Student Organization Handbook

Student Organization Handbook Welcome Dear student organization leaders, At NC State University, student organizations are pivotal in enhancing the overall college experience. With over 600 student organizations covering a wide range of interests and activities, NC State provides students with ample opportunities to engage in pursuits that align with their passions and goals. Student organizations allow students to create community, find a sense of belonging on campus, develop leadership skills, and learn more about themselves.

As a team, Student Leadership and Engagement is committed to providing access to materials, resources, and training to help your student organization succeed!

Sincerely, Student Leadership and Engagement at NC State University

About Student Leadership and Engagement Mission Student Leadership and Engagement’s mission is to facilitate and connect students to meaningful leadership development, campus involvement, and civic and community engagement opportunities. We promote student engagement as a critical component of the educational experience. We create and connect students to opportunities to gain knowledge, skills, tools, and experiences to practice socially responsible leadership and positively contribute to a world that is socially just for all people.

Student Organizations Defined Student organizations are voluntary associations led by NC State students, which are legally separate entities from the university. Student organizations are student-initiated and student-run. Student organizations that are registered with the University through the Student Leadership and Engagement may access certain University-controlled benefits and resources, such as facilities use, eligibility for funding, and equipment. All student organizations are accountable to the University for compliance with university policies, regulations, and rules (PRR).

Student organizations are classified as Registered Student Organizations or Recognized Registered Student Organizations.

All registered student organizations and recognized student organizations must adhere to the guidelines of the University PRR Registered Student Organizations: Regulation for Student Leadership, Membership, and Registration.

Recognized Registered Student Organizations also have to adhere to the guidelines of the Regulation for Undergraduate Student Leadership (Recognized Student Organizations: Regulation for Undergraduate Student Leadership and Registration).

Responsibilities 1. Register annually with Student Leadership and Engagement. Registration begins on June 1st and ends on June 30th each year.

2. Maintain an updated constitution. Additional constitution information can be found in this handbook below.

3. Be knowledgeable regarding NC State University Policies, Procedures, and Regulations.

4. Maintain an advisor.

5. Ensure successful officer transitions to help maintain your student organization and transfer knowledge.

Advisors NC State University requires all student organizations to have an advisor. Advisors are integral to ensuring the success and well-being of our student body.

To be an advisor, you must be a faculty or staff member at NC State or a graduate student on a teaching, research, extension, or services assistantship appointment.

For assistance with selecting an advisor, please reach out to sle-student-organizations@ncsu.edu.

Change of Advisor Student organizations are required to have an advisor at all times. If you need to change advisors, you must fill out the Change of Advisor Form on Get Involved.

Check out our Advisor Handbook for additional information and resources!

The Registration Process Student organizations are required to renew their registration each year to be active student organizations at North Carolina State University.

What are the Benefits of Registering?

1. Receive funds! For example, as a registered student organization, you can request funds from Student Government Appropriations or the Finance Committee each cycle.

2. Gain access to space reservations on campus.

3. Participate in the Involvement Fair to showcase your organization and recruit new members.

4. Submit to the Student Org Digest to highlight upcoming events or accomplishments.

Registration Step-by-Step Process The process for registering a student organization at NC State follows these steps: 1. Student organizations submit a completed student organization registration form.

2. Student Leadership and Engagement (SLE) reviews student organization registration forms, including the constitution, roster, trademark, and licensing compliance.

3. SLE confirms that the organization has at least six members.

4. SLE approves your student organization as registered upon successfully completing the registration process.

5. Student organization presidents, co-presidents, and treasurers complete the online Financial Training.

6. Student organizations must have representatives at the ENGAGE Conference in OR three Get ORGanized sessions.

7. All NC State employee advisors of student organizations complete the advisor registration form and two online training: Clery Act and Title IX. 8. SLE confirms that an organization’s president, co-presidents, and treasurer have successfully completed online financial training.

9. SLE confirms that the organization's NC State employee advisors have successfully completed Clery Act and Title IX. 10. SLE confirms that all positional leaders and/or organization officers must be enrolled at NC State and meet the minimum GPA requirement of 2.0.

Constitution A student organization's constitution outlines the organization's purpose, structure and rules and establishes its members' and officers' rights and responsibilities. It's a working document that should be revised at least once a year.

A non-discrimination statement and method of dissolution section must be included in your constitution. You can view our sample constitution here for reference.

1. Non-discrimination statements must be included. Religious and political organizations may follow section 5.3 of NC State REG 11.55.07. In this scenario, those organizations must still include a constitutional statement of non-discrimination that outlines how the organization will adhere to NC State REG 11.55.07.

2. A method of dissolution must be included. There is no specific language that must be included for the method of dissolution. At a minimum, the constitution must include some level of instruction for what should be done with any remaining organizational funds at the time of dissolution. At the most basic level, groups can include a statement such as, “Upon dissolution of the organization, all organizational debts should be settled and remaining funds can be donated to a non-profit organization.”

Please see the sample constitution for more detailed instructions on crafting a method of dissolution statement.

Your constitution and bylaws may be formatted differently from the sample constitution.

The text in your constitution and bylaws must match NC State Trademark Licensing policies.

Your constitution should not include “NCSU,” “North Carolina State,” “N.C. State,” or “State” when referring to the institution. In most cases, it is preferred that student organizations use the term “NC State” throughout their constitution.

The organization and its members should always be the first and primary group recognized in the wording in the constitution. For example: WRONG: Our NCSU student Student Involvement Organization members enjoy doing community service.

RIGHT: Our Student Involvement Organization members at NC State enjoy doing community service.

Constitution Change If your student organization has made any changes to your constitution, it must be submitted here for approval.

ENGAGE Conference The ENGAGE Conference is a student organization training event held at the beginning of each fall semester. Student organizations must complete either the ENGAGE Conference or 3 Get ORGanized sessions. Various campus partners come and talk about topics like legal, finance, and event planning!

