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CAMPUS ORGANIZATION HANDBOOK Y T I S R E V I N U N O S I N E D Campus

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DENISON UNIVERSITY

CAMPUS ORGANIZATION HANDBOOK

VOLUME 1 revised 8.22.12

Compiled by the: Campus Leadership & Involvement Center 310 Slayter Union Denison University Granville, OH 43023 Phone 740.587.6394 • Fax 740.587.8250


Table of Contents §

Introduction

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Section 1-General Requirements & Expectations ..................................... 1

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Section 2-Club Sports ....................................................................................... 9

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Section 3- Fraternity & Sorority Life .......................................................... 12

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Section 4-Finances ..........................................................................................24

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Section 5-Fundraising .................................................................................... 33

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Section 6-Advertising & Promotion............................................................ 35

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Section 7-Events ...............................................................................................39

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Section 8-Alcohol ............................................................................................ 49

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Section 9-Travel ...............................................................................................56

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Section 10-Leased Space ............................................................................... 60

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Section 11-Reservations .................................................................................65

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Section 12-Advisors .........................................................................................67

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Section 13-Important Contacts ................................................................... 69

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Section 14-Resources ...................................................................................... 71


Introduction Welcome Organization Leaders! To best serve our campus organization community, the Campus Leadership & Involvement Center (CLIC) created this Campus Organization Handbook. A resource for students and advisors alike, the handbook contains important information related to operations and management of an organization at Denison University‌the best part-it is all in one place! With the help of many campus partners, the Campus Organization Handbook provides information regarding general organization information, club sports, fraternity and sorority life, organization finances and fundraising, and advertising and promotion. Additionally, you will find policies and procedures regarding events, travel, alcohol, advisors, and leased spaces for organizations within these pages. For added convenience, we have included links to resources, a list of important campus contacts and an appendix with sample forms and information to support the operation and success of your organization. Please share this handbook with members and advisors; keeping in mind this is a great resource for day-to-day operations, training and transition. Best wishes for a great year! Your Campus Leadership & Involvement Center


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General Requirements & Expectations Campus Organization Policies of the Campus Leadership and Involvement Center

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he Campus Leadership and Involvement Center provides support and resources to the more than 170 campus organizations at Denison University. Campus organizations range from academic and spiritual to club sports and beyond, with plenty of options for students to gain experience and a place to call home outside of the classroom.

Organization Registration New Organizations Proposals for new campus organizations are considered when the purpose of the potential new organization is explicitly different than all other currently registered organizations at Denison University. Students interested in potentially founding a new organization should start by cross-referencing the recognized campus organizations purposes by visiting the organization database online. Petitioning organizations need a purpose and/or mission that is in alignment with the institution’s mission, an advisor that is a Denison full-time faculty or staff, a constitution and/or bylaws. Potential new organizations need two officers: president (or equivalent) and either a treasurer or secretary (each with minimum cumulative GPA of 2.0). If the organization wishes to request funds from the Denison Campus Governance Association (DCGA), that organization must have a treasurer. To propose a new organization, students should log-in to OrgSync, using their Denison IDs & passwords and click on the “Organizations” tab. The green “Register New Organization” button will access the organizational proposal form directly. Only forms filled out completely will be considered. Upon 1


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submission, applicants will be prompted to email the Director of Campus Leadership & Involvement to setup an appointment with CLIC and a member of the DCGA Rules Committee. Potential new organizations should be prepared to discuss what makes the potential new organization unique, how it can promise sustainability over time, what kinds of projects it might foreseeably take on and how the organization fits the mission of the University. Following the meeting, the DCGA Rules Committee will meet to review the application and meeting minutes and make a decision regarding approval within seven (7) working days. Should it be approved, a new organization must renew its registration every year and abide by all policies and procedures as outlined by CLIC, DCGA and all other University policy. Current/Renewing Organizations Organizations must renew their registrations each spring by the deadline set annually by CLIC. This renewal can be completed by an organization administrator as designated in OrgSync and can be completed by clicking on the “Settings” in the left pane of the organization’s page and completing the required elements. Current organizations must maintain at least two officers: president (or equivalent) and either a treasurer or secretary, (each with minimum cumulative GPA of 2.0), keeping in mind if the organization wishes to request funds from the Denison Campus Governance Association (DCGA) that it must have a treasurer. Campus organization registration elements include the organization’s full name and nickname, keywords for the OrgSync search function, a description of the organization, and a website address (if applicable). In terms of organization personnel, officer and advisor information is required. Officer information includes name, officer designation, class year, email address, phone number, and Slayter box number. Advisor information requested is name, title, department, email address and phone number. Upon submission of the form, the advisor will receive an email prompting him/her to confirm the details of the registration are correct – acting as an electronic signature. This confirmation by advisor must be made in order for registration to be considered complete. Subsequent pages within the registration request information regarding the organization’s intent to request funds from DCGA, the organization’s purpose statement (that must be in alignment with the University mission), an uploaded copy of the current constitution/bylaws, and an explanation of officer selection, elections and transition processes. Other required information includes 2


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information about executive officers, number of current members, and affiliation with local/national/international organization (if applicable). The final pieces of the registration request response to several commitment statements. These statements are in regards to non-discrimination, participation in Campus Organization Orientation, commitment to upholding Denison policies/procedure, intention to participate in the fall Involvement Fair, and new organization request elements (if applicable). Current and/or renewing organizations must also maintain current records, use DCGA funds properly and as allocated, attend Campus Organization Orientations and additional meetings as required by DCGA or CLIC and must also remain in good standing and be violation free with the institution. It is important to note that during officer turnover, training and transition, organizations must update their registration within OrgSync to reflect these changes. Organizations may update their changes in officers or governing constitutions at any time throughout the year, as often as necessary.

ORGSYNC The Campus Leadership and Involvement Center uses a program called OrgSync for the management of campus organizations. OrgSync is a web application that allows students to join, organize, manage and communicate with campus organizations and their members. Each student creates a personal portal containing critical information for the organizations to which they belong. It allows students and organizations to manage organizational records, store and share important documents, communicate with members, plan and publicize events, and track service hours and meeting attendance. OrgSync also means less paperwork. Forms commonly used by campus organizations are available online via OrgSync. Students and OrgSync Students, once registered in Denison’s site, has access to important resources that allow them to discover programs and organizations on campus. OrgSync makes it easier for students to engage in campus life and manage their cocurricular involvement. Students have the ability to view sites, explore organizations, and request information about getting involved in one or more of the over 170 campus organizations at Denison within these categories: academic, club sports, event programming, fraternity and sorority life, media/publication, multicultural, performing arts, political, religious/spiritual, service, special interest, spirit, and student governance. 3


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Campus Organizations and OrgSync Upon registering an organization within OrgSync, organizations are provided a central, online location for organizations and members. OrgSync provides organizations with the opportunity to create events and a calendar, store files, create forms, polls, and surveys, and generate reports. Organizations can customize the profile and create news posts and discussions in order to best advertise the organization to the Denison community along with the added feature of creating a low-maintenance we site. Photos and videos can be uploaded to inform students about opportunities organization afford students and also highlight events. Presidents and student leaders within the organization with the administrative function can create officer groups, manage contacts, select how membership requests are managed and set up their profiles to update officers, new members, or even the entire organization via text message.

Privileges Explanation of privileges Registered campus organizations at Denison University have the following privileges: § § § § § § § § § § § § § § § § §

Involvement Fair table DCGA fund requests/allocation Room/facility/equipment/vehicle reservations Organization email address request Slayter mailbox request Support from various campus offices Ability to request Red Tech sound and technical services OrgSync profile and usage Use of Campus Organization Resource Area (CORA) Eligibility for Campus Organization Leadership Awards Ability to publish events via CLIC publications Ability to reserve tables/disseminate information Ability to register fundraisers on campus Posting privileges Ability to request co-sponsorship from CLIC Access to Programming-To-Go programming Ability to participate in intramural activities, organization contests and philanthropies

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Loss of privileges Campus organizations can lose any and/or all privileges due to: § § § § § § §

Incomplete registration on OrgSync Missing deadlines Non-participation in required Campus Organization Orientations and trainings Failure to remain in good standing with the University Being placed on sanction with the University and/or inter/national organization Misuse of DCGA funds Violation of University policies, code of conduct, local, state, and federal laws

General Organization Conduct The Code of Student Conduct reads that every Denison student is expected to abide by the University’s policies and rules, and to report to the University when they observe others violating those rules. This expectation also extends to campus organizations at Denison. Alleged violations by campus organizations are referred to the Office of Student Conduct & Campus Values (OSC) and are resolved in accordance with the expectations and procedures outlined in the Code of Student Conduct. Organization leaders, as well as their membership, are strongly encouraged to read the student code to become familiar with the University’s procedures for resolving alleged violations. Where a reported violation may be determined to involve a campus organization and result in a formal charge under the student code, the organization’s president will most often be the receiver of notice from the student conduct office. In the same way individual student conduct matters are managed, the president (and sometimes the organization’s risk manager) will be required to attend a conduct meeting to resolve the matter on behalf of the organization. Organizations will have the opportunity to admit or deny responsibility. As articulated in the code, if charges can be resolved administratively by mutual consent and on a basis acceptable to the conduct educator (here, the conduct office and typically the Associate Dean of Students), then the case shall be considered finally decided. If the organization denies responsibility or if the charges cannot be resolved by mutual consent, the organization will be provided an opportunity to be heard (in a manner consistent with the student code) prior to the University making a determination. Cases involving campus organizations are always resolved administratively with a conduct educator. Conduct outcomes are subject to the normal appeal process outlined by the code.

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It is the practice of the Office of Student Conduct & Campus Values to work and communicate closely with the Campus Leadership & Involvement Center (CLIC) when addressing alleged misconduct by organizations. CLIC administrators may be asked to participate in conduct meetings or hearing proceedings at the discretion of the Office of Student Conduct & Campus Values. Incidents involving Greek-letter organizations are normally communicated to the respective inter/national office. Denison values fraternity and sorority life on campus and relies on open and frequent communication with inter/national offices to preserve and develop fraternity and sorority involvement on campus. When possible, the University strives to resolve fraternity and sorority conduct issues collaboratively with inter/national offices, with shared learning outcomes and accountability. These decisions, however, are not binding; the University reserves the right to issue sanctions or other requirements independent of accountability being communicated by chapter offices.

Hazing Students within Denison’s community are expected to treat other persons with dignity, respect, mutual consideration and to respect and preserve property, and to act with due regard for the health and safety of others. No Denison University student or organization shall conduct nor condone hazing activities. Denison’s Code of Student Conduct reads: Hazing, by its nature, relies on the exertion of power over another by a person or group, and the submission by or inability of the receiver to confront that wrongdoing. It shows reckless disregard for persons’ dignity and may be injurious, both emotionally and physically. At Denison, hazing is contrary to our shared value that each person be treated with unconditional respect. Consistent with the Ohio Revised Code, Denison does not condone hazing behaviors of any kind by any individual, organization or group. No Denison University student or campus organization shall conduct or condone hazing activities. Hazing activities are defined as any action taken or situation created, directly or indirectly, whether on or off university premises, which results in or has the potential to result in mental or physical injury, discomfort, embarrassment, harassment, or ridicule. Such activities may include, but are not limited to, the use of alcohol, paddling in any form, creation of excessive fatigue, mutilation or alteration of the body, physical and psychological shocks, quests or road trips, engaging in public stunts of misbehavior, degrading or humiliating games and activities; and any other such activities that are not consistent with academic achievement, fraternal or organizational rituals or policies, or State of Ohio law. Arguments that the participant took part voluntarily in the behavior, that he or 6


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she voluntarily assumed the risks or hardship of the activity, or that no injury (physical or mental) in fact was suffered shall not constitute justification under this hazing policy. Failure by individuals and/or organizations to comply with the University AntiHazing policy constitutes a major violation of the Code of Student Conduct and may result in sanctions for the organization and/or individuals, including but is not limited to: disciplinary probation, deactivation, suspension, expulsion, withdrawal of recognition and/or suspension of operations. To report possible violations, even anonymously, call the "Hazing Hotline" at (888) NOT-HAZE (668-4293), or contact the Campus Leadership and Involvement Center, (740) 587-6739.

