Campus Organization Handbook

CAMPUS ORGANIZATION

Handbook

DENISON UNIVERSITY

Campus Organization Handbook VOLUME 9 Updated Fall 2020

Compiled by the: The Alford Community Leadership & Involvement Center 310 Slayter Union Granville, OH 43023 Phone 740.587.6394 Fax 740.587.8250

Table of Contents Introduction Section 1: General Requirements & Expectations .......5 Registration Notebowl Privileges of Registered Campus Organizations Loss of Privileges General Organization Conduct Hazing Advisors Section 2: Club Sports ................................................10 Registration and Requirements Relationship with Athletics and Recreation Statement of Responsibility and Release Travel Form Emergency Travel Protocol Concussion Fact Sheet and Injury Reporting Section 3: Fraternity & Sorority Life ..........................12 Organizations and Councils Registration and Requirements Insurance Risk Reduction Expansion/Extension Recruitment and Membership Intake Programming Serenade/Pinning Lodges/Housing Section 4: Finances ....................................................20 DCGA Funding for Campus Organizations Applying for DGCA Funding Fiscal Responsibility DCGA Funding Rules Working with University Departments on Financial Matters Borrowing a University Credit Card from CLIC Ordering Supplies & Equipment On-Campus Purchases Other Finance Policies & Procedures Section 5: Fundraising ................................................23 Purpose Limitations Proposals Location Of-Campus Vendors Section 6: Advertising & Promotion ..........................24 Content When to Post Location of Promotions Campus Organization Resource Area Printing Promotions Types of Printed Items Campus News Outlets

Section 7: Technology & Computing ..........................27 Email Notebowl Section 8: Events ........................................................28 On-Campus Event Registration Of-Campus Event Registration Of-Campus Event with Alcohol Registration Researching Performers/Vendors Contracting Performers/Venders Venue Reservations Hotel Reservations On-Campus Catering Food Trucks Of-Campus Catering Equipment Reservations Sponsorships Additional Guidelines Section 9: Alcohol .......................................................33 Hosting Social Events with Alcohol Student Activity Fee & Campus Organization Funds Publicity Food & Beverage Time Frame & Duration Risk Reduction Host Group & Peer Safety Monitors Fraternity/Sorority & Inter/National Organizations Venues Transportation Alcohol Sales & IDs Ticket Sales Damages Section 10: Travel ........................................................36 Planning an Of-Campus Trip Registering an Of-Campus Trip University Vehicle Reservations Non-University Vehicle Reservations Defensive Driving Vehicle & Driver Expectations Section 11: Campus Space ...........................................38 Requesting Space Room Reservations Outdoor Reservations Section 12: Advisors ....................................................39 Support and Best Practices Roles of an Advisor Knowledge of Institutional Policies & Procedures Commitment Section 13: Important Contacts .................................40 Section 14: Resources .................................................41

GREETINGS CAMPUS ORGANIZATIONS!

The Campus Organization Handbook, compiled by The Alford Community Leadership & Involvement Center (CLIC) is the resource for students and advisors, to access important information related to operations and management of an organization at Denison University.

The Campus Organization Handbook provides information regarding general organization information, club sports, fraternity and sorority life, organization fnances and fundraising, and advertising and promotion.

Policies and procedures regarding programming, travel, alcohol, advisors, and leased spaces are available for your review. We have also included links to resources, campus contacts and operational sample forms.

Please share this handbook with members and advisors. The Campus Organization Handbook is a great resource for day-to-day operations, on-going leadership training and organizational transition.

Best wishes for a great year!

Dana Pursley Director, The Alford Community Leadership & Involvement Center

CAMPUS ORGANIZATION HANDBOOK

Section 1: General Requirements & Expectations

SECTION

General requirements & expectations

1

The Alford Community 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 leadership experiences, create memories and participate in campus traditions.

New Organization Registration Proposals for new campus organizations are considered when the purpose of the potential new organization is explicitly diferent from 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 staf, a constitution and/or bylaws. Potential new organizations need two ofcers: president (or equivalent) and either a treasurer or secretary (each with minimum cumulative GPA of 2.00). 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 Notebowl, using their Denison IDs & passwords and click on the “Club” tab. The “+ Create ” button will access the organizational proposal form directly. Only forms flled out completely will be considered.

Upon submission, applicants will be prompted to email clic@denison.edu to set up an appointment with CLIC and a member of the DCGA Rules Committee. Potential new organizations should be prepared to discuss the mission/purpose, sustainability of the organization, if details regarding DCGA fund requests (i.e. program, purpose and funding needs). Campus organizations should uphold and support the mission of Denison University.

The DCGA Rules Committee will meet to review the application and meeting minutes and make a decision regarding approval within seven (7) business days. Campus organizations must renew its registration every year and abide by all policies and procedures as outlined by CLIC, DCGA and all other University policies.

Proposed service groups must receive approval from Denison Community Association (DCA) before additional approval can be granted.

Current/Renewing Organization Registration All Campus organizations must renew their annual registrations during the spring semester per details announced by CLIC. Annual Campus organization renewal registration will be completed within Notebowl.

Current organizations must maintain at least two ofcers: president (or equivalent) and either a treasurer or secretary, (each with a minimum 2.00 cumulative GPA.). Campus Organizations requesting a budget must have an elected treasurer at the time of registration.

The Notebowl registration process will require campus organizations to submit both the executive ofcer(s) information and the advisor. The advisor will receive an email prompting him/her to confrm the details of the campus organization registration.

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 ofcer selection, elections and transition processes. Other required information includes information about executive ofcers, number of current members, and afliation with local/national/international organizations (if applicable).

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CAMPUS ORGANIZATION HANDBOOK

Section 1: General Requirements & Expectations The fnal pieces of the registration request response to several commitment statements. These statements are in regards to nondiscrimination, participation in Campus Organization Orientation, commitment to upholding Denison policies/procedure, intention to participate in the annual Involvement Fair, and new organization request elements (if applicable).

Current and/or renewing organizations must maintain accurate fnancial records, adhere to DCGA and university fund policy and procedures, attend Campus Organization Orientations (for list of dates email clic@denison.edu ) and any additional meetings as required by DCGA or CLIC. Campus organizations must also remain in good standing and be violation free with CLIC and Denison University.

Ofcer changes, including vacant/change of ofcers, implemented prior to the annual spring registration must be promptly refected within the Notebowl registration. Campus Organizations may update registration materials, such as a change in the constitution or bylaws, at any time throughout the year.

NOTEBOWL

CLIC uses a web-based application called Notebowl, 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. Notebowl also means less paperwork. Forms commonly used by campus organizations are available online via Notebowl.

Students and Notebowl 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: advocacy/social justice, academic, arts, club sports/spirit, cross-cultural community (C3), events/programming, fraternities/sororities, media, music ensembles, religious/spiritual, service (Denison Community Association), special interest.

Campus Organizations and Notebowl Upon registering an organization within Notebowl, organizations are provided a portal page for your organizations and members.

Notebowl provides organizations with the opportunity to create events and a calendar, store fles, create forms, polls, and surveys, and generate reports. Campus organizations can customize the profle, generate discussion and promote upcoming programs.

