program provides opportunities for special recreational interest groups in a variety of sports activities including competitive, noncompetitive, recreational and instructional programs. All clubs are open to current students, faculty and staff. The clubs are student-organized and there are opportunities for students to form new clubs if there is enough interest. Registration and Requirements Club sports teams must register as campus organizations annually, as outlined in Section 1 and meet all general requirements to be a campus organization. Additionally, club sports organizations must work with the Athletics, Physical Education and Recreation Department regarding administrative training of club sport officers, facility reservations, accounting, waivers, travel, risk reduction, weather, equipment needs and storage of equipment, and other policies. Club sports guidelines and additional information are available from the Athletics, Physical Education and Recreation Department. A current list of club sports teams and groups can be found on OrgSync. Relationship with Physical Education and Recreation Organizations under the club sports designation work closely with the Director of Intramurals and Club Sports. Whether recreational, instructional or competitive, club sports have specific procedures and protocol regarding facility reservations, accounting, waivers, travel, risk reduction, weather, equipment needs and storage of equipment, and meeting requirements with the Director of Intramurals and Club Sports. To connect with the Director of Intramurals and Club Sports, please contact 587-5733 or visit the Athletics Administration Office in the Mitchell Recreation and Athletic Center. 13 back to table of contents CA MPUS ORGANIZATI ON H ANDBOOK Statement of Responsibility and Release It is the responsibility of participants to take necessary precautions to avoid injury during club sports practices, travel or competition. Because of this, each participant in a club sport must complete and sign a Club Sports Statement of Responsibility and Release in order to proceed with participation and play. The basics of this release come from the following statements: “It is of utmost importance that you understand club sports at Denison University are student run and student organized. It is also imperative that you are aware that there are inherent risks in the activity you have selected.” “The participant further promises to indemnify and forever save harmless Denison University or its agents from every claim, liability or demand of any kind however caused, except for gross and willful negligence on the part of Denison University, for or on account of the personal injury or damage of any kind sustained by said student, if enrolled in said project.” Travel Form Organizations under the club sports designation must complete a Club Sport Travel Form and turn it in to the Senior Associate Director of Athletics at least four (4) days prior to the travel date. Elements of the form include persons in charge of travel, date and time of departure and return, mode of transportation, lodging (if applicable), and driver and passenger list(s). Travel Emergency Protocol The Club Sport Vehicle Emergency Protocol needs to be observed in the case of an emergency during travel. Items contained in the emergency protocol are important numbers to call, including the Denison switchboard and Club Sport Contact numbers, on the road emergency information, items needed for van or car rental, off-campus travel, and weather. 14 back to table of contents CA MPUS ORGANIZATI ON Section 2: Club Sports H ANDBOOK Concussion FACT SHEET Coaches and players should be aware of the possibility of injury with special attention to concussions. Each coach and player should read and understand the Concussion Fact Sheet as a general precaution for their team membersâ€™ health and wellbeing. The Concussion Fact Sheet details what concussions are, recognizing concussions, signs for others to observe, symptoms reported by the injured individual, prevention and preparation, and what to do if a concussion is suspected. 15 back to table of contents CA MPUS ORGANIZATI ON H ANDBOOK Section 2: Club Sports Section 3 Fraternity & Sorority Life Fraternity and Sorority Life Information and Guidelines T he Campus Leadership and Involvement Center serves as a liaison between the Fraternity and Sorority community and the University. Specifically, CLIC supports fraternity and sorority life through the advisement of the four Denison fraternity and sorority life governing councils, supervision of registration and document/form maintenance, risk reduction, academic reporting, leadership meetings and trainings, local, regional, inter/national support, fraternity/sorority life advisor training, and support collaboration with the Office of Student Conduct and Campus Values. Council Advisement CLIC advises four governing councils at Denison: Interfraternity Council (IFC), Multicultural Greek Council (MGC), National Pan-Hellenic Council (NPHC), and National Panhellenic Conference (NPC/PHC). Advisement of these councils include council operations, recruitment, officer training/transition, advisor support and participation in the annual Association of Fraternal Leadership and Values (AFLV) conference, convocation planning, risk reduction, and additional support as needed. Currently recognized organizations at Denison University are listed below under their respective council heading: Interfraternity Council (IFC) Beta Theta Pi ΒΘΠ Delta Chi ΔΧ Kappa Sigma ΚΣ Lambda Chi Alpha ΛΧΑ Sigma Chi ΣΧ Phi Delta Theta ΦΔΘ 16 back to table of contents CA MPUS ORGANIZATI ON H ANDBOOK Multicultural Greek Council (MGC) Phi Iota Alpha Fraternity, Inc. ΦΙΑ Sigma Lambda Gamma National Sorority, Inc. Chi Sigma Tau ΣΛΓ ΧΣT National Pan-Hellenic Council (NPHC) Alpha Phi Alpha Fraternity Inc. ΑΦΑ Delta Sigma Theta Sorority, Inc. ΔΣΘ Phi Beta Sigma Fraternity Inc. ΦΒΣ Sigma Gamma Rho Sorority, Inc. ΣΓΡ Panhellenic Council (PHC) Delta Delta Delta ΔΔΔ Delta Gamma ΔΓ Kappa Alpha Theta ΚΑΘ Kappa Kappa Gamma ΚΚΓ Pi Beta Phi ΠΒΦ Registration and Requirements Fraternities and sororities are campus organizations, and as such register annually along with the other Denison campus organizations, as outlined in Section 1. Additionally, fraternities and sororities work with their inter/national organizations, their respective governing councils at Denison and CLIC to complete additional requirements related to events, serenades, paperwork, accreditation, reporting and chapter operations. Statement on Unauthorized Groups Some organizatiions that were once recognized fraternities or sororities at Denison may attempt to continue to operate despite having lost recognition from the University. Any operation of these groups is considered underground activity, is against university policy, and is not sanctioned by the Fraternity and Sorority Life Office. Therefore, students should carefully consider their potential student conduct record before associating with an unrecognized group. These organizations have had their recognition revoked by the institution and national headquarters for various reasons, including such things as hazing, alcohol and drug abuse, risk management violations, and failure to comply with University policy and expectations. They do not live up to higher standards or values and therefore 17 back to table of contents CA MPUS ORGANIZATI ON H ANDBOOK Section 3: Fraternity & Sorority Life are not benefitial to our community at large. Local, Regional, and Inter/National Support CLIC strives to maintain positive working relationships with fraternities and sororities at the local, regional and inter/national levels. In addition to open communication, CLIC meets with any representatives from an organizationâ€™s inter/ national headquarters during campus visits and works with these entities regarding recruitment, reporting and conduct matters in order to support their goals and expectations of individual groups. Risk reduction Reduction of risk is key for the success of fraternities and sororities. CLIC, in cooperation with other officers within the Division of Student Development supports risk reduction by providing officers and chapters Safe Host Training and holding review meetings with organizations prior to events (serenades, off-campus events, etc.). Organizations are encouraged to request support, advising and training with risk reduction and management by contacting CLIC. Collaboration with Student Conduct & Campus Values A positive partnership among Student Conduct and Campus Values, the Campus Leadership and Involvement Center and fraternities and sororities is vital. These entities work together regarding training, outreach and education. Additionally, these two offices will work together to support organizations and their local, regional inter/national officials during sanctions. Expansion CLIC reviews and evaluates petitions to form any new Greek-letter organization(s) on campus alongside the respective council and the Division of Student Development. With regards to retention of NPHC and MGC designated organizations, these organizations are encouraged to conduct membership intake at least once within an academic year. If all current members of an organization have a senior designation, the organization is required to conduct membership intake at least once within that academic year. In these situations, if attempts in the fall do not produce a class, groups are again required to conduct membership intake in the spring in order to maintain status as an recognized organization at Denison University. Organizations with no active members on campus will lose recognition from the College. 18 back to table of contents CA MPUS ORGANIZATI ON H ANDBOOK Section 3: Fraternity & Sorority Life Institutional and Council Permission Students can begin to seek membership in a new fraternity or sorority when the campus is designated open for expansion. The Campus Leadership and Involvement Center, Student Development and the governing councils determine designation of a campus open for expansion. Students may contact the Campus Leadership and Involvement Center or one of the fraternity/sorority councils for more information. Requirements for Obtaining Approval General requirements: In order to form a recognized fraternity or sorority, a group must seek membership when the campus is designated open for expansion and obtain approval to proceed with exploration regarding expansion from the appropriate fraternity/sorority governing council as per its requirements. Because each council has different procedures, the appropriate council should be contacted directly for more information. Lastly, an organization must have two (2) students (in good standing) to act as incorporators who will be legally responsible for the formation of the organization. Some inter/national organizations may require more and in that case Denison will follow said guidelines. Moving forward. Upon initial approval to begin the process, students must officially register as social/volunteer campus organization before moving forward in the process and work closely with the governing council and CLIC to submit all official fraternity/sorority documents and forms including insurance policies upon request Compliance with University policy. Groups must agree to comply at all times with any and all University policies, procedures, rules, regulations and guidelines. Council obligations. Each council has different requirements and timelines regarding exploration and expansion. These are typically governed by inter/national headquarters and/or inter/national council. Requirements to be a recognized fraternity or sorority at Denison university In order for an organization to be recognized as a fraternity or sorority at Denison University, the organization must fulfill the requirements below. Reporting to the Campus Leadership & Involvement Center Reports must be submitted to the Campus Leadership and Involvement Center by the given deadline each semester, or upon request in order to be recognized as an official fraternity or sorority at Denison University in addition to compliance with inter/national and/or governing council policies. Items that need to be current and on file with CLIC include: 19 back to table of contents CA MPUS ORGANIZATI ON H ANDBOOK Section 3: Fraternity & Sorority Life § Chapter rosters (including Denison ID numbers and email addresses) § Current Grade Release and Anti-Hazing Form § Officer rosters § Calendar of events § New member dues § Active member dues structure § Chapter risk management policy § Updated liability insurance certificate § Chapter data (dues, service hours, philanthropic totals) Requests for this information will be made by the councils and/or presidents and must be completed and returned to CLIC by the requested deadlines. Additionally, MGC and NPHC organizations must submit proper recruitment and intake forms. These organizations must have the Notice of Membership Intake and the Intake Petition Form completed and submitted to the Campus Leadership and Involvement Center no less than seven (7) days prior to the first informational/interest meeting. All forms submitted concerning MGC and NPHC will be held confidentially within the Campus Leadership and Involvement Center and are for the protection of the organization, the potential new members and the institution. Insurance A $1,000,000 Liability Insurance Policy is required by Denison from each fraternity/ sorority and is the nationwide standard. Current policy documents must be on file with the Campus Leadership and Involvement Center and the Office of Campus Safety. Chapters can request this documentation from their inter/national headquarters and submit to CLIC within the first thirty (30) days of the beginning of fall semester. Chapters should be mindful about the unique expiration dates of their policy and provide updated copies upon renewal. Grade Release and Anti-Hazing In order to comply with inter/national and council policies, CLIC requires each student within fraternity and sorority life, including potential new members, new members and active members to read sign and complete a current Grade Release and Anti-Hazing Form. These forms must be submitted to the Associate Director of CLIC within a forty-eight (48) hour period of a student accepting an invitation for membership, bid, or an offer to continue with an organization’s intake or membership process. This form informs students participating within fraternity and sorority life about the policies related to grade and disciplinary checks in addition to the anti-hazing policy as per Denison and the State of Ohio. These forms also authorize Denison to check academic and disciplinary records for recruitment, chapter, and council business and affirm that students will not participate in hazing or related activities and will report suspected hazing to the University. Please see the Hazing in Section 1 of 20 back to table of contents CA MPUS ORGANIZATI ON H ANDBOOK Section 3: Fraternity & Sorority Life this handbook for additional information related to hazing. These forms are completed by each member and turned in to CLIC by each chapter by a requested deadline and are valid from the date signed through graduation. Chapters must inform the Associate Director of CLIC in the case of membership status changes so students can be added or dropped from the roster. An abridged version of this form is found online with regard to IFC and PHC recruitment, and new members will sign an additional form upon accepting membership. Upon release of this information, CLIC compiles and distributes grade reports to chapter presidents and/or scholarship chairs that include term and cumulative grade point averages, individual grades and rank among other organizations. This information will be shared with councils, advisors, and local, regional or inter/national headquarters in addition to Assessment & Research in the Division of Student Development at Denison University. Compliance with Grade Requirements Organizations and individuals must follow the guidelines set forth by their inter/ national organizations and/or councils regarding grade requirements. Potential new members: Individual students pursuing membership must be in good academic and disciplinary standing with Denison University in order to be eligible for membership within any organization. Within fraternity and sorority life, individuals are required to meet council or inter/national chapter requirements, whichever is higher, in order to pursue membership. GPA requirements via the bylaws of each council are: Interfraternity Council: 2.3, Multicultural Greek Council: 2.5, National Pan-Hellenic Council: 2.5 and Panhellenic Council: 2.5. Initiated members and officers: Once initiated, inter/national organizations have individual requirements to remain in good standing or hold officer positions. Because each organization has a different requirement for initiates and officers, members should inquire within their chapter with the proper officers regarding eligibility. Organizations: Organizations within fraternity/sorority life must maintain the term and/or cumulative grade point average set by their governing councils or the term and/or cumulative grade point average set by their inter/national organization, whichever is higher. Advisors Chapters must have two advisors to include a representative of Denisonâ€™s full-time faculty, staff, or administration, and one local/alumnae advisor who is at least two years removed from undergraduate classification. This requirement also applies to colonies, new organizations, and petitioning organizations. 