Get ORGanized Get ORGanized is a workshop series for student organizations to learn more specific skills.

Student organizations must complete 3 Get ORGanized sessions OR attend the ENGAGE Conference. These skills can include recruitment and retention, conflict management, goal setting, and more! Information for each workshop, including date, time, topic, and registration, can be found on Get Involved.

Organization Name Change If an organizational name change is wanted, there are a few important steps to follow. Student organizations must fill out the Organization Name Change on Get Involved. Please also make sure you update your supplier information and EIN information.

After completing these steps, it’s important to update all official documents, social media accounts, and any other materials to reflect the new name.

Navigating Get Involved NC State has over 650 student organizations registered on campus. Below are helpful step-by-step instructions for the most common questions.

Basic Navigation When you land on your organization's site, scroll down to see the organization's Roster. The roster will show you a list of all your organization's members and information about your organization's primary contact. The primary contact is the person designated to be your

organization's main point of contact. If you need to send a message to your primary contact, you can click the Contact Button at the top of the organization page.

When you click "View Full Roster," you will see members of the organization along with their photo and position, and then a list of general members who do not hold positions. Clicking on a user's name will open their Community Directory information, including basic contact information or any other additional information the user has chosen to show publicly.

Roster Walkthrough Displaying Officers Have you experienced a student leader having trouble displaying their officer title on Get Involved? This may be due to their privacy settings! The student can complete the following steps to ensure they are visible to the public.

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Sign in to https://getinvolved.ncsu.edu/ Click on your profile icon in the top right corner of the screen.

Click on the blue pencil icon in the top right corner of the dropdown menu Click on privacy settings Scroll down to “organization roster settings” Click “show” for any officer positions you have

Financial Management Choosing a Bank The student organization's choice of banking institution is at its discretion. Some banks require documentation confirming the organization's existence before opening an account. To do this, your student organization must submit a request for a Bank Verification Form through Get Involved.

Bank Verification Form Student organizations might have to provide a Bank Verification Letter to a bank when opening an account. This letter is from Student Leadership and Engagement and certifies that an organization is registered and approved at NC State. You can submit a Bank Verification Form request through Get Involved.

After you have elected officers, decide who will be responsible for managing your organization's financial business. This should be noted in your organization's first official meeting minutes.

Certain basic documents will be required by your financial institution to open the account.

Most require: ●

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Signature cards are signed when the account is opened by the person(s) who can sign on the account and will have permission to open the accounts. By signing these cards, the person(s) assumes all liability and responsibility for the account (including overdrafts and collection agency fees, both of which may damage your credit rating).

A Depository Resolution establishes the financial institution as the organization's financial institution. An officer of your organization signs this.

The IRS uses your tax ID Number, also called an Employer Identification Number (EIN), to identify your organization, just as your social security number identifies you personally.

You will need to obtain fee schedules and account disclosures at the time you open your organizational account.

Keep authorized signer information current with your bank. Do not simply hand over debit cards and checkbooks to new officers without informing the bank that a new person will be in charge of organization funds.

All official banking documents should be scanned and stored electronically in your Get Involved document file.

Employer Identification Number (EIN) and Your Student Organization Student organizations must have an Employee Identification Number in order to apply for Student Government Appropriations or to receive any check from the university accounting system. Some banks require the EIN. An Employer Identification Number (EIN) is a nine-digit

number that the Internal Revenue Service uses to identify those required to file various business tax returns. The information provided should not be considered as tax advice. This guide serves to assist you in completing the EIN application for student groups that are making this application for banking purposes only. If you have any questions about filing income taxes on organization funds, tax exemption or non-profit status please consult with the University Student Legal Services. This is a service free to all NC State students.

Tax-Exempt Status: Many student organizations believe that because they are essentially non-profit and are composed primarily of students, that they are automatically tax-exempt.

Registering your organization with Student Involvement does not cover you under NC State’s tax-exempt number. A student organization is not “Tax Exempt” unless you have applied for and been granted that status from the Internal Revenue Service. Organizations with national affiliation may check with the national organization to see if they fall under the national tax-exempt number.

The EIN Application The EIN can be obtained from the Internal Revenue Service. You will answer a series of questions. Most of the questions are self-explanatory; however, here is some helpful information to help you through the application.

1. Go to the website: http://www.irs.gov/Businesses/Small-Businesses-&-Self-Employed/Apply-for-an-Employ er-Identification-Number-(EIN)-Online 2. Read through the EIN information.

3. Scroll to the bottom of the page and click on “APPLY ONLINE NOW” LINK. 4. Read through the information in the popup wind and then click “OK” 5. Once you have completed reading the information, click “BEGIN APPLICATION” 6. Page 1 of the EIN Application will ask you “What type of legal structure is applying for an EIN?” a. Choose the following option: View Additional Types, Including Tax-Exempt and Governmental Organizations b. Under Additional Types, we recommend that you read about the groups that you think would best fit your student organization and select that type. Many of our student organizations find that they fit the Social or Savings Club, Sports Teams or Community or Volunteer Group. c. If asked what your organization does you may need to indicate other, if nothing else fits and then type in Registered Student Organization at NC State 7. The next step in the process is to tell the IRS about the Responsible Party. Here you will provide personal information to the IRS for identification purposes.

8. When asked for the address, we recommend that you have any documents for the student organization sent to the Woodward Student Involvement Center and use the following address for this purpose.

Your OFFICIAL STUDENT ORGANIZATION NAME CAMPUS BOX 7295, 2710 Cates Avenue Care of: WOODWARD STUDENT INVOLVEMENT CENTER RALEIGH, NORTH CAROLINA, 27695 9. You may get a message that the system did not find your address; indicate that you wish to continue to use the provided address.

10. Once the application is completed you should take the option to receive the EIN number online.

11. Record the number and save a PDF copy of the confirmation letter. You should keep a copy and upload it to the Documents—Folders and Files in the organization's Get Involved site.