PRIVILEGES OF REGISTERED CAMPUS ORGANIZATIONS

• • • • • • • • • • • • •

Involvement Fair table DCGA fund requests/allocation Room/facility/equipment/vehicle reservations Ability to host campus-wide and organization events and programs Organization email address request Slayter mailbox Support from various campus ofces Ability to request Red Tech sound and technical services Notebowl profle 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

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CAMPUS ORGANIZATION HANDBOOK

Section 1: General Requirements & Expectations • • • •

Ability to register fundraisers on campus Promote programs through campus posting privileges Ability to request co-sponsorship from CLIC 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 Notebowl 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

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. The expectation extends to all campus organizations.

Alleged violations by campus organizations are referred to the Ofce of Community Values & Confict Resolution (OCVCR) 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 ofce. On behalf of the campus organization, the president (and sometimes the organization’s risk manager or other ofcers) will be required to address the University Conduct Board (UCB). 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, the case shall be considered fnally decided. If the organization denies responsibility or if the charges cannot be resolved by mutual consent, the organization will be provided an opportunity to address the university, per the Code of Student Conduct. 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 OCVCR to collaborate and provide direct communication with CLIC when addressing alleged misconduct by campus organizations. CLIC administrators may be asked to participate in conduct meetings or hearing proceedings at the discretion of the OCVCR. Incidents involving Greek-letter organizations and those organizations who enjoy inter/national recognition and afliation are communicated to the respective inter/national ofce. The University relies on open and frequent communication with inter/national ofces to preserve and develop fraternity and sorority involvement on campus. When possible, the University strives to resolve conduct issues collaboratively with inter/national ofces, 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 ofces.

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Section 1: General Requirements & Expectations 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 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: The new membership process of an organization, team, or group may include experiences centered on learning important information and developing close bonds of friendship with other members. There is nothing inherent in that goal that requires hazing, which is incongruent with Denison values and has no place in our community. Denison does not condone hazing behavior of any kind. It is the responsibility of all student groups and their individual members to encourage an atmosphere of learning, social responsibility, and respect for human dignity, and to provide positive infuences and constructive development for members and aspiring members. Consistent with the Ohio Revised Code, no individual, group, team or campus organization shall conduct or condone hazing activities. Tradition, the intent of such acts, or the express or implied consent or acquiescence of the victim do not constitute valid defenses for violation of the policy.

Hazing behaviors are dangerous, degrading, excessive, and/or illegal. Hazing relies on the exertion of explicit or implicit power over another person by an individual or group, and the submission of the receiver. Hazing includes actions taken or situations created that are intentional and threaten the safety of others, or produce or have the potential to produce, mental or physical discomfort, embarrassment, harassment, or ridicule for the purpose of initiation, admission into, or afliation with a group, organization or team, or as a condition for continued membership. Such actions or situation include but are not limited to the use of alcohol, paddling in any form, creation of fatigue, mutilation or alteration of the body, physical and psychological shocks, quests or road trips, engaging in public stunts or misbehavior, degrading or humiliating games and activities, and any other activities that are inconsistent with academic achievement, organization or University policies, or State of Ohio law.

Where a campus organization may be in violation of Denison’sPolicy on Hazing, investigations may include joint response with national organizations ofces, and may also result in deployment of an investigator who would provide fndings to the OCVCR and the Community Leadership and Involvement Center (CLIC). Where a group has surreptitiously represented themselves as a national organization, the University may also include joint response with national organizations’ ofces.

The University will reasonably protect reporting persons and witnesses from retaliation, harassment, and intimidation.

Students may not discourage or infuence a person using or participating in the student conduct process. Students may not abuse or disrupt the student conduct process by falsifying, distorting, or misrepresenting information during an investigation, or before a case manager or the University Conduct Board, or by interfering with any part of the confict resolution process.

Failure by individuals and/or campus organizations to comply with the University Anti-Hazing 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.

There are multiple ways to report an incident of hazing: call the Ofce of Campus Safety, (740) 587-6777, submit an anonymous tip to the Ofce of Campus Safety, call the Hazing Hotline at 888-NOT-HAZE (888) 668-4293, or contact CLIC, (740) 587-6394.

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Section 1: General Requirements & Expectations

ADVISORS

Selection When selecting an advisor, organizations should keep in mind that they must be employed full-time as defned 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.

Advisor 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. Advisors can complete and sign forms regarding organization registration, fnances 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 fnancial afairs, and attend organization meetings and events as often as possible.

Organization Responsibilities Roles Organizations should keep the advisor informed concerning overall progress and notify their advisors in advance of the schedule of meetings and events. Organizations should communicate with the advisor regarding issues that afect the welfare of the organization and changes in policies and procedures. Maintaining a relationship based on trust, communication and mutual interest will help the organization perform to its highest ability.

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CAMPUS ORGANIZATION HANDBOOK

Section 2: Club Sports

SECTION

Club Sports POLICIES FOR CAMPUS ORGANIZATIONS WITH A CLUB SPORTS

2

*All club sport executive board members must meet with the Director of Club Sports prior to the start of any club activity.* The Club Sports program provides opportunities for special recreational interest groups in a variety of sports activities including competitive, noncompetitive, recreational and instructional programs. All Club Sports are open to current students, faculty and staf.

Club Sports are student-organized and there are opportunities for students to form new Club Sports if there is enough interest.

Registration and Requirements Club Sports teams must annually register as campus organizations, as outlined in Section 1 and meet all general requirements to be a campus organization. Club Sports must adhere to expectations set forth by the Athletics, Physical Education and Recreation Department regarding administrative training of club sport ofcers, facility reservations, accounting, waivers, travel, risk reduction, weather, equipment needs and storage of equipment, and other policies. This information is provided during the annual CLIC club sport orientation held early in the fall semester. All club sports must send a representative to the meeting, preferably an executive board member, prior to being permitted to begin club activities. 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 Notebowl or MyDenison.

Relationship with Athletics and Recreation Club Sports organization maintains close relationships with CLIC and the Director of Intramurals and Club Sports. Whether recreational, instructional or competitive, Club Sports have specifc procedures and protocols 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 (740) 587-5733 or visit the Athletics Administration Ofce in the Mitchell Recreation and Athletic Center.

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.

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 Club Sport organizations must complete a Club Sport Travel Form and return it to the Director of Club Sports at least four (4) business days prior to the travel date. The Club Sport Travel Form includes persons in charge of travel, date and time of departure

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Section 2: Club Sports and return, mode of transportation, lodging (if applicable), and driver and passenger list(s).

Travel Emergency Protocol The Club Sport Emergency Travel 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 Contacts, on the road emergency information, items needed for van or car rental, of-campus travel, and weather.

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 members’ health and wellbeing.

The Concussion Fact Sheet details recognizing concussions, signs for others to observe, typical reported symptoms, prevention and preparation, and action steps if a concussion is suspected. All injuries, including concussions should be reported to the Director of Club Sports as soon as the injured person has been taken care of and is safe.

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CAMPUS ORGANIZATION HANDBOOK

Section 3: Fraternity & Sorority Life

SECTION

3

Fraternity & Sorority Life ORGANIZATIONS AND COUNCILS

The Alford Community Leadership and Involvement Center serves as a liaison between the Fraternity and Sorority community and the University. Specifcally, CLIC supports fraternity and sorority life through the advisement of the four fraternity and sorority governing councils, supervision of registration and document/form maintenance, risk reduction, academic reporting, leadership meetings and trainings, local, regional, and inter/national support, fraternity/sorority life advisor training, and support collaboration with the Ofce 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, ofcer 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.

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, and CLIC to complete additional requirements related to events, serenades, paperwork, accreditation, reporting and chapter operations.