ADvisors Selection When selecting an advisor, organizations should keep in mind that s/he must be employed full-time as defined by Denison University. The advisor will be familiar with the mission and goals of the organization and will support the group throughout the year to meet these objectives. Selecting someone who can dedicate time to meet with all members and attend functions is also pertinent to the success of the organization.

Responsibilities Individuals selected as advisors should be accessible to the organization and its members. Advisors are often needed to give advice and provide leadership and insight, to represent the organization, and complete and sign forms regarding organization registration, finances and other business. Additionally, advisors should be informed of University policies and procedures, encouraging the organization to follow them for the betterment of their success, provide supervision in the administering of financial affairs, and attend organization meetings and events as often as possible.

Organization Relationship with Advisor Organizations should keep the advisor informed concerning overall progress notify their advisors in advance of the schedule of meetings and events. Organizations should communicate with the advisor regarding issues that affect the welfare of the organization and changes in policies and procedures. Maintaining a relationship based on trust, communication and mutual interest will help the organization perform to its highest ability. 7


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Safety, Security and risk management Office of Campus Safety, Security, and Risk Management The Denison University Office of Campus Security, Safety and Risk Management has primary responsibility for the reasonable safety and security of the Denison community. Uniformed officers are on duty 24 hours a day to respond to complaints, investigate thefts and provide other security and safety related services. The University is committed to maintaining a safe and healthy environment for all faculty and students of the University and to maintain at all times an effective safety program. Organizations can collaborate with this office to host a safety and/or risk reduction training. Additionally, Campus Security, Safety and Risk Management staff is available to meet with organizations regarding fun and safe event planning. For more information about safety and risk management as it relates to campus organization events, visit the events section..

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Club Sports Policies for Campus Organizations with a Club Sports Designation

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he Club Sports Program provides opportunities for special recreational interest groups in a variety of sports activities including competitive, noncompetitive, recreational and instructional programs. All clubs are open to current students, faculty and staff. The clubs are student organized and there are opportunities for students to form new clubs if there is enough interest.

Registration and Requirements Club sports teams must register as campus organizations annually, as outlined in Section 1 and meet all general requirements to be a campus organization. Additionally, club sports organizations must work with the Athletics, Physical Education and Recreation Department regarding administrative training of club sport officers, facility reservations, accounting, waivers, travel, risk reduction, weather, equipment needs and storage of equipment, and other policies. Club Sports Guidelines and additional information are available from the Athletics, Physical Education and Recreation Department.

Current Club Sports The following clubs provide the participants with team competition against other colleges: badminton, basketball, crew, equestrian, ice hockey, lacrosse, quidditch, rugby, sailing, soccer, squash, swimming, tennis, ultimate frisbee, volleyball and water polo. Other clubs include: bowling, cheerleading, clay target, dance, fencing, gymnastics, outdoor, rock climbing, skiing, taekwondo, yoga and Zumba.

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Relationship with physical education & recreation Department Organizations under the club sports designation work closely with the Senior Associate Director of Athletics, whom coordinates the club sports program in the Athletics, Physical Education and Recreation Department, for general operations of their club sport. Whether recreational, instructional or competitive, club sports have specific procedures and protocol regarding facility reservations, accounting, waivers, travel, risk reduction, weather, equipment needs and storage of equipment, and meeting requirements with the Senior Associate Director of Athletics. To connect with Senior Associate Director of Athletics, please contact 740-5876657 or visit the Athletics Administration Office 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. Because of this, each participant in a club sport must complete and sign a Club Sports Statement of Responsibility and Release in order to proceed with participation and play. The basics of this release come from the following statements: “It is of utmost importance that you understand club sports at Denison University are student run and student organized. It is also imperative that you are aware that there are inherent risks in the activity you have selected.” “The participant further promises to indemnify and forever save harmless Denison University or its agents from every claim, liability or demand of any kind however caused, except for gross and willful negligence on the part of Denison University, for or on account of the personal injury or damage of any kind sustained by said student, if enrolled in said project.”

Travel Form Organizations under the club sports designation must complete a Club Sport Travel Form and turn it in to the Club Sport Director at least four (4) days prior to the travel date. Elements of the form include persons in charge of travel, date and time of departure and return, mode of transportation, lodging (if applicable), and driver and passenger list(s). 10


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Travel Emergency Protocol The Club Sport Vehicle Emergency Protocol needs to be observed in the case of an emergency during travel. Items contained in the emergency protocol are important numbers to call, including the Denison switchboard and Club Sport Contact numbers, on the road emergency information, items needed for van or car rental, off-campus travel, and weather.

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 well-being. The Concussion Fact Sheet details what concussions are, recognizing concussions, signs for others to observe, symptoms reported by the injured individual, prevention and preparation, and what to do if a concussion is suspected.

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3 Section

Fraternity & Sorority Life Fraternity and Sorority Life Information and Guidelines

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he Campus Leadership and Involvement Center serves as a liaison between the fraternity and sorority community and the University. Specifically, CLIC supports fraternity and sorority life through the advisement of the four Denison fraternity and sorority life governing councils, supervision of registration and document/form maintenance, risk reduction, academic reporting, leadership meetings and trainings, local, regional, inter/national support, fraternity/sorority life advisor training, and support collaboration with the Office of Student Conduct and Campus Values.

Council Advisement CLIC advises four governing councils at Denison: Interfraternity Council (IFC), Multicultural Greek Council (MGC), National Pan-Hellenic Council (NPHC), and National Panhellenic Conference (NPC/PHC). Advisement of these councils include council operations, recruitment, officer training/transition, advisor support and participation in the annual Association of Fraternal Leadership and Values (AFLV) conference, convocation and Greek Week support, risk reduction, and additional support as needed.

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Currently recognized organizations at Denison University are listed below under their respective council heading: Interfraternity Council (IFC) Name

Letters ΒΘΠ ΔΧ ΚΣ ΛΧΑ ΦΔΘ ΣΧ ΣΦΕ

Beta Theta Pi Delta Chi Kappa Sigma Lambda Chi Alpha Phi Delta Theta Sigma Chi Sigma Phi Epsilon Multicultural Greek Council (MGC) Name Phi Iota Alpha Fraternity, Inc. Sigma Lambda Gamma National Sorority, Inc.

Letters ΦΙΑ ΣΛΓ

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

Letters ΑΦΑ ΔΣΘ ΦΒΣ ΣΓΡ

Panhellenic Council (PHC) Name

Letters ΔΔΔ ΔΓ ΚΑΘ ΚΚΓ ΠΒΦ

Delta Delta Delta Delta Gamma Kappa Alpha Theta Kappa Kappa Gamma Pi Beta Phi

Registration and Requirements Fraternities and sororities are campus organizations, and as such register as annually along with the other Denison campus organizations, as outlined in Section 1. Additionally, fraternities and sororities work with their inter/national organizations, their respective governing councils at Denison and CLIC to 13


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

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

Local, Regional & Inter/national support CLIC strives to maintain positive working relationships with fraternities and sororities at the local, regional and inter/national levels. In addition to open communication, CLIC meets with any representatives from an organization’s inter/national headquarters during campus visits and works with these entities regarding recruitment, reporting and conduct matters in order to support their goals and expectations of individual groups.

Collaboration with Student Conduct & Campus Values A positive partnership among Student Conduct and Campus Values, the Campus Leadership and Involvement Center and fraternities and sororities is vital. These entities work together regarding training, outreach and education. Additionally, these two offices will work together to support organizations and their local, regional inter/national officials during sanctions.

Expansion CLIC reviews and evaluates petitions to form any new Greek-letter organization(s) on campus alongside the respective council and the Division of Student Development. Requirements to be considered a recognized fraternity or sorority at Denison University In order for an organization to be recognized as a fraternity or sorority at Denison University, the organization must fulfill the requirements below.

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Reporting to the campus leadership & involvement center Reports must be submitted to the Campus Leadership and Involvement Center by the given deadline each semester, or upon request in order to be recognized as an official fraternity or sorority at Denison University in addition to compliance with inter/national and/or governing council policies. Items that need to be current and on file with CLIC include chapter rosters (including Denison ID numbers and email addresses), Current Grade Release and Anti-Hazing Form, officer rosters, calendar of events, new member dues and active member dues structure, chapter risk management policy, updated liability insurance certificate and chapter data (dues, service hours, philanthropic totals). Requests for this information will be made by the councils and/or presidents and must be completed and returned to CLIC by the requested deadlines. Additionally, MGC and NPHC organizations must submit proper recruitment and intake forms. These organizations must have the Notice of Membership Intake and the Intake Petition Form completed and submitted to the Campus Leadership and Involvement Center no less than seven (7) days prior to the first informational/interest meeting. All forms submitted concerning MGC and NPHC will be held confidentially within the Campus Leadership and Involvement Center and are for the protection of the organization, the potential new members and the institution.

Insurance A $1,000,000 Liability Insurance Policy is required by Denison from each fraternity/sorority and is the nationwide standard. Current policy documents must be on file with the Campus Leadership and Involvement Center and the Office of Safety, Security and Risk Management. Chapters can request this documentation from their inter/national headquarters and submit to CLIC within the first thirty (30) days of the beginning of fall semester. Chapters should be mindful about the unique expiration dates of their policy and provide an updated copies upon renewal.

grade Release and Anti HAZING In order to comply with inter/national and council policies, CLIC requires each student within fraternity and sorority life, including potential new members, new members and active members to read sign and complete a current Grade Release and Anti-Hazing Form. These forms must be submitted to the Associate Director of CLIC within a forty-eight (48) hour period of a student accepting an

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invitation for membership, bid, or an offer to continue with an organization’s intake or membership process. This form informs students participating within fraternity and sorority life about the policies related to grade and disciplinary checks in addition to the antihazing policy as per Denison and the State of Ohio. These forms also authorize Denison to check academic and disciplinary records for recruitment, chapter, and council business and affirm that students will not participate in hazing or related activities and will report suspected hazing to the University. Please see the Hazing in Section 1 of this handbook for additional information related to hazing. These forms are completed by each member and turned in to CLIC by each chapter by a requested deadline and are valid from the date signed through graduation. Chapters must inform the Associate Director of CLIC in the case of membership status changes so students can be added or dropped from the roster. An abridged version of this form is found online with regard to IFC and PHC recruitment, and new members will sign an additional form upon accepting membership. Upon release of this information, CLIC compiles and distributes grade reports to chapter presidents and/or scholarship chairs that include term and cumulative grade point averages, individual grades and rank among other organizations. This information will be shared with councils, advisors, and local, regional or inter/national headquarters in addition to Assessment & Research in the Division of Student Development at Denison University.

Compliance with grade Requirements Organizations and individuals must follow the guidelines set forth by their inter/national organizations and/or councils regarding grade requirements. Potential new members. Individual students pursuing membership must be in good academic and disciplinary standing with Denison University in order to be eligible for membership within any organization. Within fraternity and sorority life, individuals are required to meet council or inter/national chapter requirements, whichever is higher, in order to pursue membership. GPA requirements via the bylaws of each council are: Interfraternity Council: 2.3, Multicultural Greek Council: 2.5, National Pan-Hellenic Council: 2.5 and Panhellenic Council: 2.5. Initiated members and officers. Once initiated, inter/national organizations have individual requirements to remain in good standing or hold officer 16


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positions. Because each organization has a different requirement for initiates and officers, members should inquire within their chapter with the proper officers regarding eligibility. Organizations. Organizations within fraternity or 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.

advisor Chapters must have two (2) advisors to include a representative of Denison’s full-time faculty, staff, or administration, and one local/alumnae advisor who is at least two (2) years removed from undergraduate classification. This requirement also applies to colonies, new organizations, and petitioning organizations.

