STUDENT ORGANIZATION ResOurce GUIDE
Thank you for offering your time, energy and talents to a student organization here at Northeastern. We are honored that you have chosen to learn more about the services and resources we offer to student organizations. Involvement within a student organization is one of the best ways to broaden your college experience by meeting new people, enhancing your leadership skills, and building your resume. This resource book is a guide to helping your organization thrive at Northeastern. Whether you are just starting an organization or
Center for Student Involvement Northeastern University 434 Curry Student Center 360 Huntington Ave Boston, MA 02115 Phone: (617) 373‐2642 Fax: (617) 373‐2694 Email: email@example.com Website:
continuing a long‐lasting organization, this handbook will help you find the “how‐to’s” for success. As a leader of a student organization, you are responsible for knowing, following and educating others on the policies and procedures in this handbook. If you have any questions about a policy or procedure, your program manager or the Center for Student Involvement staff can assist in answering any questions you may have. Sincerely, The Center for Student Involvement
Policies and procedures articulated in this handbook were current as of Fall 2013, and are subject to change. Notice of major changes are generally distributed to student organizations via email and also updated on our website at northeastern.edu/csi. Minor changes may be made without formal notification. Violation of the policies outline in this handbook as well as any university policy, rule or regulation may be a breach of the Code of Student Conduct. Violations of any of these policies will be handled in accordance with the appropriate University procedure.
Northeastern does not discriminate on the basis of race, color, religion, religious creed, genetics, sex, sexual orientation, age, national origin, ancestry, veteran status, or disability status. Moreover, we will not ignore any form of discrimination or harassment, including sexual harassment. Nor will Northeastern condone any form of retaliatory activity against any person who brings a complaint of discrimination or harassment, or who cooperates in a complaint investigation.
STUDENT ORGANIZATION RESOURCE GUIDE 1
Table of Contents
Welcome ................................................... 1 1. Center for Student Involvement (CSI) ....... 3 Our Mission ...................................................... 3 Programming Lab ............................................ 3 2. Curry Student Center .............................. 5 About the Curry Student Center ....................... 5 Storage Policies ............................................... 6 Offices and Services ......................................... 8 3. Student Organization Recognition and Registration ............................................... 10 Engagement Philosophy .................................. 10 Recognition Process ......................................... 11 Leadership Council ........................................... 13 Officer Eligibility and Responsibilities .............. 16 Fraternity and Sorority Life .............................. 17 4. Running Your Organization ..................... 18 How to be a Good Leader ................................. 18 OrgSync ........................................................... 26 Anti‐Hazing Policy ........................................... 29 Organization Advisor ....................................... 31 Organization Resources ................................... 33 Planning Timeline ............................................ 35
6. Reserving Space .................................. 53 On & Off Campus Reservations .................... 53 7. Publicity and Promotion ...................... 61 Important Publicity Guidelines ..................... 61 Publicity Policies and Ideas ........................... 63 Distribution Guidelines ................................. 67 Events Requiring Tickets .............................. 68 8. Finances & Fundraising ........................ 70
Planning Your Event ......................................... 38
The Student Activities Business Office ......... 70 Establishing an Account ............................... 71 Funding ........................................................ 72 Fundraising Policies and Procedures ............. 72 Depositing Your Money ................................ 76 Spending Guidelines ..................................... 77 Transfers and Direct Charges ....................... 81 On‐Campus Preferred Vendor ...................... 82 Food, Catering and Travel ............................ 83 Computers and Capital Equipment ............... 85 Finance Board .............................................. 86
9. Index .................................................. 88
5. Event Planning and Policies ..................... 37 Event Planning 101 ........................................... 37 CSI Programming Crew .................................... 38 Program Managers .......................................... 38
Contract & Insurance .................................... 39 Events Requiring Travel ................................ 41 Events Requiring Food & Alcohol ................. 42 Guest and Chaperone Guidelines .................. 45 Dances & Parties .......................................... 46 Demonstrations ........................................... 48 Political Candidates ...................................... 49 Interpreting Services .................................... 49 Risk Management ........................................ 50 Processing Funds .......................................... 51 Entertainment .............................................. 51 After Your Event ........................................... 52
STUDENT ORGANIZATION RESOURCE GUIDE
Center for Student Involvement
DID YOU KNOW?
Our Mission The Center for Student Involvement (CSI) initiates and sustains co‐curricular activities and programs that enrich student life and enhances the relationship between academics and experiential learning. We engage the Northeastern community in collaborative efforts to foster the educational, professional and personal development of our students.
Follow Us @434csc @northeasternFSL @NULead360
There are over 325 student organizations on campus.
To learn more about us, or to get in touch with us, email us at firstname.lastname@example.org or call (617) 373‐2642.
The Programming Lab is a newly renovated space on campus, opening in the fall of 2013. Located in Room 240 of the Curry Student Center, this space was designed with student organizations in mind. There is space for quick informal meetings, resources for student organizations such as storage space, and even a student staff to help with any and all programming questions.
Stop by and meet the Programming Crew, attend a workshop designed to train your organization leaders, check out the resources available to you, or sit down for a quick meeting with your executive board! The Programming Lab will be open from 10am‐10pm Monday‐Friday during the fall and spring semester. During the Summer our office hours will change. To contact the Programming Lab email CSICrew@neu.edu or call (617) 373‐3153.
The Center for Student Involvement’s regular office hours for the fall and spring semester are Monday‐ Thursday 8:30am‐7:00pm and Friday 8:30am‐5:00pm. During the Summer our office hours are 8:30am‐5:00pm Tuesday, Thursday and Friday and 8:30am‐7:00pm Monday and Wednesday.