If you have questions about the EIN process, please contact Student Leadership and Engagement, or you may also consult with Student Legal Services.

Student Government Funding Student Government provides over $250,000 yearly to student organizations through the SG Appropriations and Student Senate Finance Committee Grants processes. Student fees completely fund these two funding resources. Student organizations additionally apply for funding from the UNC Association of Student Governments and Graduate Student Association and fundraise with non-campus-affiliated businesses and organizations.

Appropriations Student Organizations have two opportunities every academic year to apply for funding: at the beginning of the fall semester and at the beginning of the spring semester. Funding is distributed in two cycles each year: Fall Break—spring Break and Spring Break—fall Break.

Chaired by the Student Body Treasurer, the Appropriations Council is the body within Student Government tasked with ensuring the fair distribution of Appropriations funding. To date, the council has provided almost two million dollars in funding to Student Organizations at NC State University. The Council optimally distributes funding to Student Organizations for what they need most through the Student Government Appropriations process. We love to hear about all of the different ways Student Organizations use Appropriations funding to foster creativity, innovation, inclusion, and community at NC State.

Email sgappropriations@ncsu.edu with any questions or concerns regarding the Appropriations process.

Grants Student organizations can apply for funding through the Student Senate Finance Committee Grants process. Funding is distributed on a rolling basis between October and March. The Finance Committee allocates Grant funding to student organizations for special projects or events, one-time activities, and initiatives that benefit the student body.

The Student Senate Finance Committee reviews requests at its bi-weekly meetings. Student organizations that submit a Grant Request must have at least one representative attend a Finance Committee meeting to present their Request and answer questions from committee members.

Email the Finance Committee Chair, at student-senate-finance@ncsu.edu with any questions or concerns regarding the Finance Committee Grants process.

Technology Service Request Student organizations can request a generic NC State email address for student organization purposes. Students can request an email using the “Technology Service Request” on Get Involved.

Student Org Digest The Student Org Digest is a bi-weekly newsletter for all things student organizations! Submit events or highlight your organization's achievements here. ●

Submissions must be sent in at least 2 weeks prior to the event.

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Maximum of 2 events per organization can be shared on 1 newsletter.

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Submissions must include flyer in either .png or .jpeg format.

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When possible, try to keep the text within your image or graphic to a minimum. Images can be blocked by certain email clients and sometimes a subscriber may use a screen reader, which can’t read text on graphics.

Student Organization Resource Corner The Student Organization Resource Corner (SORC) is designed to give student leaders access to the use of a conference table and free supplies for their student organization. Located in the James H. Woodward Student Involvement Center (4210 Talley Student Union), using the SORC can enhance your organizational operations and programming.

How can the SORC benefit my student organization?

Student organizations receive many benefits from the SORC – from priority use to our conference table to free printing per month – using the SORC can enhance your organizational efficiency and events!

Art Supplies Unlimited usage of pens, colored pencils, markers, paint, paint brushes, tape, glue, and staples.

Items cannot be taken from The SORC.

Black and White Printing Organizations can print up to 15 free black and white copies per month. Send the file(s) via email to ncstate-sle@ncsu.edu.

Conference Table Organizations can use The SORC conference table on a first-come, first-served basis.

Reservations are not available.

Space Reservations and Event Planning Planning an event at NC State? It is important to understand the university-wide policies and guidelines you must follow when planning your event. Learn about the policies for all faculty, staff, students, and organizations that are planning events.

Relevant Policies 1. USE OF POSTERS 1.1 Posters and other written materials may be attached and displayed only on surfaces designed and designated for such purposes, for example, display panels, and bulletin boards.

1.2 The posters or other materials must be mounted with tape, pushpins, paper staples, or other means to allow removal without surface defacement. Stickers must be affixed in the aforementioned manner and not with their adhesive backings.

1.3 Display of any poster or other material on the exterior of any buildings, landscape features

(including trees and light posts) or other surfaces not specifically designated and designed is strictly prohibited.

1.4 All outdated posters and materials must be removed. Each outdoor display surface will be cleared the week following exams of both regular semesters and the second summer session.

1.5 All material not meeting the above requirements will be removed.

2. PAINTING 2.1 The surface of the “Free Expression” tunnel (located south of Dabney Hall) may be painted between the designated signs stating “No painting beyond this point”.. No painting will be allowed at any other tunnels or locations on NC State’s campus.

2.2 There is no restriction regarding painting over the sections of the tunnel that other individuals or groups have painted – no matter how recently they have been painted. However, animosity is often generated toward groups who paint over sections that are advertising events not yet held or sections painted very recently. Individuals and groups should use courtesy and common sense when selecting an area of the tunnel to paint.

3. CHALKING 3.1 Chalking is permitted on horizontal surfaces that are exposed to rain where it will naturally be washed away. Chalking is not allowed under overhangs or other areas that would block the surface from being exposed to rain.

3.2 Only washable chalk may be used for sidewalk chalking. Paint, spray/adhesive chalks, markers or inks are not allowed and strictly prohibited. Spray chalks cannot be used.

3.3 Chalking is strictly prohibited on vertical surfaces such as buildings walls, vertical steps, columns, etc.

3.4 Any individual or group utilizing sidewalk chalking for advertising or promoting an activity, event, or program is responsible for removing any chalking of outdated materials that has not washed away within three (3) days after the activity, event, or program is over.

4. TEMPORARY OUTDOOR SIGNAGE 4.1 Temporary outdoor signs, including banners, sandwich boards, easels and yard signs are permitted in accordance with the following conditions: 4.1.1 University Units, Student Organizations, Student Groups, Students, and sponsored Non-University Groups and individuals (as these terms are used and defined in REG 11.55.02, Use of University Space), may place temporary signage around campus to promote activities, events, and programs.