Council Affiliation Each individual fraternity or sorority must acquire and hold active membership within a governing council in order to be recognized as a fraternity or sorority in good standing at Denison University. These governing bodies must comply with all campus organization requirements, including annual registration. CLIC recognizes the following governing bodies within fraternity and sorority life at Denison University: §

Interfraternity Council (IFC)

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Multi-Cultural Greek Council (MGC)

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National-Panhellenic Council (NPHC)

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Panhellenic Council (PHC)

Recruitment Individuals seeking membership in a fraternity or sorority must meet various requirements as determined by inter/national headquarters and enforced by the individual governing councils at Denison. Below is information regarding membership requirements and policies of the individual councils in addition to Campus Leadership and Involvement Center policies.

Interfraternity Council (IFC) The Interfraternity Council has set the below requirements and parameters for recruitment within its organizations.

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Fall semester Eligibility Men must be of sophomore classification or higher. Transfer students must have at least 12 credit hours. Men must have at minimum a 2.3 cumulative grade point average and be in good academic and disciplinary standing at Denison. Some IFC organizations have a higher grade point average requirement. Individual chapters or the IFC should be contacted for additional information. Process Informal processes are used by IFC in the fall semester. Men can contact individual chapters or the IFC Vice President of Recruitment for additional instructions on how to become involved.

Spring semester Eligibility Men must have at least 12 credit hours. Men must have at minimum a 2.3 cumulative grade point average and be in good academic and disciplinary standing at Denison. Some IFC organizations have a higher grade point average requirement. Individual chapters or the IFC should be contacted for additional information. Process A more formal process is used in the spring semester. Interested men must complete an application via OrgSync to begin the process of joining an IFC organization. The Council will be in contact with potential new members regarding events and the day membership invitations are given.

Multicultural Greek Council (MGC) The Multicultural Greek Council has set the below requirements and parameters for recruitment within its organizations. Eligibility Students interested in must be in good academic and disciplinary standing at Denison to be considered for membership within an MGC organization. Students interested in membership within an MGC organization must meet grade, credit hour and service requirements.

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

National Pan-Hellenic Council (NPHC) The National Pan-Hellenic Council has set the below requirements and parameters for recruitment within its organizations. Eligibility Students interested in must be in good academic and disciplinary standing at Denison to be considered for membership within an NPHC organization. Students interested in membership within an NPHC organization must meet grade, credit hour and service requirements. Process Interested individuals should reach out to individual chapters within NPHC for additional information related to the recruitment process of a specific organization. Interested students should research the organization(s) that interest them and look out for flyers or postings related to informational sessions and can consult the Council for additional support.

Panhellenic Council (PHC) The Panhellenic Council has set the below requirements and parameters for recruitment within its organizations.

Fall semester Eligibility Women must be of sophomore classification or higher. Transfer students must have at least 12 credit hours. Women must have at minimum a 2.5 cumulative grade point average and be in good academic and disciplinary standing at Denison. Some PHC organizations have a higher grade point average for transfer students. Individual chapters or the PHC should be contacted for additional information.

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

Spring semester Eligibility Women must have at least 12 credit hours. Women must have at minimum a 2.5 cumulative grade point average and be in good academic and disciplinary standing at Denison. Process A formal recruitment process is used in the spring semester. Interested women will be prompted to complete an application via Interactive Collegiate Solutions (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. The PHC Vice President of Recruitment serves as the primary contact for formal recruitment and should be contacted for any additional details.

Events CLIC provides guidance and support to fraternities and sororities regarding events such as socials, formals, date parties, parties, serenades, philanthropic programs and events at an off-site location with or without alcohol with a fraternity or sorority is a sponsor or co-sponsor. Organizations can reference Section 7 regarding detailed information related to off campus events and serenades, and Section 8 regarding alcohol policies and Section 9 related to travel.

On-campus events There are several specific types of on-campus events within fraternity and sorority life that must be registered using an On-Campus Event Form. These events include events on campus such as socials, formals, date parties, parties and philanthropic events and events where a fraternity or sorority is a sponsor or co-sponsor (as per inter/national requirements). This form should be completed whether or not alcohol is being served. On-campus events must be registered

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within the On-Campus Event form in OrgSync in its entirety a minimum of seven (7) working days prior to the event. General registration requirements. General items solicited in this form are the organization(s) information, Individual organizer information, location, properly completed documentation and forms as requested in the form, rosters/guest lists. The form also requests approval from inter/national headquarters or appropriate regional personnel and/or governing councils as required through inter/national governing documents or council policy. If alcohol is being served at the event, a meeting must also be held with Campus Services regarding policies, procedures and staff monitors. If not, a meeting with the Associate Director of CLIC will suffice. Events with alcohol. For events on campus where alcohol is being served or sold, there must be at least two (2) sober monitors per organization in attendance. If an organization's risk management policy requires more, the organization must provide that number and a current copy of the venue’s liquor license. For more information about registering an event with alcohol, please see the Alcohol section.

Expansion Students who wish to form new international/national/local affiliated Greeklettered organizations are encouraged and welcome to do so in accordance with the following criteria and procedures.

Institutional & Council Permission Students can begin to seek membership in a new fraternity or sorority when the campus is designated open for expansion. The Campus Leadership and Involvement Center, Student Development and the governing councils determine designation of a campus open for expansion. Students may contact the Campus Leadership and Involvement Center or one of the fraternity/sorority councils for more information.

Requirements for obtaining approval General requirements. In order to form a recognized fraternity or sorority, a group must: seek membership when the campus is designated open for expansion and obtain approval to proceed with exploration regarding expansion from the appropriate fraternity/sorority governing council as per its 21


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requirements. Because each council has different procedures, the appropriate council should be contacted directly for more information. Lastly, an organization must have two (2) students (in good standing) to act as incorporators who will be legally responsible for the formation of the organization. Some inter/national organizations may require more and in that case Denison will follow said guidelines. Moving forward. Upon initial approval to begin the process, students must officially register as social/volunteer campus organization before moving forward in the process and work closely with the governing council and CLIC to submit all official fraternity/sorority documents and forms including insurance policies upon request. Compliance with University policy. Groups must agree to comply at all times with any and all University policies, procedures, rules, regulations and guidelines. Council obligations. Each council has different requirements and timelines regarding exploration and expansion. These are typically governed by inter/national headquarters and/or inter/national council.

Lodges/Housing Non-residential houses and lodge spaces for fraternities and sororities are recognized by Denison University. Houses and lodges are either owned and individually operated by the organizations and their respective housing corporations or are leased spaces through a contract/agreement with Denison University. Regardless of how the property is aquired, organizations must abide by inter/national policies, and in accordance with local, state and federal laws, adhering to the terms set forth in their lease agreement with the institution or the inter/national governing documents. It is important for organizations and members to understand the policies for the space regarding general conduct, building capacity, prohibition of alcohol, swipe access and entry times, and storage of important fraternity/sorority items in a secured location. Organizations wishing to host events outside of the general access times (daily between 7:00 a.m.-2:00 a.m.) and over semester and summer breaks must garner approval from CLIC and Safety, Security, and Risk Management and other offices dependant upon the circumstances for special access at 22


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least seven (7) days in advance of the event and may need to complete paperwork regarding events. These special requests also apply to alumnae requests to use the space. Organizations should make the request in writing to the Associate Director of CLIC and work with other campus departments as necessary, under the advisement of CLIC.

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4 Section

Finances Denison Campus Governance Association Funding for Campus Organizations

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any registered campus organizations receive funding from the Denison Campus Governance Association (DCGA) and maintain accounts on campus. The following section provides an overview of applying for funding, maintaining accounts, ordering supplies and tracking expenses.

Eligibility for DCGA Funding Registered campus organizations can apply annually for funding through the Denison Campus Governance Association (DCGA). To be considered for funding, organizations must have up-to-date registration via the Campus Leadership & Involvement Center (CLIC), an approved constitution on file with DCGA and attend an official DCGA Treasurer’s Meeting.

Applying for DCGA Funding All budget requests submitted in the proper electronic format by the posted deadline will be reviewed. Requests should include a cover letter that includes the following information: organization’s name, date of submission, responsible organization treasurer (or equivalent), organization’s account number(s) and any existing outside accounts and the total of the request. This cover letter should also include the signature of the president and advisor. DCGA encourages organizations to take good care when writing budget requests, using multiple sources for quotes, working closely with the Purchasing Office and explaining thoughtfully the reason for the request. Funding applications require definite plans. The application should include evidence of thoughtful and intelligent research including names, dates, times and multiple price quotations. Events that have already occurred or will occur during the process of allocation will not be considered for funding. 24


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If a campus organization fails to submit a budget request including all necessary forms for spring budget hearings, it forfeits its privilege to submit a request to the Finance Committee for the duration of the next fiscal year. Organizations established after the spring budget submission deadline are permitted to submit budget requests in the fall. There are three types of budget requests and campus organizations that campus organizations should know: §

Budget Allocation: Submitted during spring budget hearings and sometimes subsequently for additional funding requests.

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

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Collaboration Request: When multiple organizations are working together to put on an event, each funding specific aspects they submit a Collaboration Request.

Fiscal Responsibility Each campus organization, when requesting funding, should have its treasurer include DCGA’s Statement of Fiscal Responsibility Form. The form asks organizations to commit to the following: §

Be fiscally responsible for all funds allocated by the Denison Campus Governance Association.

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Abide by the itemized budget approved by the Finance Committee and acknowledge that the organization may be randomly audited by the Finance Committee at any time.

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Understand that any misspending of funds could render an organization subject to punishment imposed and enforced by the DCGA, ranging from the freezing of an organization’s account to the suspension of our organization’s constitution.

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The treasurer of the organization will keep an accurate and up-to-date record of the organization’s spending, including keeping all receipts and a copy of all Short Order Forms.

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Leaders and representatives of the organization, must attend specified mandatory meetings scheduled by the Finance Chair and failure to do this may result in the freezing of an organization’s account.

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In the event that a campus organization changes its leadership (officers), it will notify the Campus Leadership and Involvement Center and the Finance Chair by submitting a proposal for a potential new campus organization.

Funding for Food All food requests will be reviewed with a high level of scrutiny. Food-centered events that are essential to an organization’s functioning will carry greater weight in committee consideration. Moderation in requests should be the guideline when planning these requests and reallocations. The Finance Committee requests, when possible, the use of student Denison ID numbers to cover meals. Organizations may refer to the Dining Services section of this handbook for details. Banquets for DCGA-funded speakers and guests will not be funded due to the limited opportunity for all Denison community members to partake in these events. Only alcoholic beverages for religious events, which are cleared by both the Director of Religious and Spiritual Life and the Director of Administrative Services will be funded. Requests should be made to the aforementioned directors in writing. The approval must be in place prior to the budget request and at least thirty (30) calendar days before the event.

Capital expenses First-time, non-reoccurring capital expenses (anything that costs more than $350) will be considered; however, all price quotations and purchases must go through and come from the Purchasing Office.

Non-Fundable Items DCGA does not fund gifts. T-shirts are not funded by DCGA, but organizations may apply for a T-shirt loan to be reimbursed to DCGA within a stipulated timeframe by the Finance Committee; these requests should be made in writing to DCGA Finance. Lodging for students is not funded by DCGA, however lodging for speakers and guests are eligible for funding.

Funding for Promotions & Advertising Campus organization advertisements and promotions should be considered. The Finance Committee encourages eco-friendly advertising and will limit the amount of funding for paper advertisements. Generally, mailbox stuffers are not funded by DCGA. DCGA encourages campus organizations to use the Campus Organization Resource Area (CORA) to create advertisements. Any 26


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advertisement of an event with DCGA funding should include the words: “Funded by DCGA� on the promotion.

Funding for Repairs If an organization shows substantial need for a general repair fund, the DCGA Finance Committee may fund a maximum of $2,000 per request. It is the responsibility of the campus organization to notify the Finance Chair when the repair funds are utilized. Extreme emergencies will be taken under consideration, but the Finance Chair must be contacted directly for additional funding considerations.

Transportation Funding DCGA Finance Committee favors the least expensive method of transportation. University vehicles cost $0.50/mile. Personal vehicles will be reimbursed at $0.23/mile. Rental vans from outside of the University vary in price. For information about reserving University vehicles or renting vehicles from offcampus, see the Transportation section.