STUDENT ORGANIZATION RESOURCE GUIDE 3
Center for Student Involvement Staff Jason Campbell-Foster, Director of Center for Student Involvement, email@example.com
CENTER FOR STUDENT INVOLVEMENT
Cynthia Rose, Associate Director of Student Engagement, firstname.lastname@example.org
434 Curry Student Center 617-373-2642 (Main) 617-373-2632 (Scheduling) 617-373-4700 (Box Office) 617-373-3153 (Programming Lab)
Chiquita Baylor, Assistant Director of Student Engagement, email@example.com Dexter Bush-Scott, Assistant Director of Fraternity/Sorority Life & Student Engagement, firstname.lastname@example.org
vacant, Programming & Ticket Manager, vacant
Hayley Haywood, Assistant Director of Leadership Initiatives, email@example.com
Casey Mulcare, Coordinator of Scheduling & Events, firstname.lastname@example.org
Steph Pierce, Assistant Director of Program Operations, email@example.com
Kyndra Angell, Coordinator of Leadership Programs, firstname.lastname@example.org
Carson Lance, Assistant Director of Fraternity/Sorority Life & Student Engagement, email@example.com
Gabi Valladares, Coordinator of Social Media Marketing & Virtual Engagement, firstname.lastname@example.org
Sarah Weiner, Assistant Director of Student Engagement, email@example.com
Sara Helfrich, Graduate Assistant, firstname.lastname@example.org
Desiree Walker, Program & Event Coordinator, email@example.com
Quinn Emmons, Administrative Coordinator, firstname.lastname@example.org
STUDENT ORGANIZATION RESOURCE GUIDE
Curry Student Center
The John A. and Marcia E. Curry Student Center (CSC) is the crossroads for community life at Northeastern University, serving all members of the University, in a celebration of diversity and student life. The Student Center serves as the epicenter of the NU campus. It is a place where you can get involved in the life of the University through programs, activities, and leadership. The Curry Student Center, often referred to as the “living room of campus”, contributes cultural,
social, and recreational programs and services that are integral parts of Northeastern University’s mission. The Student Center offers opportunities for students to relax with friends in afterHOURS, shop for gifts in the bookstore, study quietly in the Indoor Quad, or catch a meal between classes in the West Addition. Each floor of the Student Center offers something new to do.
DID YOU KNOW?
The Student Center is also home to the dance studio, bookstore, game room, email stations, and a late‐night club with big‐screen TV, café, and much more.
About The Curry Student Center
The Curry Student Center (CSC) is located in the heart of the Northeastern campus, convenient to most academic and administrative facilities. The building is a comprehensive activity complex, offering a comfortable environment and services for the entire Northeastern community. The Curry Student Center opened in the Fall of 1965 as the Carl S. Ell Student Center. In 1992-93, Students voted in a referendum to renovate the facility. The renovation was completed in 1994, providing many new services,
facilities and exciting opportunities for programming and student involvement. In 1996, in honor of retiring President John A. Curry and his wife, Marcia, the Student Center was dedicated and renamed the John A. Marcia E. Curry Student Center. Today, the Curry Student Center serves as a facility and venue that promotes leadership, social and intellectual interaction. The staff within the Student Center is dedicated to assisting students as they embark on their leadership journey.
STUDENT ORGANIZATION RESOURCE GUIDE 5
Hosting Your Event in the Student Center These rules apply to all spaces within the Curry Student Center: •
All arrangements for decorations, exhibits, and displays must be made at least one week prior to the event through CSC Operations in 325 CSC. All set-up requests and decorations should be discussed in advance with CSC Operations and Building Services. You cannot use adhesive tape, nails, pushpins, duct tape, paint or other damaging materials on the walls of the ballroom. Please ask for portable bulletin boards, pipe and drape, or easels that you may require.
Curry Student Center assumes no responsibility for any items left in
the Ballroom after your event. Please be sure that you have collected all items at the conclusion of your event.
Decorations may not obstruct doors, hallways staircases, and fire exits. Rooms must be left in their original condition after the event. Please discard all trash in waste bins and flatten any cardboard boxes. If the Ballroom is not returned to its original condition, the organization may be charged a fee and use of the Ballroom may be restricted for future events by that group.
Student Center for the safety of the community. Exceptions require the permission of the NU Fire Safety Unit located in Public Safety, Columbus Place. Call (617) 3732121.
No more than 20 balloons can be used for your event. For use of a helium tank, please visit 434 CSC for details.
For more information on reserving space in the Student Center, please see section 6, “Reserving Space”.
Use of open flames and fire (candles, bonfires, etc.) are restricted in and around the
Student Organization Storage Policies There are multiple storage options available to recognized student organizations. Groups granted spaces are responsible for managing the growth and maintenance of their possessions regularly. As storage space is fixed, and unlikely to increase in size, access is granted and renewed regularly on a competitive basis. All groups must reapply for their storage space each term and are subject to re-adjustments on granted space based on current levels of demand and need.
The following items are not permitted for storage in any of the student organization storage spaces:
STUDENT ORGANIZATION RESOURCE GUIDE
Unsealed beverages and/or Food Items Perishable food items Flammable/Hazardous Items Animals Items and supplies for non-NU approved events Personal items
Weapons Contraband Items requiring ventilation or climate control Kerosene bottles or portable stoves
*The Operations Building Manager or Center for Student Involvement staff reserve the right to deny storage of items based on their best judgment and the considerations of other space holders. Each organization is responsible for their items and must understand that items are stored at their own risk.
Annual Storage There will be some storage spaces provided to student organizations for the duration of the academic year. These spaces are located throughout Curry Student Center, and will be assigned on a first come, first served basis until all spaces are assigned. The storage term will begin September 15, 2013 and end August 1, 2014.
Monthly Storage Storage space in the Programming Lab will be provided on a month-to-month basis to recognized student organizations. These spaces vary in size, and are located in room 240 of the Curry Student Center. Storage terms for these spaces will begin on the first of every month and end on the last of the month. Please note:
These spaces will be accessible only during Curry Student Center operating hours. Each student organization will only be allowed one annual storage locker. Student organizations hoping to utilize storage space for more than one year will need to re-apply for each term, and are not guaranteed to be granted an extension. All Storage spaces must be emptied out prior to August 1st to allow transition and cleaning.
These spaces will be accessible only during Programming Lab office hours. Student organizations hoping to utilize storage space for more than one month will need to reapply for each term, and are not guaranteed to be granted an extension. All requests for monthly storage space should be submitted by the 15th of the preceding month. In processing requests for these spaces, priority will be given to student organizations who have not utilized the monthly storage resources for the semester in which the request is placed. o Remaining space will be allotted on a first come, first served basis. Items left in storage after the expiration of the organization’s term, will be either re-appropriated by CSI for general student organization use or thrown away.
DID YOU KNOW?