4.1.2 Groups and individuals are responsible for providing their own signage. Size limits for temporary signage are as follows: a) Yard signs: no larger than 18 X 24 inches; b) Sandwich boards: maximum size of 24 X 46 inches; c) Banners: no larger than 36 X 72 inches; d) Flags: no larger than 36 X 60 inches; 4.1.3 Groups and individuals should be mindful that the signage not detract from an aesthetic appearance for the campus. Groups and individuals should prevent the appearance of clutter, and avoid placing signage in locations, or in close proximity, where other signage is already present.

4.1.4 Signage must clearly identify the sponsoring organization of the activity, event, or program.

4.1.5 Except for University-contracted vendors, signage used for commercial advertising is prohibited. The signage may acknowledge the corporate support of the activity, event, or program.

4.1.6 Except for University signage or those of University-contracted vendors, signage is prohibited at Carter-Finley Stadium, Murphy Football Center, Vaughn Towers, PNC Arena and/or the parking lots surrounding these facilities.

4.1.7 Except in relation to student government elections, Student Organizations, Student Groups, Students, and sponsored Non-University Groups and individuals can only place signage on campus up to 72 hours prior to the start of the activity, event, or program. Such signage can only promote or advertise one, set activity, event, or program, and not a series of multiple activities, events, or programs occurring throughout a semester. The signage must be removed within 24 hours following the conclusion of the activity, event, or program for which the sign is related. Any signage remaining after this period will be discarded.

4.1.8 Candidates for election must follow student government election policies regarding the use of signage and when campaigning may begin. Signage used for student government elections may remain for the duration of the campaign period.

4.1.9 All signs must be placed where they do not impede pedestrian or vehicle traffic.

4.1.10 Signage cannot be attached to the exterior of buildings, light poles, flag poles, benches, other structures, or landscape elements such as fences, trees, or shrubs. This provision shall not apply to banners and flags used by University Units.

4.1.11 Signage must not obstruct permanent signs, windows, or doors, create a safety hazard, or interfere with a previously scheduled event.

4.1.12 Signage having large stakes are not permitted. Stakes must be no higher than 30 inches, and no larger than ½ inch diameter.

4.1.13 Signage should not disrupt existing plant life or foliage.

4.1.14 Signage should be placed to minimize interference with University grounds maintenance.

The university reserves the right to remove signage as part of its normal maintenance schedule.

4.2 Signage failing to meet the above conditions will result in removal and possible loss of future privileges.

5. ENFORCEMENT 5.1 All posters, painting, chalking, or signage that violates applicable law or NC State policies, regulations, or rules will be removed.

5.2 Groups and individuals violating applicable law or this regulation will be responsible for any restoration costs (i.e., paint removal, cleaning, removal of residual substances, etc.) to the property.

5.3 Groups or individuals violating this regulation which also results in the defacement of public property will be criminally charged pursuant to NC General Statute 14-132(a)(2)).

Talley and Witherspoon Catering Policy •

Snack Policy – Only non-perishable snacks are allowed (pizza, potato chips, pretzels, cookies, nuts, soft drinks, etc.). Appliances that require an electrical outlet or any type of sterno or open flame are not allowed. Student Organizations may not bring perishable food items (food that must be maintained at a certain temperature to prevent spoilage) such as meat and dairy products or mayonnaise-based items into the Student Centers.

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Only Approved Caterers for Talley/Witherspoon – Rave! Catering – Makus Empanadas

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Food trucks – Food truck agreement – Food must be purchased beforehand and given to participants. Food trucks cannot sell directly to guests

Event Planning Checklist We know that planning an event can often be stressful. You can use this checklist to help guide you in your event planning process!

Vision and Goals What is the purpose of the event?

Who is your audience of expected attendees?

Does this event reflect the mission and purpose of your student organization?

Logistics What does your budget look like for your event?

How many tables and/or chairs will you need?

Will there be any food/beverage at your event?

If you are showing a movie, have you obtained the copyright permission?

Where would you like your event held? Please consult the information below for available spaces.

Safety and Risk Planning How will you be conducting admissions?

Do you have enough volunteers?

Do you need to fill out the Major Event Form?

“Major Event” means an event at which two or more of the following conditions apply: • Over 150 persons are anticipated to attend, and the attendees will include visitors and other non-university affiliated individuals; • The Responsible Administrator determines that the complexity of the event requires the involvement of more than one University administrative unit; • The Responsible Administrator determines that the event is likely to significantly affect campus safety and security (based on assessment from University Police) or significantly affects campus services; • The Responsible Administrator determines that the event has a substantial likelihood of interfering with other University-sponsored events, activities, or essential University processes; • The event features an elected official or candidate at the federal, state, or local government level.

• The event is a dance or concert; regardless of how many attendees; • The event extends the normal operating hours for the space; • Alcohol is intended to be served; or • Outdoor amplified sound is requested.

• These events will be reviewed by EMMC and may warrant a Risk Assessment Meeting.

Outreach How are you advertising your event?

Get Involved Flyers and posters (Please consult the signage policy in the information above) Social Media Sites

The Student Org Digest Tabling There are many wonderful venues on campus to host events, large and small, inside or outside.

Please see below for available spaces and additional information.