21 back to table of contents CA MPUS ORGANIZATI ON H ANDBOOK Section 3: Fraternity & Sorority Life Council Affiliation Each individual fraternity or sorority must acquire and hold active membership within a governing council in order to be recognized as a fraternity or sorority in good standing at Denison University. These governing bodies must comply with all campus organization requirements, including annual registration. CLIC recognizes the following governing bodies within fraternity and sorority life at Denison: ยง Interfraternity Council (IFC) ยง Multi-Cultural Greek Council (MGC) ยง National-Panhellenic Council (NPHC) ยง Panhellenic Council (PHC) Recruitment Individuals seeking membership in a fraternity or sorority must meet various requirements as determined by inter/national headquarters and enforced by the individual governing councils at Denison. Below is information regarding membership requirements and policies of the individual councils in addition to Campus Leadership and Involvement Center policies. Interfraternity Council (IFC) The Interfraternity Council has set the below requirements and parameters for recruitment within its organizations. Fall semester Eligibility: Men must be of sophomore classification or higher. Transfer students must have at least 12 credit hours. Men must have at minimum a 2.3 cumulative grade point average and be in good academic and disciplinary standing at Denison. Some IFC organizations have a higher grade point average requirement. Individual chapters or the IFC should be contacted for additional information. Process: Informal processes are used by IFC in the fall semester. Men can contact individual chapters or the IFC Vice President of Recruitment for additional instructions on how to become involved. Spring semester Eligibility: Men must have at least 12 credit hours. Men must have at minimum a 2.3 cumulative grade point average and be in good academic and disciplinary standing at Denison. Some IFC organizations have a higher grade point average requirement. Individual chapters or the IFC should be contacted for additional information. Process: A more formal process is used in the spring semester. Interested men must complete an application via OrgSync to begin the process of join22 back to table of contents CA MPUS ORGANIZATI ON H ANDBOOK Section 3: Fraternity & Sorority Life ing an IFC organization. The Council will be in contact with potential new members regarding events and the day membership invitations are given. To request applications, students should contact IFC directly. Multicultural Greek Council (MGC) The Multicultural Greek Council has set the below requirements and parameters for recruitment within its organizations. Eligibility: Students interested must be in good academic and disciplinary standing at Denison to be considered for membership within an MGC organization. Students interested in membership within an MGC organization must meet grade, credit hour and service requirements. Process: Interested individuals should reach out to individual chapters within MGC for additional information related to the recruitment process of a specific organization. Interested students should research the organization(s) that interest them and look out for flyers or postings related to informational sessions and can consult the Council for additional support. National Pan-Hellenic Council (NPHC) The National Pan-Hellenic Council has set the below requirements and parameters for recruitment within its organizations. Eligibility: Students interested in must be in good academic and disciplinary standing at Denison to be considered for membership within an NPHC organization. Students interested in membership within an NPHC organization must meet grade, credit hour and service requirements. Process: Interested individuals should reach out to individual chapters within NPHC for additional information related to the recruitment process of a specific organization. Interested students should research the organization(s) that interest them and look out for flyers or postings related to informational sessions and can consult the Council for additional support. Panhellenic Council (PHC) The Panhellenic Council has set the below requirements and parameters for recruitment within its organizations. Fall semester Eligibility: Women must be of sophomore classification or higher. Transfer students must have at least 12 credit hours. Women must have at minimum 23 back to table of contents CA MPUS ORGANIZATI ON H ANDBOOK Section 3: Fraternity & Sorority Life a 2.5 cumulative grade point average and be in good academic and disciplinary standing at Denison. Some PHC organizations have a higher grade point average for transfer students. Individual chapters or the PHC should be contacted for additional information. Process: Informal processes are used by PHC in the fall semester. Women can contact the PHC Vice President of Recruitment for additional instructions on how to become involved. Spring semester Eligibility: Women must have at least 12 credit hours. Women must have at minimum a 2.5 cumulative grade point average and be in good academic and disciplinary standing at Denison. Process: A formal recruitment process is used in the spring semester. Interested women will be prompted to complete an online application to begin the process of participating in formal recruitment. The Council will be in contact with potential new members regarding guidelines, events, and the day invitations to membership are given as well as additional information. The PHC Vice President of Recruitment serves as the primary contact for formal recruitment and should be contacted for any additional details. Events CLIC provides guidance and support to fraternities and sororities regarding events such as philanthropic programs, community service initiatives, socials, formals serenades, and events at an off-site location with or without alcohol. Organizations can reference Section 7 regarding detailed information related to off campus events and serenades, and Section 8 regarding alcohol policies and Section 9 related to travel. On-campus events There are several specific types of on-campus events within fraternity and sorority life that must be registered using an On-Campus Event Form. These events include events on campus philanthropic programs, community service initiatives, socials, formals, serenades and events where a fraternity or sorority is a sponsor or co-sponsor (as per inter/national requirements). This form should be completed whether or not alcohol is being served. On-campus events must be registered within the OnCampus Event form in OrgSync in its entirety a minimum of seven (7) working days prior to the event. General registration requirements General items solicited in this form are the organization(s) information, individual 24 back to table of contents CA MPUS ORGANIZATI ON H ANDBOOK Section 3: Fraternity & Sorority Life organizer information, location, properly completed documentation and as requested, rosters/guest lists. The form also requests approval from inter/national headquarters or appropriate regional personnel and/or governing councils as required through inter/national governing documents or council policy. If alcohol is being served at the event, a meeting must also be held with Campus Services regarding policies, procedures and staff monitors. If not, a meeting with the Associate Director of CLIC will suffice. Events with alcohol For events on campus where alcohol is being served or sold, there must be at least two (2) sober monitors per organization in attendance. If an organization’s risk management policy requires more, the organization must provide that number and a current copy of the venue’s liquor license. For more information about registering an event with alcohol, please see the Alcohol section. SERENADES/PINNINGs Serenades are a part of Denison Fraternity and Sorority Life that consists of a small ceremony between a couple that takes place on East Quad. The serenade will be celebrated with the couples’ closest friends. The ceremony will include an exchange of words between the couple and usually concludes with an exchange or presentation of gift(s). Registration Serenades must be requested/registered via the Serenade Registration Form on OrgSync and be approved by the appropriate parties as needed (Vice Presidents of Standards for Panhellenic and Interfraternity Councils) and the Campus Leadership and Involvement Center. All elements within the registration process must be completed in their entirety for final approval. All submissions for the 2013-2014 school year must be in by March 31st, 2014. Submissions are reviewed on a first-come, first-served basis. Only approved dates may be requested for the ceremony. The approved dates for the 2013-2014 school year are, Fridays: April 4, 2014, April 11, 2014, April 18, 2014, and May 2, 2014 between the hours of 4:30 PM and 8:30 PM. Exceptions are made at the discretion of the appropriate governing councils. Approval from Chapter’s Inter/National Headquarters. To complete registration with Campus Leadership and Involvement Center and the respective councils, the couple must submit the approval of the serenade from their Inter/National Headquarters. This should be submitted/approved as a one-time substance-free event. Failure to register this non-alcoholic event with Headquarters will result in the denial/cancellation of a serenade. 25 back to table of contents CA MPUS ORGANIZATI ON H ANDBOOK Section 3: Fraternity & Sorority Life Location Serenades are only permitted to take place on the steps between East Hall and Shaw Hall. Space for a registered serenade must be reserved no less than seven (7) days prior to the proper authorities in Campus Services (200 Slayter Union). Participant expectations Participants and organizations at serenades are expected to comply with all University policies including noise, postings/publication, litter, alcohol, hazing and respect for persons. The serenade may not take place before 4:30 PM on a weekday. The following items are prohibited: • Attending and interrupting classes while being intoxicated or hung-over. • Posting flyers/posters that are contradictory to the guidelines in Section 6 of the Campus Organization Handbook regarding advertisements & promotions. • Having open containers or any alcohol at the serenade ceremony. • Hosting bar parties to celebrate the couple. • No events hosted (non-alcoholic/alcoholic) throughout the week to celebrate the couple. (except the actual serenade ceremony) Open flames Aside from candles at the serenade ceremony outdoors, open flames are not permitted. Open containers No beverages and/or beverage containers of any kind will be permitted at the serenade site. All containers and alcohol should be left indoors during the actual serenade ceremony. This includes walking to and from East Quad. Cleanup Excessive cleanup and/or damage to the facility will result in the sponsoring organization(s) by Denison University and may result in referral to IFC and/or PHC and/or the Office of Student Conduct and Campus Values. Meetings Both parties in which the serenade is being held for (the couple) must meet with the Associate Director for Campus Leadership and Involvement and/or the appropriate council (the Vice President of Standards for both Panhellenic and the Interfraternity Councils) in order to move forward in registering and holding a serenade. Additionally, the couple must make reservations for the ceremony site with Campus Services (200 Slayter Union). Right to deny approval Both the Associate Director of Campus Leadership and Involvement, the Vice President of Standards for Panhellenic and the Interfraternity Councils, reserve the right 26 back to table of contents CA MPUS ORGANIZATI ON H ANDBOOK Section 3: Fraternity & Sorority Life to deny approval or cancel the serenade, up to the week of the serenade due to improper procedures/conduct during the week leading up to the serenade, conflict with dates, and/or serenade plans. Furthermore, the Associate Director of Campus Leadership and Involvement and the Vice Presidents of Standards reserve the right to deny approval of any and all shirt designs related to a serenade. Designs must be submitted to the Council Vice Presidents of Standards no later than two weeks before the date of a serenade. Black-out times No serenades shall take place during Big Red Weekend, Alumnae Weekends or during study or finals dates. No serenade may take place before 4:30 PM on any given day. Supervision The appropriate governing councils will monitor serenades. At least two officers per responsible council will be present for the duration of the serenade. If a councilâ€™s policy requires more officers, the councils must provide the larger number of monitors. Multiple serenades in a week If couples request the same day as another couple represented by one or both of the same affiliation, the two couples must meet with the Council Vice Presidents of Standards to come to a mutual agreement and understand prior to approval. Special policy statement. The registrants, as well as the organizations they represent can be held accountable for any violations of University or fraternity/sorority governing policies. Non Discrimination Clause Denison University Campus Leadership and Involvement Center along with the Panhellenic and Interfraternity Councils, cannot deny/cancel a registered serenade based on the sexual orientation of the parties involved. Lodges/Housing Non-residential houses and lodge spaces for fraternities and sororities are recognized by Denison University. Houses and lodges are either owned and individually operated by the organizations and their respective housing corporations or are leased spaces through a contract/agreement with Denison University. Regardless of how the property is aquired, organizations must abide by inter/national policies, and in accordance with local, state and federal laws, adhering to the terms set forth in their lease agreement with the institution or the inter/national governing documents. It is important for organizations and members to understand the policies for the space regarding general conduct, building capacity, prohibition of alcohol, 27 back to table of contents CA MPUS ORGANIZATI ON H ANDBOOK Section 3: Fraternity & Sorority Life swipe access and entry times, and storage of important fraternity/sorority items in a secured location. Fraternity lodge space requests swipe access. Fraternity presidents must submit an updated roster at the beginning of each semester, and request in writing updated swipe access from the Associate Director of Campus Leadership & Involvement and allow at least seven (7) days to turn on access. Organizations wishing to host events outside of the general access times (7 a.m. - 2 a.m. daily) and over semester and summer breaks must garner approval from CLIC and Safety & Security at least seven (7) days in advance of the event and submit event paperwork. These special requests also apply to alumnae requests to use the space. Organizations should make the request in writing to the Associate Director of CLIC and work with other campus departments as necessary, under the advisement of CLIC. 28 back to table of contents CA MPUS ORGANIZATI ON H ANDBOOK Section 3: Fraternity & Sorority Life Section 4 Finances Denison Campus Governance Association Funding for Campus Organizations M any registered campus organizations receive funding from the Denison Campus Governance Association (DCGA) and maintain accounts on campus. The following section provides an overview of applying for funding, maintaining accounts, ordering supplies and tracking expenses. DCGA Funding Eligibility Registered campus organizations can apply annually for funding through DCGA. To be considered for funding, organizations must have up-to-date registration via the Campus Leadership & Involvement Center (CLIC), an approved constitution on file with DCGA and attend an official DCGA treasurer’s meeting. Applying for DCGA Funding All budget requests submitted in the proper electronic format by the posted deadline will be reviewed. Funding applications require definite plans. The application should include evidence of thoughtful and intelligent research including names, dates, times and multiple price quotations. Events that have already occurred or will occur during the process of allocation will not be considered for funding. If a campus organization fails to submit a budget request including all necessary forms for spring budget hearings, it forfeits its privilege to submit a request to the Finance Committee for the duration of the next fiscal year. Organizations established after the spring budget submission deadline are permitted to submit budget requests in the fall. There are three types of budget requests and campus organizations that campus organizations should know: § Budget Allocation: Submitted during spring budget hearings and sometimes subsequently for additional funding requests. § Budget Reallocation: Used to reallocate previously allocated (but not spent) 29 back to table of contents CA MPUS ORGANIZATI ON H ANDBOOK money for a different purpose. § Collaboration Request: When multiple organizations are working together to put on an event, each funding specific aspects they submit a Collaboration Request. Fiscal Responsibility Organizations commit to the following: Be fiscally responsible for all funds allocated by the Denison Campus Governance Association. Abide by the itemized budget approved by the Finance Committee. All organization transactions and expenditures must be maintained in an Excel spreadsheet. Copies of all receipts must be kept. The Finance Committee reserves the right to perform an audit at any time, and both the receipts and the spreadsheet must be presented upon request. Organizations found negligent and guilty of misspending will lose their privilege to DCGA funding, and their accounts will be frozen until further notice. Organizations and their leaders may also suffer further conduct/disciplinary repercussions for misuse of funds. Leaders and representatives of the organization, must attend specified mandatory meetings scheduled by the Finance Chair and failure to do this may result in the freezing of an organization’s account. In the event that a campus organization changes its leadership (officers), it will notify the Campus Leadership and Involvement Center and the Finance Chair by submitting an organization renewal. Funding Rules Funding for Food All food requests will be reviewed with a high level of scrutiny. DCGA will only allocate capital towards food-centered events that are essential to an organization’s functioning, meaning the event could not take place without food. The Finance Committee requests, when possible, the use of student Denison ID numbers to cover meals. Organizations may refer to the Dining Services section of this handbook for details. 