Favorable Considerations Organizations that are outward reaching in their events and planning will be favored by DCGA above organizations with internally focused events and planning. Outward reaching events and intentions refer to those that involve a large number of participants beyond the members of the hosting organization and/or expose the Denison community to new experiences. The Finance Committee also favors collaborative programming. Collaboration (formerly referred to as co-sponsorship) includes multiple campus organizations, thereby benefiting a larger number of Denison community members. Collaborative request will be held to the same standards as individual organization allocation requests. Organizations collaborating on request must submit a Collaborative Budget Request. The Finance Committee places special emphasis on a need for weekend programming and thus favors events that occur on weekends.

Revenue Accounts All revenue accounts must be maintained through the University, with the exception of those that contain organization dues. If an organization has established an outside account for dues or a separate University account, it must notify the Finance Committee prior to budget requests. Failure to notify the

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Finance Committee of these accounts may result in the nullification of any budget approvals.

Organization Revenue Any organization that generates revenue with the use of University money (i.e. DCGA funds) must surrender that revenue to the University. Campus organizations may create separate University accounts for donations and fundraisers. At the end of the fiscal year, money generated via fundraising without the use of University fund and kept in a separate University account will not be seized by DCGA.

Bookkeeping All campus organizations must maintain a log of all transactions and expenditures in an Excel spreadsheet. Copies of all receipts are required to be kept. The Finance Committee reserves the right to perform an audit at any time, and both the receipts and the spreadsheet must be presented upon request. Organizations found negligent and guilty of misspending may lose their privileges to DCGA funding, to be a registered campus organization, and/or their accounts could be frozen until a time determined by DCGA.

Short Order Forms Short Order Forms allow campus organizations to purchase goods and services from various local vendors without the use of a credit card or the need to be reimbursed. Short Order Forms must be requested from the Finance Chair or Treasurer of DCGA. A valid short order form contains the signature of the Purchasing Agent and the Finance Chair/DCGA Treasurer. To obtain a Short Order Form, organizations should send a written request to the Finance Chair and include the organization name, Slayter Box number and when the form is needed in the body of the email. A signed Short Order Form will be delivered to the listed Slayter Box number. Organizations should fill out the form with the following information: name of the organization, place where the form is being used, organization treasurer’s name, organization account number and purpose/event name. Short order forms can be made for purchases under $350. Forms may not be stacked to make a purchase of more than $350. The original receipt and the yellow copy of the form should be sent to the Accounting Office, the green copy should be submitted to Purchasing and the pink copy of the form should be kept on file by the organization.

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Short Order Form Approved Vendors Food Bake 'N Brew Bob Evans (Cherry Valley Road) Bombay Garden Restaurant Brews Broadway Deli Central City Pizza Creno's Pizza Donato's Pizza Dragon Village East of Chicago Pizza Elm's Pizza Fazoli's GFS-Gordon's Bulk Foods Goumas Candy Hometown Deli Jolly Pirate Donuts Kentucky Fried Chicken Lee's Famous Recipe Chicken Moore Pizza Olive Garden Papa John's Pizza Puerto Vallerta mexican River Road Coffeehouse Ross's Granville Market Subway Soup Loft Village Coffee Whit's Frozen Custard

Other AAwards: Trophies, Plaques, T's Action Signs American Trophy & Engraving AMF-Valley Lanes (call ahead) ARWebb Office Supply Batteries Unlimited Big Lots (call store for OK) Buckeye Outdoors Class A Trophy Cord Camera Edmiston's Frames Fackler's Country Gardens Granville Golf Course Granville Mill Granville Lumber hhGregg Highland Clearners Home Depot (Pro Desk only) Hope Timber Jan's in Stitches Embroidery Kussmaul Gallery Lowe’s Building Supplies Main Events Party Rental Main Hardware Martin Music M & H Screen Printing Newark Live Bait Park Lanes Bowling (call ahead) Pittsburgh Paint PPG Plaza Hardware Radio Shack (Indian Mound/ Wal Mart) Roll-A-Way Skating (call ahead) Sheets & Sons Music Sherwin William's Paint Sir Speedy Printer Staples TCI-Tire Center Incorporated Tech-Wear T-Shirt Printing T-shirt Design Timbuk II Village Flower Basket Wilson’s Garden Center

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Working with University Departments on Financial Matters

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ampus organizations have access to many offices and departments on campus that can assist them in making purchases, ordering equipment, depositing funds, requesting checks and a number of other financial matters. This section explains these resources.

Requesting a Check Oftentimes organizations need to request a check to be cut in order to pay a vendor, performer or to handle a reimbursement (please note that taxes are never reimbursed). In order to do this, organizations must use a Request for Payment Form (RFP). RFPs are available from the Accounting Office. Organizations that need assistance filling out this paperwork are encouraged to setup an appointment with the Accounting Office. When preparing to fill out a Request for Payment Form (RFP) campus organizations should gather the following information: §

the name of payee

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address of payee

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Denison ID number of payee (if a Denison student or employee)

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W-9 of payee (if an off-campus performer)

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reason for payment

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a copy of signed contract (if to pay for performer)

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a copy of the receipt(s) (if for reimbursement purposes)

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signatures of treasurer and/or advisor

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organization account number

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number of miles driven (for personal mileage reimbursement)

Transferring Money When a campus organization needs to transfer money from one University account to another University account, the Journal Entry Form must be filled out. Organizations will need to be prepared with the following information when preparing a Journal Entry Form: names of the accounts, account indexes and 30


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codes, the amount to debit from one account and the amount to credit the other account and a description of the reason for the transfer. The organization treasurer should prepare the form and have the other University entity receiving the transfer authorize it. These forms are managed by the Controller’s Office, in Doane 102. Organizations who would like assistance with a Journal Entry Form should setup an appointment with the Controller’s Office.

Borrowing a University Credit Card Credit cards are available for use of campus organizations on a temporary (no more than 24-hour basis). Cards can be used at either the Meijer or Wal-Mart on North 21st Street in Newark and are limited to $250 per use. Individuals must have their Denison University ID’s available for the cashier to view. Sales Tax Exemption Cards for Wal-Mart are also available. Meijer’s provides approval at the cashier or customer service station. These cards cannot be used at any other location or any other retailer. Purchased items are to be for general supplies or food to be used by the student agency or group if such a purchase was approved by DCGA. No personal items of any sort, no tobacco products or alcohol, cell phones, gasoline, or any other services are permitted. Cards are held by Purchasing, Doane 303, and can be reserved for use by completing a request form. Reservations are on a first come, first serve basis and are not available online. Forms are available at DCGA Office or Purchasing and must be approved by the organization’s treasurer. The borrowing person will be solely responsible for the card. It cannot be given to or used by another group during the check out period. The card must be returned with all cash register receipts to Purchasing at the end of the reserved time period for use. Any individual who fails to return the card and receipts will automatically lose the right to borrow the card and may be referred to the Office of Student Conduct and Campus Values. Lost or non-returned cards will be disabled immediately.

Making a Tax Exempt Purchase Denison University is a 501 (C) (3) non-profit organization and thus does not pay sales and use taxes. When making a purchase on behalf of the University at the store, organizations must make sure to bring along a Blanket Certificate of Exemption. These are only to be used in conjunction with University funds approved by DCGA within campus organization budgets.

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Ordering supplies & Equipment Organizations that need to order supplies and equipment should work with the Purchasing Office. Purchasing can help organizations to find the best deal on an item or the most appropriate vendor. Organizations should setup an appointment with the Purchasing Office and bring along a filled out Requisition Form and include the following information: DCGA approved budget, name of potential vendor, vendor’s address, organization account number, where to deliver the equipment, the item(s) (including descriptions, item numbers and links if applicable), prices (including shipping) and quantity.

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 Office and fill out a Deposit Slip. Organizations should be prepared with organization name, revenue account number and cash and or checks (totaled). Deposits should be made ASAP; no cash or checks should be stored in a campus organization’s leased space or personal room. For questions related to making a deposit, organizations can visit the Controller’s Office.

On-Campus Purchases Organizations can purchase approved items with DCGA funds on-campus at the Bookstore, Campus Services, Dining Services, Copy Center and the Slayter Snack Bar by using the organization’s expense account. Official signatory (i.e. Treasurer or President) is often required. Organizations should keep careful record of these purchases, along with a copy of all of the receipts.

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5 Section

Fundraising Campus organization fundraisers and sales

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

Purpose Campus organizations may sponsor fundraising events to benefit their organizations or for causes that are clearly communicated during any fundraising activities. Campus organizations may not raise funds to benefit any specific individual, unless the circumstance for fundraising is approved by Campus Services via a Fundraising and/or Information Table Request. Campus organizations may sponsor commercial or business ventures on campus when their efforts further a fundraising or academic goal of the organization. However, all commercial or business venture type of activities must demonstrate a reasonable value to the sponsoring organization and may not detract from or harm the Denison community. Organizations are encouraged to visit Campus Services, 200 Slayter Union, with questions related to fundraisers.

proposals Organizations wishing to fundraise by selling goods or services on campus must submit a Fundraising and/or Information Table Request. This form is due no fewer than seven (7) working days before the beginning of the fundraiser to Campus Services. 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), the proposed location of the sale and any relevant design and/or drawings of the product (ex. shirt design). No bake sales, food sales or food samples giveaways may be held on campus unless the food is provided by Dining Services or is approved by Campus Services. The Manager of Campus Services will review all proposals for fundraisers and respond or 33


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request more information. Some fundraising activities may require a meeting with Campus Services to ensure compliance with University policy and procedures.

Location The Fundraising and/or Information Table Request allows organizations to reserve tables inside Slayter or outside the front doors of Slayter on Academic Quad (weather permitting) for fundraising purposes. The organization is responsible for properly reserving the space for approved fundraiser if it is a location different than Slayter Union separately; approval for the sale does not mean the space is reserved for sale. Requests for fundraising space outside of Slayter Union should be made in writing to Campus Services with the proper space reserved. There are six-foot tables available near the grand staircase on the second floor of Slayter Union. Campus organizations and other groups reserving tables in Slayter Union or on the Academic Quad are responsible for cleaning and returning tables to the table cart upon conclusion of event. Failure to do so can result in the revocation of the privilege to reserve table space and/or conduct fundraisers. Storage of signage, product, money collected or other miscellaneous supplies is the sole responsibility of the campus organization.

Standards The use of the Denison name has ideals that must be upheld. The product(s), service(s) or information offered must conform to the Denison University Code of Student Conduct. All products, services or information must avoid demeaning sexual, racial or other discriminatory references and must avoid promoting the abuse of alcohol or use of drugs. The Campus Services office reserves the right to refuse the selling, distribution of any products, services or information offered by the campus organization or the perspective vendor.

Off-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, flat fee. It is the sole responsibility of the campus organization to set-up tables for its fundraising or informational activities.

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Section

6

Advertising & Promotions Campus organization posting information

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ampus organizations may promote their events, opportunities and programs on campus via several advertising methods. The following section covers the policies, resources and best practices for campus organization marketing.

CONTENT Campus organizations may post advertisements to promote opportunities and events for the Denison community. Postings should always include the organization name along with event-specific details such as who, what, where and when. If applicable, promotions should include the language: “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

When to post Posters and other advertisements may be posted when an organization has successfully completed appropriate reservations for space with Campus Services and any other relevant arrangements (catering via Dining Services, technical requests via Red Tech, etc). Campus organizations are encouraged to post their promotions at least one week before the event/program. Advertisement to the general campus population of any event requiring a guest list is not permitted.

Location of promotions Flyers are limited to appropriate bulletin boards in University buildings and not on any exterior surface, windows, exits or access doors. Postings should not 35


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overlap or conceal other posted items and posting is on a first-come, first-served basis. Banners should be hung only on the lower bannister on the second floor of Slayter Union. All other areas require the permission of the Campus Services office. Sidewalk chalk is permitted on sidewalk surfaces that are uncovered. It is not permitted on walls, doors or building exteriors. Door–to-door solicitation, placing advertising under doors of resident rooms or on any motor vehicle is not permitted. Denison reserves the right to remove any posting at its discretion. Expired promotions must be removed by the organization within three (3) days by the sponsoring organization . Postings for student-initiated commercial enterprises must be approved in advance by Campus Services; off-campus commercial enterprises along with the sale of personal articles (e.g. books, couches) may only be advertised in Slayter Union on the Community Bulletin Board and Community Table.