Responsible Unit or Department

Contact Email

Artist Backyard (Between Alexander and Major Event Turlington) Registration Form

University Housing

GuestServices@n csu.edu 919.515.6687

housing.dasa.ncsu.edu

Avent Ferry Major Event Volleyball Court Registration Form

University Housing

GuestServices@n csu.edu 919.515.6687

housing.dasa.ncsu.edu

Location

Online Link (if applicable)

Contact Phone

Website

Bragaw Major Event Volleyball Court Registration Form

University Housing

GuestServices@n csu.edu 919.515.6687

raleighnc.gov/home/content/ CityMgrAdmin/Articles/Speci alEventsRaces.html

City streets in the City of Raleigh

City of Raleigh Special Event Requests

City of Raleigh specialevents@ral Special Events Office eighnc.gov 919.996.2200

go.ncsu.edu/StudentCenters Events

Court of North Carolina

Student Centers Events

Student Centers Events

studentcentersev ents@ncsu.edu 919.513.8368

go.ncsu.edu/StudentCenters Events

Gardner Arboretum

Student Centers Events

Student Centers Events

studentcentersev ents@ncsu.edu 919.513.8368

https://global.ncsu.edu/globa l-courtyard/

Global Courtyard

Global Courtyard Reservation Form

Office of Global Engagement

ncstateglobal@nc su.edu 919.515.3201

go.ncsu.edu/StudentCenters Events

Governors Scott Student Centers Courtyard Events

Student Centers Events

studentcentersev ents@ncsu.edu 919.513.8368

go.ncsu.edu/StudentCenters Events

Harris Field

Student Centers Events

Student Centers Events

studentcentersev ents@ncsu.edu 919.513.8368

housing.dasa.ncsu.edu

Lee Field & Lee Park (Parents Park)

Major Event Registration Form

University Housing

GuestServices@n 919.515.6687 csu.edu

go.ncsu.edu/StudentCenters Events

Mary Yarborough Courtyard

Student Centers Events

Student Centers Events

studentcentersev ents@ncsu.edu 919.513.8368

go.ncsu.edu/StudentCenters Events

Memorial Belltower and Henry Square

Student Centers Events

Division of Academic and Student Affairs, academic-student Vice Chancellor and -affairs@ncsu.edu 919.515.2446

housing.dasa.ncsu.edu

Location

Online Link (if applicable)

Responsible Unit or Department

Contact Email

Contact Phone

Website

Dean Quad Courtyard/Volle Major Event yball Court Registration Form Recreation Fields - Miller Fields, Method Road Complex, Centennial Fields

University Housing

GuestServices@n csu.edu 919.515.6687

https://wellrec.dasa.ncsu.edu /

Wellness and Recreation Reservations

Wellness and Recreation

wellrec-info@ncsu .edu 919.515.7529

go.ncsu.edu/StudentCenters Events

Stafford Commons

Student Centers Events

Student Centers Events

studentcentersev ents@ncsu.edu 919.513.8368

housing.dasa.ncsu.edu

Tri-Towers Plaza

Major Event Registration Form

University Housing

GuestServices@n csu.edu 919.515.6687

housing.dasa.ncsu.edu

Tucker/Owen Beach

Major Event Registration Form

University Housing

GuestServices@n csu.edu 919.515.6687

housing.dasa.ncsu.edu

Turlington / Alexander Courtyard

Major Event Registration Form

University Housing

GuestServices@n csu.edu 919.515.6687

West Campus Amphitheater

Major Event Registration Form

University Housing

GuestServices@n 919.515.4398 csu.edu

housing.dasa.ncsu.edu/

Wolf Plaza

Student Centers Events

Student Centers Events

studentcentersev ents@ncsu.edu 919.513.8368

go.ncsu.edu/StudentCenters Events

University Housing

GuestServices@n csu.edu 919.515.6687

housing.dasa.ncsu.edu

Wolf Village Major Event Volleyball Court Registration Form

University Housing

GuestServices@n csu.edu 919.515.6687

housing.dasa.ncsu.edu

Other Outdoor Locations Not Listed Here

Student Centers Events

Student Centers Events

studentcentersev ents@ncsu.edu 919.513.8368

go.ncsu.edu/StudentCenters Events

Carmichael Complex

Wellness and Recreation Reservations

NC State Athletics

allyne@ncsu.edu

gopack.com/facilities/

Classrooms

Classroom Reservations

Wellness and Recreation

wellrec-info@ncsu .edu 919.515.7529

Registration and

eventsscheduler@ 919.515.2572

Wolf Ridge Major Event Volleyball Court Registration Form

Athletic Facilities

Price Music

515.909.4236

https://wellrec.dasa.ncsu.edu /

Responsible Unit or Department

Contact Email

Building

Records

ncsu.edu

Student Centers Stewart Theatre Events

Music Department

ctmoore4@ncsu.e du 919.515.2981

https://music.arts.ncsu.edu

Talley Student Union

University Theatre and Student Centers Events

studentcentersev ents@ncsu.edu 919.513.8368

go.ncsu.edu/StudentCenters Events

Student Centers Events

studentcentersev ents@ncsu.edu 919.513.8368

go.ncsu.edu/StudentCenters Events arts.ncsu.edu/about/plan-you r-visit/facilities/

Location

Online Link (if applicable)

Student Centers Events

Titmus Theatre and Kennedy McIlwee Studio Theatre Virtual EMS

Contact Phone

Website

Holmes Hall

University Commons University Theatre

universitytheatre @ncsu.edu

Witherspoon Student Center

Student Centers Events

University Housing

GuestServices@n csu.edu 919.515.6687

housing.dasa.ncsu.edu

Centennial Campus Outdoor Space

Centennial Space Request

Student Centers Events

studentcentersev ents@ncsu.edu 919.513.8368

go.ncsu.edu/StudentCenters Events

College of Vet EMS

University Real Estate cjdesnoy@ncsu.e Development Office du 919-513-3056

https://realestate.ncsu.edu/vi sit/plan-your-event/

College of Veterinary Science

919.515.3927

Fraternity Court Commons

College of Veterinary dmjohns8@ncsu.