In addition to adhering to CLIC’s registration requirements, fraternities and sororities must be in compliance with inter/national and/or governing council registration policies, and submit the following by the second Friday of each semester:

Currently recognized organizations at Denison University are listed below under their respective council heading: Interfraternity Council (IFC) Beta Theta Pi Delta Chi Kappa Sigma Lambda Chi Alpha Phi Kappa Psi Sigma Chi

ΒΘΠ ΔΧ ΚΣ ΛΧΑ ΦKΨ ΣΧ

Multicultural Greek Council (MGC) Phi Iota Alpha Fraternity, Inc. Sigma Lambda Gamma National Sorority, Inc. Chi Sigma Tau, National Fraternity, Inc. Lambda Theta Alpha Latin Sorority, Inc. Alpha Sigma Rho Sorority, Inc.

ΦΙΑ ΣΛΓ ΧΣT ΛΘΑ ΑΣΡ

National Pan-Hellenic Council (NPHC) Alpha Phi Alpha Fraternity Inc. Alpha Kappa Alpha Sorority, Inc. Omega Psi Phi Fraternity, Inc. Phi Beta Sigma Fraternity Inc. Delta Sigma Theta Sorority, Inc. Sigma Gamma Rho Sorority, Inc.

ΑΦΑ ΑKΑ ΩΨΦ ΦΒΣ ΔΣΘ ΣΓΡ

Panhellenic Council (PHC) Delta Delta Delta Delta Gamma Kappa Alpha Theta Kappa Kappa Gamma Pi Beta Phi

ΔΔΔ ΔΓ ΚΑΘ ΚΚΓ ΠΒΦ

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Section 3: Fraternity & Sorority Life • • • • • • • • • •

Chapter rosters (including Denison ID numbers and email addresses) Current Grade Release and Anti-Hazing Form Ofcer rosters Alumni and faculty/staf advisor contact information Calendar of events New member dues Active member dues Chapter risk management policy Updated liability insurance certifcate 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.

MGC and NPHC organizations must submit the Membership Recruitment and Intake Form. These organizations must have the Membership Recruitment and Intake Form completed and submitted to CLIC no less than seven (7) days prior to the frst informational/interest meeting. All forms submitted concerning MGC and NPHC will be held confdentially within CLIC and are for the protection of the organization, the potential new members, and the institution.

Risk Reduction Reduction of risk is key for the success of fraternities and sororities. CLIC, in cooperation with other ofcers within the Division of Student Development supports risk reduction by providing ofcers and chapters Safe Host Training and holding review meetings with organizations prior to events (serenades, of-campus events, etc.). Campus organizations are encouraged to request support, advising and training with risk reduction and management by contacting CLIC prior to the scheduled activity.

Collaboration with Community Values & Confict Resolution A positive partnership among The Ofce of Community Values & Confict Resolution (OCVCR), the Alford Community Leadership and Involvement Center (CLIC), and fraternities and sororities is vital. Both departments pursue a collaborative relationship to train and educate campus organizations. Both OCVCR and CLIC collaborate to support organizations and their local, regional inter/national ofcials during sanctions.

Insurance (COI) A $1,000,000 Liability Insurance Policy is required by the University from each fraternity and sorority as a nationwide standard.

Current policy documents must be on fle with CLIC and the Ofce of Campus Safety. Organizations can request this documentation from their inter/national headquarters and submit it to CLIC within the frst 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 Forms 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 ofer to continue with an organization’s intake or membership process.

Students participating within fraternity and sorority life are informed of policies related to grade and disciplinary requirements in addition to the University’s and State of Ohio Anti-Hazing policy. These forms also authorize the University to access academic and disciplinary records for recruitment, chapter, and council business and afrm that students will not participate in hazing or related activities. Members are expected to report suspected hazing to the University. Please see the Anti-Hazing in Section 1 of this handbook for additional information related to anti-hazing policies and expectations.

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Section 3: Fraternity & Sorority Life Grade release and anti-hazing forms are completed by each member of every organization and submitted to CLIC by the requested deadline. Each member’s form is valid from the date signed through graduation. Organizations must inform the Associate Director of CLIC of any roster/membership modifcations such as omitted or additional membership. 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 the organization’s academic rank amongst respective organizations. Information collected 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 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. Potential new members must have completed one semester at Denison, or be a transfer student with at least 12 credit hours, and have a minimum 2.50 cumulative GPA. Initiated members and ofcers: Once initiated, inter/national organizations have individual requirements to remain in good standing or hold ofcer positions. Because each organization has a diferent requirement for initiates and ofcers, members should inquire within their chapter with the proper ofcers 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 Denison’s full-time faculty, staf, or administration, and one local/ alumnae advisor who is at least two years removed from undergraduate classifcation. This requirement also applies to colonies, new organizations, and petitioning organizations.

Council Afliation 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: • Interfraternity Council (IFC) • Multi-Cultural Greek Council (MGC) • National-Panhellenic Council (NPHC) • Panhellenic Council (PHC) Statement on Unauthorized Organizations It is Denison’s vision that individuals and organizations demonstrate all of the values to which they pledge and provide students with safe and productive social and learning opportunities.This is why these groups are recognized as campus organizations, and as such, they are held to high standards that promote student growth, respect, and Denison’s values.

On occasion, the University revokes the recognition of a particular organization because it engaged in serious or repeated violations of University rules, including,for example, hazing or alcohol violations.Often under these circumstances, the chapter’s national organization will also revoke the chapter’s recognition; and sometimes, the national organization will independently revoke a local chapter’s recognition because of rules violations. A suspended organization is one that has lost all rights and privileges

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Section 3: Fraternity & Sorority Life associated with being a recognized campus organization at the University. Loss of recognition means that they cannot participate in any organization activities and are prohibited from participating in any University function as an organization.

Sometimes, a suspended or deauthorized group might impermissibly try to continue its operations through “underground” recruitment activities or programs. Such conduct is not permitted by Denison and any organization or individuals acting in violation of a chapter suspension or deauthorization may be subject to serious consequences under the Student Code of Conduct.

We strongly advise students that these matters bear on their safety and well being. Because deauthorized and unrecognized organizations operate without the advising, oversight, training, and health and safety education provided by the University and national chapters, involvement in such groups could put students at serious risk.

Those who become aware of activities by any deauthorized or unrecognized organizations are encouraged to report that information to Denison. Reports can be made through Campus Safety’s anonymous reporting system. More information surrounding deauthorized organizations can be found on Denison’s unrecognized organizations page.

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 will meet with representatives from an organization’s inter/national headquarters during campus visits and collaborate with these entities for matters such as recruitment, reporting and conduct.

Expansion/Extension CLIC reviews and evaluates petitions to establish new Greek-letter organization(s) in tandem with the respective council and the Division of Student Development.

Organizations with no active members on campus will lose recognition from the University. NPHC and MGC designated 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 semester do not produce a membership class, groups are again required to conduct membership intake in the spring in order to maintain status as an recognized organization at Denison University.

Students can begin to seek membership in a new fraternity or sorority when the campus is designated open for expansion. CLIC, Division of Student Development, and the respective governing councils determine the designation of a campus open for expansion.

Students may contact the Associate Director of CLIC for more information, or to indicate their interest in pursuing expansion/extension.

RECRUITMENT AND MEMBERSHIP INTAKE

Denison’s fraternities and sororities participate in a spring deferred formal recruitment process, and an informal fall recruitment process. In order to participate in recruitment and/or membership intake organizations must adhere to the following policies and procedures.

