Student Organization Handbook - Post

Table of Contents Section 1: General Information

LIU Promise Overview Contact Information & Social Media

Section 2: Recognition & Resources

New Student Organization Process Student Organization Recognition Loss of Recognition & Organization Suspension Student Organization Recognition Program Executive Summary Pillars of Excellence Student Organization Resources Organization Officers Campus Advisors

Section 3: Events

Event Planning Event Policies Advertising and Marketing Opportunities Suggested Vendors

Section 4: Financial Information

Financial Information Budget & Allocation Guidelines

Section 5: General Policies

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Student Organization Conduct Policy Public Safety Policies Guest Policy Food/Catering Policies Travel and Conference Policies Hazing Statement

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Section 6: Periodic Review

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SECTION 1: GENERAL INFORMATION LIU Promise Overview LIU Promise offers a wide variety of programs, services, and resources for the LIU Post campus community.

LIU Promise Programs & Services: Academic Advisement Campus Programming Career Success Commuter Life & Pioneer Wagon Financial Aid Counseling Graduate Programs Greek Life Hillwood Commons Honor Societies (Non-Academic) International Student Programming

Leadership Programs Living on Campus/Residence Halls Multicultural & Diversity Programming New Student Orientation Post Pride Initiatives Recycling Programs Study Abroad Student Organizations Service-Learning Programs Transfer Programs

Contact Information & Social Media Address LIU Promise Hillwood Commons, Third Floor 720 Northern Boulevard Brookville, NY 11548

Email LIUPromise@liu.edu

Phone Number (516) 299-3737

Twitter @PostLIUPromise

Fax Number (516)-299-3980

Instagram @PostLIUPromise

Hazing Hotline (516) 299-2911

Website www.liu.edu/post/promise

Operating Hours Mon. – Thu. 9:00 a.m. – 7:00 p.m.

Fri. 9:00 a.m. – 5:00 p.m.

Sat. 10:00 a.m. – 2:00 p.m.

Campus Concierge (516) 299-2800 Sun. – Wed. 8:30 a.m. – 12:00 a.m.

Thu. – Sat. 8:30 a.m. – 1:00 a.m.

Facebook Page LIU Promise LIU Post

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LIU Promise Contact Information Dean of Students Office

Michael Berthel

Jean Anne Smith Ashley John

Elizabeth Misser Lee Ann Zebrowski

Joseph Vernace Deirdre Moore

Jessica Rappaport Joshua Phillips Todd Kaiser Michael Nembhard

Trey Pogue John McDermott

Vice President for Student Affairs and Alumni Relations Associate Dean of Students Associate Dean of Students Administrative Assistant to the Dean of Students Budgets Coordinator

Success Coach

Success Coach

Tracy Reardon Anthony White Linus Chun

Success Coach Success Coach Resident Director

Isaiah Pluviose Eva Fontanez

Kayla Rozanski

(516) 299-4048

Ashley.John@liu.edu

516-299-4048

JeanAnne.Smith@liu.edu Elizabeth.Misser@liu.edu

LeeAnn.Zebrowski@liu.edu

LIU Promise Leadership Team Director LIU Promise Director, Hope Deirdre.Moore@LIU.edu Scholars Program Sr. Associate Jessica.Rappaport@LIU.edu Director, Student Engagement Associate Director, Student Jousha.Phillips@LIU.edu Involvement Associate Director, Academic & Athletic Todd.Kaiser@LIU.edu Success Associate Director, Housing & Michael.Nembhard@LIU.edu Residence Life Fraternity & Sorority Life, Student Involvement Team Resident Director/ Coordinator Trey.Pogue@LIU.edu Fraternity & Sorority Life

Jordain Moore

Kayla Scordo

Michael.Berthel@liu.edu

Success Coach

John.McDermott@LIU.edu Jordain.Moore@LIU.edu

Student Involvement Team Tracy.Reardon@LIU.edu Anthony.White@LIU.edu Linus.Chun@LIU.edu Academic & Career Success Team Kayla.Scordo@My.LIU.edu

Housing and Residence Life Team

(516) 299-4048 (516) 299-3737 (516) 299-4048 (516) 299-3737 (516) 299-3853 (516) 299-2816 (516) 299-3448 (516) 299-4239 (516) 299-3252 (516) 299-2623 (516) 299-3338 516-299-4107

516-299-3012 (516) 299-4107 516-299-3594 516-299-3855

Resident Director

Isaiah.Pluviose@LIU.edu

(516) 299-3737

Resident Director

Kayla.Rozanski@LIU.edu

516-299-3909

Resident Director

Eva.Fontanez@LIU.edu

515-299-2460

Student Engagement Team Leader Student Involvement Team Leader Academic Success Team Leader Housing & Residence Life Team Leader

Post Hall, SRC, Fraternity & Sorority Life

Clubs and Organizations Career and Student Run Business SAB LIU Together LIU Cares

Athletic Student Success Brookville Hall & Riggs Queens Hall Kings & Nassau Ha;;

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SECTION 2: RECOGNITION & RESOURCES New Student Organization Petition Students who are interested in starting a new student organization must submit the New Student Organization Petition through Experience | Shark Nation during the first three weeks of the semester. The petition process is determined by LIU Promise and outlined below: 1. Review the list of active organizations online to ensure that an existing organization does not have a similar purpose.

2. The proposed organization must meet the following criteria: a. Be open to any LIU Post student who wishes to participate; b. Be beneficial and necessary to the enrichment of the LIU community; c. Fill a unique niche in the LIU community; d. Be supported by a qualified advisor who is a faculty or staff employee of LIU Brooklyn; e. Be supported by sustainable student leadership; and, f. Align with the mission of LIU 3. The New Student Organization Petition will request the following: Submit an interest list of at least 15 students with signatures and LIU ID numbers. Students must be enrolled at the LIU Post campus at the time of submission and in good standing with the university.

Organizations are able to upload signatures to the online petition via Experience | Shark Nation. Answer the following questions a. How will your organization benefit the campus community? b. How will your organization foster personal growth and development? c. How will recognition aid your organization in accomplishing its individual mission?

4. Provide the following information: a. The name of the proposed organization. b. The mission statement of the proposed organization. (A mission statement should include the purpose and values of the organization to its members and the LIU community, and set out the main objectives the organization will accomplish. The mission statement should be brief and clearly stated.) A successful mission should be one to two sentences long. c. A proposed budget for the upcoming academic year. d. A complete roster of officers and members. (Must have a minimum of ten (10) members, with five (5) of those members consisting of a president, vice president, treasurer, secretary, and senator)

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e. The constitution: The organization must create and submit a constitution. 4. The Engagement Team will contact you within a week (five business days) of your submission to provide feedback on the proposal.

5. After submission of any required edits, LIU Promise and Student Government will review for official approval. Once approved, all executive officers and the advisor of the organization are required to complete a New Student Organization Training. Once the training is complete, the organization will be recognized as an Emerging Organization and will have access to all resources provided to Emerging Student Organizations. Promise will provide funding for the 3month period of Emerging Organization status of up to $300.