Medicine Research edu 919-513-6366

Gregg Museum

Fraternity and Sorority Life

JC Raulston Arboretum

JC Raulston Arboretum Reservations

Recreation Fields - Method Road Complex, Wellness and Centennial Recreation Fields Reservations

Indoor Locations Carol Johnson Poole

"Contact Us" Form for Events

fsl-department@n csu.edu 919.513.2910

fsl.dasa.ncsu.edu/

Gregg Museum of Art + Design

JC Raulston Arboretum

jcrarentals@ncsu. edu 919.513.7457

Wellness and Recreation

wellrec-info@ncsu .edu 919.515.7529

https://wellrec.dasa.ncsu.edu /

Location

Online Link (if applicable)

Responsible Unit or Department

Contact Email

Contact Phone

Website

Clubhouse Centennial Biomedical Campus

Centennial Biomedical Campus Reservation Request Lonnie Poole Golf Form Course

rcwatson@ncsu.e du 919.515.6527

https://lonniepoolegolfcourse .com/private-events/

Friday Institute

Friday Institute Events Request

CVM Registrar and/or Scheduling ceregistration@nc Coordinator su.edu 919.513.6786

cvm.ncsu.edu/internal/facult y-and-staff/facilities/

Hunt Library

Hunt Library Reservations

Friday Institute

919.513.8500

fi.ncsu.edu/

Hunt Library 1103 Auditorium

Classroom Reservations

NC State Libraries

library_reference @ncsu.edu

919.515.7110

www.lib.ncsu.edu/

Hunt Library Duke Energy Hall

NCSU Libraries

Registration and Records

eventsscheduler@ ncsu.edu 919.515.2572

Hunt Library Institute for Emerging Issues Commons, IEI 4105, 4106, 4107

IEI Event Space Request

NCSU Libraries

rlkelly@ncsu.edu

Lonnie Poole Clubhouse

Student Centers Institute for Emerging Events Request Form Issues jrisler@ncsu.edu

registrar.ncsu.edu/classroom s-and-scheduling/

919.515.0237

McKimmon Conference and MCTC Space Training Center Request

Student Centers Events

studentcentersev ents@ncsu.edu 919.513.8368

www.lonniepoolegolfcourse.c om/outings/

Park Alumni Center

McKimmon Conference and Training Center

mlwalsh@ncsu.ed u 919.515.2277

mckimmoncenter.ncsu.edu/ mctc/

Park Alumni Center Event Request Form

Reservations: Mitchell Casteel Catering Responsible Administrator: NC State Alumni sales@mitchellca Association steel.com 919.847.0135

https://mitchellcasteel.com/p ark-alumni-center

Awards Student Leadership and Engagement recognizes outstanding leadership of student leaders and organizations in their service to the university and the community. Every Spring, student organizations get recognized for their accomplishments. This allows the opportunity to celebrate a successful year. Additional information and applications are sent by email through Get Involved!

Outstanding Student Organization Collaboration of the Year Award The "Outstanding Student Organization Collaboration of the Year Award" is presented to a student organization that has demonstrated exceptional collaboration skills throughout the year.

This award recognizes the efforts of a group that has successfully worked together with other organizations, departments, or community organizations to achieve common goals and create impactful initiatives. The recipient of this award has shown outstanding leadership, communication, and teamwork, and has made a significant contribution to the campus community through their collaborative efforts. Their commitment to working with others towards a shared vision has set an example for all student organizations, and their accomplishments have positively impacted the lives of their fellow students

Outstanding Growth and Development of a Student Organization Award The “Outstanding Growth and Development of a Student Organization Award” honors and recognizes student organizations that have established goals for improvement, have made intentional efforts to achieve those goals, and have seen positive success within the student organization. This award recognizes the efforts of a group that has shown exceptional dedication and commitment toward improving their organization's structure, programs, and membership. The recipient of this award has demonstrated outstanding leadership and innovation through their efforts. This award celebrates their hard work and dedication in achieving their goals and advancing their organization and encourages them to continue striving toward excellence.

Outstanding Student Organization Leader of the Year Award The “Outstanding Student Organization Leader of the Year Award” recognizes an outstanding student leader in an organization, whether they hold a formal or informal leadership position that has positively impacted a student organization. Through their hard work, dedication, and outstanding leadership skills, they have helped their organization to grow and thrive, positively impacting the lives of their fellow students. This award celebrates their achievements and

encourages them to continue their pursuit of excellence, inspiring others to follow in their footsteps.

Outstanding Pride and Spirit Student Organization Award The Outstanding Pride and Spirit Student Organization Award recognizes the exceptional efforts of a student group that has demonstrated unparalleled commitment to fostering school pride and a sense of community on campus. This award celebrates an organization’s dedication to creating an inclusive and welcoming environment where all students feel valued and supported.

Their ability to go above and beyond in their efforts to promote school spirit and unity, and they have made a significant impact on the student body.

Outstanding Impact Student Organization Award (Previously the influencer award. Can award to multiple orgs) With over 600 registered student organizations at NC State University, there is no doubt that organizations and their leaders have an influential role in creating a vibrant and thriving community at NC State that promotes student engagement. Student organizations do everything from advocating for equity and justice, promoting community service, organizing e-sports competitions, inspiring cultural exchange, and more! The Student Organization Influencers recognition honors student organizations that have significantly impacted the NC State experience. The recipient of this award has demonstrated exceptional leadership, creativity, and dedication and has inspired others to work towards a common goal. They have shown a commitment to excellence, and their efforts have resulted in tangible and meaningful outcomes.

Outstanding Student Organization Advisors Student organizations often benefit from amazing faculty, staff, or non-university affiliates advising student leaders and members. Advisors frequently provide mentorship, coaching, guidance, and the challenge and support that help student organizations thrive and grow. They have shown a commitment to future leaders' development and have helped create a positive and engaging campus community. This award is a testament to their hard work, passion, and unwavering support for student organizations, and serves as a way to honor and recognize their outstanding contributions.

Deborah S. Moore Civic and Community Engagement: Outstanding Civic and Community Impact of the Year by a Student Organization The "Outstanding Civic and Community Impact of the Year by a Student Organization'' award recognizes a student organization that has created positive change in the community through their efforts of service, advocacy, philanthropy, or community-based research that has contributed to a more equitable and just world for all people. Their organization's commitment to creating a better world and improving the lives of those around them. The recipient of this award has demonstrated exceptional leadership, innovation, and collaboration in their initiatives, and has inspired others to join them in making a difference. Through their hard work, passion, and dedication, this student organization has impacted their community.