Potential New Member/Candidate Eligibility 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. Potential new members must have completed one semester at Denison, or be a transfer student with at least 12 credit hours, and have a minimum 2.50 cumulative GPA. Individuals seeking membership may also need to meet various requirements as determined by inter/national headquarters for organizations at Denison.

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Section 3: Fraternity & Sorority Life Interfraternity Council (IFC) All IFC fraternities must be in good standing with the University and their inter/national organization to participate in informal or formal recruitment processes.

Event approval: Organizations must submit their recruitment plans with the Membership Recruitment and Intake Form to the Associate Director of CLIC and the IFC Vice President of Recruitment no less than seven (7) days prior to the frst event. The IFC Vice President of Recruitment will work with organizations to enhance marketing of their informal events hosted in the fall semester.

Process: A formal process managed by the IFC is used in the spring semester. Interested men must complete an application via ICS to begin the process of joining 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) All MGC sororities and fraternities must be in good standing with the University and their inter/national organizations to participate in membership intake and/or recruitment. Students interested in membership within an MGC organization must meet grade, credit hour and service requirements.

Event approval: Organizations must submit their membership intake/recruitment plans via the Membership Recruitment and Intake Form to the Associate Director of CLIC. Information regarding membership intake and recruitment will remain confdential.

Process: Interested individuals should reach out to individual chapters within MGC for additional information related to the recruitment process of a specifc organization. Interested students should research the organization(s) that interest them and look out for fyers or postings related to informational sessions and can consult the Council for additional support.

National Pan-Hellenic Council (NPHC) All NPHC sororities and fraternities must be in good standing with the University and their inter/national organizations to participate in membership intake and/or recruitment. Students interested in membership within an NPHC organization must meet grade, credit hour and service requirements.

Event approval: Organizations must submit their membership intake/recruitment plans via the Membership Recruitment and Intake Form to the Associate Director of CLIC. Information regarding membership intake and recruitment will remain confdential.

Process: Interested individuals should reach out to individual chapters within NPHC for additional information related to the recruitment process of a specifc organization. Interested students should research the organization(s) that interest them and look out for fyers or postings related to informational sessions and can consult the Council for additional support.

Panhellenic Council (PHC) The Panhellenic Council’s recruitment process is guided by the National Panhellenic Conference (NPC). Denison’s Panhellenic Council abides by NPC’s guidelines and regulations as members of the NPC. The PHC Vice President of Recruitment and Associate Director for CLIC serve as the primary contacts for formal recruitment and should be contacted for any additional details.

Fall Process: Informal processes are used by Panhellenic Council in the fall semester. Women can contact the Panhellenic Council Vice President of Recruitment for additional instructions on how to become involved.

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Section 3: Fraternity & Sorority Life Spring Process: A formal recruitment process is used in the spring semester, mandated by NPC. Interested women will be prompted to complete an online application within ICS 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.

PROGRAMMING

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 of-site location with or without alcohol. Organizations can reference Section 9 regarding alcohol policies and Section 10 related to travel.

On-Campus Events Fraternities and sororities at Denison are required to reserve space through the Events and Scheduling Ofce. Events that are typically held on campus include 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).

Events with Alcohol For events on campus where alcohol is being served or sold, they must follow Denison’s Social Event policies. This policy requires organizations to fll out the Party Registration Form. General items solicited in this form are the organization(s) information, individual organizer information, location, rosters/guest lists. The form also requests approval from inter/national headquarters or appropriate regional personnel. In addition, an organization must adhere to its inter/national organization’s risk management policy.

If alcohol is being served at an event, a meeting with the Associate Director of CLIC is required at least seven (7) days before the event.

For more information about registering an event with alcohol, please visit myDenison.

SERENADE/PINNING

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). Serenades are only conducted in the spring semester.

Serenade/Pinning Registration Serenades must be requested via email to the Associate Director for CLIC and Vice Presidents for Standards for Panhellenic and Interfraternity Councils. All elements within the registration process must be completed in their entirety for fnal approval.

All submissions must be submitted by the second Friday of the spring semester. Submissions are reviewed on a frst-come, frstserved basis. Approved dates will only be on Friday-Sunday between 4:30-8:30pm. Exceptions are made at the discretion of CLIC and the appropriate governing councils.

Approval from Chapter’s Inter/National Headquarters To complete registration with CLIC 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 nonalcoholic event with Headquarters will result in the denial/cancellation of a serenade.

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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 event.

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 4:30pm. The following items are prohibited: • Attending and interrupting classes while being intoxicated or hung-over.

• Posting fyers/posters that are contradictory to the guidelines in Section 6: 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 fames. Aside from candles at the serenade ceremony outdoors, open fames 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 the Ofce 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 CLIC and 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.

Right to Deny Approval Both the Associate Director of CLIC, the Vice President of Standards for Panhellenic and the Interfraternity Councils, reserve the right 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, confict with dates, and/or serenade plans. Furthermore, the Associate Director of CLIC 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 (2) weeks before the date of a serenade.

Black-out Times Serenades are expected to take place on only Friday-Sunday 4:30-8:30pm. No serenades shall take place during Big Red Weekend, Alumnae Weekends or during study or fnals dates. No serenade may take place before 4:30pm on any given day.

Supervision The appropriate governing councils will monitor serenades. At least two ofcers per responsible council will be present for the duration of the serenade. If a council’s policy requires more ofcers, the councils must provide the larger number of monitors.

Multiple Serenades in a Week There will be no more than one (1) serenade held on one date. Serenades are reviewed on a frst come, frst serve basis. Once a couple’s request is approved, another couple cannot request the same date. 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 CLIC along with the Panhellenic and Interfraternity Councils, cannot deny/cancel a registered serenade based on the sexual orientation of the parties involved.

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Section 3: Fraternity & Sorority Life

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 acquired, 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, 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.

During the 2020-2021 academic year, use of house and lodge spaces will be limited and capacity will be reduced due to COVID-19 and social distancing measures. Campus organizations wishing to host events within their house or lodge space must frst gain approval from CLIC and Safety & Security at least (7) business days in advance. Campus organizations should make the request in writing to the Associate Director of CLIC.

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Section 4: Finances

SECTION

Finances DENISON CAMPUS GOVERNANCE ASSOCIATION FUNDING FOR CAMPUS ORGANIZATIONS

4

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, tracking expenses, and 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 Alford Community Leadership & Involvement Center (CLIC) Notebowl registration, an approved constitution on fle with DCGA and CLIC, and attend an ofcial DCGA treasurer’s training.

Applying for DCGA Funding All budget requests submitted in the proper electronic format by the posted deadline will be reviewed. Funding applications require defnite plans. The application should include evidence of thoughtful 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 DCGA spring budget hearings, it forfeits its privilege to submit a request to the Finance Committee for the duration of the next fscal year. Organizations established after the DCGA spring budget hearing timeline begins are permitted to submit budget requests in the fall.

There are three types of budget requests for campus organizations: • Budget Allocation: Submitted during spring budget hearings and sometimes subsequently for additional funding requests.

• Budget Reallocation: Used to reallocate previously allocated (but not spent) money for a diferent purpose.

• Collaboration Request: When multiple organizations are working together to put on an event, each funding specifc costs.