30 back to table of contents CA MPUS ORGANIZATI ON H ANDBOOK Section 4: Finances Only alcoholic beverages for religious events, which are cleared by both the Director of Religious Life and the Associate Dean of Students, may be funded. The approval must be made prior to the request and at least 30 calendar days before the event. Capital expenses First-time, non-reoccurring capital expenses (anything that costs more than $350) will be considered; however, all price quotations and purchases must go through and come from the Purchasing Office. Non-fundable items DCGA does not fund gifts. T-shirts are not funded by DCGA, but organizations may apply for a T-shirt loan to be reimbursed to DCGA within a stipulated timeframe by the Finance Committee; these requests should be made in writing to DCGA Finance. Lodging for students is not funded by DCGA; however, lodging for speakers and guests are eligible for funding. Student lodging will not be funded. Lodging for DCGA-funded guests and speakers may be funded at the most reasonable location. Comparative price quotations must be presented to the Finance Committee at the time of the lodging request. Promotions and advertising funding Campus organization advertisements and promotions should be carefully considered. The Finance Committee encourages eco-friendly advertising and will limit the amount of funding for paper advertisements. Generally, mailbox stuffers are not funded by DCGA. DCGA encourages campus organizations to use the Campus Organization Resource Area (CORA) to create advertisements. Any advertisement of an event with DCGA funding should include the words: â€œFunded by DCGAâ€? on the promotion. Repairs Funding If an organization shows substantial need for a general repair fund, the DCGA Finance Committee may fund a maximum of $2,000 per request. It is the responsibility of the campus organization to notify the Finance Chair when the repair funds are utilized. Extreme emergencies will be taken under consideration, but the Finance Chair must be contacted directly for additional funding considerations. Transportation Funding DCGA Finance Committee favors the least expensive method of transportation. University vehicles cost $0.50/mile. Personal vehicles will be reimbursed at $0.23/ mile. Rental vans from outside of the University vary in price. For information about reserving University vehicles or renting vehicles from off-campus, see the Travel section. 31 back to table of contents CA MPUS ORGANIZATI ON H ANDBOOK Section 4: Finances Favorable Considerations Organizations that are outward reaching in their events and planning will be favored by DCGA above organizations with internally focused events and planning. Outward reaching events and intentions refer to those that involve a large number of participants beyond the members of the hosting organization and/or expose the Denison community to new experiences. The Finance Committee also favors collaborative programming. Collaboration (formerly referred to as co-sponsorship) includes multiple campus organizations, thereby benefiting a larger number of Denison community members. Collaborative requests will be held to the same standards as individual organization allocation requests. Organizations collaborating on requests must submit a Collaborative Budget Request The Finance Committee places special emphasis on a need for weekend programming and thus favors events that occur on weekends. Revenue Accounts All revenue accounts must be maintained through the University, with the exception of those that contain organization dues. If an organization has established an outside account for dues or a separate University account, it must notify the Finance Committee prior to budget requests. Failure to notify the Finance Committee of these accounts may result in the nullification of any budget approvals. Any organization that generates revenue with the use of University money (i.e., DCGA funds) must surrender that revenue to the University. Campus organizations may create separate University accounts for donations and fundraisers. At the end of the fiscal year, money generated via fundraising without the use of University funding and kept in a separate University account will not be seized by DCGA. Working with University Departments on Financial Matters Campus organizations have access to many offices and departments on campus that can assist them in making purchases, ordering equipment, depositing funds, requesting checks and a number of other financial matters. This section explains these resources. Short Order Forms Short Order Forms allow campus organizations to purchase goods and services from various local vendors (see approved list on following page) without the use of a cred32 back to table of contents CA MPUS ORGANIZATI ON H ANDBOOK Section 4: Finances it card or the need to be reimbursed. Short Order Forms must be requested from the Finance Chair or Treasurer of DCGA. A valid short order form contains the signature of the Purchasing Agent and the Finance Chair/DCGA Treasurer. To obtain a Short Order Form, organizations should email a written request to the Finance Chair and include the organization name, Slayter Box number and when the form is needed in the body of the email. A signed Short Order Form will be delivered to the listed Slayter Box number. Organizations should fill out the form with the following information: name of the organization, place where the form is being used, organization treasurer’s name, organization account number and purpose/event name. Short order forms can be made for purchases under $350. Forms may not be combined to make a purchase of more than $350. The original receipt and the yellow copy of the form should be sent to the Accounting Office, the green copy should be submitted to Purchasing and the pink copy of the form should be kept on file by the organization. Requesting a Check Organizations often need to request a check to be cut in order to pay a vendor, performer or to handle a reimbursement (please note that taxes are never reimbursed). In order to do this, organizations must use a Request for Payment Form (RFP). RFPs are available from the Accounting Office. Organizations that need assistance filling out this paperwork are encouraged to setup an appointment with the Accounting Office. When preparing to fill out an RFP, campus organizations should gather the following information (as applicable): § the name of payee § address of payee § Denison ID number of payee (if a Denison student or employee) § W-9 of payee (if an off-campus performer) § reason for payment § a copy of signed contract (if to pay for performer) § a copy of the receipt(s) (if for reimbursement purposes) § signatures of treasurer and/or advisor § organization account number § number of miles driven (for personal mileage reimbursement) Borrowing a University Credit Card Credit cards are available for use by campus organizations on a temporary basis. The cards can be used at any local retialer or retaurant and have a dollar limit. Individuals must have their Denison University IDs available for the cashier to view. Denison University is exempt from paying Ohio sales tax, so Sales Tax Exemption Cards and Statements are included in each credit card packet. 33 back to table of contents CA MPUS ORGANIZATI ON H ANDBOOK Section 4: Finances Purchased items are to be for general supplies or food to be used by the student agency or group if such a purchase was approved by DCGA. No personal items of any sort, no tobacco products or alcohol, cell phones, gasoline, or any other services are permitted. Cards are held by the Purchasing Office, Doane 303, and can be reserved for use by completing a request form. Reservations are on a first come, first serve basis and are not available online. Forms are available at DCGA Office or Purchasing and must be approved by the organization’s treasurer. The borrowing person will be solely responsible for the card. It cannot be given to or used by another group during the check out period. The card must be returned with all cash register receipts to Purchasing at the end of the reserved time period for use. Any individual who fails to return the card and receipts will automatically lose the right to borrow the card and may be referred to the Office of Student Conduct and Campus Values. Lost or non-returned cards will be disabled immediately. Ordering supplies & Equipment Organizations that need to order supplies and equipment should work with the Purchasing Office. Purchasing can help organizations to find the best deal on an item or the most appropriate vendor. Organizations should setup an appointment with the Purchasing Office and bring along a filled out Requisition Form and include the following information: DCGA approved budget, name of potential vendor, vendor’s address, organization account number, where to deliver the equipment, the item(s) (including descriptions, item numbers and links if applicable), prices (including shipping) and quantity. On-Campus Purchases Organizations can purchase approved items with DCGA funds on-campus at the Bookstore, Campus Services, Dining Services, Copy Center and the Slayter Snack Bar by using the organization’s expense account. Official signatory (i.e. Treasurer or President) is often required. Organizations should keep careful record of these purchases, along with a copy of all of the receipts. Other Finance Policies & Procedures Making a Deposit Organizations sometimes handle cash and checks that need to be deposited into a University account. To make a deposit, organizations should visit the Controller’s Of34 back to table of contents CA MPUS ORGANIZATI ON H ANDBOOK Section 4: Finances fice and fill out a Deposit Slip. Organizations should be prepared with organization name, revenue account number and cash and or checks (totaled). Deposits should be made ASAP; no cash or checks should be stored in a campus organization’s leased space or personal room. For questions related to making a deposit, organizations can visit the Controller’s Office. Transferring Money When a campus organization needs to transfer money from one University account to another University account, the Journal Entry Form must be filled out. Organizations will need to be prepared with the following information when preparing a Journal Entry Form: names of the accounts, account indexes and codes, the amount to debit from one account and the amount to credit the other account and a description of the reason for the transfer. The organization treasurer should prepare the form and have the other University entity receiving the transfer authorize it. These forms are managed by the Controller’s Office, in Doane 102. Organizations who would like assistance with a Journal Entry Form should setup an appointment with the Controller’s Office. Making a Tax Exempt Purchase Denison University is a 501 (C) (3) non-profit organization and thus does not pay sales and use taxes. When making a purchase on behalf of the University at the store, organizations must make sure to bring along a Blanket Certificate of Exemption. These are only to be used in conjunction with University funds approved by DCGA within campus organization budgets. Paying for Travel See that chapter on Travel for information regarding payment for University vehicles, reimbursement for mileage on a personal vehicle, or purchasing plane tickets or rental vehicles. 35 back to table of contents CA MPUS ORGANIZATI ON H ANDBOOK Section 4: Finances vendors approved for Short Order Forms Food Lee’s Famous Recipe Chicken Lucky Bamboo Olive Garden Papa John’s (must provide SOF# when ordering) River Road Coffeehouse Ross’s Granville Market Subway Soup Loft Village Coffee Whit’s Frozen Custard Bombay Garden Restaurant Brews Creno’s Pizza Day Y Noche Donato’s Pizza (N. 21st St.) Dragon Village Elm’s Pizza Joe & Mimi’s Pizzeria Jolly Pirate Donuts Kentucky Fried Chicken Other Big Lots (call store for OK) Class A Trophy hhGregg Home Depot (Pro Desk only) Lowe’s (Pro Desk only) M & H Screen Printing Park Lanes Bowling (call ahead) Roll-A-Way Skating (call ahead) Village Flower Basket 36 back to table of contents CA MPUS ORGANIZATI ON H ANDBOOK Section 4: Finances Section 5 Fundraising Campus organization fundraisers and sales C ampus organizations are encouraged to fundraise for the benefit of their organization or for charitable causes. The procedures and guidelines for conducting fundraisers are addressed in this section. Purpose Campus organizations may sponsor fundraising events to benefit their organizations or for causes that are clearly communicated during any fundraising activities. Campus organizations may not raise funds to benefit any specific individual, unless the circumstance for fundraising is approved by Campus Services via a Fundraising and/or Information Table Request. Campus organizations may sponsor commercial or business ventures on campus when their efforts further a fundraising or academic goal of the organization. However, all commercial or business venture type of activities must demonstrate a reasonable value to the sponsoring organization and may not detract from or harm the Denison community. Organizations are encouraged to visit Campus Services, 200 Slayter Union, with questions related to fundraisers. Standards The use of the Denison name has ideals that must be upheld. The product(s), service(s) or information offered must conform to the Denison University Code of Student Conduct. All products, services or information must avoid demeaning sexual, racial or other discriminatory references and must avoid promoting the abuse of alcohol or use of drugs. The Campus Services office reserves the right to refuse the selling, distribution of any products, services or information offered by the campus organization or the perspective vendor. Proposals Organizations wishing to fundraise by selling goods or services on campus must submit a Fundraising and/or Information Table Request. This form is due to Campus Services no fewer than seven (7) working days before the beginning of the fundraiser. The form asks organizations to describe the proposed product to be sold, the cost to the buyers, the reason for the fundraising, the duration of the sale (not to 37 back to table of contents CA MPUS ORGANIZATI ON H ANDBOOK exceed three days), the proposed location of the sale and any relevant design and/or drawings of the product (ex. shirt design). No bake sales, food sales or food samples giveaways may be held on campus unless the food is provided by Dining Services or is approved by Campus Services. The Administrator of Campus Services will review all proposals for fundraisers and respond or request more information. Some fundraising activities may require a meeting with Campus Services to ensure compliance with University policy and procedures. Location The Fundraising and/or Information Table Request form allows organizations to reserve tables inside Slayter or outside the front doors of Slayter on Academic Quad (weather permitting) for fundraising purposes. The organization is responsible for properly reserving the space for an approved fundraiser if it is a location different than Slayter Union separately. Requests for fundraising space outside of Slayter Union should be made using Fundraising and/or Information Table Request form with the proper space reserved. Organizations who have received approval to host an information or fundraiser table should proceed to the Information Desk (mail/ package area) of Slayter Union and request a six-foot table. Campus organizations and other groups reserving tables in Slayter Union or on the Academic Quad are responsible for cleaning and returning tables to the table cart upon conclusion of event. Failure to do so can result in the revocation of the privilege to reserve table space and/or conduct fundraisers. Storage of signage, product, money collected or other miscellaneous supplies is the sole responsibility of the campus organization. Off-campus vendors Credit card vendors and agents are not permitted to solicit on Denisonâ€™s campus. Vendors being sponsored on campus by registered organizations must pay the organization 15% of total sales or $50 per day, whichever is greater, for a space able to accommodate up to three six-foot tables. Space for additional tables (up to three) will cost the vendor an additional $25 per day, flat fee. It is the sole responsibility of the campus organization to set-up tables for its fundraising or informational activities. Any other off-campus entity (i.e. non-profit organization or otherwise) must be an invited guest of a campus organization and that information must be included in the Fundraising and/or Information Table Request. 