There were over 23,000 events on campus during the 2012‐2013 academic year?
STUDENT ORGANIZATION RESOURCE GUIDE 7
Offices and Services
CSC Administrative Offices
afterHOURS Box Office Building Manager Building Services Center for Student Involvement CSI Programming Lab Center of Community Service Curry Student Center Operations and Services Event Management Game Room
434 CSC 434 CSC
x2632 x4700 617‐593‐2409 x2757
434 CSC 240 CSC 172 CSC
x2642 X3153 x5809
email@example.com firstname.lastname@example.org email@example.com
325 CSC 424 CSC 140 CSC Ground Floor CSC
x5429 x2632 x2640
434 CSC 101 CSC 434 CSC 434 CSC
x4329 x3200 x2642 x2642
SABO@neu.edu firstname.lastname@example.org email@example.com firstname.lastname@example.org
Information Center Opportunity Scholarship & Outreach Programs Scheduling and Event Planning Student Activities Business Office Student Employment Office Student Leadership Fraternity/Sorority Life
Additional Important Telephone Numbers African American Institute Asian American Center Chartwells Food Services Disability Resource Center Emergency (Fire/Police/Ambulance) Facilities Customer Service Graduate Student Government HELP desk
40 Leon St, West Village F 109 Hemenway St 106 St Stephen St 20 Dodge Hall 100 Columbus Place 288 St. Botolph St (Cullinane Hall)
STUDENT ORGANIZATION RESOURCE GUIDE
@NortheasternGSG @NU‐IS Alert; @Secure NU
Offices and Services
Additional Important Telephone Numbers Information Center International Student & Scholar Institute (ISSI) Latino/a Student Center LGBTQA Resource Center Lost & Found Mail Services Marino Center Non‐Emergency Public Safety NU Bookstore NU Reprographics Off‐Campus Student Services Office of Prevention and Education at Northeastern (OPEN) Office of the VP for Student Affairs OSCCR/Student Conduct Rebeccas Resident Student Association Residential Life (Housing Office) ResNet Sign Shop
CSC Ground Floor
x2310 x5845 x2738
email@example.com firstname.lastname@example.org email@example.com
@NUISSI @NULSCC @NU_LGBTQ
firstname.lastname@example.org @NUStudentLife email@example.com @OSCCR_NU
X2651 x2343 617‐247‐ 0011
405 Ell 120 FA 328 CSC Operations Desk 40 Columbus Place 140 Marino 100 Columbus Place 4 Ell Hall (CSC Ground Floor) Ell Hall Ground Floor 226 CSC
307 Elll Hall 104 Ell Hall 204 Ell Hall Churchill Basement 128 Stetson West 4 Speare Commons Speare Hall Basement 10 Gainsborough St
Snow Closings Center for Spirituality, Dialogue, 203 Ell Hall and Service Student Government Association 332 CSC (SGA) Transportation Wollaston's Market
STUDENT ORGANIZATION RESOURCE GUIDE 9
Student Organization Recognition and Registration
Student organizations are a major source of interaction and involvement at Northeastern University. Our wide variety of student organizations reflects the diversity here on campus. Co-curricular involvement through student organizations allows students to explore, broaden their interests, and improve skills in leadership, interpersonal relations, organizational development, group dynamics, and budgeting. In this section, you will learn the benefits and privileges of recognized student organizations, how to start a new student organization, and what to do to maintain your organization’s recognition.
The Center for Student Involvement holds all student organizations to the same standards and expectations and is committed to working with all of our groups to develop programs that represent the diversity and discourse appropriate to a world-class university. In order to do this effectively, we expect each member of our community to embrace the values of civility and ethical conduct and share in the responsibility of the promotion of these values.
As a leader in global higher education, Northeastern University is deeply committed to the creation of a civil and respectful environment for all students where the free exchange of ideas can occur in a dynamic and respectful environment. As powerful ambassadors of that commitment, student organizations at Northeastern are positioned to represent a broad range of ideas and viewpoints that are indicative of our global society. The privilege to exercise these rights must come with a commitment to treating others with respect, fairness and dignity.
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Recognized Student Organizations Organizations wishing to function on the Northeastern campus must be fully recognized by the Center for Student Involvement and renew their registration twice each year for Undergraduate Student Organizations and once per year for Graduate Student Organization. The Center for Student Involvement maintains current and historical files on the activities, officers, and advisors of all student organizations. Northeastern’s policy defines a student organization as any group of 12 or more full-time students (unless specifically stated in the constitution) who have applied for and received recognition. At Northeastern, student organizations fall into one of the following classifications: • Academic Enrichment • Advocacy & Global Impact • Club Sports • Competition & Skills-Based • Creative & Visual Arts • Experiential & Professional • Fraternity/Sorority • Graduate • International & Cultural • Leadership & Governing • Northeastern Community Connection • Outdoor Adventure & Wellness • Performing Arts • Philanthropic & Community Engagement • Political Action • Print & Broadcast Media • Religious & Spiritual • Special Interest
Recognition in various NU publications. Use of available campus facilities and equipment. Opportunity to promote your organization at Activities Fairs or host tables for information Posting and advertising privileges. Ability to apply for office and locker space. Full use of the CSI Programming Lab (240 CSC). Ability to apply for an organization mailbox. Use of the Northeastern University name and brand. Assistance in finding an organization advisor. Assignment to a program manager and assistance from the Programming Crew who are knowledgeable in event planning. Access to OrgSync and group @neu.edu email accounts. Networking and educational opportunities.
Be a part of the a leadership council
• • • • • • • •
Financial support consists of: • • • •
Fiscal and accounts assistance within the Student Activities Business Office (SABO). Tax-exempt status on most purchases. Access to Student Activity Fee (SAF) and Graduate Activity Fee funds. Fiscal advice about budgets, accounting and bookkeeping procedures.
For a complete list of all recognized student organizations visit: northeastern.edu/csi.