6. During Emerging Organization status, student organizations must meet the following requirements: a. b. c. d. e.

Hold at least two (2) events; Host bi-weekly general body meetings and bi-weekly executive officer meetings; Maintain a minimum of ten (10) active members; Attend all mandatory events and workshops; Meet with the LIU Promise Engagement Team monthly to review their progress

7. After three (3) academic months and if all Promise and Student Government requirements are successfully completed, LIU Promise will officially recognize the student organization as Registered.

8. Emerging Organizations who fail to meet the recognition requirements in the allotted time will be required to begin the New Student Organization Recognition Process again for the Spring semester and will not receive additional funding. If an organization is unable to transition into a registered organization after a year, the organization will be required to cease functioning.

Student Organization Recognition Guidelines Maintaining recognition as a student organization with LIU Promise requires the following: ●

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Established for purposes that do not violate local, state or federal law; are consistent with the broad educational mission of the University; and are supportive of the regulations, guidelines and policies of LIU. The University recognizes that some student organizations may have a purpose to advocate for a change in existing law and this provision does not prevent the student organization from exercising its First Amendment Right to do so.

The organization must meet all mandatory requirements to obtain Blue Pillar ranking within the Pillars of Excellence Student Organization Recognition Program, and comply with all LIU Promise policies and procedures.

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Must not enter the University into any contractual agreement without the knowledge and approval of LIU Promise.

Must be non-profit in nature.

Must complete all appropriate paperwork correctly and in a timely fashion.

A student can only be President of one (1) recognized student organization at any given time, and may serve as an officer on a maximum of three (3) executive boards.

Must create a safe environment at all sponsored events and meetings.

Must have open membership and allow participation to all students without regard to race, color, sex, age, religion, national origin, sexual orientation, gender identity, marital status, disability, or status as a U.S. veteran.

Loss of Recognition & Organization Suspension In order to remain an accredited Student Club/Organization recognized by LIU Promise, all organizations must remain compliant with the Pillars of Excellence Student Organization Recognition Program.

At all times, a student organization must maintain at least a Blue Pillar ranking within the Pillars of Excellence Student Organization Recognition Program. LIU Promise will evaluate the ranking of all student organizations (excluding Greek and Departmental organizations) at the end of each academic semester.

Student organizations that do not earn Blue Pillar Ranking will be placed on probation with LIU Promise. Should the organization fail to meet the minimum requirements of a Blue Pillar Ranking by the end of the consecutive semester, they will lose recognition from LIU Promise and the organization will be suspended for the subsequent academic semester (Fall or Spring). Probationary Organization/ Unrecognized organizations will have access to only 40% of their annual budget and must work to be reinstated within one academic semester.

Reinstatement: Probationary Organization/ Unrecognized organizations can be reinstated within one academic semester provided they do each of the following: ● ● ● ● ● ● ●

Host at minimum of 3 events Co-Sponsor one of the 3 events with another organization Conduct Bi-weekly general and executive board meetings Attend a minimum of 2 LIU Cares events Participate in at least 1 campus wide Promise Event.

Submit all required documents (meeting minutes, event evaluation form, etc.)

Participate in a leadership training workshop

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Student Organization Recognition Program For Recognized Student Organizations (excluding Fraternities and Sororities)

Executive Summary The purpose of the Pillars of Excellence student organization recognition program is to support student organizations in achieving institutional standards that cultivate a community of belonging for LIU students. Pillars of Excellence provides structure for baseline expectations of all Recognized Student Organizations funded by Student Government and provides opportunities and benefits for aspirational growth. There will be three recognized Pillars of Excellence that distinguish student organizations that Achieve, Exceed, and Exemplify institutional standards for student organizations.

A. B. C. D. E. F.

Benefits Terminology Blue Pillar Requirements Silver Pillar Requirements Gold Pillar Requirements Evaluation Deadlines

A. Benefits Blue Pillar: a student organization that Achieves the Expectations of a Recognized Student Organization. Organizations that earn the Blue Pillar ranking receive all of the benefits of a Recognized Student Organization. Any organization that falls below this threshold will be suspended from all activity and must follow the steps to be activated on a three (3) month probationary status. Blue Pillar ranking is required to be a Recognized Student Organization and does not entail any additional perks or benefits.

Blue Pillar Benefits: ● ● ● ● ●

A profile on Experience | Shark Nation Ability to reserve space on campus Ability to post flyers and other marketing on campus Ability to request funding from the Student Government Association Eligible to receive award recognition at the annual Student Leadership Awards

Silver Pillar: a student organization that Exceeds the Expectations of a Recognized Student Organization. Organizations that earn a Silver Pillar ranking are privy to all the rights and benefits of a Recognized Organization.

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Silver Pillar Benefits: ● Priority Placement for student Fall/Spring Involvement Fairs ● Additional $250.00 of allocated funds for the next academic year ● Recognition at the annual Student Leadership Awards ● Priority access to storage ● Up percentage allowed to spend on travel Gold Pillar: a student organization that Exemplifies the Expectations of a Recognized Student Organization. Organizations that earn Gold Pillar ranking are privy to all the rights and benefits of a Recognized Organization.

Gold Pillar Benefits: ● Private end of year event for all organizations who achieve this rank ● Organization Spotlight on LIU Promise social media ● Additional $500.00 of allocated funds for the following academic year ● Recognition at the annual Student Leadership Awards ● Priority Placement for student Fall/Spring Involvement Fairs ● Priority access to reserving campus spaces ● Priority access to storage ● Up percentage allowed to spend on travel

B. Terminology Active Member: any member of a student organization who attends at least three (3) General Meetings AND/OR events each semester. Must be a full or part-time LIU Post undergraduate or graduate student in good standing with the university.

Club Advisor: a staff/faculty member who supports the student organization and completes required approvals on behalf of the organization. This individual will complete required trainings facilitated by the Promise office, regularly attend organization meetings and events each semester, approve all organizational events and spending, and ensure organizational purchases are made in adherence to financial policies in partnership with Promise. Acts as a resource for Executive Officers regarding recruitment and retention strategies, leadership development, etc.

Emerging Organization: a new student organization that has not yet met the standards required to be a Blue Pillar organization. Emerging Organizations must earn the minimum Blue Pillar ranking by the end of a three (3) month probationary period. Should they fail to do so, the organization will be suspended immediately and lose recognition with LIU Promise and Student Government. Emerging Organizations must appoint a Student Government Senator to work in collaboration with SGA towards permanent funding, but do not have voting rights while on Emerging Organization status.

Recognized Student Organization: a student organization that has earned at least the minimum Blue Pillar ranking at the end of a three (3) month probationary period. Recognized

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Student Organizations are in good standing with LIU Promise and the University. Recognized Student Organizations may request funds from the Student Government Association (SGA), have voting rights in the Student Government Senate, and are eligible for Student Organization Awards at the annual Student Leadership Awards Ceremony.

Probationary Organization/ Unrecognized Organization: a student organization that has fallen below the Blue Pillar ranking OR a Probationary Organization that has failed to meet the minimum requirements of their probation. LIU Promise does not recognize Suspended/Unrecognized Organizations; therefore, they must immediately cease all functions and surrender all finances to the Student Government Association. Students wishing to reactivate Suspended/Unrecognized Organizations must follow the New Student Organization Petition process.

Pillars of Excellence A. Blue Pillar Requirements Administrative Requirements for Blue Pillar To earn and maintain a Blue Pillar ranking within LIU Pillars, each student organization must fulfill all Administrative Requirements, on time. Exact due dates will be distributed to Student Organization Executive Officers and Advisors at the start of each semester.