38 back to table of contents CA MPUS ORGANIZATI ON Section 5: Fundraising H ANDBOOK Section 6 Advertising & Promotions Campus organization posting information C ampus organizations may promote their events, opportunities and programs on campus via several advertising methods. The following section covers the policies, resources and best practices for campus organization marketing. CONTENT Campus organizations may post advertisements to promote opportunities and events for the Denison community. Postings should always include the organization name along with event-specific details such as who, what, where and when. If applicable, promotions should include the language: â€œFunded by DCGA.â€? All promotions must avoid demeaning sexual, racial or other discriminatory references and must avoid promoting the abuse of alcohol or use of drugs. Wording or artwork on any posting may not contain reference to an amount or type of alcohol available at an event, nor may it reference alcohol to be the dominant feature of the posting. No images of alcohol and/or other drugs are permitted on postings. When to post Posters and other advertisements may be posted when an organization has successfully completed appropriate reservations for space with Campus Services and any other relevant arrangements (catering via Dining Services, technical requests via Red Tech, etc). Campus organizations are encouraged to post their promotions at least one week before the event/program. Advertisement to the general campus population of any event requiring a guest list is not permitted. Location of promotions Flyers are limited to appropriate bulletin boards in University buildings and not on any exterior surface, windows, exits or access doors. All flyers should be posted with thumb tacks or blue painters tape. Postings should not overlap or conceal other posted items and posting is on a first-come, first-served basis. Banners should be hung only on the lower bannister on the second floor of Slayter Union. All other 39 back to table of contents CA MPUS ORGANIZATI ON H ANDBOOK areas require the permission of the Campus Services office. Sidewalk chalk is permitted on sidewalk surfaces that are uncovered. It is not permitted on walls, doors or building exteriors. Doorâ€“to-door solicitation, placing advertising under doors of resident rooms or on any motor vehicle is not permitted. Denison reserves the right to remove any posting at its discretion. Expired promotions must be removed by the organization within one (1) day by the sponsoring organization . Postings for student-initiated commercial enterprises must be approved in advance by Campus Services; off-campus commercial enterprises along with the sale of personal articles (e.g. books, couches) may only be advertised in Slayter Union on the Community Bulletin Board and Community Table. Campus organization resource area DCGA maintains the Campus Organization Resource Area (CORA) on the third floor of Slayter for the use of registered campus organizations only. Campus organizations have access to these supplies free of charge to help promote upcoming programs and involvement opportunities. Some of the items found in CORA include: paper cutter, banner paper, scissors, glue, rulers, pencils, markers, paint, brushes, glitter, craft supplies, etc. To request additional supplies or refills, contact DCGA, 303 Slayter Union. Organizations using CORA are expected to put away all supplies, recycle or dispose of materials as appropriate and clean up after using the space. Please report spills or damages to the Campus Leadership and Involvement Center, 310 Slayter Union. Printing promotions Campus organizations may print flyers and other promotions at the Denison University Copy Center, located in Doane 001. When printing items organizations first need to make sure they have the appropriate funding to do so via DCGA. It is suggested that files are saved as PDFs. Organizations may submit the file via email or in person on a flash drive. All print orders should include a filled out Copy Center Form (available at the Copy Center). Copyrighted material may not be printed unless receiving written permission from the person(s) holding the copyright. Organizations should be prepared with the following information: account name, account number, current date, number of pages, number of copies, whether or not prints should be back to back, paper size, paper color, black and white or color ink and other needs regarding cuts, folds, staples, punches, binding, tabs, etc. Forms should be signed by the organization leadership (preferably treasurer or president) and include any special instructions. Forms can be brought to the Denison University Copy Center or emailed. 40 back to table of contents CA MPUS ORGANIZATI ON H ANDBOOK Section 6: Advertising and Promotions Types of Printed Items The following are some typical printed items campus organizations use to promote events and opportunities. The Denison University Copy Center can accommodate other types of promotions and materials as well. Please contact the Copy Center for specific requests and information. § Banners – Banners are the large, hand-drawn posters that hang along the railings and on the walls in Slayter or the Dining Halls. Please visit CORA for materials. § Flyers – All flyers should be bright and easily recognizable and should include the name of the event, the time, the location, and the logo of your organization. Any other relevant information like ticket prices or table sign-up times should also be included. § Table Toppers – Table toppers must be designed to be folded either in half or three times to stand on the table. Table toppers can only be placed on the tables in Slayter, Huffman, and/or Curtis and only for 48 hours before staff will remove them. Organizations should request permission from Dining Services prior to placing these items on tables. § Mailbox Stuffers – Mailbox Stuffers are small advertisements that are put in student’s Slayter boxes. Mailbox Stuffers are not funded by DCGA. Campus news outlets Press releases and announcements can be distributed to The Denisonian, WDUB, The Bullsheet and/or CLIC. Always include a description of the event and/or opportunity along with contact information. Information can be distributed to the following organizations: § The Bullsheet: A weekday publication, The Bullsheet prefers that campus organizations create the text of the promotion. This should be a short blurb, which includes all relevant information (including names, dates, times, locations, prices, etc.). This should be emailed to firstname.lastname@example.org one week in advance. Organizations should include in the email which dates the promotions should be printed. § CLIC: CLIC promotes events and announcements on behalf of campus organizations. It sends a weekly email each Monday (This Week on Campus), shares updates via Twitter, Facebook & OrgSync and prints a semester calendar. Information can be shared with CLIC via the Promotion Request Form. These forms are due a minimum of one week (7 days) in advance. § The Denisonian: Deliver a press release to The Denisonian, Denison’s campus newspaper, two weeks in advance. Photos are encouraged. Email email@example.com. § WDUB: The campus radio station, WDUB 91.1 FM, will make public service announcements for campus organizations. A press release should be dropped in the box attached to the door of WDUB (located on the 1st floor of Slayter Union) at least one week in advance of the desired announcements. Organizations may also email firstname.lastname@example.org. 41 back to table of contents CA MPUS ORGANIZATI ON H ANDBOOK Section 7 Technology & Computing Mail, websites, and communication D enison campus organizations are provided with a number of communication tools by default, and an event wider array of tools may be established through OrgSync and Information Technology. MAIL Campus organizations can request a mailbox located in Slayter Union. Most campus organization mailboxes are located within the Slayter mailroom. Mail can be picked up at the mailroom desk during regular hours. If a campus organization mailbox is not requested, campus organization mail will automatically be placed in the Slayter Box for the organizationâ€™s president. Upon request, organization mail may be forwarded to the Slayter Box of another officer in the organization. EMail Campus organizations are invited to request a Denison.edu email accout. Requests should be submitted to email@example.com. Dension.edu email accounts should be used in place of external email providers. Listserv accounts are maintained by Denison ITS. Updates to organization Listserv accounts should be directed to the firstname.lastname@example.org. OrgSync offers the ability to send group emails. Under the organization portal, select Messaging. Custom email groups and lists can be constructed under the People tab. WEBSITES Each campus organization is provided a web domain through OrgSync. Web pages may be set up through an organizationâ€™s OrgSync portal. A default Denison Campus Organization website template has been established to assist in presenting organization specific content. 42 back to table of contents CA MPUS ORGANIZATI ON H ANDBOOK OrgSync OrgSync provides a wide array of communmication tools available to student leaders. Emails, text messages, and event invitations can all be sent to members of an organization through OrgSync. Additional functions such as blogs, discussion boards, Facebook posts, and QR codes can all be established to ease communication between group members. 43 back to table of contents CA MPUS ORGANIZATI ON H ANDBOOK Section 6: Advertising and Promotions Section 8 Events On-campus events D enison campus organizations host a wide variety of events and programs both on and off campus. Logistical planning information, procedures, policies, deadlines and contacts are included in this section. Researching performers Campus organizations often bring in speakers, performers and other vendors for events. Events that require contracts from off-campus entities must be handled carefully. Students are not permitted to make offers or enter into contracts on behalf of the University. The information below is provided to help campus organizations begin communication and information gathering with off-campus agencies and vendors. Immediately following this information gathering, the campus organization should set up an appointment with the Administrator of Campus Services, to discuss the potential of the event and contracting. § By phone or via email, the organization may contact the organization representing the artist it is interested in booking. Campus Services, 200 Slayter Union, may be consulted if an organization is unsure how to contact a particular performer. § Organizations should know the dates they are interested in and ensure that preferred venues are available for the event, making reservations if necessary. § The individual contacting the performer or agency should include his/her title, organization name and Denison University. (Example: Hello, I’m _____ [individual’s name], the _______[individual’s position/title] of Denison University’s _________ [organization’s name]). § On first contact, organizations should inquire about both pricing and availability. (Example: I’m writing/calling to inquire about the availability and pricing of Cool Comedian for a potential performance at Denison University in Granville, Ohio on April 15, 17 or 19). § Discussions should be framed in an informational format. After receiving all of the information needed, organizations should thank the vendor and explain that the University will be in touch should it decide to move forward with an offer. § If contacting agents via telephone, organization should not make any verbal commitments during the initial call. Verbal agreements can be considered legally binding contracts. 44 back to table of contents CA MPUS ORGANIZATI ON H ANDBOOK Section 8 § Organizations should not share their budgets in the first conversation. Instead they can explain that they are simply gathering information for a potential event and that should Denison decide to move forward with an offer, the University will be in contact. § A sample inquiry email to a performer or vendor is included below. Hello, I’m writing to inquire about the pricing and availability of (INSERT PERFORMER NAME HERE) for a potential event at Denison University in Granville, Ohio. The event would be a free show, open only to the Denison community. Denison University is located approximately 30 miles east of Columbus, Ohio. If you could please pass along any information regarding availability for January 24, January 31, February 18, and March 25, along with any technical riders, other cost considerations and a price quote, I would appreciate it. Thank you, Your Name Your Organization Name & Title Contracting performers After gathering information regarding the availability, contact information and pricing of a potential performer, organizations should set up appointments with Campus Services to begin the process of making an offer and requesting a contract. When setting up this appointment, campus organizations should be prepared to provide the approved budget from DCGA, all communication with performers and representatives, ideal dates, the organization account number, venue reservations and any other information specifically requested by Campus Services. A professional staff member in Campus Services will help to make an official University offer and negotiate the contract. 45 back to table of contents CA MPUS ORGANIZATI ON H ANDBOOK Section 7: Events When the contract is approved, it is important to review with the campus organization advisor and Campus Services to ensure all of the requirements of the contract are executed. VENUE reservations Most spaces on campus (with the exception of athletic facilities) are reserved via Campus Services. When planning for events, it is important to reserve these spaces well in advance. Organizations should always account for setup and cleanup time when reserving venues for events. Reservations should be made online. Other considerations for event venues include capacity limits, whether or not the space has built in sound or will require assistance from Red Tech or an outside vendor, rain locations, acoustics, whether the space has built in stage and/or chairs or will require additional setup from Facilities Services, if University catering is required and noise policies. Campus Services can assist organizations in making informed decisions regarding venue reservations and needs. Hotel reservations Some events require campus organizations to make hotel reservations on behalf of the performer visiting campus. Campus organizations should work with Campus Services to understand this aspect (if applicable) of the contract. Hotel reservations are made with the assistance of the Purchasing Office. To reserve hotel rooms, make an appointment with the Purchasing Office. When setting up this appointment, campus organizations should be prepared to provide the approved budget from DCGA, the organization account number, the official contract, the number and types of rooms required, the specific check-in and check-out dates, the names the reservations should be made under and whether or not the performer is flying or driving. If the performer is flying, it is always recommended that s/he stay at a hotel at the Columbus Airport that provides free shuttle service to and from the hotel and airport. The Purchasing Office will help to recommend a hotel based on the information you provide. Transportation reservations Some events require campus organizations to provide ground transportation for the performer. This generally requires campus organizations to rent a University vehicle (with approved funds from DCGA) from Campus Safety (multiple vehicles available for a rental fee) or Campus Services (one vehicle available for free) and deploy a campus organization member with defensive driving to pickup and drop-off the 46 back to table of contents CA MPUS ORGANIZATI ON Section 7: Events H ANDBOOK performer at his/her hotel. It is recommended that performers who are flying stay at a hotel near the Columbus Airport as these hotels provide free shuttle service to and from the hotel, allowing for fewer trips for campus organizations. More detailed information about renting university vehicles can be found.in the off-campus travel section. Catering events Campus organizations wishing to provide food at their events should ensure they are following University guidelines. Most spaces on campus require the use of Denison Catering Services, with no outside food brought in. The only events that do not require the use of Catering Services are those that are hosted in The Bandersnatch or Lamson Lodge. DCGA rarely approves food for events. For more information about DCGAâ€™s funding policies, visit the finances section. Catering Services offers campus organizations special options for food at their events. Meal Exchange is a popular choice for campus organizations, as it does not require a budget. Campus organizations can request a meal exchange by submitting a