Campus organization resource area The Denison Campus Governance Association (DCGA) maintains the Campus Organization Resource Area (CORA) on the third floor of Slayter for the use of registered campus organizations only. Campus organizations have access to these supplies free of charge to help promote upcoming programs and involvement opportunities. Some of the items found in CORA include: paper cutter, banner paper, scissors, glue, rulers, pencils, markers, paint, brushes, glitter, craft supplies, etc. To request additional supplies or refills, contact DCGA, 303 Slayter Union. Organizations using CORA are expected to put away all supplies, recycle or dispose of materials as appropriate and clean up after using the space. Please report spills or damages to the Campus Leadership and Involvement Center (CLIC), 310 Slayter Union.

Printing promotions Campus organizations may print flyers and other promotions at the Denison University Copy Center, located in Doane 001. When printing items organizations first need to make sure they have the appropriate funding to do so via DCGA. It is suggested that files are saved as PDFs. Organizations may submit the file via email or in person on a flash drive. All print orders should include a filled out Copy Center Form. Copyrighted material may not be printed unless receiving written permission from the person(s) holding the copyright. Organizations should be prepared with the following information: account name, account number, current date, number of pages, number of copies, whether or not prints should be back to back, paper size, paper color, black or white or color ink and other needs regarding cuts, folds, 36


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staples, punches, binding, tabs, etc. Forms should be signed by the organization leadership (preferably treasurer or president) and include any special instructions. Forms can be brought to the Denison University Copy Center or emailed.

TYPES OF Printed items The following are some typical printed items campus organizations use to promote events and opportunities. The Denison University Copy Center can accommodate other types of promotions and materials as well. Please contact the Copy Center for specific requests and information. §

Banners – Banners are the large, hand-drawn posters that hang along the railings and on the walls in Slayter or the Dining Halls. Please visit CORA for materials.

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Flyers – All flyers should be bright and easily recognizable and should include the name of the event, the time, the location, and the logo of your organization. Any other relevant information like ticket prices or table sign-up times should also be included.

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Table Toppers – Table toppers must be designed to be folded either in half or three times to stand on the table. Table toppers can only be placed on the tables in Slayter, Huffman, and/or Curtis and only for 48 hours before staff will remove them.

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Mailbox Stuffers – Mailbox Stuffers are small advertisements that are put in student’s Slayter boxes. Mailbox Stuffers are not funded by DCGA.

Campus news outlets Press releases and announcements can be distributed to The Denisonian, WDUB, The Bullsheet and/or CLIC. Always include a description of the event and/or opportunity along with contact information. Information can be distributed to the following organizations: §

The Bullsheet: The Bullsheet, a weekday publication, prefers that campus organizations create the text of the promotion. This should be a short blurb, which includes all relevant information (including names, dates, times, locations, prices, etc.). This should be emailed to bullsheet@denison.edu one week in advance. Organizations should include in the email which dates the promotions should be printed.

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CLIC: CLIC promotes events and announcements on behalf of campus organizations. It sends a weekly email each Monday (This Week on 37


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Campus), shares updates via Twitter, Facebook & OrgSync and prints a semester calendar. Information can be shared with CLIC via the Promotion Request Form. These forms are due a minimum of one week (7 days) in advance. §

The Denisonian: Deliver a press release to The Denisonian, Denison’s campus newspaper, two weeks in advance. Photos are encouraged. Email denisonian@denison.edu.

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WDUB: The campus radio station, WDUB 91.1 FM, will make public service announcements for campus organizations. A press release should be dropped in the box attached to the door of WDUB (located on the 1st floor of Slayter Union) at least one week in advance of the desired announcements. Organizations may also email wdub@denison.edu.

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7 Section

Events On-campus events

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enison campus organizations host a wide variety of events and programs both on and off campus. Logistical planning information, procedures, policies, deadlines and contacts are included in this section.

Researching performers Campus organizations often bring in speakers, performers and other vendors for events. Events that require contracts from off-campus entities must be handled carefully. Students are not permitted to make offers or enter into contracts on behalf of the University. The information below is provided to help campus organizations begin communication and information gathering with off-campus agencies and vendors. Immediately following this information gathering, the campus organization should set up an appointment with the Manager of Campus Services, to discuss the potential of the event and contracting. §

By phone or via email, the organization may contact the organization representing the artist it is interested in booking. Campus Services, 200 Slayter Union, may be consulted if an organization is unsure how to contact a particular performer.

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Organizations should know the dates they are interested in and ensure that preferred venues are available for the event, making reservations if necessary.

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The individual contacting the performer or agency should include title, organization name and Denison University. (Example: Hello, I’m _______ (name), the _________ (position/title) of Denison University’s _________ (insert organization’s name.)

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On first contact, organizations should inquire about both pricing and availability. (Example: I’m writing/calling to inquire about the availability

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and pricing of Cool Comedian for a potential performance at Denison University in Granville, Ohio on April 15, 17 or 19). §

Discussions should be framed in an “informational format.” After receiving all of the information needed, organizations should thank the vendor and explain that the University will be in touch should it decide to move forward with an offer.

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

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

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

Hello,

I’m writing to inquire about the pricing and availability of (INSERT PERFORMER NAME HERE) for a potential event at Denison University in Granville, Ohio. The event would be a free show, open only to the Denison community. Denison University is located approximately 30 miles east of Columbus, OH. If you could please pass along any information regarding availability for January 24, January 31, February 18, and March 25, along with any technical riders, other cost considerations and a price quote, I would appreciate it Thank you, Your Name Your Organization Name & Title

Contracting performers After gathering information regarding the availability, contact information and pricing of a potential performer, organizations should set up appointments with Campus Services to begin the process of making an offer and requesting a contract. When setting up this appointment, campus organizations should be prepared to provide the approved budget from DCGA, all communication with performers and representatives, ideal dates, the organization account number, venue reservations and any other information specifically requested by Campus 40


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Services. A professional staff member in Campus Services will help to make an official University offer and negotiate the contract. When the contract is approved, it is important to review with the campus organization advisor and Campus Services to ensure all of the requirements of the contract are executed.

VENUE reservations Most spaces on campus (with the exception of athletic facilities) are reserved via Campus Services. When planning for events, it is important to reserve these spaces well in advance. Organizations should always account for setup and cleanup time when reserving venues for events. Other considerations for event venues include capacity limits, whether or not the space has built in sound or will require assistance from Red Tech or an outside vendor, rain locations, acoustics, whether the space has built in stage and/or chairs or will require additional setup from Facilities Services, if University catering is required and noise policies. Campus Services can assist organizations in making informed decisions regarding venue reservations and needs.

Hotel reservations Some events require campus organizations to make hotel reservations on behalf of the performer visiting campus. Campus organizations should work with Campus Services to understand this aspect (if applicable) of the contract. Hotel reservations are made with the assistance of the Purchasing Office. To reserve hotel rooms, make an appointment with the Purchasing Office. When setting up this appointment, campus organizations should be prepared to provide the approved budget from DCGA, the organization account number, the official contract, the number and types of rooms required, the specific check-in and check-out dates, the names the reservations should be made under and whether or not the performer is flying or driving. If the performer is flying, it is always recommended that s/he stay at a hotel at the Columbus Airport that provides free shuttle service to and from the hotel and airport. The Purchasing Office will help to recommend a hotel based on the information you provide.

Transportation reservations Some events require campus organizations to provide ground transportation for the performer. This generally requires campus organizations to rent a University vehicle (with approved funds from DCGA) from Safety, Security and Risk Management (multiple vehicles available for a rental fee) or Campus Services (one vehicle available for free) and deploy a campus organization member with 41


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defensive driving to pickup and drop-off the performer at his/her hotel. It is recommended that performers who are flying stay at a hotel near the Columbus Airport as these hotels provide free shuttle service to and from the hotel, allowing for fewer trips for campus organizations. More detailed information about renting university vehicles can be found in the off-campus travel section.

Catering events Campus organizations wishing to provide food at their events should ensure they are following University guidelines. Most spaces on campus require the use of Denison Catering Services, with no outside food brought in. The only events that do not require the use of Catering Services are those that are hosted in The Bandersnatch or Lamson Lodge. DCGA rarely approves food for events. For more information about DCGA’s funding policies, visit the finances section. Catering Services offers campus organizations special options for food at their events. Meal Exchange is a popular choice for campus organizations, as it does not require a budget. Campus organizations can request a meal exchange by submitting a Meal Exchange Sign Up Sheet and including the names, DNumbers and signatures of all event attendees or members who would like meals at the event. Meal Exchange orders must be placed a minimum of 72 hours in advance. Campus organizations also have the option of traditional catering via Catering Services. Organizations should setup an appointment to meet with a member of the Catering Services staff approximately 10 days before an event and bring along the following information: the date, time and location of the event, the DCGA approved budget, estimated number of event attendees, campus organization account number and any menu ideas. Catering orders must be placed a minimum of one week before the event. Oftentimes performers have hospitality riders that campus organizations must accommodate. Catering Services should be consulted about these riders two weeks in advance. Should Catering Services be unable to accommodate some of the requests, items may be purchased off-site. Consult with Campus Services regarding hospitality riders as part of the contract process.

Off-Campus Catering Per the terms of the 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 Administrative Services. Approval of requests is contingent on verification of sufficient liability insurance (most national chains and all vendors that accept Short Order Forms). When purchasing food from off42


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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. This includes, but is not limited to: Welsh Hills Room, Burton Morgan Center, Slayter Snack Bar (1st floor), The Roost (Slayter 3rd floor), Curtis and Huffman Dining Halls and the Presidents' Dining Room. Outside caterers are generally not permitted to provide food and services on campus. Lamson Lodge and The Bandersnatch are two venues that permit off-campus food vendors should approval be received by the Director of Administrative Services.

EQUIPMENT RESERVATIONS Depending on the type of event and location, campus organizations may need to rent or borrow equipment. Most equipment rentals have costs associated with them and organizations should make sure to consult their DCGA approved budget. The list below helps to identify types of equipment and appropriate offices to contact to request and reserve equipment. The list is not exhaustive. It is always recommended that campus organizations meet with Campus Services and explain the overall design and needs of an event to make the best decision on venue choice or to ask questions about equipment reservations. §

Tables & Chairs: Campus organizations that require additional tables and chairs (not available in the venue) for an event should consult Facilities Services. Work orders should be submitted to physplant@denison.edu no less than one week in advance and include the following information: name of campus organization, event name, date, time of event, time of desired setup of tables & chairs, end time of event, time of desired teardown of tables & chairs, number/type of tables and chairs needed, event contact information, room reservation number and campus organization account number.

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Sound & Lighting: Some events require amplified sound or special lighting. Portable sound machines are available from Campus Services. Some venues have this capability built-in. Events that require more technical assistance should consult Red Tech Sound Production.

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Sign-Up Tables: Organizations wishing to reserve tables within Slayter Union for sign-ups or promotions can do so via the Fundraising/Information Table Request Form offered by Campus Services online. Sign-up tables must be reserved in advance and setup and stored following the allotted reservation time.