All Student Organizations must maintain the following: 1. A student organization page on Experience | Shark Nation. Each student organization page must be kept up to date at all times with the following a. Organization contact information including your LIU organization email address and Instagram account b. Executive Officer and Advisor names and contact information c. Membership Roster d. General Membership Meeting times, dates, and location e. Upcoming events f. Social Media Platforms g. Budget information h. Organization logo i. Constitution 2. Complete all required processes online through Experience | Shark Nation. (Forms and processes highlighted below will be adjusted based on Experience | Shark Nation capabilities) a. Student Organization Registration Form | Due each semester prior to the first day of classes b. Executive Officer GPA Release | Due each semester prior to the first day of classes c. Advisor Agreement | Due annually 10

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d. e. f. g.

Semester Report | Due each semester prior to the last day of classes Meeting Minutes | Due within one week after each general body meeting.

Event Evaluations | Due within one week after each event.

Events Calendar / Scanning students in via App or Paper Sign-in (tracking attendance)| Due within one week of event. All attendance must be submitted via Experience | Shark Nation

Attendance Requirements for Blue Pillar To earn and maintain a Blue Pillar ranking within LIU Pillars, each student organization must fulfill all Attendance Requirements. Student Organization Executive Officers will receive exact dates for each requirement prior to the start of each semester.

1. Campus Involvement Fair | Occurs at the start of each semester The Campus Involvement Fair is the best opportunity to recruit new members for your organization. At least two (2) executive officers must be present at the Campus Involvement Fair. Student organizations can register for the Campus Involvement Fair on Experience | Shark Nation.

2. Student Organization Leadership Training | Occurs at the start of each semester LIU Promise provides a mandatory training program for the Executive Officers & Advisors of all student organizations. The training explains the Pillars of Excellence Student Organization Recognition Program as well as all expectations and required procedures of student organizations. All Executive Officers must attend a Student Organization Leadership Training.

Executive Officers can register for a Club Leadership Training on Experience | Shark Nation.

3. Student Leadership Awards Ceremony | Occurs at the end of the spring semester The Promise Office will host the annual Student Leadership Awards each year in April. At least two (2) Executive Officers from each student organization must attend. Student Organization Award recipients are recognized at the Student Leadership Awards. Professional attire is encouraged.

Only organizations that achieve the Gold Pillar status can receive the Organization of the Year Award.

4. LIU Cares Requirements | Various dates throughout the fall & spring semesters LIU Promise sponsors various large-scale programs that are open to the entire campus community each year. Student organizations must attend or form a team for the following events: a. Host a service event with LIU Promise| First Friday Service Program b. Casino Night| Occurs each November

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c. Participation in an LIU Cares Initiative | Can be any event chosen by the organization outside of Love Michael

Campus Engagement Requirements for Blue Pillar Campus Engagement is a critical component of the Long Island University community. Not only does it greatly assist in the recruitment and retention of our student body, but also enhances the experience of every student 1. General Membership Meetings All organizations are required to hold five (5) General Membership Meetings during each the fall and spring semester, which can be done in person or virtually. Organizations must track attendance of General Membership Meetings in Experience | Shark Nation to account for Active Members (members that attend at least three (3) meetings or events each semester).

Advisors should be present at most General Membership Meetings. Student Organizations must submit Meeting Minutes on Experience | Shark Nation within one week of each meeting. Program Request Forms and Program Evaluation Forms are not required for General Meetings unless you are requesting a room reservation and/or utilizing your Student Government allocation for supplies and/or food for the meeting.

2. Executive Board Meetings All organizations are required to hold a minimum of five (5) Executive Board Meetings each semester, which can be done in person or virtually. Club Advisors should be present at most Executive Board Meetings. Student Organizations must submit Executive Board Meeting Minutes on Experience | Shark Nation within one week of each meeting.

3. Social or Education Programs Plan and implement at least three (3) Social or Educational events each semester that are open to the entire campus community in an effort to establish a culture of campus engagement. Events can be hosted in person or virtually. Social Programs can be any event that engages the campus community in connection to the mission and or goals of the student organization. Collaborating with other clubs and organizations, on-campus departments, and outside resources is encouraged. Educational Programs can include any of the programming pillars listed below: a. Academic Success i.

A program or event that helps develop or build skills surrounding academics here at LIU, such as study skills, how to utilize on-campus resources, and time management. b. Career Readiness i.

A program or event that helps students develop the essential skills that are required in the professional environment, such as communication, critical thinking, and emotional intelligence. c. LIU Cares i.

A program tied to giving back to the community and civic responsibility.

Programs can be hands-on or education based.

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d. LIU Together: Diversity, Equity, and Inclusion i.

A program or event that promotes, celebrates and/or educates about the differences in cultures and identities present on Campus. Also includes programs/events that explore problems to equity and inclusion on campus and in society, such as Racism, Sexism, Xenophobia, Classism etc. e. Healthy Living i.

Programs geared toward being physically, mentally, and emotionally healthy. Students should learn and refine skills related to bettering themselves.

B. Silver Pillar Requirements Complete all requirements of the Blue Pillar ranking, and; 1. General Membership Meetings a. Hold general membership meetings bi-weekly (Every other week) during the fall and spring semester, which can be done in person or virtually, and attendance must be tracked on Experience | Shark Nation.

2. Executive Board Meetings a. All organizations are required to hold bi-weekly Executive Board Meetings each semester, which can be done in person or virtually, and must be tracked on Experience | Shark Nation. Club Advisors should be present at most Executive Board Meetings. Student Organizations must submit Executive Board Meeting Minutes on Experience | Shark Nation within one week of each meeting 3. Educational Programs a. Plan and implement at least two (2) additional Educational programs each semester (to total 5 programs per semester) that are open to the entire campus community. Events can be hosted in person or virtually. Educational Programs can include any of the programming pillars listed below: i.

Academic Success ii.

Career Readiness iii.

Civic Responsibility and Service iv.

Diversity, Equity, and Inclusion v.

Healthy Living 4. Co-Sponsored Event a. To earn a Silver Pillar ranking, student organizations are required to host a CoSponsored Event with any other Recognized Student Organization each semester. A Co-Sponsored Event can either be a Social or Educational program and can be one of your five (5) total programs 5. LIU Cares a. The organization conducts AT LEAST four (4) community service hours per member each semester AND raises and donates AT LEAST $250.00 towards

C.

Gold Pillar Requirements

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Complete all requirements of the Silver Pillar ranking, and; 1. Educational Programs Plan and implement one additional Educational program each semester (to total 6 programs per semester, 3 educational) that are open to the entire campus community. Events can be hosted in person or virtually. Educational Programs can include any of the programming pillars listed below: a. Academic Success b. Career Readiness c. Civic Responsibility and Service d. Diversity, Equity, and Inclusion e. Healthy Living Co-Sponsored Events To earn a Gold Pillar ranking, student organizations are required to host two (2) Co-Sponsored Events with any other Recognized Student Organization each semester. A Co-Sponsored Event can either be a social or educational program and can be one of your six (6) total programs.