Fiscal Responsibility Organizations commit to the following: • Be fscally responsible for all funds allocated by DCGA. • 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 responsible for misspending will lose their privilege to DCGA funding, and their accounts will be frozen until further notice. Organizations and their leaders may also be referred to university resolution processes under the Code of Student Conduct.

• Leaders and representatives of the organization must attend specifed 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 a campus organization changes its leadership (ofcers), it will notify CLIC and the DCGA Finance Chair by submitting an updated registration form within Notebowl.

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Section 4: Finances Denison Campus Governance Association Funding Rules The Finance Committee, under the Denison Campus Governance Association (DCGA), afrms to uphold the following rules in funding all DCGA sponsored organizations. These rules will serve as the basis of all DCGA’s funding procedures with the intention to equitably serve the Denison community. Campus Organizations must adhere to all DGCA Finance Funding Rules.

Working with University Departments on Financial Matters Campus organizations have access to many ofces and departments on campus that can assist them in making purchases, ordering equipment, depositing funds, requesting checks and a number of other fnancial matters. This section explains these resources.

Borrowing a University Credit Card from CLIC Credit cards are available for use by campus organizations on a temporary basis. The cards can be used at any local retailer or restaurant. Organizations will be given a dollar limit. Individuals must have their Denison University IDs available to check out a credit card at CLIC. Purchased items are to be for general supplies or food, to be used for the campus organization’s approved DGCA budget requests.

No personal items of any sort, tobacco products, alcohol, cell phones, gasoline, or any other services are permitted.

Process: Any campus organization wishing to check out a credit card must frst email clic@denison.edu to request a credit card no less than (3) three business days prior to check out. This is to ensure that a credit card is available for the organization to use. CLIC will then approve the request and provide a date and time for the check out process. All check out processes are done in CLIC. The borrowing person will be solely responsible for the card. It cannot be given to or used by another group during the checkout period. The card must be returned with all cash register receipts to CLIC 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 Ofce 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 CLIC and the Purchasing Ofce. Purchasing can help organizations to fnd the best deal on an item or the most appropriate vendor. Organizations should set up an appointment with the Purchasing Ofce and bring along 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, Dining Services, Copy Center, and the Slayter Snack Bar by using the organization’s expense account. Ofcial signatory (i.e. Treasurer or President) is often required.

Organizations should keep careful records 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 Ofce and fll 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 Ofce.

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Section 4: Finances Transferring Money When a campus organization needs to transfer money from one University account to another University account, the Journal Entry Form must be flled out and the transfer must follow the DGCA Funding Rules. 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 Ofce, in Doane 102. Organizations who would like assistance with a Journal Entry Form should set up an appointment with the Controller’s Ofce.

Making a Tax Exempt Purchase Denison University is a 501 (C) (3) non-proft 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 Certifcate of Exemption.

These are only to be used in conjunction with University funds approved by DCGA within campus organization budgets.

Paying for travel See the chapter on Travel for information regarding payment for University vehicles, reimbursement for mileage on a personal vehicle, or purchasing plane tickets or rental vehicles.

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Section 5: Fundraising

SECTION

Fundraising Campus organizations are encouraged to fundraise for the beneft of their organization or for charitable causes. The procedures and guidelines for conducting fundraisers are addressed in this section.

5

Purpose Campus organizations may sponsor fundraising events to beneft their organizations or for causes that are clearly communicated during any fundraising activities.

Limitations • Campus organizations may not raise funds to beneft any specifc individual.

• Campus organizations may sponsor commercial or business ventures on campus when their eforts further a fundraising or academic goal of the organization. However, all commercial or business venture types of activities must demonstrate a reasonable value to the sponsoring organization and may not detract from or harm the Denison community.

• The product(s), service(s) or information ofered 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.

• No bake sales, food sales or food samples giveaways may be held on campus unless the food is provided by Dining Services.

Proposals Organizations wishing to fundraise by selling goods or services on campus must request a table through the Event and Scheduling Ofce no fewer than seven (7) 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 exceed three days), and any relevant design and/or drawings of the product (ex. shirt design). Some fundraising activities may require a meeting with CLIC to ensure compliance with University policies and procedures. Denison University reserves the right to refuse the selling, distribution of any products, services or information ofered by the campus organization or the prospective vendor.

Location Campus organizations may request a table 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 diferent than Slayter Union separately. Requests for fundraising space outside of Slayter Union should be made 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 the 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.

Of-Campus Vendors Credit card vendors and agents are not permitted to solicit on Denison’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, fat fee. It is the sole responsibility of the campus organization to set-up tables for its fundraising or informational activities.

Any other of-campus entity (i.e. non-proft organization or otherwise) must be an invited guest of a campus organization and that information must be included in the request a table. During the 2020-2021 academic year, the approval and use of of-campus vendors will be limited due to COVID-19.

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Section 6: Advertising & Promotions

SECTION

Advertising & Promotions

6

Campus 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-specifc details such as who, what, where and when. If applicable, promotions should include the language: “Funded by DCGA.” 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 and any other relevant arrangements (e.g., catering via Dining Services, technical requests via Red Tech, etc). Campus organizations are encouraged to post their promotions at least seven (7) days in advance of the event/program. Advertisement to the general campus population of any event requiring a guest list is not permitted.

Location of Promotions Please refer to the Campus Posting Guidelines agreement for more information. 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 CLIC and Business Services; of-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 foor 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 reflls, contact DCGA. 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 CLIC. During the 2020-2021 academic year, use of CORA will require students to disinfect before and after each use due to COVID-19.

PRINTING PROMOTIONS

Campus organizations may print fyers and other promotions at the Denison University Copy Center, located in Doane 001.

To send print jobs to the Copy Center, you may email requests directly to copycenter@denison.edu, order through eProcurement, bring them in on CD, USB fash drive, “drop” them in our Lan InBoxes, or bring in paper originals. Please have a Copy Center Order Form flled out with your job indicating the necessary specifcations and proper account numbers, or fll one out when you visit us. Forms should be signed by the organization leadership (preferably treasurer or president) and include any special instructions. Form must be saved to your desktop before flling out your information.

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Section 6: Advertising & Promotions When printing items organizations frst need to make sure they have the appropriate funding to do so via DCGA. It is suggested that fles are saved as PDFs. 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 • 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 • Other needs regarding cuts, folds, staples, punches, binding, tabs, etc.

Forms can be brought to the Denison University Copy Center or emailed.

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 specifc requests and information. If applicable, advertising and promotion materials should include: “Funded by DCGA.” 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 fyers 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, Hufman, and/or Curtis and only for 48 hours before staf will remove them. Organizations should request permission from Dining Services prior to placing these items on tables.

Mailbox stufers: Mailbox stufers are small advertisements that are put in student’s Slayter boxes. Mailbox stufers 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.

Content should include a short blurb, with all relevant information (including names, dates, times, locations, prices, etc.).

Event information and promotion materials can be shared via email at bullsheet@denison.edu at least seven (7) days 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 social media, Notebowl, and prints a semester calendar. Event information and promotion materials can be shared via email at clic@denison.edu. Content must be emailed by Thursday to be included in the following Monday’s This Week on Campus email.

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Section 6: Advertising & Promotions The Denisonian: Deliver a press release to The Denisonian, Denison’s campus newspaper, two (2) weeks in advance. Photos are encouraged. Event information and promotion materials can be shared via email at denisonian@denison.edu.

WDUB - The Doobie: 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 foor of Slayter Union) at least seven (7) days in advance of the desired announcements. Event information and promotion materials can be shared via email at wdub@denison.edu.