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Small Equipment/Supplies: Campus Services rents small equipment to campus organizations for a fee. Some of the equipment available includes: popcorn machine, balloons and helium, portable sound system, and wristbands. A list of the items, descriptions and fees is featured below. Item Portable Sound Machine Popcorn Machine

Balloons

Event Monitors/Security (Event) Wristbands Snow Cone Machine

Description Check with venue

Fee No charge

Rental for machine and $1 per bag of popcorn kernels (yield is 15-16 servings); case of 24 provided, charged after event based on usage Helium tank rental, $.50/each balloon plus string

$30 popcorn machine rental; $1.25 per bag of popcorn kernels

Number and type based on activity Contact Conference Services for color, etc. Rental includes cups, syrups, spoons

$130 tank rental $.50 per balloon and string $22/hr $.15 per wristband $60 per event

Club nights & other events with alcohol Events held on the third floor of Slayter have the option of being deemed a Club Night if they occur after 9 p.m. Club Nights permit students of legal drinking age to purchase alcoholic drinks in The Roost and carry them out on to the main floor. To designate a Club Night event, campus organizations should start by reserving Slayter 3rd Floor via Campus Services and indicate the desire for a Club Night. This will require the Campus Organization Event With Alcohol Form that requests advisor approval, account information, date, location, start time, end time, program description, contact information and other details. Campus organizations should consult their DCGA approved budgets for appropriate funding. If Club Night designation is approved, campus organizations should request a meeting with Campus Services to secure event monitors, wristbands and a students of legal drinking age list and to go over the expectations and responsibilities of the campus organization. Campus Services determines the number of necessary event monitors based on the type of event and anticipated attendance. Event monitors will consult the legal drinking age list, check IDs and 44


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issue wristbands to students who meet the criteria to purchase alcohol. Event monitors will also be posted at important locations throughout the event for the safety of students. While reserving Slayter 3rd floor carries no charge, a Club Night requires event and wristbands. The cost for a Club Night is $22/hour per event monitor. Campus Services will bill organizations accordingly. Campus organizations can host other events that permit alcohol, such as BYOB events. For more information about alcohol and campus organizations, see the Alcohol section of the Campus Organization Handbook.

Sponsorships Campus organizations often co-sponsor or collaborate on events with one another. Collaborations are always encouraged as it can often increase the number of attendees and promote a spirit of camaraderie in our community. DCGA encourages collaborations among campus organizations as well. Collaborative budgets are due at the same time as campus organization budgets. The DCGA Finance guidelines provide more information. The Campus Leadership and Involvement Center offers co-sponsorship opportunities for registered campus organizations. Events must have an open admission policy (i.e. be open to all currently enrolled students). Additionally, campus organizations should follow all of the necessary policies and procedures for planning events at Denison. The Campus Leadership and Involvement Center may provide up to 50% of the total funding for the event, but no more. Events that are used as a fundraising source for organizations or philanthropies are not eligible for co-sponsorship nor are events that specifically advocate a specific political position or religious point of view. All advertising and promotions must list the Campus Leadership and Involvement Center. Special consideration is given to events taking place on Fridays and Saturdays after 10 p.m. Organizations interested in funding should fill out an Event CoSponsorship application no fewer than 14 days before an event and set up a meeting with a member of the CLIC staff. Events that are approved will also require a follow-up meeting with a member of the CLIC staff, along with a written evaluation of the program. The Campus Leadership and Involvement Center is the only office that should be approached for co-sponsorship. At no time should a campus organization canvas other offices or departments for funding.

event registration and additional guidelines Outdoor campus noise. Outside amplified events on campus grounds may only take place after 4:00 p.m. on academic days, unless the event is scheduled during the common hours on Thursday. Approval for these events is granted when 45


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reservations are made through the Campus Services Office. All amplified events must cease by 10 p.m. as stated in the Granville Noise Ordinance. There will be no amplified events approved during final exam study periods or during finals weeks.

Off-campus events General registration requirements. Off-campus events must be registered within the Off Campus Event Form in its entirety a minimum of seven (7) working days prior to the event. Items solicited in this form are organization(s) information, individual organizer information, location, properly completed documentation and forms, and rosters/guest lists. The form also requests verification from an advisor regarding the event. For fraternities and sororities, as required by inter/national organization and governing councils, approval is needed from inter/national headquarters or appropriate regional personnel. Transportation. When travelling off-campus, campus organizations need to provide information regarding the transportation in the Off Campus Event Form. These include Deeds steps reservation (to be reserved with Campus Services) and a bus contract or proof of van reservations. Boarding policy. Each guest must check in with a designated bus monitor and show the wristband prior to boarding the bus. Bus monitors must be sober and oversee/monitor guests within their bus. Individuals not appearing on the guest list are not permitted to get on the bus/participate in the event. Events with alcohol. For events off campus where alcohol is being served or sold, additional required information is related to sober event monitors and bus/transportation monitors. There must be at least two (2) sober monitors per organization in attendance. If the organization's risk management policy requires more, that number must be provided and a current copy of the venue’s liquor license must be uploaded to the form. Additionally, organizations hosting off-campus events involving alcohol must meet with the Associate Director of CLIC prior to event approval.

Serenades Serenades are permitted to take place on the steps between East Hall and Shaw Hall (with proper approval). Serenades to take place elsewhere on campus may require additional approval. Serenades must be requested/registered through via the Serenade Registration Form and be approved by the Campus Leadership and Involvement Center along with the proper fraternity and/or sorority council. 46


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All elements within the registration process must be completed in their entirety for final approval. Location. Space for a registered serenade must be reserved no less than seven (7) days prior to the proper authorities on the East Quad. A completed and approved registration form must be used for this approval and must be scanned/uploaded within the appropriate section in the Serenade Registration Form. Participant expectations. Participants and organizations at serenades are expected to comply with all University policies including noise, litter, alcohol, hazing and respect for persons. Open flames. Absolutely no open flames (aside from candles-outdoors only) may be used during the serenade. 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 Office of Student Conduct and Campus Values. Meetings. Both the Pinner and Pin Recipient must meet with the Associate Director for Campus Leadership and Involvement in order to move forward in registering a serenade/pinning. Meeting with Assistant Director of Residential Education and Housing-East Quad. Both registrants, the Pinner and Pin Recipient must meet with the Assistant Director of Residential Education and Housing in order to move forward in space reservation for a serenade/pinning. Right to deny approval. Both the Associate Director of Campus Leadership and Involvement and the Assistant Director of Residential Education and Housing reserve the right to deny approval or cancel the week of the serenade due to improper procedures, conflict with dates, and/or serenade plans. Black-out times. No serenades shall take place during Big Red Weekend, Alumnae Weekends or during study or finals dates. Supervision. The appropriate governing councils will monitor serenades. At least one officer per responsible council will be present for the duration of the serenade. If a council’s policy requires more officers, the councils must provide the larger number of monitors. Special policy statement. The registrants, the Pinner and Pin Recipient, as well as the organizations they represent can be held accountable for any violations of University or fraternity/sorority governing policies. 47


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SAFETY & RISK MANAGEMENT Campus organizations should be mindful of these important items regarding safety for their events: Planning. It is important to plan in advance and work with the appropriate offices and individuals on or off campus to make sure you set your event up for success. Waivers. Waivers are needed for participants in most physical activities (games, inflatables, rides, etc.) If participants include minors, parents need to sign waiver and offer proof of insurance. Organizations should work with Office of Security, Safety, and Risk Management to ensure a full understanding of the waiver. Contracts. Any time an organization is engaging in a contract with a service provider, proper insurance certification and documents must be on file. For further support with contracts, please connect with Campus Services. Outdoor fire effects. Using outdoor fire effects requires a permit. Organizations must work with the Office of Security, Safety, and Risk Management on this item. Paperwork has to be submitted and approved by the Fire Marshall and Granville fire at least two weeks in advance. Indoor events. For events inside, incendiaries, excess fuel loading (bales of straw), fire effects (fireworks or flames), candles, incense are prohibited. Additionally, exit doors, exit signs, exit paths (doors, hallways, stairwells) must remain unobstructed and you should never lock exit doors to restrict access. Tents. Tents have special fire and life safety rules such as no open flames/cooking under tent, set back from building, designated exit paths and exit ways, occupancy limits. Organizations should work with the Office of Security, Safety, and Risk Management when using a tent for an event. The Office of Campus Security, Safety and Risk Management aims to support organizations in creating safe events without interfering with the fun. For additional support regarding safety, security, and risk management, organizations should visit P1 of the Parking Garage or call (740) 587-6482.

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Section

8

Alcohol Campus organization events with alcohol

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ampus organization events, regardless of where the event is held, that feature alcohol must be carefully considered. Campus Services is an excellent resource for organizations planning events with alcohol. The following policies apply to all formal and informal campus organization events.

Registration All on-campus events with alcohol held in public NOTE: BINGE DRINKING IS spaces must be registered with the Office of DEFINED AS MORE THAN FIVE (5) IN ANY 24-HOUR PERIOD. Campus Services (200 Slayter Union) at least two DRINKS THE EFFECTS OF ALCOHOL VARY weeks working prior to the event. Campus BASED ON WEIGHT AND GENDER. UNIVERSITY DOES NOT organizations can submit the Alcohol Event Request THE SUPPORT THE IRRESPONSIBLE USE form to Campus Services. This registration form OF ALCOHOL. requires the organization advisor signature. Organizations must properly reserve the facility in which an event is planned before registration. Campus Services will review the registration form and either approve or deny the event. The student coordinator of the event will be informed of the decision in writing via his/her Slayter box. Campus Services will provide the sponsoring organization(s) with a list of Denison students over the age of 21 if the event is approved. This list will be maintained by the University-appointed event monitors. Should the event be approved, organizations should initiate a meeting with the Manager of Campus Services to go over all of the details, responsibilities and procedures for a safe and fun event. This should take place no fewer than five (5) working days prior to the event.

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publicity All registration materials must be completed and approved by Campus Services prior to the release of any publicity. All advertising for alcohol-related events must be in compliance with established guidelines for campus organizations, for more information, see the promotions section along with the Campus Compact. No postings for these events are permitted on the Academic Quad and no advertising, that connotes abusive use of alcohol or drugs (i.e., drinking games or contests). Organizations found to be in violation of this risk having their events cancelled.

Laws & Policies The possession, sale, use or consumption of alcoholic beverages while on University premises during an organization event, in any situation sponsored or endorsed by the organization, must be in compliance with any and all applicable laws and/or policies of the state, county, city and University.

Student activity fee & organization funds The Student Activity Fee, which the University collects 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. No alcoholic beverages may be purchased through organization funds nor may the purchase of same for members or guests be undertaken or coordinated by any member in the name of, behalf of nor during a function of the organization. The purchase or use of a bulk quantity or common source of such alcoholic beverage (kegs and cases) is prohibited at Denison University.

Risk reduction Reduction of risk is key for the success of campus organizations. CLIC, in cooperation with other officers within the Division of Student Development supports risk reduction through providing officers and chapters Training for Intervention Procedures (TiPS) training and holding review meetings with organizations prior to events (serenades, off-campus events, etc.). Organizations are encouraged to request support, advising and training with risk reduction and management through contacting CLIC.

Alcohol sales

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The selling of alcohol on campus is not permitted except through the University-held liquor license. Any alcohol to be sold must be approved by the Ohio Department of Liquor Control. This includes both "direct" and "indirect" sales, the latter referring to admission fees, donations, sales of cups/t-shirts or other items for admission as well as fundraising for a campus organization and/or charitable organization. The Roost is an Ohio Department of Liquor Control licensed site for sale. This is operated by Dining Services.

serving No members of the organization or guests shall collectively or individually purchase, serve to or sell alcoholic beverages to any minor (i.e., those under the legal "drinking age" of 21). No alcohol shall be served to those who appear intoxicated, nor shall alcohol be served in an uncontrolled, unregulated manner. The amount of alcohol available should follow responsible party hosting guidelines and be governed by anticipated attendance of those of legal age, facility capacity and length of event (not to exceed four hours). The amount must be determined at the time of registration. Dining Services holds an Ohio Liquor license. Organizations are encouraged to hold their events that feature alcohol in The Roost (which is a licensed site for liquor sale) or with the assistance of Dining Services staff in Lamson Lodge. Dining Services staff are permitted to both sell and serve alcohol. Both events with alcohol sales and BYOB events can employ Dining Services to serve alcohol.

Time frame & Duration Any event involving alcohol cannot exceed four hours in length. Events featuring alcohol scan take place starting after noon; those held Monday through Thursday must end no later than 12 midnight and events held on Friday or Saturday must end no later than 2:00 a.m. In the case that the sponsoring organization, fraternity or sorority has more stringent limits regarding time and dates, those limits should be followed.

Food & beverages At any event where alcohol is permitted, a reasonable quantity of non-salty foods must be available for the duration of the event in a visible location. The quantity of non-alcoholic beverages and non-salty foods should at least equal the percentage of underage guests invited to the event and must be provided free of charge to those in attendance.