LIU Cares The organization conducts AT LEAST ten (10) community service hours per active member each semester AND raises and donates AT LEAST $500.00

Evaluation Deadlines All required paperwork such as event requests and evaluations, purchase request and verification forms, prize request and recipient forms, etc. will be reviewed on a weekly basis by the Engagement Team. All forms must be submitted in a timely fashion as mentioned throughout the manual.

Pillars of Excellence rankings will be evaluated annually in April and the earned ranking will stay with the organization for the following academic year as long as the Registered Student Organization remains in good standing. In order to qualify for evaluation, fall semester reports must be turned in by the last day of classes of the fall semester. Spring semester reports must be turned in by April 15 in order for rankings to be determined prior to the annual Student Leadership Awards Ceremony and Gold Pillar Reception.

Student Organization Resources Mailboxes All Recognized Organizations can have mail sent to LIU Promise. All mail is available for pick up at LIU Promise during business hours, located in Pratt 321. LIU Promise may also receive packages sent to the organizations. Please use the following mailing address: Name of Organization

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Long Island University – Post Third Floor, Hillwood Commins 720 Northern Blvd Brookville, NY 11548 Organizations must notify the Engagement Team when they are expecting a package. Once received, LIU Promise will notify the organization to pick-up their package(s). The organization will have two (2) days to pick up their package(s) unless the organization makes other arrangements with LIU Promise.

Flyers and Advertisement LIU Promise facilitates printing of all flyers for all Recognized Organizations. ● ● ● ● ● ● ● ● ●

Student organizations must have flyers approved and stamped by the Promise Office.

Post approved flyers only within designated flyer boards.

Contact the Engagement Team to request flyers at least five (5) business days prior to the event to ensure ample time for approval/advertisement.

Student organizations may print a maximum 40 flyers for a single event. (20 for Residence Halls, 20 for academic buildings).

When requesting flyers, please indicate the size, number of flyers, and if they should be in full color or black and white.

Flyers should include the name of the organization, the name of the event, time, date, location, and contact information.

Student Organization Budgets are billed based on the amount of the flyers printed.

No student organization may hang flyers without permission of the Promise Office. Any flyers hung on campus without the Promise Office approval will be removed.

Remove all flyers the day after the event.

All organizations should utilize the Marketing Guidelines resources found in the hub for effective marketing best practices.

Organization E-mail All Recognized Organizations are eligible for an LIU Post email address. This can be used to communicate with the campus on a weekly basis. The email address naming convention is “Post-OrgName@my.liu.edu.” Unrecognized/Suspended Organizations will not have access to their club email address. To receive an official LIU email, organizations must work with the Engagement Team and the IT department of LIU. Room Reservations Recognized Organizations may reserve space for sponsored events and meetings through their organization Advisor and Promise the Engagement Team. To reserve space, complete a Room Request Form online at the Hub. It is recommended that requests are submitted to your Advisor at least twenty-one (21) days prior to the event/meeting to ensure adequate time to receive

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space approval and market your event. Once you have a confirmed space, submit your Program Request Form (more information in Section 3: Events) to the Engagement Team. The Promise office cannot approve Program Request Forms without confirmed room reservations

Organization Officers Executive Officer Descriptions Recognized Organizations must have the following officers in order to maintain recognition.

Adding additional officers is at the discretion of the organization in accordance with their bylaws 1. President: Leads the organization, sets short term and long term goals, and maintains awareness of all organization matters, delegates tasks, attends student leader retreats, meets with Advisor/the Engagement Team on a regular basis, runs Executive Board meetings, etc.

2. Vice President: Acts as President in their absence; assists the President in the leadership and management of the organization, follows other duties as assigned by the President.; Runs General Membership Meetings 3. Secretary: Manages administrative tasks including: scheduling processes for meetings and events, taking and uploading meeting minutes, distributing minutes to members, advisor and LIU Promise, tracks attendance at organization meetings and events.

4. Treasurer: Manages financial aspects of the organization including: keeping track of all financial records, maintains accurate account of funds, and gives reports to necessary Each officer is responsible for their specific duties; however, all officers and members should work together to benefit the organization and each other’s development. Each organization may also have additional officers, provided the position descriptions are unique to the respective organization.

Executive Officer Eligibility Student leaders must maintain at least a cumulative 2.5 grade-point-average on a 4.0 scale. LIU Promise withholds the right to remove Executive Officers that do not meet these eligibility requirements from their respective office.

Organizations whose Executive Officers are removed by Promise will have a maximum of one month to fill the vacancy. Clubs that fail to fill the vacancy will run the risk of being placed on probation with LIU Promise.

Student Organization (Campus) Advisors LIU Promise believes the advisor of a student organization is an integral part of an organization’s development and success. The advisor should bring excitement and professional support to the student organization. The advisor recognizes and supports participation in student organizations for its contribution to the educational and personal development of the 16

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students. The advisor should take an active role in the formulation of organizational policy through interaction with its members.

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Club Advisor: a staff/faculty member who sponsors the club/organization and completes required approvals on behalf of the organization. This individual will complete required trainings facilitated by the Promise office, regularly attend organization meetings and events each semester, approve all organizational events and spending, and ensure organizational purchases are made in adherence to financial policies. Acts as a resource for Executive Officers regarding recruitment and retention strategies, leadership development, etc.

**All Recognized Organizations must have a Club Advisor. The advisor must be a full-time University faculty or staff member (excluding LIU Promise employees) and employed by the University for at least one (1) semester. It is every student organization’s responsibility to keep the advisor(s) fully informed and involved in all student organization matters.

Selecting & Recruiting an Advisor Before approaching a potential advisor, keep in mind to find someone who: ● ● ●

Will have time to devote to your organization; Will take the role willingly and seriously; and, Has knowledge or skills related to the mission/purpose of the organization.

When approaching your potential advisor for the first time, make sure you and they have a clear understanding of your organization’s purpose, and what requirements pertain to their role, duties, and time commitment involved. Be open and honest with the potential advisor about the types of activities in which the organization may participate and ideas they may have for future programs. ● ●

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Allow the person a reasonable length of time to consider the decision.

If possible, choose someone who shares some of the same interests as the organization, and with whom the leadership of the organization has previously interacted.

When starting an organization based in academia, find someone in the respective academic department to act as an advisor.

The student organization has the right to impeach (remove) an advisor in accordance with their bylaws.

Role of an Advisor

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By sharing both knowledge about the University and personal experiences, the advisor can assist the organization in the conduct of its activities. In addition, this fosters valuable and mutually rewarding co-curricular relationships between students and advisors.

The relationship between an advisor and an organization will vary from year to year and individual to individual. However, the student/advisor relationship can be crucial to the success of the organization. The following list contains possible roles of an advisor. It is important the advisor and the organization communicate their expectations to each other. The advisor should be very clear about the things they will do, as well as those things they will not. Of course, the expectations will vary according to the needs of the organization and the advisor. ● ●

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The advisor acknowledges and supports participation in student organizations for its contributions to the educational and personal development of students.

Advisors should work with student organizations but not dictate the group’s programs or activities. However, advisors should be frank in offering suggestions, considerations or ideas, and discussing possible consequences.

Inform your advisor about the plans and activities of the organization. The expectation is that the advisor will attend some meetings and will consult frequently with the organization’s officers.