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Section 7: Technology & Computing

SECTION

Technology & Computing Denison campus organizations are provided with a number of communication tools by default.

An even wider array of tools may be established through Notebowl and Information Technology.

7

Email Campus organizations are invited to request a Denison.edu email account. Requests should be submitted to helpdesk@denison.edu. 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 helpdesk@denison.edu. Notebowl also ofers the ability to send group emails/messages. Under the organization’s portal, select Bulletin and post.

Notebowl Notebowl provides a wide array of communication tools for campus organizations, groups, and student leaders. Emails, group messages, and calendar events can all be sent to members of an organization through Notebowl. Additional functions such as member rosters with emails, historical documents and member only forms can all be established to ease communication between group members.

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Section 8: Events

SECTION

Events Denison campus organizations host a wide variety of events and programs both on and of campus.

Logistical planning information, procedures, policies, deadlines and contacts are included in this section.

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During the 2020-2021 academic year, event and party registration is suspended due to COVID-19. We are doing so in an attempt to limit large social gatherings per the direction of the Licking County Board of Health. We anticipate reinstituting the registration system as soon as we are cleared to resume normal operations.

On-Campus Event Registration Campus organizations wishing to host an on-campus event must complete the Book an Event/Request a Room Form and register the event through the Event Registration Form in its entirety at least seven (7) days prior to the event.

For help, see the Guide for Submitting Events.

Of-Campus Event Registration Of-campus events must be registered through the Event Registration Form in its entirety at least seven (7) days prior to the event.

Of-campus events require a faculty or staf sponsor, who will be responsible 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 information, location, properly completed documentation and forms, and rosters/guest lists.

Of-Campus Event with Alcohol Registration Of-campus events with Alcohol must be registered through both the Event Registration Form and the Party Registration Form.

For events hosted by organizations, each organization may submit three (3) advance special event requests per semester, as early as the start of each semester, by contacting Brent Smith. This allows organizations to plan major events in advance and work with national and external supports as needed. Otherwise, the form may be submitted between 24-72 hours in advance of the anticipated event.

Of campus events require a faculty or staf sponsor, who will be responsible 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 information, location, properly completed documentation and forms, and rosters/guest lists. Please refer to Section 9: Alcohol for of-campus events with alcohol.

Researching Performers/Vendors Campus organizations often bring in speakers, performers and other vendors for events. Events that require contracts from ofcampus entities must be handled carefully. Students are not permitted to make ofers or enter into contracts on behalf of the university. The information below is provided to help campus organizations begin communication and information gathering with of-campus agencies and vendors. Immediately following this information gathering, the campus organization should set up an appointment with the Associate Director of CLIC. During the 2020-2021 academic year, the approval and use of of-campus vendors will be limited due to COVID-19.

• •

By phone or via email, the organization may contact the organization representing the artist to express an interest to secure the performer/vendor. CLIC 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 the preferred venues are available for the event prior to confrming the performer/vendor.

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Section 8: Events • • • • •

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 frst 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 ofer.

If contacting agents via telephone, the organization should not make any verbal commitments during the initial call. Verbal agreements can be considered legally binding contracts.

Organizations should not share their budgets in the frst conversation. Instead they can explain they are simply gathering information for a potential event should Denison decide to move forward with an ofer, the University will be in contact.

A sample inquiry email to a performer or vendor is included below.

Hello, I’m (NAME) and I’m a student from Denison University writing to inquire about the pricing and availability of (INSERT PERFORMER NAME HERE) for a potential event at Denison 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.

Although I cannot extend a contract, share with me 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/Vendors After gathering information regarding the availability, contact information and pricing of a potential performer, organizations should set up appointments with CLIC to begin the process of making an ofer 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 specifcally requested

by CLIC. A professional staf member in CLIC will help to make an ofcial University ofer and negotiate the contract. Payments to performers and vendors are often made on completion of service or receiving of goods.

When the contract is approved, it is important to review with the campus organization advisor and CLIC to ensure all of the requirements of the contract are executed.

Venue Reservations When planning for events, it is important to reserve these spaces well in advance. You must have a space reserved before extending a contract and if possible, should reserve a space before reaching out to the performer. Organizations should always account for setup and cleanup time when reserving venues for events. Reservations should be made online at MyDenison, Campus Resources, Administration block, Room Reservations and Event Scheduling.

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.

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Section 8: Events Hotel Reservations In most cases, ofers/contracts are negotiated to be all inclusive of transportation, including ground transportation to and from the airport, and lodging. In a limited number of cases, booking the event requires hotel reservations be made by the venue on behalf of the performer visiting campus. For these instances, campus organizations should work with the Purchasing Department to understand this aspect (if applicable) of the contract and to handle the reservation process.

Hotel reservations are made by the Purchasing Ofce. To reserve hotel rooms, make an appointment with the Purchasing Ofce purchasing@denison.edu. When setting up this appointment, campus organizations should be prepared to provide the approved budget from DCGA, the organization account number, the ofcial contract, the number and types of rooms required, the specifc check-in and check-out dates, the names the reservations should be made under and whether or not the performer is fying or driving. If the performer is fying, 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 Ofce will help to recommend a hotel based on the information you provide.

On-Campus Catering 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, with no outside food brought in. The only events not requiring the use of Catering Services are those that are hosted in Lamson Lodge or Moon Hall. DCGA rarely approves food for events. For more information about DCGA’s fnance funding rules, please visit MyDenison.

Catering ofers 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. Organizations should set up an appointment to meet with a member of the Catering staf approximately ten (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 at least seven (7) days before the event.

Oftentimes performers have hospitality riders that campus organizations must accommodate. Catering should be consulted about these riders at least two (2) weeks in advance. If Catering Services are unable to accommodate some of the requests, items may be purchased of-site.

Food Trucks Campus organizations may request that a food truck be brought to campus from 9:00pm-1:00am for special events. Food trucks will make a donation of $50 or 15% of gross sales, whichever is less, to the charity/cause in which the event is supporting. Please submit a Food Truck Request Form.

Of-Campus Catering Per the terms of the University’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 Business Afairs. Approval of requests is contingent on verifcation of sufcient liability insurance (most national chains and all vendors that accept Short Order Forms). When purchasing food from of-campus, organizations 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 including but not limited to:

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Section 8: Events • • • • • • •

Burton Morgan Center Curtis (including Provost’s Dining Room) Hufman Dining Halls (including Presidents’ Dining Room) Knobel Hall Silverstein Hall Slayter The Roost (3rd foor) Slayter Snack Bar (1st foor)

Outside caterers are generally not permitted to provide food and services on campus. Lamson Lodge and Moon Hall are the only venues that permit of-campus food vendors should approval be received by the Director of Business Afairs.

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 ofces to contact to request and reserve equipment. It is always recommended that campus organizations meet with CLIC 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, or staging: 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 online at least two (2) weeks 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: CLIC rents small equipment to campus organizations for a fee. A list of the items, descriptions and fees appears on the following page.

Sound & Lighting: Some events require amplifed sound or special lighting. Portable sound machines are available from the Slayter Package Desk. Events that require more technical assistance should consult Red Tech Sound Production. Event tech requests must be made at least two (2) weeks in advance.

Sign-up tables: Organizations wishing to reserve tables within Slayter Union for sign-ups or promotions must request a table.