Meal Exchange Sign Up Sheet and including the names, D-Numbers and signatures of all event attendees or members who would like meals at the event. Meal Exchange orders must be placed a minimum of 72 hours in advance. Campus organizations also have the option of traditional catering via Catering Services. Organizations should setup an appointment to meet with a member of the Catering Services staff approximately 10 days before an event and bring along the following information: the date, time and location of the event, the DCGA approved budget, estimated number of event attendees, campus organization account number and any menu ideas. Catering orders must be placed a minimum of one week before the event. Oftentimes performers have hospitality riders that campus organizations must accommodate. Catering Services should be consulted about these riders two weeks in advance. Should Catering Services be unable to accommodate some of the requests, items may be purchased off-site. Consult with Campus Services regarding hospitality riders as part of the contract process. Off-campus Catering Per the terms of the Universityâ€™s food service contract, purchasing food for Denison functions through any source other than Dining Services requires prior approval. In the case of DCGA sponsored organizations, requests must be made in writing to the Director of Administrative Services. Approval of requests is contingent on verification of sufficient liability insurance (most national chains and all vendors that accept Short Order Forms). When purchasing food from off-campus, organizations 47 back to table of contents CA MPUS ORGANIZATI ON H ANDBOOK Section 7: Events are responsible for picking up the food and taking care of all setup, cleanup and supplies. Organizations may not bring outside food into areas where Dining Services is responsible. This includes, but is not limited to: Welsh Hills Room, Burton Morgan Center, Slayter Snack Bar (1st floor), The Roost (Slayter 3rd floor), Curtis and Huffman Dining Halls and the Presidents’ Dining Room. Outside caterers are generally not permitted to provide food and services on campus. Lamson Lodge and The Bandersnatch are two venues that permit off-campus food vendors should approval be received by the Director of Administrative Services. EQUIPMENT RESERVATIONS Depending on the type of event and location, campus organizations may need to rent or borrow equipment. Most equipment rentals have costs associated with them and organizations should make sure to consult their DCGA approved budget. The list below helps to identify types of equipment and appropriate offices to contact to request and reserve equipment. The list is not exhaustive. It is always recommended that campus organizations meet with Campus Services and explain the overall design and needs of an event to make the best decision on venue choice or to ask questions about equipment reservations. § Tables & Chairs: Campus organizations that require additional tables and chairs (not available in the venue) for an event should consult Facilities Services. Work orders should be submitted to email@example.com no less than one week in advance and include the following information: name of campus organization, event name, date, time of event, time of desired setup of tables & chairs, end time of event, time of desired teardown of tables & chairs, number/ type of tables and chairs needed, event contact information, room reservation number and campus organization account number. § Small Equipment/Supplies: Campus Services rents small equipment to campus organizations for a fee. Some of the equipment available includes: popcorn machine, balloons and helium, portable sound system, and wristbands. A list of the items, descriptions and fees appears on the following page. •• Sound & Lighting: Some events require amplified sound or special lighting. Portable sound machines are available from Campus Services. Some venues have this capability built-in. Events that require more technical assistance should consult Red Tech Sound Production. 48 back to table of contents CA MPUS ORGANIZATI ON H ANDBOOK Section 7: Events Item Portable Sound Machine Popcorn Machine Description Check with venue Rental for machine and $1.25 per bag of popcorn kernels (yield is 15-16 servings); case of 24 provided, charged after event based on usage Helium tank rental, $.50/each balloon plus string Number and type based on activity Contact Conference Services for color, etc. Rental includes cups, syrups, spoons Balloons Event Monitors/Security Event Wristbands Snow Cone Machine Fee No charge $30 popcorn machine rental; $1.25 per bag of popcorn kernels $130 tank rental $1.00/balloon and string or 6 for $5.00 $22/hr $.15 per wristband $60 per event ยง Sign-Up Tables: Organizations wishing to reserve tables within Slayter Union for sign-ups or promotions can do so via the Fundraising/Information Table Request Form found on OrgSync. Sign-up tables must be reserved in advance and setup and stored according to the allotted reservation time. Sponsorships Campus organizations often co-sponsor or collaborate on events with one another. Collaborations are always encouraged as it can often increase the number of attendees and promote a spirit of camaraderie in our community. DCGA encourages collaborations among campus organizations as well. Collaborative budgets are due at the same time as campus organization budgets. The DCGA Finance guidelines provide more information. The Campus Leadership and Involvement Center offers co-sponsorship opportunities for registered campus organizations. Events must have an open admission policy (i.e. be open to all currently enrolled students). Additionally, campus organizations should follow all of the necessary policies and procedures for planning events at Denison. The Campus Leadership and Involvement Center may provide up to 50% of the total funding for the event, but no more. Events that are used as a fundraising source for organizations or philanthropies are not eligible for co-sponsorship nor are events that specifically advocate a specific political position or religious point of 49 back to table of contents CA MPUS ORGANIZATI ON H ANDBOOK Section 7: Events view. All advertising and promotions must list the Campus Leadership and Involvement Center. Special consideration is given to events taking place on Fridays and Saturdays after 10 p.m. Organizations interested in funding should fill out an Event Co-Sponsorship application no fewer than 14 days before an event and set up a meeting with a member of the CLIC staff. Events that are approved will also require a follow-up meeting with a member of the CLIC staff, along with a written evaluation of the program. The Campus Leadership and Involvement Center is the only office that should be approached for co-sponsorship. At no time should a campus organization canvas other offices or departments for funding. Social Space Registration Any campus organization event taking place on campus during Fridays or Saturdays and that occurs in one of the Social Spaces requires Peer Safety Monitors. Peer Safety Monitors are students who are employed, trained, and paid by Campus Safety. There is no fee for having PSMs at an event. They serve to assist hosts and ensure events are safe and in compliance with campus policies. A 30:1 ration of guests to Peer Safety Monitors will be used, with a minimun of two Peer Safety Monitors. Peer Safety Monitors will ID and wristband quests if alcohol is served. The Peer Safety Monitors have the authority to close the event early if there are policy violations. The sponsoring organization is required to meet the Peer Safety Monitors assigned to the event at the site of the event 30 minutes prior to the designated starting time. More information can be found at the Part Registration form in OrgSync. additional guidelines Outdoor campus noise. Outside amplified events on campus grounds may only take place after 4:00 p.m. on academic days, unless the event is scheduled during the common hours on Thursday. Approval for these events is granted when reservations are made through the Campus Services Office. All amplified events must cease by 10 p.m. as stated in the Granville Noise Ordinance. There will be no amplified events approved during final exam study periods or during finals weeks. Off-campus events. Off-campus events must be registered through the new Org Sync Party Registration form in its entirety a minimum of seven (7) working days prior to the event. Off capmus events require a faculty or staff sponsor, who will be reseponsible for reviewing expectations and policies with the student group leaders prior to the event, and meeting to discuss any issues after the event, as needed. Items solicited in this form are organization(s) information, individual organizer informa- 50 back to table of contents CA MPUS ORGANIZATI ON H ANDBOOK Section 7: Events tion, location, properly completed documentation and forms, and rosters/guest lists. Please refer the the Alcohol section for off-campus events with alcohol. Waiver. Waivers are needed for participants in most physical activities (games, inflatables, rides, etc.) If participants include minors, parents need to sign waiver and offer proof of insurance. Organizations should work with Office of Security & Safety to ensure a full understanding of the waiver. Contract. Any time an organization is engaging in a contract with a service provider, proper insurance certification and documents must be on file. For further support with contracts, please connect with Campus Services. Outdoor fire effects. Using outdoor fire effects requires a permit. Organizations must work with Campus Services, who will help to secure permission from the Office of Risk Management on this item. Paperwork has to be submitted and approved by the Fire Marshall and Granville fire at least two weeks in advance. Tents. Tents have special fire and life safety rules such as no open flames/cooking under tent, set back from building, designated exit paths and exit ways, occupancy limits. Organizations should work with Campus Services and the Office of Risk Management when using a tent for an event. Strobe Lights. Certain people with epilepsy and photosensitivity may suffer a seizure if exposed to flashing or strobe lighting. If strobe lighting is to be used at an event, warnings should be posted at the entrance. Example: â€œWARNING: Strobe lights are used during this performance.â€? Events with Alcohol. Campus organizations can host events that permit alcohol, such as BYOB events. For more information about alcohol and campus organizations, see the Alcohol section of the Campus Organization Handbook. Indoor events. For events inside, incendiaries, excess fuel loading (bales of straw), fire effects (fireworks or flames), candles, incense are prohibited. Additionally, exit doors, exit signs, exit paths (doors, hallways, stairwells) must remain unobstructed and you should never lock exit doors to restrict access. 51 back to table of contents CA MPUS ORGANIZATI ON H ANDBOOK Section 7: Events Section 9 Alcohol Campus organization events with alcohol C ampus organization events that feature alcohol must be carefully considered. Campus Services, located in 200 Slayter Union, is an excellent resource for organizations planning events with alcohol. The following policies apply to all formal and informal campus organization events. Registration All events with alcohol must be registered through Campus Services via the Party Registration Form on OrgSync. Events in Social Spaces must be registered five (5) days prior to the event. Events Off Campus must be registered seven (7) days prior. There is a unique option on the form for Fraternities and Sororities. Campus Services will review the registration form and either approve or ask for additional information regarding the event. The student coordinator of the event will be informed of the decision in writing via email. Should the event be approved, organizations should initiate a meeting with Campus Services to go over all of the details, responsibilities and procedures for a safe and fun event. This should take place no fewer than five (5) working days prior to the event. Campus organizations are not permitted to register parties in residence halls rooms or suites. The Universityâ€™s party registration policy applies only to individual residents and may not be applied to organization events. Laws & Policies The possession, sale, use or consumption of alcoholic beverages while on University premises or during an organization event, in any situation sponsored or endorsed by the organization, must be in compliance with any and all applicable laws and/or policies of the state, county, city and University. Code of Student Conduct regulations shall be in effect for the duration of all events with alcohol on- and off-campus. Any violations of policy must be monitored and recorded and immediately reported to the event monitor on site or the 52 back to table of contents CA MPUS ORGANIZATI ON H ANDBOOK Office of Safety & Security. Violations of the Code of Student Conduct or any aspect of the policy expressed herein may result in the cancellation of the event, the sponsoring organization(s)/individual(s) being charged with violating University policy or referral to the Office of Student Conduct and Campus Values. Student Activity Fee & Campus Organization Funds The Student Activity Fee collected by the University and a portion of which is given to Denison Campus Governance Association (DCGA) to be allocated to various campus organizations, cannot be used for the purchase of alcohol, either directly or indirectly. External revenue accounts can likewise not be sued for the purchase of alcohol. Publicity All registration materials must be completed and approved by Campus Services prior to the release of any publicity. All advertising for alcohol-related events must be in compliance with established guidelines for campus organizations, for more information, see Section 6: Advertising & Promotions along with the Campus Compact. No postings for these events are permitted on the Academic Quad and no advertising that connotes abusive use of alcohol or drugs (i.e., drinking games or contests). No images of alcohol may be featured in promotions. Organizations found to be in violation of these advertising procedures risk having their events cancelled. Food & Beverages At any event where alcohol is permitted, a reasonable quantity of non-salty foods must be available for the duration of the event in a visible location. The quantity of non-alcoholic beverages and non-salty foods should at least equal the percentage of underage guests invited to the event and must be provided free of charge to those in attendance. At any event at which alcohol is served or permitted, a reasonable quantity of nonalcoholic beverages (defined as lasting throughout the duration of the event or as long as alcohol is being served or permitted) other than water must be served. Food and beverages should be purchased in accordance with DCGA Funding Rules if using DCGA funds. If catering is to be provided by a third party other than Dining Services, the caterer must first be approved by Campus Services. Time Frame & Duration Any event involving alcohol cannot exceed four hours in length. Events featuring alcohol can take place starting after noon; those held Monday through Thursday must end no later than 12 midnight and events held on Friday or Saturday must end no later than 2:00 a.m. Fraternity or sorority organizations have more stringent limits regarding time and dates, those limits should be followed. 