The advisor should assist the group in setting realistic goals and objectives each year and should help the group evaluate its progress.

The advisor should have a thorough understanding of the organizations’ constitution and bylaws and provide interpretation when necessary.

The advisor provides a source of continuity within the organization and is familiar with the organization’s history. In addition, the advisor assists in making sure that officers of the organization understand their responsibilities, as well as, explaining the policies and regulations established for student organizations.

The advisor should be familiar with University policies and procedures and help the organization comply with them. This includes policies pertaining to student organizations at LIU Brooklyn, as well as rules and regulations governing LIU students.

The advisor may advise the organization in the exercise of responsibility, but will not have the power to control the policy of such organizations, except in situations where such policy violates established regulations of the University or the organization.

The advisor must be involved in the spending approval process in cooperation with the Promise the Engagement Team.

The advisor should be aware of the general financial condition of the organization, and encourage good record keeping.

The advisor should help ensure that the organization’s activities justify expenditure of student’s time, abilities, energy, and funds.

The advisor is responsible for securing space reservations for the organizations events.

The advisor may aid in the area of program content and purpose by helping students use their best judgment in selecting programs.

The advisor can encourage the organization to provide opportunities for educational and personal development for its members.

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The advisor should suggest recruitment strategies, give direction to the group, and introduce new program ideas.

The advisor should discourage the domination of the organization by an individual or group.

The advisor should be aware of the liability issues (i.e. hazing, alcohol, etc.) and advise the organization to make reasonable and prudent decisions regarding these issues in planning activities.

The advisor should help in training new officers and help them develop their leadership skills.

The advisor should be prepared to deal with major problems or emergencies within the organization.

The advisor should monitor group functioning and encourage members to fully participate, to assume appropriate responsibility for group activities and co-curricular commitments.

The advisor should be available to meet with officers of the organization on a regular basis for advice and consultation.

The advisor should be able to attend the group’s events and must chaperone the student organization to off-campus conferences/events.

The advisor must be able to verify activities by signing any documentation required by LIU Promise.

The advisor must positively promote the organization and should not speak negatively about the group.

How to Work With Your Advisor ● ●

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It is best to meet with your advisor at least one (1) day before your meetings to go over the proposed agenda and topics for discussion.

Be open to suggestions and criticism from your advisor, they are here to challenge and support you. Their knowledge, background, and experience will be helpful in developing solutions and implementing organizational procedures.

Consult with your advisor well in advance of all activities. The advisor has the right to refuse to endorse activities of the organization.

If an advisor cannot attend your meetings, meet with them after the meeting to brief them on what transpired. Advisors can be a great resource; take advantage of their experience and insight.

Work with your advisor to plan your events, identify space and secure room reservations, plan spending, and complete financial processes.

The Organization’s Responsibilities to the Advisor Keep in mind the advisor is voluntarily associated with the organization. It is the organization’s responsibility to inform the advisor of the activities of the organization.

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Notify the advisor of all meetings and events.

Consult them before making any changes in the structure of the organization, or the policies of the organization, and before undertaking major projects.

Understand that although the advisor has no vote that they do have speaking privileges.

Remember the responsibility for the success or failure of the organization and its endeavors rests ultimately with the group, not the advisor.

Talk over any problems or concerns with the advisor.

Acknowledge the advisor donates their time and energy and express appreciation.

Be clear and open about your expectations for your advisor’s role.

At the end of each semester, evaluate your advisor and give appropriate feedback.

Resignation or Absence of Advisor An advisor may resign at any time, but whenever possible and appropriate, the resigning advisor should give assistance to the organization in locating a new advisor. During the time that the organization is without an advisor, LIU Promise will assist the organization in identifying a new advisor. The advisor should turn over all organizational records, charters, etc., to LIU Promise. Notify LIU Promise in writing immediately if there is a change in advisors.

Organizations that intentionally do not have an advisor will be immediately suspended and lose recognition with LIU Promise.

SECTION 3: EVENTS Event Planning Student Organizations must adhere to the following guidelines: ●

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Conduct all events in the fall and spring academic semesters. It is a violation to host programs/events when classes are not in session (i.e. Columbus Day, Thanksgiving Break, Winter Recess, President’s Day, Spring Break, etc.) without written permission from the Promise office requested at least thirty (30) days in advance of the proposed program.

Schedule all meetings and events in advance by completing and submitting the Event Registration Form (ERF) on Experience | Shark Nation. Student organizations should submit the ERF at least twenty-eight (28) days or four weeks or a month prior to the event. This must be done for all Campus Traditions, Social/Educational Programs, and Co-Sponsored events. All event registration forms will be reviewed for approval every Friday from 3:00pm-5:00pm by the student engagement team. If your form goes over a week (7 days) without being approved please reach out to the Engagement Team.

A Purchase Request Form can be made must be completed and submitted at least twenty-one (21) days or three weeks prior to the event for any purchases to be made for an event 20

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Each purchase request must have a corresponding approved event registration form. Do not submit this form if your event has not been approved!

Each purchase request must include exact figures on requested spending.

Organizations must submit screenshots of prices, invoices, or any other documentation of the price. All purchases must be tax exempt where possible.

Purchase must be made in advance using the organization budget code provided by the Engagement Team. LIU Promise will no longer reimburse students their spending.

All purchase request forms will be reviewed weekly Fridays from 3:00pm-5:00pm Events funded by SGA allocations must be open to all students. Student organizations may not fund a departmental or University event (i.e. a student organization budgets may not fund a departmental banquet).

A receipt must be submitted within a week of purchase in order to receive reimbursement. Failure to do so will result in a 25% additional charge to the organization's budget (based off of item).

Best Practices for Event Planning ● ● ●

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Meet with the organization Advisor to discuss your event idea Choose a date and an alternate date Request and confirm a location and alternate locations (consider size of group, purpose of event, etc.) ○ Determine adequate setup/breakdown times (at least 30 minutes prior to start time and post event end time are recommended, some events may be require more) ○ Consider space layouts and unique facility requests ○ Consider Audio Visual/IT Requests (what do you have and what might you need to request/rent/purchase) ○ Consider Approval Workflow ■ I.e. Events requested within some academic buildings may require approval first by LIU Promise, then by the respective academic department ○ Establish a realistic budget ■ Plan to purchase all necessary supplies in accordance with campus policies Delegate roles to members and/or cosponsoring members Create a marketing plan to publicize the event. All events must be submitted to the campus calendar once approved.

After the event, evaluate it from the planning process to execution to learn from the experience and to improve upon future events. Submit a Program Evaluation Form for all events.

Best Practices for Co-Sponsoring Events ●

Involve all sponsoring organizations in event planning process 21

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List of what each organization is doing (for the event evaluation form later).

Exchange contact information Budget breakdown (indicate who is paying for what on your program request form)

Off-Campus Programs Student Organizations may hold events off-campus, such as, service trips, Broadway shows, sporting events, etc. with prior approval by the Promise office. Student Organizations must request permission from the Promise Office to hold a program off-campus at least four (4) weeks prior to an event. The student organization Advisor may be required to chaperone programs held off campus.