Privileges of recognition Recognition entitles your organization to many benefits and privileges. These include: • Ability to reserve rooms. • Ability to host major events, in consultation with your program manager and CSI Programming Crew. • Ability to sponsor fundraisers (as approved through Center for Student Involvement). STUDENT ORGANIZATION RESOURCE GUIDE 11
How to become recognized New organizations may be formed when a genuine need for the organization has been demonstrated. The Student Involvement Board (SIB) has the authority to approve or deny the organization's petition for full recognition status, except in the case of graduate groups when recognition comes from the Graduate Student Government (GSG) or Fraternity and Sorority Life (FSL) Council. A letter granting your organization’s official recognition will be sent by the Center for Student Involvement to the organization’s current president, advisor, SIB, GSG, SABO, and the Scheduling Office. Northeastern University retains the right to refuse recognition of organizations not in line with Northeastern’s educational mission and goals. Listed are the steps for creating an undergraduate and graduate student organization.
Step 4: Membership Roster. Visit the "Online Forms" tab on the Center for Student Involvement website, and complete the "Membership Roster" form. You must have at least 12 members in order to start a new group. Step 5: Submit letter(s) of support. Depending on the classification of your organization, the authors of this letter may vary, but typically are required as follows:
Philanthropic & Community Engagement Organizations: must receive support from the Director of Community Service, Kristen Simonelli Doggett (firstname.lastname@example.org).
Religious & Spiritual Organizations: must obtain a letter of support from the Executive Director of Centerof Spirituality, Dialogue and Service, Alex Kern (email@example.com).
Club Sports: must obtain recognition via the Campus Recreation Office. Email Jerry Foster (firstname.lastname@example.org) for details regarding this process.
Fraternity/Sorority: Please speak with a member of the Center for Student Involvement staff.
International & Cultural Organizations: must obtain a letter of support from Amy Wooldridge (email@example.com), Senior Assistant Director of the International Students & Scholar Institute (ISSI).
Academic Enrichment Organizations: must obtain a letter of support from the Dean of the College (or the Dean's designee) where the group will be aligned.
Experiential & Professional Organizations: must obtain a letter of support from the Dean of the College (or the Dean's designee) where the group will be aligned. If the organization is a chapter of a national organization, a letter of support (or charter) from the national organization will also be required.
Advocacy & Global Impact, Competition & SkillBased, Creative & Visual Arts, Graduate, Northeastern Community Connection, Outdoor Adventure & Wellness, Performing Arts, Political Action, Print & Broadcast Media and Special Interest Organizations: Depending on the group, typically a letter from the faculty or staff member that will serve as the group advisor is acceptable, unless directed otherwise. If the organization is a chapter of a national organization, a letter of support
Creating a Student Organization: Step 1: Watch the New Student Group Workshop Online Presentation and take the short online quiz that follows. You will learn all the basics and receive tips for getting your organization started, and will learn more about the process to become recognized. This presentation and quiz are located on the Center for Student Involvement website at: neu.orgsync.com/starting_a_new_organization. If you need an alternate arrangement to view the viewing the videos, please contact our office. Step 2: Locate a full-time member of the University staff or faculty to serve as your advisor. If you need assistance locating an advisor, email Quinn Emmons or check in with the Student Involvement Board firstname.lastname@example.org. Step 3: Create your organization proposal in the OrgSync system. To log on, go to orgsync.com/login, click the green bar to sign in with your Campus ID, and log in using your myNEU credentials. If you are a first time user, you will be directed to complete a profile to join OrgSync. Once completed or for returning users after logging in, click on “Browse Organizations” at the top of the page. Once the page refreshes, you will see a tab that reads “Register a New Organization.” Click here, as this is where you will complete the proposal form for your organization.
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(or charter) from the national organization will also be required.
Step 6: Preliminary Review and "Tentative Recognition". Once all previous steps are completed, your organization will be reviewed. Organizations that pass the review process will receive Tentative Recognition. More information on this status is available at the presentations mentioned above. Step 7: Board Review and Final Presentation. Once you have obtained Tentative Recognition status, you will begin work on your group constitution with either a member of the Student Involvement Board (SIB) for undergraduate organizations or a member from Graduate Student Government (GSG) for graduate organizations. You will also be given a date to present your group idea to the full board. Step 8: Recognition. The Student Involvement Board or Graduate Student Government will make the final recommendation to the Center for Student Involvement regarding your group status. Organizations that receive approval from the board will be granted recognition by Center for Student Involvement.
Club sports If you are interested in a competitive sport, the club sports program may be of interest to you. The Campus Recreation Department offers competitive teams who compete locally, regionally, and nationally. If interested in joining any of the clubs, you should stop by the Campus Recreation Office, 130 Squash Busters. For information about existing or new club sports teams, go to www.campusrec.neu.edu, or call (617) 373-8727.
Leadership Council Participation in student organizations is paramount to the university's leading education model and provides participants with additional experiential opportunities outside of the classroom. To better support student organizations as they continue to be innovative forces on campus, the Center for Student Involvement has developed a model that provides our more than 325 student-run organizations with the opportunity to discuss important topics relating to the operation of their organizations while also providing an outlet for key leaders to come together and collaborate with faculty, staff and fellow leaders. Each council will take part in discussions led by chairpersons that are members of the university staff. These facilitators will develop conversations that center around:
Community & Civic Engagement Leadership Innovation & Creativity Assessment Collaboration & Communication
All organizations will be required to have their president or executive board designee serve on the council. Groups are free to choose which member it will be and they must indicate that on their registration form. We recommend it be an executive board member that can make decisions on behalf of the group. It is very important that the same person attend as required in order for your organization to get the most out of this model. In the event your organization's representative cannot make the meeting, another member of the executive board must attend in his or her place. If your organization has two absences from the council each year, your organizations standing as a recognized student organization will be placed in jeopardy.