53 back to table of contents CA MPUS ORGANIZATI ON H ANDBOOK Section 8: Alcohol Risk Reduction & Sober Monitors Reduction of risk is key for the success of campus organization events with alcohol. CLIC, in cooperation with the Division of Student Development supports risk reduction through providing officers and organizations Safe Host Training and holding review meetings with organizations prior to events (serenades, off-campus events, etc.). Organizations are encouraged to request support, advising and training with risk reduction and management by contacting CLIC. Sober Monitors Campus organizations should designate sober monitors to abstain from alcohol and be present for the entirety of the event. Sober monitors should include, one host, one server, and one door monitor. All three members of the â€œHost Groupâ€? must have completed the Safe Host Training. These individuals should be visible and accessible and are expected to abstain from alcohol for the entirety of the event. Sober monitors should coordinate with the Peer Safety Monitors to staff the event entrance, monitor alternate entrances, observe for underage consumption of alcohol, observe for intoxicated students that are a danger to themselves or others, and consistently implement the policies governing events with alcohol. Peer Safety Monitors Any campus organization event taking place on campus where alcohol is served, or that occurs in one of the Social Spaces requires Peer Safety Monitors (PSMs). Peer Safety Monitors are students who are employed, trained, and paid by Campus Safety. There is no fee for having PSMs at an event. They serve to assist hosts and ensure events are safe and in compliance with campus policies. A 30:1 ration of guests to Peer Safety Monitors will be used, with a minimun of two Peer Safety Monitors. Peer Safety Monitors will ID and wristband quests if alcohol is served. The Peer Safety Monitors have the authority to close the event early if there are policy violations. The sponsoring organization is required to meet the Peer Safety Monitors assigned to the event at the site of the event 30 minutes prior to the designated starting time. Fraternity/Sorority & Inter/National Organizations Fraternities, sororities and other inter/national organizations have specific guidelines they must follow when it comes to risk management and events that offer alcohol. Many can be found online at www.fipg.org. Organizations should always be sure to understand their own inter/national standards and policies when planning these events. When filling out the Party Registration form on org sync, Fraternities and Sorori54 back to table of contents CA MPUS ORGANIZATI ON H ANDBOOK Section 8: Alcohol ties should have the following additional pieces of information, evidence of Headquarters Approval, an email from a regional advisor will be adequate, the event location’s liquor license, a sober monitor list, and a complete guest list. Alterations to the guest list may be made until 24 hours before the event. Fraternities and Sororities are required to meet with the Associate Director of CLIC prior to any event with alcohol to receive advising about risk management and their additional inter/national standards. On Campus Events Venues On-campus events with alcohol may be hosted at the following locations per the restrictions listed below. Only beer and wine may be consumed in these spaces as outlined in the Social Space Policy. § Good Hall Lounge. The capacity for this venue is forty (40). § Lamson Lodge. The capacity for this venue is eighty (80). § The Roost. The capacity for the third floor of Slayter is three hundred fifty (350). Dining Services must be used for BYOB events. § Sunset Lodge. The capacity for this venue is fifty (50). There is no charge for use of these spaces by campus organizations. Reservations for the spaces are accepted in a manner that ensures the spaces are available to multiple students and student groups. The same group or individual will be limited in the number of reservations they make and multiple reservations will not be accepted at the same time. Alcohol sales The selling of alcohol on campus is not permitted except through the University-held liquor license. Any alcohol to be sold must be approved by the Ohio Department of Liquor Control. This includes both “direct” and “indirect” sales, the latter referring to admission fees, donations, sales of cups/t-shirts or other items for admission that cover the cost of alcohol. The Roost is licensed to sell alcohol by the Ohio Department of Liquor Control and is operated by Dining Services. In the case that a cash bar is necessary the host may work with Purchasing to obtain a temporary liquor license. The group must complete the F2 form at least 30 days in advanced and must pay the $40 transaction fee. Serving alcohol Alcohol may be served either through BYOB or through an external bartender service. Dining Services will serve as bartenders in the Roost only. Bartenders for other venues can be hired through Bartenders Unlimited. Campus organizaitons 55 back to table of contents CA MPUS ORGANIZATI ON Section 8: Alcohol H ANDBOOK may hire outside bartenders through Purchasing. Two servings of beer or wine per quest for every 90 minutes will be permitted. Last serving of alcohol will be 30 minutes prior to the end of the event. Wristbands Peer Safety Monitors will provide wristbands. Certain events will also require tickets. If the attendee presents a Blue ID a wristband must be placed on his/her wrist by a Peer Safety Monitor. The hosting organization(s) will be responsible for monitoring the event to make sure no one is drinking without a wristband. Open Containers Open containers are not permitted in any common areas of the campus, including lobbies, lounges, stairways, parking lots, athletic fields/events, walkways or residential quads unless designated by provision of the Student Code of Conduct or published University policies and procedures. An exception is the side patio of Lamson Lodge during properly registered events with alcohol. Kegs Kegs will be permitted in these spaces using the following guidelines. The keg and tap should be brought to Campus Safety directly after being acquired from the distributer. Once the keg is moved to the event venue it should be tapped in front of Campus Safety. At the conclusion of the event, the keg should be empited and delivered back to Campus Safety. The host group is responsible for picking up the keg from Campus Safety the following day to return t othe distributer. BYOB events BYOB stands for Bring Your Own Beverages. Approved BYOB events follow all of the procedures and policies above. Additionally, these events have several specific protocols that must be followed. Amount & types of permissible beverages. Beer or wine coolers are the only alcoholic beverages permitted at any social event. BYOB guidelines provide that an individual of legal age may bring one six=pack of twelve-ounce beers or one four -pack of wine coolers to an event for personal consumption. The amount of alcohol that he/she is bringing must be calculated against the amount of time left in the party. The amount of permissable alcohol shall be calculated at two drinks per ninety (90) minutes remaining in an event. Once a guest has brought in the allotted amount, they are not permitted to bring in any more alcohol. Serving. Individuals may only receive one beverage at a time. To obtain a beverage, a person must present one ticket and his/her empty can. Sponsoring organizations are encouraged to require attendees who bring alcoholic beverages to the event to bring cans and further require that containers not 56 back to table of contents CA MPUS ORGANIZATI ON H ANDBOOK Section 8: Alcohol be distributed without receipt of an empty container. (In other words, a person must bring an empty container to the dispensing location before another will be given out). Student servers must be Safe Host Trained. No alcohol shall be served to those who appear intoxicated, nor shall alcohol be served in an uncontrolled, unregulated manner. No members of the organization or guests shall collectively or individually purchase, serve to or sell alcoholic beverages to any minor (i.e., those under the legal â€œdrinking ageâ€? of 21). Serving alcohol should end thirty (30) minutes prior to the end of the event. Unconsumed drinks. Any alcohol remaining at the closing of the event will be claimed by Denison University Office of Safety & Security for disposal. Tickets. The event monitors should take the alcohol from the attendee and give the attendee an equal number of tickets. During the event an individual with a wristband may obtain alcohol from the serving area by presenting a ticket. S/he is not guaranteed that alcohol brought into the function will be provided/returned to said individual if s/he is intoxicated or otherwise exhibits behavior unhealthy or unsafe for themselves or others at the function. Damages Expenses incurred by Denison University for additional cleanup/repair by Denison University employees or contracted services may be billed to the sponsoring organization(s) and/or individual(s). In addition, Student Conduct and Campus Values charges may be filed against the sponsoring organization(s)/individual(s) and/or the responsible individual(s). OFF-Campus Events with Alcohol Procedure: The first step for campus organizations that wish to host events off campus events is to fill out the Party Registration form on Org Sync. Upon review of the information and event details, campus servies provide a quote for the venue, transportation, and other related charges such as DJ. Campus services will assist the student leader in calculating a per-ticket price for students. Once the details and price are agreed upon, and the sponsor (faculty or staff) has authorized the event, Campus Services will sign contracts for the venue and busses and begin accepting payments from students. The ticket sales will serve as the guest list for the event. Venues Off-campus events with alcohol may be hosted at the following locations per the restrictions listed below. A non-refundable deposit may be required for some ven57 back to table of contents CA MPUS ORGANIZATI ON H ANDBOOK Section 8: Alcohol ues. Campus organizations are responsible for paying this deposit. ยง Barn at the Backwoods, Thornville ยง Bryn Du Mansion (must be catered through Dining Services) ยง Granville Inn ยง The Metropolitan Hotel, Newark Transportation All students will be required to travel to the venue by bus. Each bus can carry a maximum of fifty (50) passengers (or fewer depending on the number of seats; one seat per person). Reservations will be made by Campus Services at the time of booking the venue. Each bus will require two (2) sober monitors. A damage deposit may be required, which should be paid by the host organization. Transportation costs are the responsibility of the organization. Each guest must check in with a designated bus monitor and show the wristband prior to boarding the bus. Individuals not appearing on the guest list are not permitted to get on the bus or participate in the event. Alcohol sales & IDs The selling of alcohol for off-campus events should be facilitated by the venue with the exception of Bryn Du Mansion, where alcohol sales shall be catered by Dining Services. These third party servers shall also be responsible for identifying persons of legal age to consume alcohol. Alcohol sales may not be subsidized or otherwise paid for by a hosting organization. Hosting organizations should coordinate with the event venue to secure the necessary resources to facilitate this process (i.e. additional paid event staff, wristbands, etc.). Event Monitors will not be responsible for verifying the age of attendees at off-campus events with alcohol; this is the responsiblity of the venue. BYOB events are not permitted off-campus. Ticket sales Campus organizations may sell tickets to students to defray the cost of the event. Campus Services will accept cash or a credit card for payment at the time of ticket purchase. Students who purchase a ticket from Campus Services and then decide not to attend an event will not receive a refund. Damages Expenses incurred for additional cleanup/repair by the venue, transportation, or other contracted services may be billed to the sponsoring organization(s). Hosting organizations should avoid charges by utilizing sober monitors to clean the venue at the conclusion of the event. Student Conduct and Campus Values charges may be filed against the sponsoring organization(s) and/or the responsible individual(s). 58 back to table of contents CA MPUS ORGANIZATI ON H ANDBOOK Section 8: Alcohol Section 10 Travel Off-campus trips D enison campus organizations often go off-campus for cultural experiences, events, conferences, trips and travel. This section covers the procedures for reservations, policies, considerations and contacts. Planning an off-campus trip Whether a campus organization is attending a professional conference or arranging for a social event, the Purchasing Office is an excellent resource. Making flight arrangements, contracting off-campus venues, registering for a conference, purchasing tickets to an event and other logistics are all areas that the Purchasing Office manages. Campus organizations should fill out the Student Travel Planning Form and make an appointment to meet with a representative of the Purchasing Office, prepared with the following information: the date(s), time and location of the travel, the DCGA approved budget (if applicable), required mode(s) of transportation, list of those traveling (if flying organizations will need to provide name, birthdate and gender), and any applicable event information details (such as conference website, registration forms, etc.. Registering an off-campus trip Organizations planning events off-campus must register these events with the Campus Leadership and Involvement Center and should submit an Off Campus Event Registration form to the Campus Leadership and Involvement Center a minimum of seven (7) working days before the event. This registration requires a meeting with a member of the Campus Leadership and Involvement Center staff. University vehicle reservations Denison University has several vehicles available for campus organizations to rent. These range from four to 12 passenger vehicles. Campus organizations can rent a University vehicle (with approved funds from DCGA) from Campus Safety (multiple vehicles available for a rental fee) or Campus Services (one vehicle available free of 59 back to table of contents CA MPUS ORGANIZATI ON H ANDBOOK Section 8: Alcohol charge) and coordinate with a campus organization member with ”Defensive driving” to operate the vehicle. Requests must be made at least three days in advance and are granted based on vehicle availability. The use of the University’s vehicles can be suspended in the event of adverse weather and/or unsafe road conditions. Campus organizations must present defensive driving cards and valid drivers’ licenses when signing out vehicles. Campus organizations that return vehicles in improper condition are subject to a $25 service charge. Campus organizations should be prepared with the following information: name of organization, account number, two student defensive drivers’ names and cell numbers, destination, purpose of trip, departure date/time and return time, vehicle passenger list, signatures of both drivers and signature of the campus organization advisor. Campus organizations must log the miles driven. Vehicles cannot go outside of Ohio. Depending on availability, vehicles can be rented overnight. Organizations wishing to rent vehicles for longer stints or for out-of-state travel should consult the Non-University Vehicle section below. § Campus Safety: To reserve a vehicle with Campus Safety, campus organizations must submit a Vehicle Request Form. Campus organizations will be charged $0.50/ mile. § Campus Services: Campus Services has one vehicle available for use of campus organizations, free of charge. The vehicle is a 12-passenger van and is only available for use Monday, Tuesday, Thursday and Sunday on a first-come, first-served basis. The vehicle must be used for official campus organization business. Reservations should be made in person at 200 Slayter Union. Non-university VEHICLE reservations Campus organizations sometimes have the need for vehicles other than those available in the University motor pool. Examples of such needs would include overnight rentals or vehicles that accommodate more than 12 passengers. Organizations that wish to rent non-University vehicles should set up an appointment with the Purchasing Office. Campus organizations should be prepared with the following information at the time of the meeting: name of organization, account number, a copy of their DCGA approved budget (if applicable), destination(s), purpose of trip, departure date/time, return date/time, vehicle passenger list, contact information of students/advisors responsible for the trip. Please note that drivers of non-University vehicles must be 21 or older. The Purchasing Office will help organizations to fill out a Requisition Form, which will require the signature of the advisor. Reservations for non-University vehicles should be made as early as possible; no later than two weeks before departure date. 60 back to table of contents CA MPUS ORGANIZATI ON H ANDBOOK Defensive driving All drivers of Denison University owned, leased, or rented vehicles are required to successfully complete the Defensive Driving Course and pass a motor vehicle records check to ensure the safety of our students, faculty, staff and vehicles. Students interested in receiving their Denison Defensive Driving certification should allow at least ten days to complete the requirements for Defensive Driving (written test, road test and review by Denison’s insurance company). First, students should review the Defensive Driving Course PowerPoint. Following that review, students must pass the Defensive Driving Course Exam with a minimum of 82% score. Students meeting this qualification will be notified by Campus Safety via email regarding the next date and time of the scheduled road test. Denison’s insurance company will review the applicant’s record and upon successful completion, a Defensive Driving card will be issued. Should the campus organization be taking a trip off-campus that requires the use of a bus, note that the bus should pickup all trip-goers outside of Deeds Field steps (next to the Mitchell Center). This location needs to be reserved with Campus Services. VEHICLE & DRIVER EXPECTATIONS All drivers of university owned, leaded, or rented vehicles must successfully take the defensive driving course and pass the motor vehicle records check. Drivers may not use cell phones while operating University vehicles. Drivers and passengers must wear safety belts at all times the vehicle is in motion. Drivers must comply with all traffic regulations along with laws and ordinances. Posession or use of alcohol or drugs in a university owned vehicle, rental vehicle, or a perosnal vehicle while on university business is absolutely prohibited for both drivers and passengers. No smoking is permitted in University vehicles. Please report any accident immediately to local law enforecement and to Deniscon University Campus Safety (740-587-0810). Drivers are responsible for any fines. Drivers may be responsible for damages if she/he is negligent. Drivers should never leave the scene of the accident until allowed by the proper authorities and should not make any statements regarding the accident, except to the police. Please be sure the van is locked whenever parked. Do not park the van in a parking garage unless the entrace/exit clearance is at least eight feet. Please return the vehicle with at least ½ tank of gas; the credit card is for gas only. Upon completion of the trip, immediately return the van to the P2 level (reserved parking space) of the parking garage. Other vehicles may be returned to P4 of the parking garage. Please remove all articles from the van and make sure it is clean when you return it. Failure to return the vehicle clean, with fuel and the mileage filled out on the van form will result in a $25 service fee. 61 back to table of contents CA MPUS ORGANIZATI ON H ANDBOOK Section 9: Travel In keeping with the universities concern for safety and security, the university reserves the right to grant, deny, or restrict any and all privilges to drive or use university vehicles. Representing Denison Every student attending an off-campus activity or conference on behalf of a campus organization is acting as a representative of Denison University. To that end, courtesy and respect for others must be demonstrated at all times. Mature, professional conduct is expected of every individual student and the organization as a whole. Denison prefers that the campus organization advisor or designee attend the conference to provide guidance and support to student delegates. Students and campus organizations are expected to comply with all University policy and expectations, any of the commitments or expectations setup byÂ the professional association/venue hosting the event, along with all state and local laws while attending an off-campus activity or conference. Campus organizations are responsible for any damages or other expenses they incur for which they are found responsible while traveling offcampus (ex: damage to items or cancellation of participation). 