Contact the Engagement Team at least ten (10) business days before sales begin with the following information: ● Name of Program ● Date, Time & Location of Program ● Cost of Ticket ● Ticket Limit ● Transportation, if any Organizations may sell tickets for no less than 1/3 of the actual ticket cost (i.e. a $90.00 retailvalue ticket can sell for $30.00). Students who purchase tickets must complete a waiver and pay using their LIU ID. No cash, credit or checks are accepted. All proceeds earned from ticket sales must be deposited into the sponsoring organization’s account.

Off-Campus Trips Student organizations are required to have a chaperone, who is a staff or faculty member attend any off-campus trip. Furthermore, each student attending the trip must complete and submit the “Off-Campus Trip Conduct Agreement” and “Travel Waiver and Release from Liability Form” to the Promise Office.

Student organizations cannot host and/or fund off-campus banquets or dinners without express permission from the Promise Office. Request must be made at least four (4) weeks in advance of the desired date.

Event Policies

The policies listed below allow student organizations to understand the regulations set by LIU. Event Policies ●

All meetings/events should be conducted in a professional manner following all University governing documents (i.e. student code of conduct, etc.).

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Student organizations can only program (i.e. hold space for a meeting or event) during the fall and spring academic semesters. It is a violation to host programs/events when classes are not in session (i.e. Columbus Day, Thanksgiving Break, Winter Recess, President’s Day, Spring Break, etc.) without advance permission from the Promise office at least thirty (30) days in advance of requested program.

All events require a program request form that must be submitted at least twentyeight (28) days prior to the event date. LIU Promise has the right to deny/cancel any event that violates any University policy or procedure.

Advertise all events at least two (2) weeks prior to the entire campus community.

All events funded by SGA allocated funds must be open to all students.

Student organizations may not host and/or fund departmental or University events.

All events are alcohol-free.

All events are drug-free.

Candles are not permitted in any indoor space. Electric candles are recommended.

All non-LIU vendors must be checked in as guests with Public Safety at least 48 hours prior to the event.

If an event has no or low attendance, Public Safety and/or the On-Call Administrator will determine whether the event will end early.

In case of bad weather or extreme circumstances, the On-Call Administrator will determine whether the event will continue as planned.

Copyright Infringement It is illegal to download, distribute, or use any copyrighted material without the permission of the copyright holder. Copyrighted material includes, but is not limited to, music, videos, movies, software, articles, and other written information. This includes any information found on the internet, the library, or an individual student’s possession. Any individual student found using copyrighted material without the permission of the copyright holder will be subject to University disciplinary action, as well as criminal or civil action.

Advertising and Marketing Opportunities The following are advertising resources for student organizations. ● ● ● ● ● ●

Flyers and bulletin boards Involvement Fairs Interest Meetings Social Media Campus Calendar Campus TVs

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As outlined in the Student Handbook & Code of Conduct, advertisements cannot deface or damage university property. This includes taping posters to walls. Advertisements that violate this policy will be removed at the expense of the student organization. In addition, the organizations will be charged for all repairs and the organization will be sanctioned.

Suggested Vendors LIU Promise approves all vendors. Paperwork for new vendors is due at least six (6) weeks prior to the event date. Students and advisors do not have the authority to enter into a contract with any vendor. Vendor/speaker contracts must be facilitated with the organization’s Advisor and LIU Promise.

Student organizations may request quotes for services from vendors. All quotes must be approved by Promise before an official order is made. Unless otherwise listed, students can visit the company’s website to request a quote.

LIU Promise recommends the following vendors. These vendors are already on file and therefore, will make the event planning process easier. Please understand an organization may use any new vendor with prior approval from the Promise office; however, they will be required to submit necessary tax paperwork and information.

Rentals/Event Planning Enjoyable Entertainment https://www.enjoyableentertainment.com/ DJ & MC, lighting, rentals NYFF Events DJ & MC, lighting, rentals https://www.nyffevents.com/ NY Party Works https://nypartyworks.com/ DJ & MC, lighting, rentals Kevin Norris Photography Inc. https://www.kevinnorrisphoto.com/ Photographer/Photo booth Services

ISI Integrated Supply https://www.logojoe.com/ Personalized apparel, plaques, awards, giveaways and promotional items.

Swank Motion Pictures, Inc. www.swank.com/ Purchase copyrights for movies Corporate Branding https://www.corpbranding.com/ email Kenny@corpbranding.com Personalized apparel, giveaways and promotional items.

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25 *Additional vendors may be added throughout the semester, the Promise Office will share new vendor information as relationships are established. *Student Organizations may also purchase products and gift cards from the University Bookstore and Browse. Work with your Advisor and Promise the Engagement Team to coordinate these purchases.

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SECTION 4: FINANCIAL INFORMATION Financial Information Accounts All Recognized Organizations have a budget account with the University. LIU Promise oversees the account and its policies.

Please note that it is the responsibility of the organization to keep accurate records of all finances and share them with the organization advisor and newly elected executive board.

Depositing Money All student organizations MUST deposit all raised funds into an organization’s account within 48 hours. Deposit money with LIU Promise. All transactions need two (2) club members present to sign a club deposit form to complete the transaction.

Please note that deposits may take at least 3 to 4 weeks to reflect in student accounts Prizes Student Organizations can use their budgets to give away prizes at virtual and campus events.

An organization can only spend 60% of their allocated budget on prizes. There is no limit to prizes bought with funds raised by an organization. This semester we set gift card limits to $10 per win unless otherwise approved. A student cannot win more than $30 in gift cards from one organization in a single semester (need a way to track this, could increase the limit). Virtual gift cards must come from online vendors so Promise can verify the winner and send the gift card to their LIU email.

There are two forms involved in this process. The Prize Request Form is designed for student organizations to report to the Engagement Team 24 hours after their event who won their prizes. This form is public and processed by the Engagement Team. The Prize Recipient Form is designed for the actual prize winner to confirm and accept their prize. This form is not public, it should be sent to the prize winner by the organization once the Engagement Team approves the Prize Request Form.

It is the organization's responsibility to get the prize to the winner. LIU Promise can assist in mailing, however, the organization must have all the details and paperwork (labels, postage, etc.) and provide them to LIU Promise prior to mailing.

Prize Request Process for Student Organizations:

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Request spending in your Event Registration form. Be sure to use the Prizes Tag! Once the Engagement Team approves your event and budget, you can begin advertising the prizes at your event.

At your event, collect the prize winner name, email, and ID numbers. Tell your winners that your organization will email them a Prize Recipient Form and that the process can take about 2-3 weeks to process their win.

All prize recipients must be current LIU students Submit the Prize Request form within 24 hours after your event. One Prize Request Form is required for each prize recipient The Engagement Team will confirm that the winner is currently registered and will approve the Prize Request Form and contact the requesting organization.

The requesting organization then sends the Prize Verification form to the student to complete.

Once the Prize Verification Form is received, the organization will order digital gift cards and/or other prizes that will be sent to LIU emails and student addresses.

Browse,Bookstore and other off-campus sites (Amazon, Target, Bestbuy, etc) prizes must be coordinated in advance with the Engagement Team. Browse and the Bookstore are able to ship prizes but shipping costs come out of the organization budget.