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At any event at which alcohol is served or permitted, a reasonable quantity of non-alcoholic beverages (defined as lasting throughout the duration of the event or as long as alcohol is being served or permitted) other than water must be served.

Event Monitors Events involving alcohol require event monitors and/or staff members from Safety, Security and Risk Management to be hired. The number of event monitors required will be determined at the time of registration by the Manager of Campus Services and will depend on the size, nature and location of the event. If the event is approved, the Manager of Campus Services will determine the number of event monitors and/or security staff required for the event. Campus Services will arrange the event monitors and the security staff, and inform the coordinator of the event of the cost. The organization is required to have payment in full for security prior to the event. The sponsoring organization is required to meet the event monitors or security personnel assigned to the event at the site of the event 15 minutes prior to the designated starting time. Campus organizations must check with event monitors/security personnel regularly (every one-half hour) to ensure all problems are dealt with expediently and the appropriate individuals know whom to contact in the case of an incident. Campus organizations should secure and monitor, in partnership with event monitors/security staff, the entrance to the event and the general facility to ensure that persons are not allowed to enter the facility from areas other than the designated entrance. Denison University personnel shall have the authority to assist in the closing of an event, whether the event is closed at the designated time or prior to such time due to violations of this and/or other University policies.

wristbands The campus organization sponsoring the event is responsible for providing wristbands to indicate that attendees are over 21 years old. Certain events will also require tickets. If the attendee is verified as over 21 via officially University list provided by Campus Services, a wristband must be placed on his/her wrist by an event monitor. The hosting organization(s) will be responsible for monitoring the event to make sure no one is drinking without a wristband. Wristbands can be purchased via Campus Services.

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sponsoring organization(s). In addition, Student Conduct and Campus Values charges may be filed against the sponsoring organization(s).

Open containers Open containers are not permitted in any common areas of the campus, including lobbies, lounges, stairways, parking lots, athletic fields/events, walkways or residential quads unless designated by provision of the Student Code of Conduct or published University policies and procedures. An exception is the side patio of Lamson Lodge during properly registered events with alcohol and all other nonacademic quad areas upon approval of a proposal by a sponsoring organization in conjunction with authorization of the Manager of Campus Services.

location The event location should be secured so that only one entrance is designated and will be used as such during the event, being sure to secure all other doorways, stairways, etc. so they are not open to entry from the exterior of the facility but accessible for use as an exit and otherwise safe under fire and safety guidelines. There shall be one centrally-located point where all alcoholic beverages will be dispensed. No alcohol may be distributed from any other part of the event location (this includes private rooms). The sponsoring organization should clean the facility and leave it as it was found before the event.

Club nights & other events with alcohol Events held on the third floor of Slayter have the option of being deemed a Club Night if they occur after 9 p.m. Club Nights permit students of legal drinking age to purchase alcoholic drinks in The Roost and carry them out on to the main floor. Specific information about Club Nights is found in the Events section.

Underage consumption All common/public areas of the host location must be monitored for underage consumption of alcohol. Any violations of this policy must be monitored and recorded and immediately reported to campus security.

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Guest List Many organization social events (often fraternity/sorority events) require an official guest list. Each attendee must be checked against the guest list submitted via the On-Campus Event Form to ensure that he/she was invited.

Fraternity/Sorority & Other inter/national organizations Fraternities, sororities and other inter/national organizations often have specific guidelines they must follow when it comes to risk management and events that offer alcohol. Organizations should always be sure to understand their own inter/national standards and policies when planning these events. Should an organization wish to receive advising from Denison about these standards, it can contact the Associate Director of Campus Leadership & Involvement.

BYOB Events BYOB stands for Bring Your Own Beverages. Approved BYOB events follow all of the procedures and policies above. Additionally, these events have several specific protocols that must be followed. Amount & types of permissible beverages. The amount of alcohol that he/she is bringing must be calculated against the amount of time left in the party. Persons of legal drinking age may bring in two (2) twelve ounce cans of beer or two (2) wine coolers per hour of the remaining time of the function, up to a maximum of six (6). Once a guest has brought in the allotted amount, they are not permitted to bring in any more alcohol. Individuals may only receive one beverage at a time. To obtain a beverage, a person must present one ticket and his/her empty can. Sponsoring organizations are encouraged to require attendees who bring alcoholic beverages to the event to bring cans and further require that containers not be distributed without receipt of an empty container. (In other words, a person must bring an empty container to the dispensing location before another will be given out). Beer or wine coolers are the only alcoholic beverages permitted at any social event. Any person bringing alcohol into the event is permitted to leave the function with any containers from those that they brought into the event prior to 30 minutes before the scheduled ending time of the event. Any alcohol remaining at the closing of the event will be claimed by Denison University Office of Safety, Security and Risk Management for disposal. 54 Updated 8.23.12


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Tickets: The event monitors should take the alcohol from the attendee and give the attendee an equal number of tickets. During the event an individual with a wristband may obtain alcohol from the serving area by presenting a ticket. S/he is not guaranteed that alcohol brought into the function will be provided/returned to said individual if s/he is intoxicated or otherwise exhibits behavior unhealthy or unsafe for themselves or others at the function.

violations Violations of any aspect of this policy may result in the cancellation of the event, the sponsoring organization(s) being charged with violating University policy or referral to the Office of Student Conduct and Campus Values.

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9 Section

Travel Off-campus trips

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enison campus organizations often go off-campus for cultural experiences, events, conferences, trips and travel. This section covers the procedures for reservations, policies, considerations and contacts.

Planning an off-campus trip Whether a campus organization is attending a professional conference or arranging for a social event, the Purchasing Office is an excellent resource. Making flight arrangements, contracting off-campus venues, registering for a conference, purchasing tickets to an event and other logistics are all areas that the Purchasing Office manages. Campus organizations should fill out the Student Travel Planning Form and make an appointment to meet with a representative of the Purchasing Office, prepared with the following information: the date(s), time and location of the travel, the DCGA approved budget (if applicable), required mode(s) of transportation, list of those traveling (if flying organizations will need to provide name, birthdate and gender), and any applicable event information details (such as conference website, registration forms, etc.).

Registering an off-campus trip Organizations planning events off-campus must register these events with the Campus Leadership and Involvement Center and should submit an Off Campus Event Registration form to the Campus Leadership and Involvement Center a minimum of seven (7) working days before the event. This registration requires a meeting with a member of the Campus Leadership and Involvement Center staff.

University vehicle reservations Denison University has several vehicles available for campus organizations to rent. These range from four to 12 passenger vehicles. Campus organizations 57 Updated 8.23.12


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can rent a University vehicle (with approved funds from DCGA) from Safety, Security and Risk Management (multiple vehicles available for a rental fee) or Campus Services (one vehicle available free of charge) and coordinate with a campus organization member with Defensive Driving to operate the vehicle. Requests must be made at least three days in advance and are granted based on vehicle availability. The use of the University’s vehicles can be suspended in the event of adverse weather and/or unsafe road conditions. Campus organizations must present defensive driving cards and valid drivers’ licenses when signing out vehicles. Campus organizations that return vehicles in improper condition are subject to a $25 service charge. Campus organizations should be prepared with the following information: name of organization, account number, two student defensive drivers’ names and cell numbers, destination, purpose of trip, departure date/time and return time, vehicle passenger list, signatures of both drivers and signature of the campus organization advisor. Campus organizations must log the miles driven. Vehicles cannot be rented overnight and cannot go outside of Ohio. Organizations wishing to rent vehicles for longer stints or for out-of-state travel should consult the Non-University Vehicle section of the handbook. §

Safety, Security and Risk Management. To reserve a vehicle with Safety, Security and Risk Management, campus organizations must submit a Vehicle Request Form. Campus organizations will be charged $0.50/mile.

§

Campus Services: Campus Services has one vehicle available for use of campus organizations, free of charge. The vehicle is a 12-passenger van and is only available for use Monday, Tuesday, Thursday and Sunday on a firstcome, first-served basis. The vehicle must be used for official campus organization business. Reservations should be made in person at 200 Slayter Union.

Non-university VEHICLE reservations Campus organizations sometimes have the need for vehicles other than those available in the University motor pool. Examples of such needs would include overnight rentals or vehicles that accommodate more than 12 passengers. Organizations that wish to rent non-University vehicles should set up an appointment with the Purchasing Office. Campus organizations should be prepared with the following information at the time of the meeting: name of organization, account number, a copy of their DCGA approved budget (if applicable), destination(s), purpose of trip, departure date/time, return date/time, vehicle passenger list, contact information of students/advisors responsible for the trip. Please note that drivers of non-University vehicles must be 21 or older. The Purchasing Office will help organizations to fill out a 58 Updated 8.23.12


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Requisition Form, which will require the signature of the advisor. Reservations for non-University vehicles should be made as early as possible; no later than two weeks before departure date. Should the campus organization be taking a trip off-campus that requires the use of a bus, note that the bus should pickup all trip-goers outside of Deeds Field steps (next to the Mitchell Center). This location needs to be reserved with Campus Services.

VEHICLE & DRIVER EXPECTATIONS No smoking is permitted in University vehicles. Possession or use of alcohol or drugs in a University vehicle is prohibited for drivers and passengers. Drivers may not use cell phones while operating University vehicles. Vehicles are not to be parked any parking garages unless the entrance/exit is at least 8 feet. Vehicles contain a packet with a University gas card and all vehicles must be returned with at least ½ tank of gas. Vans must be returned immediately upon completion of the trip to the van parking area (P2). Other vehicles may be returned to P4 of the parking garage. Campus organizations should check the van prior to returning the keys to the Safety, Security and Risk Management office on P1 of the parking garage to ensure nothing was left behind, there is no trash and that the vehicle is locked. Drivers must comply with all traffic regulations along with laws and ordinances. Drivers are responsible for any fines or tickets issued while driving a University vehicle. Drivers and passengers must wear safety belts at all times the vehicle is in motion. Any accidents should be reported immediately to local law enforcement and to Safety, Security and Risk Management, (740) 587-0810. 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.

Defensive driving All drivers of Denison University owned, leased, or rented vehicles (including golf carts) are required to successfully complete the Defensive Driving Course and pass a motor vehicle records check to ensure the safety of our students, faculty, staff and vehicles. Students interested in receiving their Denison Defensive Driving certification should allow for at least two weeks to complete the requirements for Defensive Driving (written test, road test and review by Denison’s insurance company). First, students should review the Defensive Driving Course PowerPoint. Following that review, students must pass the Defensive Driving Course Exam 59 Updated 8.23.12


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with a minimum of 82% score. Students meeting this qualification will be notified by Safety, Security and Risk Management via email regarding the next date and time of the scheduled road test. Road tests take place every other Tuesday evening and Friday afternoon during the academic year. Denison’s insurance company will review the applicant’s record and upon successful completion, a Defensive Driving card will be issued.

RepresentinG Denison Every student attending an off-campus activity or conference on behalf of a campus organization is acting as a representative of Denison University. To that end, courtesy and respect for others must be demonstrated at all times. Mature, professional conduct is expected of every individual student and the organization as a whole. Denison prefers that the campus organization advisor or designee attend the conference to provide guidance and support to student delegates. Students and campus organizations are expected to comply with all University policy and expectations, any of the commitments or expectations setup by the professional association/venue hosting the event, along with all state and local laws while attending an off-campus activity or conference. Campus organizations are responsible for any damages or other expenses they incur for which they are found responsible while traveling off-campus (ex: damage to items or cancellation of participation).

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Section

10 Leased Spaces Campus organization closets, cabinets and offices

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ampus organizations may request to lease one of the following types of spaces: a cabinet, closet or office. All spaces are in Slayter Union, except for three spaces in Knapp Hall and one in Smith Hall. Space is at a premium and not all requests can be honored. This section explains the procedures for requesting space, responsibilities and privileges regarding campus organization spaces, along with deadlines.