STUDENT ORGANIZATION RESOURCE GUIDE 13
Renewing your recognition All recognized student organizations are required to register with the Center for Student Involvement each Fall and Spring semester. Organizations considered active by the Center for Student Involvement have met the requirements necessary to become a student organization and have completed all requirements to maintain that recognition. In order to maintain recognition and remain in good standing with Northeastern and the Center for Student Involvement, your organization must: • Renew your organization profile within OrgSync. To do this, an administrator of the organization must log into the group page and click on the "Settings" section on the left menu. This profile contains the Anti-Hazing Agreement. The date of electronic signature should be updated as should the name of the person agreeing to the form (if different.) • Your group is also required to view the two videos at the bottom of this webpage (neu.orgsync.com/starting_a_new_organization) on the program planning process as well as policies and procedures pertaining to running your organization and complete the short quiz. • Your group must have at least 12 active members "joined" to your organization within the OrgSync system. You may invite members to join your group, or they may request to join. For questions on how to do this, please call our front desk at 617-373-2642.
also need to complete the SABO Account Registration process in order to remain fiscally active on campus. In an effort to improve upon the SABO Account Registration process, advisors are required to fill out the SABO Advisor Banner Access Form, located on OrgSync. This form is only required to be completed by the advisor once, rather than completing and signing the SABO Account Registration form each semester. Additionally, this will provide advisors with access to the Banner Finance System, allowing them access to their organization’s budget account at any time. Advisors will no longer receive a copy of the monthly statements. To access and submit the SABO Advisor Banner Access Form, your advisor(s) must:
• The registration process must be completed each semester by the date published by the Center for Student Involvement or organizations may be considered “inactive” and eventually “archived.” Once you complete the steps listed above, your organization will be fully registered with the Center for Student Involvement, however your organization will
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• Go to the following link: https://orgsync.com/join/30932/student-activitiesbusiness-office. If you are already logged into OrgSync, you will be directed to join the SABO portal. If you have not previously logged in, you will be asked to log in to the Northeastern Community and enter your myNEU credentials before you are prompted to join the portal. If you are a first time OrgSync user, upon entering your myNEU credentials, you will be directed to create your OrgSync profile before joining the portal. On the left-hand menu, click on “Forms.” Find the “SABO Advisor Banner Access Form” (pinned to the top of the list) and click the gray “Fill Out” button on the right side of the page. Once you have completed the form, you will be able to print a PDF copy. Please physically sign it and either scan and e-mail it to email@example.com, fax it to 617.373.4375, or bring it to the Student Activities Business Office in 434J CSC. This form must be printed, signed, and turned in by the deadline in order for the organization to remain fiscally active.
Banner access is not immediate. It will take several weeks before your advisor will receive Banner access. During that time please continue to contact SABO for budget-related inquires and account balances.
If your advisor does not fill out, sign, and turn in the OrgSync form, your organization will not be able to access your funds or process any financial paperwork. If you or your advisors have any questions or concerns about the form, you should contact Jeffrey Jean-Francois in the Student Activities Business Office at firstname.lastname@example.org, or call at (617) 373-8605.
Inactive status Some organizations become inactive due to members graduating or lack of interest. When an organization misses one registration deadline, the organization is then considered “inactive.” This inactive status may result in temporary loss of privileges granted to active organizations. Inactive organizations will receive official notification that their organization has moved to this status from the Center for Student Involvement. Should an organization miss one registration deadline and move to inactive status, they must register by the deadline set for the following semester or will be considered archived at that time.
Archived status Organizations that miss two consecutive registration deadlines are then considered archived by the Center for Student Involvement. Archived groups lose all privileges granted to recognized student organizations on campus including the ability to reserve rooms, host programming, access budget accounts, or petition for the use of student activity fee dollars. An organization will remain in this status indefinitely and can be reregistered only by the process set by the Director of Center for Student Involvement.
Restoring an organization that is archived Organizations become archived after they have missed two registration deadlines. If the most recent registration date for an archived group surpasses two years, the group will need to proceed through the steps for creating a new organization. If the most recent registration was less than two years ago, the constitution needs to be updated, and new registration materials need to be completed. For more information, please email email@example.com.
Student Organization Conduct Recognized student organizations at Northeastern are responsible for reading and understanding and complying with the expectations that are outlined within this handbook as well as in the Code of Student Conduct. Each student organization is responsible for educating their members on these published guidelines. In the event policies or expectations are violated, student organizations may face restrictions or conditions pertaining to their organization at the discretion of the Director of the Center for Student Involvement (or designee). These restrictions or conditions include but are not limited to: suspension, probation, written warnings and/or other mandatory educational projects. Student organizations and/or individual students may also be subject to referral to the Office of Student Conduct and Conflict Resolution as appropriate.
STUDENT ORGANIZATION RESOURCE GUIDE 15
Officer Eligibility All elected or appointed officers of student organizations must be full-time students at Northeastern. Undergraduate organization officers must be undergraduates (with the exception of a graduate representative for those undergraduate organizations that choose to have such a position on their executive board). Graduate organization officers must be graduate students. Any student wishing to hold an office must have and maintain a 2.0 overall grade point average (GPA) prior to being elected or appointed to that position. Individual organizations may require higher GPA’s at their discretion. Center for Student Involvement will not provide member’s grades to anyone in the organization. Graduate students holding offices within organizations must make satisfactory progression towards a degree, as defined by the program or graduate school. Individual organizations may require higher GPA’s. Student academic records will be checked regularly for compliance. Students that are on academic, judicial, or other forms of probation may not hold any office or position either by election, appointment or petition, in any student organization.
Responsibility of Officers Whether elected, appointed or volunteered, officers of recognized student organizations hold legal and ethical obligations to their organization and to Northeastern. Some of those obligations include:
Maintaining proper academic eligibility Understanding and adhering to all NU policies and procedures, and making sure the organization members are aware and adhere to these policies as well. Knowing about the activities conducted by the organization, regardless of which members may be planning said activities. Being accountable for the legal and financial situations that pertain to their organization. Maintaining at least two officers: one being the president and one being the treasurer of the organization. Making efforts to recruit and retain members of their organization. Registering their organization in accordance with the procedures set by the Center for Student Involvement. Notifying the Center for Student Involvement when there has been a change in organizational leadership or a change in advisor for the student organization. Abiding by the bylaws and terms outlined in the most recent constitution for the organization that was approved by the Center for Student Involvement as well as the Student Involvement Board. The seriousness of these responsibilities reinforces the need for officers to seek the guidance of their advisors and the Center for Student Involvement staff.