Budget & Allocation Guidelines

All student organizations, excluding fraternities and sororities, are entitled to request an annual budget for the academic year from the Student Government Association. LIU Promise and the SGA govern the budget and allocation process. Only Recognized Organizations are eligible to receive allocations. Recognized Organizations will receive a Budget Request Form, known as a Budget Kit (see important documents section for example) from Promise before the beginning of the semester. Once submitted, LIU Promise forwards these Budget Kits to SGA. SGA evaluates and allocates funds to organizations based solely on what is submitted in the Budget Kit. Any additional funds earned through Pillars of Excellence are allocated by LIU Promise prior to the first week of classes.

Qualifications, Requirements, and Allocation Considerations ● Student organizations must be in good standing with both the SGA and LIU Promise to request allocated funds for the next academic year. ● All organizations must be open to the entire campus community and programming towards their mission to receive allocated funds from the SGA. ● Submit the online Budget Kits online via the link provided by LIU Promise) by the assigned deadline. There will be no consideration for submissions after the final deadline. ● New Student Organizations cannot submit a Budget Allocation Request for their establishing year. Instead, New Student Organizations must wait until the following Spring semester to request a budget. This will be done via a budget kit as mentioned above.

Allocations for the following year will be based on: 27

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Responsible use of current budget; Fundraising; History of events; Itemized budget; ○ Future plans for current budget; and, ○ Current standing with LIU Promise, SGA, and the University

Expense Guidelines: ● All programs must be open to the entire LIU student community. ● Student organizations may not use their budget to fund departmental or University events. Any reimbursements for departmental or University events will not be accepted. ● The organization president and advisor must authorize all expenditures. LIU Promise must give final approval for all expenditures. No orders or purchases should take place without first consulting the Engagement Team. ● Student Organizations may transfer funds to other accounts through completing the proper paperwork with LIU Promise. ● Use the Tax Exempt Form when making purchases off-campus. Student Organizations will be responsible for reimbursing the University for any taxes paid. Tax Exempt Forms are available in the LIU Promise office. ● Student Organizations may not use budgets to pay members of an organization, issue any loans, scholarships, or any other form of income. ● LIU Promise must authorize any negotiations of contracts for food and services. Students are not able to represent the University and therefore are not authorized to enter into contracts with any outside agency or individual. Any such unauthorized contracts will be considered null and void. ● SGA will not allocate funds for events or programs that fall outside the programming dates established by LIU Promise. ● Any item that you wish to request funding for MUST have a corresponding quote.

Quotes can be in the form of web page printouts, receipts, or e-mails. Ensure all quotes are itemized. ● Student organizations may not use allocated funds to sponsor any off-campus meals or events unless approved by LIU Promise. ● Cost of drapes or banners may not exceed $200 or 20% of organizations allocated budget. Submit all items to LIU Promise for approval by the LIU Marketing Department.

Budgets are NOT for the following: ● Events hosted by a University department; ● Off-campus banquets or dinners; ● Items for the personal benefit of individuals, student organizations, or private corporations (i.e. tuition remission, club member salaries, personalized clothing, etc.);

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Supporting religious or charitable organizations. Donations to charitable organizations can only be from fundraised money; Personalized or individual apparel items; Any activity contrary to local, state, or federal regulations or laws or University policies; National fees or dues for personal membership; Off-campus meals or other social outings for organization officers and members; and, Publications, unless part of the organization’s mission.

Promotional items and apparel ● LIU Promise must approve all promotional items prior to ordering. ● All items purchased should appeal to the entire LIU student population. ● Allocated funds are not for personalized or individual apparel items. Organizations can purchase apparel that will be sold/given to the general student body. ● No more than 20% of budget allocation can be used to purchase promotional items and apparel Income/Fundraising ● Student organizations must deposit all raised funds into their respective University account through LIU Promise within 48 hours of receiving funds. ● All remaining account balances are returned to the SGA at the end of the academic year.

General Account Reminders ● ● ● ●

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Student organizations may not purchase items prior to the first day of classes each semester.

Student organizations may not purchase items after the last day of classes each semester.

Organizations are responsible for maintaining appropriate financial documents and records.

Student organizations must submit a copy of the event flyer alongside financial paperwork to receive funding, including reimbursement, for student organization events/meetings.

The student organization president, an executive officer, or the campus advisor must submit all financial paperwork to the Engagement Team.

Proper paperwork and original vendor invoices are required to process checks. Checks typically take three (3) weeks to process.

All financial policies apply to reimbursements.

LIU Promise policies govern all funds, including allocated and fundraised funds.

LIU Promise conducts periodic audits of all organization accounts.

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SECTION 5: GENERAL POLICIES Student Organization Conduct Policy Statement of Policy In addition to the specific sanctions listed in the Long Island University Code of Conduct, a student organization and/or individual may face additional, or different, sanctions levied by LIU Promise for its conduct and/or conduct of one or more of its members.

Authority LIU Promise is the authority that oversees the recognition process for all student organizations, including fraternities and sororities. LIU Promise reserves the right to take action upon any recognized organization or individual involved in a violation of departmental or University policies.

Sanctions In determining the sanction for a student organization and/or individual, LIU Promise will consider the severity of the violation, the impact the violation had on the community, and the disciplinary record of the organization. Examples of disciplinary sanctions for a student organization or individual include, but are not limited to: 1. Fines - The University and LIU Promise may assess a fine in conjunction with any other sanction.

2.

Probation of a Student Organization and/or Member - Probation is a period of review during which the organization/member must demonstrate the ability to comply with University rules, regulations, and all other stipulated requirements.

3.

Deferred Suspension of a Student Organization and/or Member - Deferred suspension of an organization/member is a period of review during which the organization/member must demonstrate an ability to comply with University rules, regulations, and other stipulated requirements. During the period of the deferred suspension, if the organization is responsible of violating another University rule or an order of a disciplinary body or administrative hearing officer, then the organization, its registration, privileges, and chapter status, are suspended. Members are subject to increased sanctions applied by LIU Promise.

4.

Suspension of Recognition/Organization Privileges - A student organization’s privileges, status, and recognition may be limited or suspended for a specified time. Upon the end of the suspension and before a group returns, students may submit a petition to LIU Promise, which demonstrates in a sufficient manner, the following: a. The issues leading to the organization's suspension have been remedied;

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32 b. Those wishing to revive the organization's status understand the University's policies and procedures and are willing to and capable of following them; c. The organization and its members have complied with the suspension, have not engaged in conduct aimed at ignoring or frustrating the suspension; and, d. Have committed no intervening violations of the Code of Conduct.

5. Terms of Suspension In the event of suspension of a student organization from the University, the organization may not do the following during the term of the suspension: a. Recruit members; b. Engage in social functions of any type; c. Use University buildings, facilities, property, and equipment; d. Use University resources, services, or funds; e. Participate or attempt to participate as an organization in any University event; or, f.

Co-sponsor or participate as an organization in another recognized organization’s activities.

In a case where a violation has been found but no suspension has been imposed upon the offending student organization or individual, any one or more of the privileges set forth above may be suspended.

6. Removal from Leadership Positions - LIU Promise may remove students from leadership positions if found responsible for improper actions or violation of University policy Formal Complaint Process Initiation of a Case Against Student Organizations: LIU Promise may be referred a case from any source. Anyone filing a report should be able to provide supporting evidence that a violation of University policy has occurred.

Conduct Policies Any action by a member of or members of a formally recognized (or one that has applied for membership) student organization, casting an unfavorable reflection on their respective student organization, or LIU as a whole, may be considered to be sufficient reason for a conduct case.