Assignment of Spaces Organization space is assigned on a first-come, first-serve basis taking into account the purpose and frequency with which the organization will use the space. Only registered campus organizations may apply for and be assigned space. Organizations must renew their space requests each academic year. Requesting SpacE Organizations must renew their space requests each academic year. Organizations must fill out a Request for Campus Organization Space (Cabinet, Closet, Office) + Lease Agreement + Key Requests form on OrgSync. Only organization presidents (or equivalent) may submit the form, which requires the approval of the campus organization’s advisor before being considered by the Campus Leadership and Involvement Center.

Lease Term Leases generally commence at the start of the academic year (pending receipt of all required information from campus organizations) and terminate no later than Reading and Study Day in May of the academic year. Leases may also be terminated in writing by either the campus organization or the Campus Leadership and Involvement Center at any time. Leases are to be renewed each year at the discretion of the Director of Campus Leadership and Involvement Center. 61 Updated 8.23.12


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Use of Leased Spaces The campus organization leases space from the University solely for official business purposes of the organization. The following items are the responsibility of the organization: routine (daily) cleaning (including carpet vacuuming), moving in/out of the space, damage to the space or furniture, returning the space to its original condition at the termination of the lease, and use and maintenance of the space in a manner that is compliant with University regulations. No University property (unless furnished by the Campus Leadership and Involvement Center) shall be used or stored in leased space (i.e. lounge/hallway furniture, plants, artwork, etc). At no time is the space to be used for personal storage of students and is grounds for immediate termination of the lease. Security of items/possessions is the sole responsibility of the campus organization; proper care should be taken to avoid theft. The University is not responsible for replacement of personal and/or organization possessions. Alcohol and/or empty bottles are not permitted in any leased space at any time. Violation of this policy will result in the immediate termination of the lease.

Office Hours Campus organizations with office spaces are expected to hold and operate a minimum of 10 hours per week; if the space is shared by multiple organizations each occupying organization is responsible for 10 hours respectively. At least three of these hours should be during regular Denison business hours (8:30 a.m. – 4:30 p.m., Monday – Friday). Office hours must be submitted to the Campus Leadership and Involvement Center by the second Friday of each semester via the Campus Organization Office Hours form and posted outside office doors. Any changes throughout the semester must be made by submitting an updated version of the Campus Organization Office Hours form. Office hours will be routinely checked by the Campus Leadership and Involvement Center. Space is at a premium for campus organizations and a failure to use leased space may result in termination of the lease.

Space Modifications Any plans for altering leased space must be approved in advance and in writing by the Director of Campus Leadership & Involvement. No alterations to the physical space are permitted, including but not limited to painting offices, altering light fixtures, altering ceiling tiles, or electrical apparatus, fastening any structure to any physical surface in the office, hanging frames/boards, posting paper, etc. without express permission from the Director of Campus Leadership & Involvement. Violating this policy may result in the loss of office space and monetary charges to the organizations or referral to the Office of Student Conduct and Campus Values. The following guidelines should govern any 62 Updated 8.23.12


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personalization or modification to the office, cabinet, closet or adjacent common areas: All space personalization or modifications must be approved by the Director of Campus Leadership & Involvement, and then (if deemed necessary by the Director of Campus Leadership & Involvement) through Campus Services or Facilities Services (via work order) in advance of any work being done or any contract for work is signed. All internal "structures" must be free-standing and self-supporting unless otherwise specifically approved. Anything hung on the walls must be hung using painter’s tape. The Campus Leadership and Involvement Center will provide campus organizations painter’s tape free of charge for this purpose upon request.

Furniture At no time may furniture assigned to leased space be removed or modified; additional furniture may not be added without express written consent of the Director of Campus Leadership and Involvement Center. Any furniture found that does not belong will be removed immediately. Violating this policy may result in the loss of office space and billing.

Cleanliness The organization agrees to dispose of any exposed food items daily and to insure that food items that are to be maintained are kept in sealed containers to prevent the infestation of insects. The presence of insects will be reported to Campus Services or Facilities Services. The organization agrees to pay pest control costs should the organization not be in compliance with this provision.

Keys/Storage Keys for leased space to offices, cabinets and closets should be requested by the President (or equivalent) via Request for Campus Organization Space (Cabinet, Closet, Office) + Lease Agreement + Key Requests form on OrgSync. Should the campus organization require additional keys throughout the year without a change in leadership, the President may submit an Additional Key(s) Request form. Keys are available only for the academic year; no keys are permitted during the summer. Requests to access the space in the summer must be made in writing to the Director of Campus Leadership & Involvement. Campus organizations cabinet keys are limited to two per campus organization. Replacement keys will incur a replacement fee of $25 per key. Keys for offices must be picked up at the Physical Plant and returned to the Physical Plant (1205 North Pearl Street) by spring Reading and Study Day each year. Cabinet and closet keys must be picked up at the Campus Leadership & Involvement Center and returned to the Campus Leadership & Involvement Center by spring Reading and Study Day each year. 63 Updated 8.23.12


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The leased offices, closets and cabinets are to be used for the storage of property belonging to the campus organization only; no personal items may be stored. Other items that may not be stored include but are not limited to: perishable food, flammable liquid and money.

Hours of Operation The leased space is available to the campus organization during the regular hours of operation of the building in which the space is located which are posted and circulated each semester and are subject to change for breaks and holidays. Admittance to the appropriate building and leased space at times other than the stated hours must be approved and coordinated through the Director of Campus Leadership & Involvement.

Fire Safety Fire safety is a concern to the University. Caution and attention to fire risks are required from the organization. The use of candles, incense, or any other flammable material is prohibited in the leased space. Any exception requires prior approval of the Director of Campus Leadership & Involvement. In addition, any appliance (coffee makers, hot plates, refrigerators, etc.), electrical extensions/connections, or lamps should be used with caution and requires prior approval of the Director of Campus Leadership & Involvement. Surge protection must be present on electrical configurations greater than one plug per outlet. All entrances and exits must always be kept open for fire and emergency egress.

Inspection The University reserves the right to enter the leased space at any time for the purpose of inspection of prohibited items, proper use of space, safety, and maintenance.

Maintenance The University will maintain the areas adjacent to organization rooms, stairwells, hallways, restrooms, etc., and assist the organization in receiving routine maintenance light bulb and ceiling tile replacement, problems with the HVAC or electrical systems, maintain entry door lock, conduct regular Health and Safety inspections (quarterly), and authorize necessary pest control treatments. Equipment that requires electrical power may be limited due to power loads and local codes. All housekeeping, maintenance, and operational needs should be conveyed via campus organization work order form in advance of any work being done or any contract for work is signed. 64 Updated 8.23.12


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Technological needs (such as computer setups, maintenance, etc.) should be arranged solely through the Information Technology Services Office. Maintenance concerns should be reported, in writing in via Campus Organization Work Order Form, to the Director of Campus Leadership & Involvement and if necessary and by recommendation of Director of Campus Leadership & Involvement, to the Office of Campus Services.

Default of Lease Should the organization fail to comply with University guidelines, the provisions of the lease agreement or any other regulations of the Campus Leadership & Involvement Center the campus organization may be subject to eviction from the leased space by the University.

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Section

11 Reservations Reserving rooms, information tables and other spaces at Denison

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ampus organizations reserve University rooms, buildings and outdoor locations for their wide variety of activities and meetings. This section provides the appropriate contacts for various locations on campus, along with other resources.

Room Reservations Campus organizations that need meeting rooms or spaces for events can make those reservations most oftentimes via Campus Services. Slayter Union, Burton Morgan, Herrick Hall, Swasey Chapel and many more spaces are available to reserve. Organizations should always book as far in advance as possible and may do so by visiting Campus Services at 200 Slayter Union or by logging in to MyDenison and clicking the red “Book An Event� button. A request for space is not guaranteed until the sponsoring organization receives a confirmation email from Campus Services. Organizations interested in booking athletic facilities should contact the Mitchell Center directly; specifically the Supervisor of Facilities/Equipment.

TABLE RESERVATIONS Campus organizations often advertise their programs and/or share resources via information tables in Slayter Union. Campus organizations can reserve information tables in Slayter via the Fundraising and/or Information Table Registration form. Organizations may request up to three back-to-back days per week. For more information, campus organization may contact Campus Services.

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Other reservations & Needs There are a wide variety of other needs for events that are not limited to room reservations. For more detailed information about planning a campus event or meeting, visit the Events section.

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12 Advisors Support and best practices for campus organization advisors

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dvisors are an integral part of any organization. No organization can be officially registered with the Campus Leadership & Involvement Center without an advisor. Advisors serve as liaisons between the organization and the University community. They serve as a source of knowledge about university policies and procedures. Long-term advisors serve as unofficial historians for the organization, helping to keep a sense of continuity throughout the years.

Functions of an ADvisor Advisors may be called upon to fill many roles within the organization throughout the year. Those roles include mentor, supervisor, and leader Mentor. Mentoring is a one on one learning relationship between an older person and a younger person based on modeling behavior and an extended, shared dialogue. Supervisor. There are many similarities between advising and supervising and many of the skills and styles are transferable. There are six stages in supervising that include: team building, performance planning, communication, recognition, self-assessment, and evaluation. These components of supervising can and should be transferred to effective advising. Leader. One reason many students get involved in groups and organizations is to 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 different set of motives for their involvement, advisors provide strategic guidance and direction for the 68 Updated 8.23.12


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success of the organization in addition to supporting students throughout the college experience.

Knowledge of Institutional Policies & Procedures One of the biggest responsibilities of an advisor is to serve as a liaison between the institution and the student 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 refer to Section 13 containing links to these important policies and procedures and also use this manual as a resource.

Commitment Being an advisor for a campus organization is a serious and wonderful commitment. Students look to advisors as a resource and an example. Advisors should make sure they have the time, knowledge, and dedication to take on the role of a campus organization advisor.

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Section

13 Important Contacts Fundamental contact info for campus organizations

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rovided below are some important contacts for campus organizations. Remember each number should be preceded by (740) 587-. The list is not exhausted. Those looking for a number not listed can contact the Denison University operator at 0810.

Division of Student Development Academic Support & Enrichment Alcohol, Drug & Health Education Campus Leadership & Involvement Center Career Exploration & Development Center for Women & Gender Action Conduct & Campus Values Counseling Services Dean of Students First Year Program Health Services International Student Services Multi-Cultural Student Affairs Religious & Spiritual Life Residential Education & Housing Service-Learning Student Development

6666 6384 6394 6656 6696 6271 6647 6271 6224 6200 8656 8656 5727 6271 6474 6208

Additional Helpful Numbers Accounting Office Administrative Services Athletics Department Bandersnatch Bookstore

8384 6655 6428 6379 6204 70

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Additional Helpful Numbers (continued) Campus Security, Safety & Risk Management Campus Services Catering Services Controller Copy Center Denison Switchboard Dining Services Facilities Services Human Resources ITS Help Desk Lamson Lodge Library Mail Room Physical Education Physical Education & Athletic Center Physical Plant Purchasing Office Recreation & Intramural Activities

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6482 5730 6686 6795 6203 0810 6728 6454 6781 6395 6715 6235 6796 6290 6694 6264 6284 6760


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14 Resources Essential references for campus organizations

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n this section leads and links to important resources for campus organizations are found. This resource section will include information about Denison, DCGA and even Robert’s Rules of Order. Though not exhaustive, these resources will provide organizations some tools for success. Denison University • • • • • • •

Student Code of Conduct Student Handbook Campus Compact Defensive Driving DCGA Campus Organization Treasurer’s Manual DCGA Budget Request Form DCGA OrgSync Page

Effective meetings and parliamentary procedure •

Robert’s Rules of Order

Club Sports • •

Club Sports-Main Concussion Fact Sheet

Fraternity and Sorority Life • • •

National Interfraternity Council-IFC National Pan-Hellenic Council-NPHC National Panhellenic Conference-NPC/PHC

Local, State and Federal Resources • • •

Village of Granville Charter and Code of Ordinances Ohio Revised Code United States Laws 72

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Risk Reduction/Alcohol Management Resources • • • •

Fraternity Insurance Purchasing Group (FIPG) Manual Training for Intervention Procedures (TiPS) No Regrets Campaign Alcohol, Drug & Health Education

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Denison Campus Organization Handbook (August 2012)