Sign-up tables must be reserved in advance and setup and stored according to the allotted reservation time.

Sponsorships CLIC ofers co-sponsorship opportunities for registered campus organizations. The Event Co-Sponsorship Application can be found on MyDenison.

Additional Guidelines Outdoor campus noise: Outside amplifed events on campus grounds may only take place after 4:00pm on academic days, unless the event is scheduled during the common hours on Thursday. All amplifed events must cease by 10:00pm as stated in the Granville Noise Ordinance. There will be no amplifed events approved during fnal exam study periods or during fnals weeks.

Waivers: Waivers are needed for participants in most physical activities (e.g., games, infatables, rides, etc.) If participants include minors, parents need to sign a waiver and ofer proof of insurance. Organizations should work with CLIC to ensure a full understanding of the waiver.

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Section 8: Events Contracts: Any time an organization is engaging in a contract with a service provider, proper insurance certifcation and documents must be on fle. For further support with contracts, please connect with CLIC. Outdoor fre efects: Using outdoor fre efects requires a permit. Organizations must work with CLIC, who will help to secure permission from Steve Gauger, Director of Risk Management & Environmental Health. Paperwork has to be submitted and approved by the Fire Marshall and Granville fre at least two (2) weeks in advance.

Tents: Tents have special fre and life safety rules such as no open fames/cooking under tent, set back from building, designated exit paths and exit ways, occupancy limits. Organizations should work with CLIC and Steve Gauger, Director of Risk Management & Environmental Health, when using a tent for an event.

Strobe Lights: Certain people with epilepsy and photosensitivity may sufer a seizure if exposed to fashing or strobe lighting.

If strobe lighting is to be used at an event, warnings should be posted at the entrance. Example: “WARNING: Strobe lights are used during this performance.�

Indoor Events: For events inside, incendiaries, excess fuel loading (e.g., bales of straw), fre efects (e.g., freworks or fames), candles, incense are prohibited. Additionally, exit doors, exit signs, exit paths (i.e., doors, hallways, stairways) must remain unobstructed and you should never lock exit doors to restrict access.

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Section 9: Alcohol

SECTION

Alcohol HOSTING SOCIAL EVENTS WITH ALCOHOL

9

Denison afrms students’ capacity to make responsible choices and supports students’ desire to engage with one another during social events that may include alcohol. As articulated in the Alcohol and Other Drug Policy and the Code of Student Conduct, students are permitted to host social events on campus. The Party Registration and Hosting Policy (“Hosting Policy”) was developed in collaboration by students, faculty, and staf and is reviewed annually to create autonomy for student event hosts during social gatherings, facilitate alcohol use risk reduction, and empower students to create a safe, respectful, and enjoyable social environment for members of the community. Students who host a social event with alcohol in an approved social space are expected to abide by these procedures and expectations.

The Social Event Hosting Policy does not replace, but rather, supplements, University policies. The Code of Student Conduct and all policies in the Student Handbook apply to events. The expectations for campus organizations in the Campus Organization Handbook or national organization standards also apply; campus organizations should refer to both documents when planning events. Please read the full Social Event Hosting Policy for further information on: • Defning Social Event Spaces and Hosts • Responsibilities of the Host Group - Event Expectations • Registration Process • Host Group Member Eligibility • 2020-2021 Registration Dates Events with alcohol, both on-campus and of-campus, must be registered through both the Event Registration Form and the Party Registration Form. For events hosted by organizations, each organization may submit three (3) advance special event requests per semester, as early as the start of each semester, by contacting Brent Smith. This allows organizations to plan major events in advance and work with national and external supports as needed. Otherwise, the form may be submitted between 4-72 hours in advance of the anticipated event.

During the 2020-2021 academic year, event and party registration is suspended due to COVID-19. We are doing so in an attempt to limit large social gatherings per the direction of the Licking County Board of Health. We anticipate reinstituting the registration system as soon as we are cleared to resume normal operations.

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 advertising for alcohol-related events must be in compliance with established guidelines for campus organizations, for more information, see Section 6: Advertising & Promotions. Postings for these events must not promote the presence of alcohol or drugs at the event, including activities that might imply the use of alcohol (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 & Beverage All information regarding food being served at events with alcohol is located here.

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Section 9: Alcohol Time Frame & Duration Social events may be hosted on Wednesday, Friday, and Saturday evenings, and Friday and Saturday daytime events. Evening events can begin as early as 6:00 pm and must conclude by 11:00pm on Wednesday nights, or by 1:00am for Friday and Saturday events.

Daytime events can begin as early as 10:00 am and must conclude by 6:00pm. Events can last for a maximum duration of four (4) hours.

Risk Reduction 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 ofcers and organizations Safe Host Training and holding review meetings with organizations prior to events (serenades, of-campus events, etc.). Organizations are encouraged to request support, advising and training with risk reduction and management by contacting CLIC. Host Group & Peer Safety Monitors After successfully completing Safe Host Training, campus organizations who wish to register and host a social event must form a Host Group comprised of people in the following roles: • The party host is the coordinating manager of the event. The student working in this role must be 21 years of age or older, when alcohol is being served. This person serves as the primary point of contact for staf members (e.g. Campus Safety ofcers) who may respond to event concerns.

• The alcohol server(s) is responsible for managing safe and legal access to and safely distributing all alcohol at the event and shall be the only person deemed appropriate to distribute alcohol at the event. The student working in this role must also be 21 years of age or older. Alcohol servers must be provided at a ratio of 1 server to 30 guests.

• The door monitor(s) are stationed outside the door, serve as the point of initial contact for staf members, and are responsible for monitoring admission of guests, ensuring that the number of guests does not exceed the fre code capacity. This role ensures that alcohol brought to the event is directed to the alcohol server and that open containers of alcohol do not leave the venue.

Door monitors must be provided at a ratio of 1 door monitor to 30 guests.

Campus Safety employs Peer Safety Monitors (PSM) who are trained and paid to manage events alongside registered hosts to support safe events. Campus organizations are required to include PSM at a ratio of 30 guests to 1 PSM; PSMs will ID and wristband guests and assist hosts with policy compliance. Individual students are not required to include PSMs for support, but if they wish to include PSMs (e.g., to supplement the Host Group), they can request PSMs through Campus Safety through the Party Registration Form.

Fraternity/Sorority & Inter/national Organizations Fraternities, sororities and other inter/national organizations have specifc guidelines they must follow when it comes to risk management and events that ofer alcohol. Organizations should always be sure to understand their own inter/national standards and policies when planning these events.

When completing the Party Registration Form, Fraternities and Sororities 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.

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Section 9: Alcohol Venues Of-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 venues. Campus organizations are responsible for paying this deposit.

• Barn at the Backwoods, Thornville • Bryn Du Mansion • Granville Inn • The Metropolitan Hotel, Newark Transportation All students will be required to travel to the venue by bus. Each bus can carry a maximum of ffty (50) passengers (or fewer depending on the number of seats; one seat per person). Reservations may be made through Purchasing. Each bus will require two (2) sober monitors. A damage deposit may be required, which should be paid by the host 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 of-campus events should be facilitated by the venue. 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 staf, wristbands, etc.). Event Monitors will not be responsible for verifying the age of attendees at of-campus events with alcohol; this is the responsibility of the venue. Bring Your Own Beverage (BYOB) events are not permitted of-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 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 fled against the sponsoring organization(s) and/or the responsible individual(s).