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Fraternity and Sorority Life
Northeastern University recognizes the positive contributions that fraternities and sororities make to the University community. The fraternity and sorority community at Northeastern University seeks to provide opportunities for students to serve the community, cultivate leadership skills, engage in campus life, encourage academic excellence, and support a diverse community. We believe all of these endeavors enhance the collegiate experience of undergraduates while also contributing positively to the Northeastern University community as a whole. Fraternity and Sorority Life at Northeastern University is comprised of fraternity men and sorority women dedicated to a lifetime bond of brotherhood and sisterhood under the governing bodies of the Interfraternity, Multicultural Greek, National PanHellenic, and Panhellenic councils. These organizations create a community where men and women can grow as individuals and leaders, while experiencing safe and healthy social, philanthropic, and academic endeavors. Individual chapters seek to provide opportunities for service to the community, leadership development, and high academic standards for their members. Fraternity and Sorority Life at Northeastern University provides a unique and diverse opportunity for students seeking an experience that will enhance their college career.
How to Join a Fraternity or Sorority Fraternities and sororities host formal and informal events so people who are interested in joining can learn more about their organization and get to know its members. These events can include activities, presentations on the chapter, or informational meetings which introduce prospective members to the Fraternity and Sorority community and give unaffiliated students the opportunity to learn what makes fraternities and sororities unique organizations. Students who attend these programs are not required to join any organization. It is simply a time for students to see what fraternities and sororities can offer and meet members of the chapter as well as alumni/ae. Recruitment usually takes place at the beginning of both the fall and spring semesters but is different for each fraternity and sorority. For more information, please visit the “How to Join a Fraternity or Sorority” section of the northeastern.edu/csi website. If you have questions about starting a new fraternity or sorority on campus, please call the Center for Student Involvement at (617) 373-2642 or visit northeastern.edu/csi. Fraternities and sororities are responsible for adhering to all Commonwealth of Massachusetts and federal laws, Northeastern University policies, particularly those listed in this Student Organization Resource Guide, and the Code of Student Conduct.
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Running Your Organization As the heart of the organization, officers are responsible for the organization’s success. Successfully building and maintaining an organization requires effective leadership and dedicated members. Student organization officers must develop their skills in running meetings, recognizing and utilizing members’ potential, abilities, and keeping good records. Officers have additional obligations to the organization and its members. Many of these responsibilities are discussed in this section.
How to be a good leader Whether elected, appointed, or volunteered, officers of a recognized student organization hold legal and ethical obligations to their organization and to Northeastern.The seriousness of these responsibilities reinforces the need for officers to understand what it means to be a good leader.
SOAR is a series of workshops, training, and resouces offered to assit student organization with building an effective organization and lasting legacy here at Northeastern.
The Center for Student Involvement offers a variety of different resources to assist you in being a good leader within your orgaization through the Student Organization Advancement Resources (SOAR) program.
Student Organizations who participate in SOAR sessions are eligible to obtain Paw Points. Paw Points can be redeemed at the end of each semester for prizes and awards. For more information on session dates or Paw Points visit the Center for Student Involvement website at http://neu.orgsync.com/trainings_workshops.
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wish to recruit? What sort of programming will draw these new members?
Recruiting and retaining members It is often said that 30 percent of your potential members will find you because they are interested in what your group does. 70 percent of your potential members might be interested in your group, but do not know it exists, do not know how to contact the organization, or are too shy to take the initiative to find out how to join. New members are vital to your organizations and you need to be creative in attracting them.
Attend activities fairs and leadership retreats. Participation can give you the opportunity to talk about your group to students who are already interested in becoming involved in organizations.
Never underestimate the power of a personal invitation. People feel special when someone asks them directly to become involved in an organization. Have each person in your group suggest the names and contact information of at least three people who may be interested in your group. Invite these individuals to one of your events or meetings.
Building your membership Here are some tips on effective recruitment: • Update your OrgSync page with important information about your organization such as the names of board members, contact information, time of meetings, etc. This information is connected to the Center for Student Involvement’s website and is the first place new students go when they are looking to get involved with your organization. •
Plan events with other campus groups. Cosponsorships allow for people who may not know about your organization, or may think they do not want to join, to gain a glimpse into your organization. Events could include socials, community service programs, or activities.
Know and understand the goals and purpose of your organization.
Broaden your marketing campaign. Seek to diversify your organization and expand its base by targeting commuters, adult learners, and students of different racial or cultural backgrounds.
Be sensitive to potential members by assuring that all students have access to your organization’s meetings and events. Be sure that events are held in locations that are wheelchair accessible, and if needed reserve an ASL interpreter so that students who are deaf or hard of hearing feel welcome. For more information on accessibility, see “Interpreting Services/Accessibility” in section 5.
Set recruitments goals-How many people do you
• Get the current membership involved. They are the face of your organization. • Utilize social media tools to interact with new potential members, University offices and other organizations. •
Create an information sheet, pass it out and post copies in the Curry Student Center. Students are more likely to remember your organization and how to contact you if they have the information in writing.
Hold a membership week or a public relations drive. Make t-shirts, have info tables on the quad, or ask to do a brief presentation in a class to inform potential members of the benefits and opportunities of membership.
Recognize that even a little time and energy from a member is better than none. The degree to which members can contribute their time and talents varies greatly and may not be the same amount that the others are willing to invest.
Keeping your members The reasons why people join student organizations vary. If members do not find what they want or need in an organization, they may not stay. Find out what motivates people to attend your meetings, and then show an interest in them as well! • Contact interested members early.
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Make your first meeting fun and informative!
Help people feel comfortable. Do team builders at the beginning of every meeting for the first few meetings. Student Leadership has numerous books available to borrow for team building ideas.
Motivating your members •
Hold meetings during times when people on different schedules can attend. Meetings held during late afternoon appeal to co-op students and working students who may not be able to stay on campus for a 9 p.m. meeting. Make a plan to acknowledge and welcome new members or visitors to your group. Assign them a “buddy” or host who will help introduce them to other members and who will specifically invite them to the next meeting or event. One reason why people do not join organizations or stay active is that they do not feel welcome. Make people feel they add value to the organization. A common mistake made by officers is trying to do everything themselves. People like to feel engaged. Having responsibilities helps members feel that they are contributing, so assign new members to a subcommittee or have them work on the logistics of an upcoming event. Plan a project that everyone can participate in. Remember to delegate tasks so that everyone feels engaged and no one is overwhelmed. Break your group into several committees so a small number of people can work on specific projects or strategies, and report back with their recommendations or findings.