Policies, Regulations, and Rules PRR stands for Policies, Regulations, and Rules at North Carolina State University. PRRs are used to create administrative structures, set priorities, and assign responsibility. While this is not an exhaustive list, below are some PRRs that you want to be mindful of as a student organization.

Freedom of Speech and Expression - POL 04.25.01 – Freedom of Speech and Expression Academic freedom, free speech, and free expression are fundamental to NC State University's mission and purposes. NC State supports, encourages and upholds the freedom of inquiry for students, faculty and staff, to the end that they may pursue these goals responsibly through teaching, learning, research, discussion and publication without restraints that would unreasonably restrict their academic endeavors. Furthermore, students, faculty, and staff share the responsibility for maintaining an environment in which free speech flourishes and the rights of each member of the university community are respected.

Free expression is guaranteed to students, faculty, and staff, and it shall also be provided to invited speakers at NC State. All invited speakers shall be allowed to present their views without “material and substantial” disruption and without “substantial interference” as those terms are defined by UNC Policy 1300.8. Invited speakers’ appearances shall be in accordance with NC State policies and regulations. NC State is committed to an orderly process of inquiry and discussion. It is necessary to the preservation of our free society that NC State remains free to examine all ideologies to the end that the educational purposes of this institution shall be served.

The right to free discussion of divergent ideas shall be protected, defended, and upheld in a manner consistent with federal and state laws. The right to present the opposing point of view in an appropriate manner, forum, and time shall be assured. At the same time, the appearance of any individual on the campus does not mean that the University approves what that individual says or represents and does not imply an endorsement.

Students, faculty or staff who “materially and substantially disrupts” the functioning of the University, or any unit or entity of the University, or who “substantially interferes” with the protected free expression of others, will be considered to have engaged in misconduct and will be subject to the full range of disciplinary sanctions in accordance with applicable procedures consistent with UNC Policy 1300.8, and may face criminal charges under state law. Visitors who engage in such misconduct may be barred from campus and may face criminal charges under state law.

Use of University Space - Regulation 11.55.02 - Use of University Space This regulation applies to the short-term use of all space owned, leased, operated, or controlled

by North Carolina State University (“NC State”). Free speech is central to NC State’s academic mission. The university encourages and supports open, vigorous, and civil debate across the full spectrum of society’s issues as they present themselves to this community. At the same time, limitations on activities on University property are necessary so that the university may fulfill its primary missions of teaching, research, and extension. The use of a location or designated space on campus does not represent an endorsement or support by the university of the content or viewpoints expressed by the individual or group.

All uses of space must be conducted under the following conditions: 4.5.1 All activities are conducted so that campus pedestrian, bicycle, and automobile traffic are unimpeded and members of the university community not participating in the event may proceed with their normal activities.

4.5.2 The activity does not block or otherwise interfere with ingress and egress into, within, and out of University buildings.

4.5.3 The activity does not obstruct, disrupt, interrupt, or attempt to force the cancellation of any University-sponsored event or activity, or by users authorized to use University Space.

4.5.4 The activity is conducted in an orderly and peaceful manner, and groups and individuals participating in the activity shall not engage in harassing, physically abusive, threatening or intimidating conduct toward any person.

4.5.5 The activity does not disrupt or interfere with classes, meetings, ceremonies, scheduled activities, educational activities, and other essential University processes.

4.5.6 The activity does not interfere with or preclude a scheduled speaker from being heard.

4.5.7 All activities must be conducted without sound amplification equipment unless permission for amplification is obtained from the Responsible Administrator or their designees.

4.5.8 Banners, signs, or other materials may only be posted in designated areas.

4.5.9 The use of sticks, poles, or other items that could be used as weapons are prohibited.

4.5.10 Groups must not leave materials unattended on a surface or vehicle to be picked up, as that is considered littering.

4.5.11 The safety of members of the campus community, collectively and individually, must be protected at all times.

4.5.12 The activity shall not damage University property or its grounds, including building interior and exteriors, lawns, shrubs, or trees.

4.5.13 Groups and individuals participating in the activity must comply with all applicable University policies, regulations, and rules, and with applicable laws.

4.5.14 Groups and individuals participating in the activity must comply with the directions of University officials when enforcing these provisions.

4.5.15 Groups and individuals, including sponsoring organizations, are responsible and accountable for the cleanliness and order of all spaces following their use, including the proper disposal of trash and recycling and the arrangement of additional services as needed. Groups and individuals are expected to refrain from littering. The groups and/or individuals will be billed

for cleanup that they do not adequately complete themselves, including cleanup of littered materials.

Trademark and Licensing - RUL 01.25.01 – Trademark Licensing Rules North Carolina State University (NC State) owns and controls its name(s) and other marks, logos, insignias, seal, designs and symbols that have become associated with the university (collectively “marks”). NC State’s Board of Trustees has established the licensing program to protect the university’s marks, control the quality of products with the marks, and to prohibit the unauthorized use of university marks on commercial products and non-commercial products.

Net revenues from trademark licensing royalties are used to fund scholarship and student support activities Use of NC State’s name or trademarks with an organization name implies association with the university. Therefore, only those student organizations that are officially registered with Student Leadership are allowed to use the university’s marks.

Student organizations may not use the university’s marks in the domain name of any non-university hosted website or web page, other to identify that the organization is located at NC State (for example: www.chessclubatncsu), without obtaining the written permission from the Office of Strategic Brand Management.