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Section 10: Travel

SECTION

Travel Denison campus organizations may use Denison vehicles for travel of-campus for programs such as events, conferences, cultural experiences, and regional meetings. This section covers the procedures for reservations, policies, considerations and contacts.

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During the 2020-2021 academic year, the approval and use of university vehicles will be restricted to mission critical needs; additionally passenger capacities will be signifcantly reduced due to COVID-19 and social distancing measures.

PLANNING AN OFF-CAMPUS TRIP

Whether a campus organization is attending a professional conference or arranging for a social event, the Purchasing Ofce is an excellent resource. Making fight arrangements, contracting of-campus venues, registering for a conference, purchasing tickets to an event and other logistics are all areas that the Purchasing Ofce manages. Campus organizations should fll out the Student Travel Planning Form and make an appointment to meet with a representative of the Purchasing Ofce, 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 fying organizations will need to provide name, birthdate and gender), and any applicable event information details (such as conference website, registration forms, etc.

Registering an Of-Campus Trip Organizations planning events of-campus must register these events with CLIC and should submit an Event Registration Form at least seven (7) working days before the event. This registration requires a meeting with a member of the Campus Leadership and Involvement Center staf.

University Vehicle Reservations Denison University has several vehicles available for campus organizations to rent. Campus organizations can rent a university vehicle (with approved funds from DCGA) from Campus Safety (multiple vehicles available for a rental fee) and coordinate with a campus organization member who has completed the Defensive Driving Course to operate the vehicle.

Requests must be made at least three (3) 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 Rental Form. Campus organizations will be charged $0.50/ mile.

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Section 10: Travel 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 Ofce. 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 Ofce will help organizations to fll out a Requisition Form, which will require the signature of the advisor. Reservations for nonUniversity vehicles should be made as early as possible; at least two (2) weeks before departure date.

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, staf and vehicles.

Vehicle & Driver Expectations All drivers of university owned, leased, 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 trafc regulations along with laws and ordinances. Possession or use of alcohol or drugs in a university owned vehicle, rental vehicle, or a personal 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 enforcement and to Denison University Campus Safety (740-587-0810). Drivers are responsible for any fnes. 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 entrance/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 flled out on the van form will result in a $25 service fee.

In keeping with the university’s concern for safety and security, the university reserves the right to grant, deny, or restrict any and all privileges to drive or use university vehicles. representing Denison Every student attending an of-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 by the professional association/venue hosting the event, along with all state and local laws while attending an of-campus activity or conference.

Campus organizations are responsible for any damages or other expenses they incur for which they are found responsible while traveling of campus (e.g., damage to items or cancellation of participation).

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Section 11: Campus Space

SECTION

Campus Space Campus organizations can 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.

11

During the 2020-2021 academic year, room capacity will be reevaluated to follow social distancing measures. Therefore, campus spaces that may have previously met your organization’s needs may no longer be sufcient. Additionally, some campus spaces may not be available due to priority for academic classes to ensure social distancing measures.

Requesting Space Organizations must renew their space requests each academic year. Organizations must fll out a Request for Campus Organization Space Form. All information regarding leased space may be found and agreed to on the Request for Campus Organization Space Form. Only organization presidents (or equivalent) may submit the form, which requires the approval of the campus organization’s advisor before being considered by CLIC. Any questions about leased space may be email to clic@denison.edu.

Room Reservations Information on room reservations and requests, such as tables, chairs, trashcans, and sound systems or scheduling an event can be done via the Book an Event/Request a Room Form. Organizations interested in booking athletic facilities should contact the Athletic Department directly; specifcally the Supervisor of Facilities/Equipment.

Outdoor Reservations The Academic Quad and Campus Common may be reserved with The Denison Conference Services Department. Residential quads may be reserved directly through the appropriate service centers. For more information, contact Residential Education and Housing. Athletic felds can be reserved should contact the Athletic Department as referenced above. Organizations are always encouraged to reserve a rain site or plan for a makeup date in the event of rain or other weather conditions. .

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Section 12: Advisors

SECTION

12

Advisors SUPPORT AND BEST PRACTICES

Advisors are an integral part of any organization. No organization can be ofcially registered with the Alford Community Leadership & Involvement Center (CLIC) 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 unofcial historians for the organization, helping to keep a sense of continuity throughout the years. For more information regarding the role of organizations advisors, please refer to the Organization Advisor Handbook.

Roles of an Advisor Advisors may be called upon to fll many roles within the organization throughout the year. Those roles include: 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 efective advising.

Leader: One reason many students get involved in groups and organizations is to develop 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 diferent 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.

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 University’s rules, regulation, policies and procedures when planning an activity. Please direct your advisor to the Organization Advisor Handbook.

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.

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Section 13: Important Contacts

SECTION

Important Contacts Provided 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, contact the Denison University operator at 0810.

Department Accounting Ofce Advising, Tutoring, & Academic Support Alcohol & Drug Education Athletics Department Bookstore Business Afairs Campus Security & Safety Catering Club Sports & Intramurals Community Leadership & Involvement Center Community Values & Confict Resolution Controller Counseling Services Dean of Students Dining Facilities Services Finance & Management First Year Program Gender & Sexuailty Human Resources International Student Services ITS Help Desk Knowlton Career Center Library Mail & Copy Center Mitchell Recreation & Athletic Center Multicultural Student Afairs Purchasing Religious & Spiritual Life Residential Communities Wellness Center

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Phone 6201 6666 6200 6580 6204 6769 6482 6690 6394 6394 6232 6201 6200 6765 6690 6264 6797 6224 6696 6299 5739 6395 6656 6235 0604 6580 8656 6283 8583 6757 6200

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Section 14: Resources

SECTION

Resources While not exhaustive, these resources include links to important resources for campus organizations and will provide your organization tools for success.

Denison University myDenison NoteBowl Student Code of Conduct Student Handbook Ofce of Community Values & Confict Resolution University Conduct Board Community Care Agreement

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Finances Denison Campus Governance Association DCGA Budget Allocation DCGA Reallocation DCGA Collaboration Request DCGA Finance Funding Rules DCGA Example Constitution Fundraising Food Truck Request Form

CLIC Event Registration Form Party Registration Form Event Co-Sponsorship Application Emblems of Excellence Application Request for Campus Organization Space Form Club Sports Club Sports Waiver Form Travel Form Emergency Travel Protocol Concussion Fact Sheet Severe Weather Policy Procedure for Establishing an Intercollegiate Sport at Denison Fraternity and Sorority Life North-American Interfraternity Conference- NIC/IFC National Pan-Hellenic Council-NPHC National Panhellenic Conference-NPC/Panhellenic Multicultural Greek Council- NMGC/MGC Membership Recruitment and Intake Form Unrecognized Organizations Hazing Prevention Denison Anti-Hazing Policy Submit an Anonymous Hazing Tip National Hazing Prevention

Advertising & Promotion Campus Posting Guidelines Copy Center Order Form The Bullsheet The Denisonian WDUB - The Doobie Events Book an Event/Request a Room Form Guide for Submitting Events Event Registration Form Party Registration Form Social Event Hosting Policy Safe Hosting Training Purchasing Department Blanket Certifcate of Exemption Denison Catering Food Truck Request Form Facilities Services Service Request Red Tech Sound Production Event Co-Sponsorship Application Local and State Laws Village of Granville Charter Village of Granville Ordinances State of Ohio Revised Code

Travel Vehicle Rental Form Defensive Driving Course

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