62 back to table of contents CA MPUS ORGANIZATI ON H ANDBOOK Section 9: Travel Section 11 Leased Space Campus organization closets, cabinets, and offices C ampus organizations may request to lease one of the following types of spaces: a cabinet, closet or office. Spaces are in Slayter Union, Knapp Hall Mosier-Hutchison, and one in Smith Hall. Space is at a premium and not all requests can be honored. This section explains the procedures for requesting space, responsibilities and privileges regarding campus organization spaces, along with deadlines. Assignment of Spaces Organization space is assigned on a first-come, first-serve basis taking into account the purpose and frequency with which the organization will use the space. Only registered campus organizations may apply for and be assigned space. Organizations must renew their space requests each academic year. Requesting Space Organizations must renew their space requests each academic year. Organizations must fill out a Request for Campus Organization Space (Cabinet, Closet, Office) + Lease Agreement + Key Requests form on OrgSync. Only organization presidents (or equivalent) may submit the form, which requires the approval of the campus organizationâ€™s advisor before being considered by the Campus Leadership and Involvement Center. Lease Term Leases generally commence at the start of the academic year (pending receipt of all required information from campus organizations) and terminate no later than Reading and Study Day in May of the academic year. Leases may also be terminated in writing by either the campus organization or the Campus Leadership and Involvement Center at any time. Leases are to be renewed each year at the discretion of the Director of Campus Leadership and Involvement Center. Defaults of Lease Should the organization fail to comply with University guidelines, the provisions of the lease agreement or any other regulations of the Campus Leadership & In63 back to table of contents CA MPUS ORGANIZATI ON Section 9: Travel H ANDBOOK volvement Center the campus organization may be subject to eviction from the leased space by the University. Hours of Operation and Storage The leased space is available to the campus organization during the regular hours of opeartion of the building in which the space is located and which are posted and circulated each semester. Building hours are submsect to change for breaks and holidays. Admitance to the appropriate building and leased space at times other than the stated hours must be approved and coordinated through the Associate Director of Campus Leadership & Involvement a minimum of five (5) business days in advance. Office Hours Campus organizations with office spaces are expected to hold and operate a minimum of 10 hours per week; if the space is shared by multiple organizations each occupying organization is responsible for 10 hours respectively. At least three of these hours should be during regular Denison business hours (8:30 a.m. â€“ 4:30 p.m., Monday â€“ Friday). Office hours must be submitted to the Campus Leadership and Involvement Center by the second Friday of each semester via the Campus Organization Office Hours form and posted outside office doors. Any changes throughout the semester must be made by submitting an updated version of the Campus Organization Office Hours form. Office hours will be routinely checked by the Campus Leadership and Involvement Center. Space is at a premium for campus organizations and a failure to use leased space may result in termination of the lease. Storage The leased offices, closets and cabinets are to be used for the storage of property belonging to the campus organization only; no personal items may be stored. Other items that may not be stored include but are not limited to: perishable food, flammable liquid and money. Use of Leased Spaces The campus organization leases space from the University solely for official business purposes of the organization. The following items are the responsibility of the organization: routine (daily) cleaning (including carpet vacuuming), moving in/out of the space, damage to the space or furniture, returning the space to its original condition at the termination of the lease, and use and maintenance of the space in a manner that is compliant with University regulations. No University property (unless furnished by the Campus Leadership and Involvement Center) shall be used or stored in leased space (i.e. lounge/hallway furniture, plants, artwork, etc). At no time 64 back to table of contents CA MPUS ORGANIZATI ON H ANDBOOK is the space to be used for personal storage of students and is grounds for immediate termination of the lease. Security of items/possessions is the sole responsibility of the campus organization; proper care should be taken to avoid theft. The University is not responsible for replacement of personal and/or organization possessions. Alcohol and/or empty bottles are not permitted in any leased space at any time. Violation of this policy will result in the immediate termination of the lease. Space Modifications Any plans for altering leased space must be approved in advance and in writing by the Associate Director of Campus Leadership & Involvement. No alterations to the physical space are permitted, including but not limited to painting offices, altering light fixtures, altering ceiling tiles, or electrical apparatus, fastening any structure to any physical surface in the office, hanging frames/boards, posting paper, etc. without express permission from the Director of Campus Leadership & Involvement. Violating this policy may result in the loss of office space and monetary charges to the organizations or referral to the Office of Student Conduct and Campus Values. The following guidelines should govern any personalization or modification to the office, cabinet, closet or adjacent common areas: All space personalization or modifications must be approved by the Director of Campus Leadership & Involvement, and then (if deemed necessary by the Director of Campus Leadership & Involvement) through Campus Services or Facilities Services (via work order) in advance of any work being done or any contract for work is signed. All internal “structures” must be free-standing and self-supporting unless otherwise specifically approved. Anything hung on the walls must be hung using painter’s tape. The Campus Leadership and Involvement Center will provide campus organizations painter’s tape free of charge for this purpose upon request. Furniture At no time may furniture assigned to leased space be removed or modified; additional furniture may not be added without express written consent of the Director of Campus Leadership and Involvement Center. Any furniture found that does not belong will be removed immediately. Violating this policy may result in the loss of office space and billing. Cleanliness The organization agrees to dispose of any exposed food items daily and to insure that food items that are to be maintained are kept in sealed containers to prevent the infestation of insects. The presence of insects will be reported to Campus Services or Facilities Services. The organization agrees to pay pest control costs should the organization not be in compliance with this provision. Fire Safety Fire safety is a concern to the University. Caution and attention to fire risks are re- 65 back to table of contents CA MPUS ORGANIZATI ON H ANDBOOK Section 10: Leased Spaces quired from the organization. The use of candles, incense, or any other flammable material is prohibited in the leased space. Any exception requires prior approval of the Director of Campus Leadership & Involvement. In addition, any appliance (coffee makers, hot plates, refrigerators, etc.), electrical extensions/connections, or lamps should be used with caution and requires prior approval of the Director of Campus Leadership & Involvement. Surge protection must be present on electrical configurations greater than one plug per outlet. All entrances and exits must always be kept open for fire and emergency egress. Keys Keys (and swipe access in the case of Knapp offices) for leased space to offices, cabinets and closets should be requested by the President (or equivalent) via Request for Campus Organization Space (Cabinet, Closet, Office) + Lease Agreement + Key Requests form on OrgSync. Should the campus organization require additional keys throughout the year without a change in leadership, the President may submit an Additional Key(s) Request form. Keys are available only for the academic year; no keys are permitted during the summer. Requests to access the space in the summer must be made in writing to the Director of Campus Leadership & Involvement. Campus organizations cabinet keys are limited to two per campus organization. Replacement keys will incur a replacement fee of $25 per key. Keys for offices must be picked up at the Physical Plant and returned to the Physical Plant (1205 North Pearl Street) by spring Reading and Study Day each year. Cabinet and closet keys must be picked up at the Campus Leadership & Involvement Center and returned to the Campus Leadership & Involvement Center by spring Reading and Study Day each year. Inspection The University reserves the right to enter the leased space at any time for the purpose of inspection of prohibited items, proper use of space, safety, and maintenance. Maintenance The University will maintain the areas adjacent to organization rooms, stairwells, hallways, restrooms, etc., and assist the organization in receiving routine maintenance light bulb and ceiling tile replacement, problems with the HVAC or electrical systems, maintain entry door lock, conduct regular Health and Safety inspections (quarterly), and authorize necessary pest control treatments. Equipment that requires electrical power may be limited due to power loads and local codes. All housekeeping, maintenance, and operational needs should be conveyed via Campus Organization Work Order form in advance of any work being done or any contract for work is signed. Technological needs (such as computer setups, maintenance, etc.) should be arranged solely through the In66 back to table of contents CA MPUS ORGANIZATI ON H ANDBOOK Section 10: Leased Spaces formation Technology Services Office. Maintenance concerns should be reported, in writing via Campus Organization Work Order form, to the Director of Campus Leadership & Involvement and if necessary and by recommendation of Director of Campus Leadership & Involvement, to the Office of Campus Services. 67 back to table of contents CA MPUS ORGANIZATI ON H ANDBOOK Section 10: Leased Spaces Section 12 Reservations Reserving rooms, information tables and other spaces C ampus organizations reserve University rooms, buildings and outdoor locations for their wide variety of activities and meetings. This section provides the appropriate contacts for various locations on campus, along with other resources. Room Reservations Campus organizations that need meeting rooms or spaces for events can make those reservations most often via Campus Services. Slayter Union, Burton Morgan, The Bandersnatch, Lamson Lodge, Herrick Hall, Swasey Chapel and many more spaces are available to reserve. Organizations should always book as far in advance as possible and may do so by visiting Campus Services at 200 Slayter Union or by logging in to MyDenison and clicking the white â€œBook An Eventâ€? button. A request for space is not guaranteed until the sponsoring organization receives a confirmation email from Campus Services. Organizations interested in booking athletic facilities should contact the Athletic Department directly; specifically the Supervisor of Facilities/Equipment. Outdoor space Reservations The Academic Quad and Campus Common may be reserved with Campus Services. As with room reservations, organizations should always book as far in advance as possible. Outdoor space reservations involve additional planning and organizations are always encouraged to visit Campus Services, 200 Slayter Union, in person to walk through the specifics of an event. Residential quads may be reserved directly through the appropriate service centers. For more information, contact Residential Education and Housing. Athletic fields can be reserved should contact the Athletic Department as referenced above. 68 back to table of contents CA MPUS ORGANIZATI ON H ANDBOOK Section 10: Leased Spaces Organizations are always encouraged to reserve a rain site or plan for a makeup date in the event of rain or other weather conditions. TABLE RESERVATIONS Campus organizations often advertise their programs and/or share resources via information tables in Slayter Union. Campus organizations can reserve information tables in Slayter via the Fundraising and/or Information Table Registration form. Organizations may request up to three back-to-back days per week. For more information, campus organization may contact Campus Services. Other reservations & Needs There are a wide variety of other needs for events that are not limited to room reservations. For more detailed information about planning a campus event or meeting, visit the Events section. 69 back to table of contents CA MPUS ORGANIZATI ON H ANDBOOK Section 13 Advisors Support and best practices for campus organization advisors A dvisors are an integral part of any organization. No organization can be officially registered with the Campus Leadership & Involvement Center without an advisor. Advisors serve as liaisons between the organization and the university community. They serve as a source of knowledge about university policies and procedures. Long-term advisors serve as unofficial historians for the organization, helping to keep a sense of continuity throughout the years. Functions of an ADvisor Advisors may be called upon to fill many roles within the organization throughout the year. Those roles include mentor, supervisor, and leader. Mentor: Mentoring is a one-on-one learning relationship between an older person and a younger person based on modeling behavior and an extended, shared dialogue. Supervisor: There are many similarities between advising and supervising and many of the skills and styles are transferable. The six stages in supervising include: team building, performance planning, communication, recognition, self-assessment, and evaluation. These components of supervising can and should be transferred to effective advising. Leader: One reason many students get involved in groups and organizations is to develor leadership skills and abilities: Organizations should support students in their development through exposure to theory, development of personal values, development of skill sets, exposure to societal issues and overall experience. Although campus organization leaders may possess a different set of motives for their involvement, advisors provide strategic guidance and direction for the success of the organization in addition to supporting students throughout the college experience. 