Some members are best motivated by simply being asked to be a part of the organization and by being reminded how much their talent would contribute to the group. Hold each other accountable and follow up members are more likely to become unmotivated if no one is there to hold them accountable. Follow up with members if you provide them with a task. Remember to show your appreciation for every little contribution a member makes. A simple but sincere “thank you” can be the most motivating words! Ways to show appreciation:
Give prizes Send personalize thank you notes Social media shout-outs Name an award after a member Announce kudos Identify the hardwork Have an ice cream social/pizza party/ group outing in city (see page 83 for details on events requiring food) Hand out creative certificates and awards
Time Management and Delegation It is often a challenge to learn how to balance all the obligations that come with college life. Learning to effectively manage your time will help you avoid feeling overwhelmed and will allow you to get the most out of your college experience. The Five Steps to Effective Time Management:
Practice facilitating meetings. Good meeting management makes attendance and participation enjoyable. Meetings that are too long, boring, confusing, or unproductive will discourage members from attending, and may deter people from staying involved. Work hard and play hard together! Set up socials or events where the membership can get to know each other, or just to say thank you for their hard work.
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1. Plan: • Set goals for yourself. Setting goals is one of the best ways to track your progress and follow through. 2. Assess • Try keeping a log of your daily activity for three days • At the end of three days, review your log and determine if there are things that are wasting your time or things you should be doing that you’re not
Consider having someone else review your log to point out time-wasting habits that you may miss 3. Organize • Make a “To-Do” List every morning • Some find it helpful to also keep a separate list of long term projects • Don’t become too frustrated if you don’t get everything done, just put it on the next day’s list! 4. Prioritize • Look at your to-do list and rewrite it, putting high priority items at the top of the list and lower priority items at the bottom • You determine how important something is; it’s totally up to you! 5. Schedule • Work the things on your to-do list into your schedule • Use a planner or virtual calendar if you find it helpful • Don’t schedule every minute of your day— leave time for breaks, socialization and unexpected things! When leading a student group it is often hard to know when it is appropriate to delegate tasks. Delegation is an indispensable tool which must be grasped by leaders who expect to be successful. Your members are your greatest resource and they feel more invested and committed to the organization if they take responsibility for group goals and projects. Why Delegate?
It allows more people to be actively involved and increases their commitment It distributes the workload and ensures completion of projects It helps organizations run more smoothly It decreases the chance of member burnout
What to Delegate:
Frequent or routine tasks that repeat themselves Details that take up large chunks of time
Specialized tasks that you feel someone is particularly qualified to accomplish Tasks that readily generate volunteers
How to Delegate:
Ask for volunteers or suggest someone you feel would be good for the task. Consider time, interests, and capabilities Once delegated, be sure to explain the importance of the task, and the responsibilities which come with the task Support your group members by opening the line of communication, providing help, giving sound feedback, and by not micromanaging
How to Hold a Meeting When you chair a meeting, you have certain responsibilities to set the mood and direction. Here are some suggestions: • Make sure everyone involved knows when and where it is to be held. • Post notices of the meeting using various (approved) mediums. • Set up phone/text networks so members can connect other members to remind them about the meeting. • Update OrgSync with meeting information so new members are aware of the time and locations of your meetings. • Have someone take minutes during the meeting. • Ensure officers agree on the desired outcomes of the meeting. • Have everything you need for the meeting on hand. • Become knowledgeable on parliamentary procedures and help your organization understand the purpose and procedures as well. • Create an agenda and stick to it! Agendas: Developing an agenda and sticking to it can help a meeting go smoothly. The following are sample agenda items: 1. Call to order 2. Announcements 3. Quorum–The number of members who must be present to do business. 4. Approval of minutes
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5. Old business–Items left over from the last meeting. 6. Committee reports 7. New business–This is the main portion of the meeting. This is the time when new ideas are brought up and discussed. Handle them one at a time so that attention is focused on one topic. 8. Closing remarks–Set a time and place for the next meeting and review tasks to be completed before then. 9. Adjourn
want to make your meetings accessible to all. If you are aware of a student who is interested in your organization that has a disability and you are unsure how to make your meetings/organization accommodating, please contact the Northeastern Disability Resource center at (617) 373-2675 for recommendations. Below are some suggested tips: •
After the meeting: • •
Introduce yourself to new members Ask your members how they perceived the meeting. They will appreciate that their opinions count and may have some excellent suggestions. Discuss the meeting with your advisor(s). Advisors can help you recognize what was effective in the meeting and what you can improve. Create a strategy for how to approach the next meeting so that you can be most effective. Identify topics that need to be discussed at the next meeting. Send meeting minutes to attendees.
If you are aware of any students who are deaf or hard of hearing, arrange for an ASL interpreter (see section on Interpreting Services\Accessibility). Raise your hand to indicate your intentions to speak. This informs ALL participants of who is speaking. When several people raise their hand simultaneously, it is up to the chairperson to recognize each one and determine in what order they will be called on to speak. Participants must speak one at a time. It is impossible for interpreters to convey multiple conversations and it is often confusing to understand. Before the meeting, provide all participants with the agenda and all printed material so that attendees using an interpreter are not forced to attempt to read handouts and watch an interpreted discussion at the same time. Provide minutes after the meeting.
Facilitation Knowing how to facilitate is essential to running a meeting. The following are facilitation tips: •
• • • •
Use the 10-90 rule. The time you spend talking should be only 10 percent of the time and allow the group to talk\interact for 90 percent. Ask “why” and “how” questions to start discussion. Keep to your time schedule. Make sure to keep the attention of your members. Provide direction, but remain democratic in nature and fair to all members. Clarify any comments or questions that may be misinterpreted or unclear to you or the group.
DID YOU KNOW?
At the end of each year, Student leaders can nominate their advisors for a variety of awards. Check the Center for Student Involvement website for more details.
Working with students who have a disability To ensure the greatest attendance at your meetings and to convey that your organization is open to all, you will
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Officer Transition The end of the semester is approaching and a new set of officers will be taking over your student organization. How do you ensure that the new officers are ready for their position and can continue to provide your organization with strong leadership? Here are a few steps to help you transition your organization: •
Start Early! Begin by setting up folders in OrgSync for important documents to be stored. Let your members and officers know what these folders are for and what information should be kept in them. Identify emerging leaders in your group early in the year and have them shadow the current leaders. Encourage leadership development through personal contact and mentoring with members.