7.2.2 Officially registered student organizations may order merchandise displaying both the student organization’s name/logo and university marks for the organization’s use, promotion, or fundraising activities under the following guidelines: 7.2.2.1 All merchandise purchased by student organizations bearing NC State’s marks must be purchased from licensed vendors. Prior to placing an order, a Trademark Use Request form must be filled out by an organization and approved by the trademark licensing office. A list of licensed printers that have expressed a willingness to produce special order merchandise for campus organizations can be found at: ncsu.edu/trademarks/licensees 7.3 Club Sports 7.3.1 Club Sports teams that do not compete in NCAA recognized sports are permitted to use the university name or marks on their competition uniforms without use of the club’s name only with the advance approval of the Assistant Director of Club Sports and the Office of Strategic Brand Management. (Examples: Bass Fishing, Sailing).

7.3.2 Club Sports teams that compete in sports recognized by NCAA, even in those sports where the university does not field a team, are required to include the Club name on the uniforms, equipment, and any related apparel or product. (Examples: Fencing Club, Club Lacrosse).

7.4 Sponsorship Registered student organizations may include a sponsor name/logo in addition to university trademarks on products that are directly utilized in club activities under the following guidelines: 7.4.1 The student organization’s name/logo must be the primary logo and displayed in a manner that will communicate that the relationship exists between the organization and the sponsor and not with the University.

7.4.2 The student organization may not use the trademarks in a manner that in any way would constitute an endorsement or approval of the sponsor or its products, activities, or services by the university.

7.4.3 The sponsor’s product or service does not conflict with any provisions in sections 3.6 and 3.9 above.

Campus Resources Academic Success Center The Academic Success Center facilitates degree completion by providing a comprehensive variety of free programs and resources that promote academic skill development and independent learning within the university environment.

Student Success Centers NC State's Student Success Centers are comprised of the African American Cultural Center, the LGBT Pride Center, Multicultural Student Affairs, and the Women's Center. The Campus Community Centers work to cultivate a sense of community, belonging and affirmation. We provide spaces of support, leadership development, and education for students at NC State University.

For general questions about the Campus Community Centers, please contact dasa.ncsu.edu.

Career Development Center At the Career Development Center, we help NC State students become standout job candidates.

We do more than help you get a job after college — we work with you from your first year on to develop a career path that matches your unique talents, interests, and ambitions.

Counseling Center The Counseling Center provides mental health services and resources to students — together we can create a thriving community for all students.

DASA Technology DASA Tech can provide support services for student organization technology.

Feed the Pack Food Pantry Feed the Pack is the food pantry on NC State’s campus. Feed the Pack is student-led and open to all members of the campus community (students, staff, and faculty.)

Fraternity and Sorority Life The Department of Fraternity and Sorority Life is a team of full-time staff who advise fraternity and sorority organizations, their governing councils and manage the Greek Village development and operations on campus. Fraternity and Sorority Life also provides several programs to enhance leadership and social development and to educate the community.

LGBTQ Pride Center The NC State Pride Center is open to all students and celebrates and empowers our collective communities to increase student success and well-being. Through culturally relevant programming, we cultivate joy and build community to promote academic and personal excellence.

Multicultural Student Affairs Multicultural Student Affairs (MSA) researches, designs, and implements culturally responsive events and programs that promote the pursuit of academic success, retention, and graduation of students.

Rave Catering Food and beverage services for events.

RED-i RED-i is made up of student graphic designers, photographers and videographers. We offer services to registered student organizations at NC State, ranging from event/group photography and promotional video production to branding and graphic design.

Student Centers The NC State Student Centers provide a clean, safe, and welcoming environment for the NC State community with a professional and collaborative staff. In support of the university’s educational mission, the Student Centers will provide high-quality support to events and activities that will enrich the student experience, provide added value to the University, and increase efficiency in university operations. Through formal and informal experiences, the NC State Students Centers serve as a cornerstone for student growth, learning, and involvement, including an environment prioritizing students leading operations.

Student Conduct The Office of Student Conduct facilitates a culture of accountability through shared ownership of NC State’s community standards. We support academic excellence, encourage responsible decision-making, and promote the safety and well-being of our community. Through a fair and equitable resolution process, we educate students on the impact of their conduct and attempt to affect behavioral change.

Student Government Student Government provides over $250,000 every year to student organizations through the SG Appropriations and Student Senate Finance Committee Grants processes. These two funding resources are completely funded by student fees. Student organizations additionally apply for funding from the UNC Association of Student Governments and Graduate Student Association and fundraise with non-campus-affiliated businesses and organizations.

Student Legal Student Legal is a service that provides education, advice, and representation within the scope of the prepaid student legal services plan. Students can contact Student Legal for help with EINs, Supplier ID, or gaining access to a previous bank account. Students can visit their website at studentlegal.dasa.ncsu.edu or contact Student Legal by email at studentlegal@ncsu.edu.

Study Abroad All students participating in study abroad programs or other university-affiliated international travel are required to be enrolled in the GeoBlue international health insurance policy for the duration of their program. This policy is utilized by the entire UNC System and provides comprehensive, low-cost medical coverage that includes political unrest and natural disaster evacuation benefits, for approximately $1.50/day.

Trademark Licensing NC State’s names, trademarks, logos, and mascots are all important to the branding of the university. There are restrictions on the use of the trademarks by students and student groups.

Wellness and Recreation Wellness and Recreation offers resources and programs to inspire a culture of wellness.

Wolf Xpress Wolf Xpress provides print and design solutions for the NC State campus community and guests.

Women’s Center Our work fosters a sense of community and belonging through intentional programming and services focused on supporting student success and retention. Through our high-impact practices centered on gender and interpersonal violence prevention and response, students of all gender identities expand their knowledge base, enhance their leadership skills, and explore opportunities for personal and professional growth and well-being, including receiving the affirming support and resources necessary to thrive at NC State.

Youth Programs and Compliance The mission of the Office of Youth Programs and Compliance is to promote the safety of youth participating in NC State programs and activities through a comprehensive compliance program, including the development, facilitation, monitoring, revision and oversight of policies, protocol, training and compliance related activities to provide a safe and healthy environment for minor participants.