70 back to table of contents CA MPUS ORGANIZATI ON Section 11: Reservations H ANDBOOK Knowledge of Institutional Policies & Procedures One of the most important responsibilities of an advisor is to serve as a liaison between the institution and the campus organization they advise. An important part of this is making sure that the students are taking into account the Universityâ€™s rules, regulation, policies and procedures when planning an activity. Please refer to Section 14 containing links to these important policies and procedures and also use this manual as a resource. Commitment Being an advisor for a campus organization is a serious and wonderful commitment. Students look to an advisor as a resource and an example. Advisors should make sure they have the time, knowledge, and dedication to take on the duties of their role. 71 back to table of contents CA MPUS ORGANIZATI ON H ANDBOOK Section 14 Important Contacts Fundamental contact info for campus organizations P rovided below are some important contacts for campus organizations. Remember each number should be preceded by (740) 587-. The list is not exhaustive. Those looking for a number not listed cae contact the Denison University operator at 0810. Division of Student Development Academic Support & Enrichment 6666 Alcohol, Drug & Health Education 6385 Campus Leadership & Involvement Center 6394 Career Exploration & Development 6656 Center for Women & Gender Action 6696 Conduct & Campus Values 6271 Counseling Services 6200 Dean of Students 6271 First Year Program 6224 Health Services 6200 International Student Services 5739 Center for Cross-Cultural Engagement 8656 Religious & Spiritual Life 5727 Residential Education & Housing 6271 Service-Learning 6474 Student Development 6208 Additional Helpful Numbers Accounting Office 6201 Administrative Services 6769 Athletics Department 6580 Bandersnatch 6379 Bookstore 6204 Campus Security & Safety 6482 Campus Services 5730 Catering Services 6690 72 back to table of contents CA MPUS ORGANIZATI ON Section 12: Advisors H ANDBOOK Controller 6201 Copy Center 6203 Denison Switchboard 0810 Dining Services 6690 Facilities Services 6264 Human Resources 6299 ITS Help Desk 6395 Lamson Lodge 6715 Library 6235 Mail Room 6796 Office Services 6797 Physical Education 6580 Physical Education & Athletic Center 6694 Physical Plant 6264 Purchasing Office 6283 Recreation & Intramural Activities 6760 73 back to table of contents CA MPUS ORGANIZATI ON H ANDBOOK Section 15 Resources Essential references for campus organizations I n this section, you will find leads and links to important resources for campus organizations. This resource section will include information about Denison, DCGA and even Robert’s Rules of Order. Though not exhaustive, these resources will provide your organizations some tools for success. Denison University § Student Code of Conduct § Student Handbook § Campus Compact § Defensive Driving § DCGA Campus Organization Treasurer’s Manual § DCGA Budget Request Form § DCGA OrgSync Page Effective meetings and parliamentary procedure § Robert’s Rules of Order Club Sports § Club Sports-Main § Concussion Fact Sheet Fraternity and Sorority Life § National Interfraternity Council-IFC § National Pan-Hellenic Council-NPHC § National Panhellenic Conference-NPC/PHC Local, State and Federal Resources § Village of Granville Charter and Code of Ordinances § Ohio Revised Code § United States Laws Risk Reduction/Alcohol Management Resources § Fraternity Insurance Purchasing Group (FIPG) Manual § Training for Intervention Procedures (TiPS) § No Regrets Campaign § Alcohol, Drug & Health Education 74 back to table of contents CA MPUS ORGANIZATI ON H ANDBOOK Section 15: Important Contacts Section 16 Appendixes Resources for successful organization operations R unning a campus organization requires a skill set. The rerources in the section below can be used to help new and experienced student leaders provide outsanding managmenet to their organizations. Studnet leaders should feel free to use and adapt there resources to suit your needs. Just remeber, great leadership is more than effective membership. Feel free to contact CLIC with any questions you may have about how to take your organization to the next level! Transition Checklist Transition Binder Ideas Transition Report Template Recruitment Strategies Memeber Engagement Strategies Running Effective Meetings Creating a Meeting Agenda & Sample Meeting Agenda Writing Meeting Minutes & Sample Meeting Minutes 75 back to table of contents CA MPUS ORGANIZATI ON H ANDBOOK Transition Checklist Why is it important to follow this transition process? § It ensures continued progress toward goals. § It allows the new officers to pick up where you left off. § It results in organizational memory and a legacy of what was accomplished. Use this tool with the entire executive board to prepare for a smooth transition from one academic year to the next. Plan for at least 3-4 weeks of overlap between the outgoing and incoming executive boards to ensure adequate time to transition. Update documents to include any changes or new information from this year. Consider writing a transition report or creating a transition binder for the new officers. § Include write-ups of events, meeting agendas/minutes, and vision/mission/ goal statements. Schedule a time for the outgoing and incoming executive boards to meet together. The advisor should be present for this meeting. Include time for each pair (e.g. outgoing and incoming treasurers) to discuss and get questions answered. Provide all incoming officers with budget information as pertinent to their role. Schedule time to go over institutional processes related to tasks such as accounting, purchasing, reserving space, ordering food, etc. § Outgoing officers should take incoming officers on a tour to see where all of these departments (and others) are located. Give new officers access to any systems or documents located online (e.g. Dropbox, OrgSync, Google Drive). Explain the role of the Campus Leadership and Involvement Center (CLIC) in the success of your organization (i.e. training workshops, office space, logistics, open advising). If desired, apply for an office space, cabinet, or closet. Make sure the organization is re-registered for the next year by updating the OrgSync profile. Complete an evaluation process (see End-of-Year Evaluation). Share the information you would have wanted to know as a new officer within this organization and reflect on your year! Adapted from Montana State University Registered Student Organization Resource – Officer Transition 76 back to table of contents CA MPUS ORGANIZATI ON H ANDBOOK Transition Binder ideas A Transition Binder is a tool that is prepared and/or revised by your outgoing officers to assist in the training and preparation of your incoming officers. The binder is like an org’s instruction manual. It should be written in such a way that a stranger could read it and know how your organization should operate over the course of a year. Consider including the following information: • Brief history of the organization • Current Constitution • Vision, mission, and values statements • Transition Report Template • Event planning process and event summaries • Budget allocation for previous years and upcoming year • Copies of receipts and financial paperwork • Fliers and marketing from past events • Status reports on continuing projects • Meeting agendas from both general and executive board meetings • Meeting minutes from both general and executive board meetings • Technology information: email login/password, social media, Dropbox, etc. • OrgSync information • Election process • Emails sent and received • Calendars from previous years • Officer reflections • Resource contact information (both on- and off-campus) • SWOT Analysis of where the organization currently stands • Goals from previous years and progress updates Adapted from Temple University Transitional Leadership Binder Checklist 77 back to table of contents CA MPUS ORGANIZATI ON H ANDBOOK Transition Report Template I. Executive Board Roles and Responsibilties • General Executive Board (i.e. agenda items) • President (responsibilities, goals, advice, changes) • Vice President (responsibilities, goals, advice, changes) • Treasurer (responsibilities, goals, advice, changes) • Secretary (responsibilities, goals, advice, changes) • Publicity Chair (responsibilities, goals, advice, changes) • Other (responsibilities, goals, advice, changes) II. Programs and Events • Program #1 - Name and Date/Time (repeat for other events) • Outcome • Who did what? • Example Events: What When Positives Negatives Thanksgiving Din- November 18th More people came Didn’t have enough ner than expected; food Good feedback Valentine’s Day February 10th Tabled in Slayter Single people felt Dance Union the week left out prior • Any events attempted but not completed? Why? What happened? • Helpful tips for programming III. Finance • Budget report • Forecast for next academic year • Tips for next year IV. Publicity • Methods (with copies) • Who did what? • Positives and negatives • Tips for next year V. In Progress • What projects are still in progress? • Tips for continuing to make progress Adapted from Mills College Office of Student Activities 78 back to table of contents CA MPUS ORGANIZATI ON H ANDBOOK RECRUITMENT STRATEGIES Recruitment is essential to maintaining your organization. Without new members, you’ll have no one to carry on when you graduate! Here are some ideas to get you started: • • • • • • Know and understand your vision, mission, and values • Make sure all members have a firm understanding of the purpose of the organization • Be able to clearly and concisely explain how the organization operates and what positions are available Set recruitment goals • What is the minimum number of members we need to accomplish our goals? • What is the maximum number of members we could accommodate to keep everyone engaged? • What qualities do our new members need to exhibit? • Do we have any requirements (ex. minimum GPA)? • What common interests do we have? Get everyone involved • Word of mouth is the best form of publicity • General members should play a role as well as officers Utilize a visual element • Create a banner ot hang on campus • Create and post fliers • Use social media Attend campus-wide recruitment events • Fall and Winter Involvement Fairs • Slayter tabling Remember why students get involved and connect these ideas to your organization • Develop skills and experience • Friendship and social contacts • Bring about social change • New ideas or a challenge • Have fun! Adapted from Collin College Campus Life and Mills College Office of Student Activities 79 back to table of contents CA MPUS ORGANIZATI ON H ANDBOOK member engagement STRATEGIES Once you have recruited new members, you need to keep them engaged and involved in the organization in order to turn them into active members. Here are some ideas to think about: • • • • • • Plan a special welcome meeting for new members • Allow time for new members to meet each other, returning members, and executive board members • Play ice breakers or team builders (see end of packet) • Get to know new members as soon as possible Provide an orientation to the organization • Teach new members about the values, vision, mission, and history of the organization • Explain the goals for this year • Go over rules, processes, and organizational structure Delegate responsbilities • Allow new members to play a role in the organization by taking ownership of tasks • Make sure these tasks are within their skill level and able to be completed successfully Show appreciation for your members • Give kudos at each meeting • Hold an awards ceremony • Give prizes Identify and capitalize on potential • Be open to suggestions • Build on strengths Have fun! • Make time to socialize • Celebrate accomplishments Adapted from Collin College Campus Life and University of Virginia Student Activities 80 back to table of contents CA MPUS ORGANIZATI ON H ANDBOOK Running effective meetings At the Start of Each Semester: • Set a consistent, appropriate meeting time • Select a location that can accommodate everyone Organization & Atmosphere: • Provide an agenda (see Creating a Meeting Agenda) • Begin on time • Create a warm, friendly atmosphere so folks feel comfortable expressing themselves • Start meetings by recapping the previous meeting • Encourage feedback - both positive and negative • Keep meetings organized - use an agenda and minimize tangents • Set time limits if topics take up too much time • Note members’ comments, ideas, and suggestions on a chalkboard, whiteboard, projector, or poster paper • Table items to the next meeting if there is insufficient time to discuss • Keep meetings short and to the point Member Engagement: • Get to the business items so members feel their time is not wasted • Keep all members involved and engaged • Direct questions back to the group to answer - executive board members should not answer all questions • Let group members make decisions to solve problems, rather than making all decisions as an executive board • Delegate tasks • End the meeting on a high note - kudos or an exciting upcoming event! After the Meeting: • Type up and send minutes to all members within 24-48 hours (see Writing Meeting Minutes) • Evaluate meetings periodically to ensure members are getting what they want out of them Adapted from Mills College Office of Student Activities 81 back to table of contents CA MPUS ORGANIZATI ON H ANDBOOK creating a meeting agenda Why should I create an agenda? • It provides structure to the meeting. • If sent ahead of time, it allows members to think about the topics ahead of time and come prepared with ideas. • It makes sure all information is covered. • It keeps everyone on track and on time. How to Create an Agenda: • Designate one person to create the agenda for each meeting - this is usually the president or secretary. • Ask all other officers to send their agenda items or updates at least 48 hours before the meeting. • Consider whether to ask general members to provide updates for the agenda as well. • Compile all agenda items into an order that makes sense. • Send out the agenda to all members at least 24 hours before the meeting. • During the meeting, follow the agenda as closely as possible and stay on top of timing. Sample Meeting Agenda Club ABC Date, Time, Location 1. Welcome & Introduction (President, 5 min) 2. Approve minutes from previous meeting (Secretary, 5 min) 3. Old Business a. Feedback on last week’s event (Events Chair, 10 min) 4. New Business a. Changes to Constitution (Vice President, 5 min) 5. Reports a. Treasurer - Budget Update (5 min) b. Events Chair - Planning for next month’s event (20 min) c. Publicity Chair - Marketing plan (5 min) 6. For the Good of the Order (President, 5 min) 7. Adjourn Adapted from www.effectivemeetings.com 82 back to table of contents CA MPUS ORGANIZATI ON H ANDBOOK Writing Meeting Minutes It is usually the role of the secretary to take notes at each meeting called minutes. The minutes from the previous meeting are then approved as part of the next general body meeting. Why are minutes important? • They provide a record of what happened during the meeting for both present and absent members. • They provide a starting point for the next meeting. • They clear up any disagreements about what happened. How to Write Minutes: • Create a template format so minutes are always written in the same way. This will keep it cohesive and easy to understand. • Minutes should mirror the agenda so everything is included. • Provide enough information so absent members remian informed about what they missed. • Focus on important informaiton such as decisions made and tasks assigned. • Consider typing the minutes so they can be easily sent immediately after the meeting to all minutes (but definitely within 24 hours). Other Tips: • Make sure there is a backup person able to take minutes when the secretary is absent. • Choose someone to record minutes who is okay not playing a major role in the meeting so their attention can be focused on taking notes. • Focus on understanding what’s being discussed and on recording what’s been assigned or decided upon. • Review the notes and add additional comments, or clarify what you didn’t understand right after the meeting. Do this while the information is fresh in everyone’s minds. • Be objective. Write in the same tense throughout and avoid people’s names except for motions or seconds. • Avoid inflammatory or personal observations. The fewer adjectives or adverbs you use, the better. Dull writing is the key to appropriate minutes. Adapted from www.effectivemeetings.com 83 back to table of contents CA MPUS ORGANIZATI ON H ANDBOOK Sample Meeting Minutes Club ABC Meeting - Date Meeting called to order at [time] by President/Officer [Name] Members Present: [List of members present] Members Not Present: [If you have regular attendees, list of members absent] Follow the agenda to record notes as the meeting progresses... 1. Welcome & Introductions (President) 2. Approve minutes from previous meeting (Secretary) - Approved 3. Old Business a. Feedback on last weekâ€™s event (Events Chair) i. Successes: high attendance, good location, strong member involvement ii. Areas for Improvement: variety of food, evaluation, learning outcomes 4. New Business a. Changes to Constitution (Vice President) i. Update non-discrimination clause - Approved ii. Change election timeline and procedure - Approved iii. Add new committee chair positions - Not Approved iv. Review updates on OrgSync 5. Reports a. Treasurer - Budget Update i. $1,347 remaining in annual budget b. Events Chair - Planning for next monthâ€™s event i. Tasks assigned - email firstname.lastname@example.org if you want to help! ii. Tasks assigned listed in attachment c. Publicity Chair - Marketing plan i. Tabling sign-ups for next week - email email@example.com for a shift ii. Shift sign-ups (as of now) listed in attachment 6. For the Good of the Order (President) a. [Name] - reminder that Big Red Weekend is coming up next week b. [Name] - come suport Club Tennis at their match on Thursday c. [Name] - complete the Student Development survey online by Monday Meeting adjourned at [time] by President/Officer [Name] 84 back to table of contents