LIU Promise conducts all cases. All conduct cases shall come under the heading of one or any combination of the following: 1.

Violation of the Long Island University Code of Conduct.

2.

Violation of the policies in the Student Organization Manual.

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Public Safety Policies Public Safety is responsible for securing the event by searching bags, checking IDs, monitoring the parking area, as well as other precautions. Once an organization has completed the program request, LIU Promise will indicate Public Safety needs. Please note that the Department of Public Safety and/or the Director of Student Engagement within LIU Promise may request Public Safety to be present at an event. In addition, an event’s size or purpose may require use of DSS Security (outside agency) at the expense of the hosting organization.

Public Safety will be required during the following events: ● Large events; ● Concerts; ● High Profile Entertainers, Public Figures, etc.; and, ● Discuss Public Safety and security needs with your Club the Engagement Team.

Student organizations are responsible for all security costs.

Guest Policy General Guest Policy Students can host up to one guest (1:1) to any on campus activity where the guest policy is in effect. This is subject to change and at the University’s discretion. ● ● ● ●

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LIU students must accompany their guests to the event or the guest cannot enter.

LIU students must accept full responsibility for their guest’s actions and behavior per the Student Code of Conduct.

Student guests must be at least 18 years of age. A parent/guardian must accompany a guest under the age of 18.

Upon entering the building all students and their guests are required to present photo identification (driver’s license, government issued photo identification or LIU I.D.) and may be subject to a magnetometer detector and bag search.

There will be no re-entry to a venue; all exits from an event are final.

Advanced Ticketed Events The Guest policy is not in effect for ticketed events and/or campus community events. ● ● ●

Attendees must be at least 18 years of age unless approved by LIU Promise and Public Safety.

No one under 18 years of age may be present when alcohol is present at an event without prior approval of the Director of Public Safety or designee.

Photo I.D. is required for proof of age and attendees will be subject to all search procedures including magnetometer detection and bag searches.

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If ticketed, guests must present a printed original ticket with the date and event listed.

Selling of tickets can occur at the Campus Concierge and/or at the door.

If any infractions occur, the organization is responsible.

Note: The Department of Public Safety and LIU Promise have the sole discretion to alter the above regulations for any safety and security issue that may arise.

Food/Catering Policies Aramark Catering: If student organizations use Aramark to cater their event or meeting, they should submit the food order when reserving their room. Organizations can submit additional orders until ten (10) business days prior to an event by speaking to the Engagement Team Student organizations who do not order food through Aramark at least ten (10) business days cannot place an order. The student organization must have the allotted budget to purchase food.

It is required to place all catering requests through the Catertrax system via the Engagement Team.

Off-Campus Food: Student organizations can purchase food from an off-campus vendor. In order to cater an event outside of Aramark, the organization must provide LIU Promise with a W-9, invoice and Certificate of Insurance at least 21 days prior to the event.

Please note that Aramark will NOT provide catering or supplies for events catered by outside vendors.

Travel and Conferences Policies Student organizations who attend conferences must abide by the following criteria. It is the organization’s responsibility to comply so the conference preparation will run smoothly. All attendees and chaperones need to meet with the Club the Engagement Team at least six (6) weeks prior to the registration deadline. Please review the policies below.

Financing a conference and/or travel:

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Up to sixty percent (60%) of the total cost can come out of the student organization allocated funds from the SGA and LIU Promise, or any other university departments.

At least forty percent (40%) of the cost will be responsibility of attendees. Student organizations must deposit raised funds into the organization’s budget prior to the payment due date.

Proximity Clause for Sleeping Arrangements When traveling to a conference/meeting/event within 30 miles of campus, student organizations may not stay at a hotel. Student organization members and chaperones must commute between locations.

To attend a conference members must: ● ● ●

Be Active Members of the Recognized Organization Be full-time registered students Maintain at least a 2.5 cumulative grade-point-average on a 4.0 scale

Six (6) Weeks Prior to Your Trip ● ● ● ● ● ●

Get approval from LIU Promise for attending a conference Complete Off Campus Trip Conduct Agreement Develop a roster of attending Active Members Identify a chaperone (typically Organization Advisor) Create a transportation plan Create a budget of costs associated with conference and travel (registration fees, travel, housing accommodations, meals, etc.)

Four (4) Weeks Prior to Your Trip ●

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Submit all paperwork required for conference (Off-Campus Liability Waivers for all attending students, Direct Payment Requests for travel expenses & registration fees, etc.) to LIU Promise.

Submit copies of driver’s licenses/passports of all attending students to LIU Promise.

Request class unexcused absence memo from the Engagement Team.

Two (2) Weeks Prior to Your Trip ● ●

Meet with attendees and chaperone to review travel itinerary, packing/material lists, and LIU/Office of LIU Promise guidelines Identify what, if any, travel expenses are reimbursable upon return

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36 While Away at the Conference ● ● ● ●

Anyone who violates LIU or conference polices will be sent home at their own expense.

Violators will be subject to disciplinary action by LIU Promise.

Retain all receipts for reimbursement upon return. Receipts must be itemized.

Individuals may not purchase un-approved items. If emergency-related instances occur, LIU Promise will consider a special consideration for reimbursement.

Upon Returning to Campus ● ·

Submit travel expense forms, receipts, unused funds, and the Travel Evaluation Form to LIU Promise within five (5) business days

Make up missed work with your professor(s) to remain in good academic standing.

Keep in Mind ● ●

Anyone who commits to attending a conference and withdraws attendance is responsible for reimbursing the organization for lost funds.

All funds designated for the conference are only for conference use and all affiliated costs.

If you have any questions or concerns regarding travel or conferences, please contact the Engagement Team or LIU Promise within a timely manner.

Hazing Statement Hazing is an unlawful activity that violates the policies of LIU. Hazing humiliates, degrades and endangers the mental and physical health of individuals. Although hazing was originally associated with military groups and organizations such as fraternities and sororities, today incidents of hazing involve athletic teams, marching bands and almost any group or association on college campuses. Hazing is incompatible with the LIU policy of respect for all individuals and is absolutely prohibited.

Hazing is:

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Any beating or physical abuse Forced wearing of clothing *except an official membership pin Forced confinement Forced eating or drinking Forcing a person to be the object of malicious amusement, ridicule or verbal abuse Binge drinking Encouraging a person to not engage in personal hygiene

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Sleep deprivation Servitude Sexual assault or nudity Creation of excessive fatigue or stress Abusive tricks designed to subject a person to ridicule “Drop offs” or “dumps” in unfamiliar locations Forcing or encouraging any person to violate any LIU policy or any federal, state or local law Forcing a person to carry unnecessary objects at all time Any other activity that causes harm, emotional stress, or makes the individual feel uncomfortable

Sanctions and Penalties: ● ● ● ● ● ● ● ●

Written reprimand Loss of scholarship Loss of financial aid Suspension Expulsion Disbanding of organizational groups Criminal charges commenced by the state of New York Sued for mental or physical harm

SECTION 6: PERIODIC REVIEW All aspects of this manual will be subject to review at the end of each semester and may be amended, expanded, or withdrawn as is deemed necessary and appropriate by LIU Promise.

(Revised July 2021) 37