New officers have been elected. Now what?
Plan an Officer Transition Meeting Potential Officer Transition formats: 1. Group Information sharing-Allow new and old officers to evaluate the previous year together. 2. One-on-One Officer sharing-Match outgoing and incoming officers by positions to discuss their roles. 3. A Meeting Run by Outgoing and Incoming Officers- Have incoming officers’ conduct a meeting with outgoing officers present to offer support. After the meeting, all of the officers can evaluate and discuss areas for improvement.
Revise or create officer position descriptions and officer notebooks.
Create a year-end report: include descriptions of major projects, details about completed programs and events, challenges and outcomes, and suggestions for future planning. Ensure all records, reports and bills are filed and up-to-date.
Reporting Changes between Registration Periods Student organizations are required to keep their records up to date with the Center for Student Involvement. Anytime there is a change in leadership, advisor, constitution, group name, officers, etc., student organizations are required to update their OrgSync profile. In addition to notifying our office of changes, the Student Activities Business Office (SABO) also requires that changes in advisor be reported to their office immediately so financial records are accurate. You may notify their office by completing the SABO Account Registration process. For more information on completing the SABO Account Registration Process, see “Renewing your recognition” on page 11.
Proposing Changes to Group Name or Constitution Group name changes or constitution revisions MUST be approved by the Center for Student Involvement in conjunction with either the Student Government Association (Student Involvement Board) or the Graduate Student Government, depending on your group classification. To begin the process of changing your group name or constitution, please contact the Center for Student Involvement to begin the process. Your organization must be prepared to explain why the changes are being proposed.
Helpful Tips for Organization Leaders Members are the reason organizations exist! Therefore, you and your officers need to remember that the organization is there for the members. For the same reasons you joined your organization, members are also looking for personal benefits such as a sense of belonging and friendship, leadership experience, skill development, and a way have fun! Fun is important to every organization, no matter how serious the cause. If the members are not having a good time, they will not stay involved or contribute to the organization. Leaders are often the members in the spotlight; however an organization would not be able to function without the members. It can be easy for leaders to forget that members want to contribute, be involved, and get recognition, as well. Here are some helpful resources to
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help you and the members of your organization develop as leaders.
taking part in one of our LEAD 360 programs, we are here to help!
Organization Training and Development
Take an innovative approach to leadership through LEAD 360. These FREE programs are open to all undergraduate students and incorporate leadership education, training, and development. LEAD 360 is known throughout campus by faculty, staff, and students as a unique opportunity for student leaders and for students with leadership potential. These programs will help you build the skills to be successful in your co-op positions, and future careers!
Officers and members need and deserve opportunities to learn more about their own leadership abilities and potential. The Center for Student Involvement offers numerous resources including workshops, customized training sessions, and personal advice on leadership through the Student Organization Advancement Resources (SOAR) program . The staff will even come to a meeting to work with your members interested in improving both individual skills and the organization. Many fraternal organizations, honor societies, and professional associations require individual chapters to sponsor or conduct leadership education for members. The Center for Student Involvement can advise and provide resources in helping you accomplish those goals. For more information on SOAR, visit the Center for Student Involvement’s website at northeastern.edu/csi. Conflict Resolution Conflict is a sign that people are passionate about their beliefs. Learning to manage conflict is invaluable in leadership. If your members are involved in conflict, have a closed meeting with the people involved in the conflict. Here are some tips to assist you in facilitating the discussion: • • • • • • •
Ask yourself if this is a personal problem between members, or a split within the group. Discuss the issue, not the people. State facts and observed behavior. Talk about relevant issues; discuss the present; stay on the subject. Suggest alternatives. Talk about its effects on members and the group. Bring closure to the meeting; summarize the discussion and state any actions that will be taken.
Leadership Our leadership staff is here to support you in advancing your student organization’s mission and empowering your group members. Whether you are working with our Leadership Consultants to plan a workshop, retreat, or
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Some of the key leadership topics of LEAD 360: • • • • • • • • •
communication ethics team building establishing a network social justice health/wellness intersections of identity conflict resolution global issues
Reasons to participate in LEAD 360: • • •
Meet people who have similar interests. Get involved with the University and the larger community. Enhance your skills by learning to interact with people who have similar or different styles, practices, and behaviors of leadership. Develop ways to inspire, empower, and motivate others and help them work to their fullest potential. Create a vision for yourself and a leadership path.
LEAD 360 Offerings: BLUEPRINT: First-Year Leadership Program BLUEPRINT assists first-year students in developing a framework for their leadership paths. In BLUEPRINT, participants attend 75 minutes sessions for eight weeks and take part in a team building retreat. Sessions are facilitated by one upperclass student and one faculty member or administrator. BLUEPRINT is great for students who want a springboard for their involvement at the university.
Women’s Leadership Women’s Leadership is a dynamic program for upperclassmen women. Women’s Leadership provides participants the opportunity to further their leadership skills, discuss women’s issues in the United States and around the globe, and examine the diverse perspectives of women in leadership. Participants in Women’s Leadership meet eight times over the course of a semester and sessions are facilitated by upperclass students. Sessions are 90 minutes each and include activities as well as in depth discussions. Retreats
Retreats provide opportunities for students with similar interests to build camaraderie while learning specific skills. These experiences include interactive activities, team building, keynote speeches, workshops, small and large group discussions, and simulations related to the retreat theme and overall mission. Retreats can be a few hours to an entire weekend, and take place either on or off campus.
DID YOU KNOW? Did you know that the Center for Student Involvement offers trainings and workshops to assist student organizations in the administration of their student organizations? http://neu.orgsync.com/trainings_workshops
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OrgSync is Northeastern’s online community that facilitates campus engagement by virtually connecting students to organizations, departments and programs, eliminating the need to track them down in person. OrgSync does the hard work for you! How can OrgSync help me? If you’re not currently in an organization but you’re interested in joining one, OrgSync makes it easy to search for an organization that fits your personality and interests. Access your OrgSync account by logging into your myNEU portal and clicking the OrgSync link (if this is your first time logging into OrgSync, you will need to create an account). At the top of the screen, click on the green “Browse Organizations” button. This will take you to the complete list of organizations in the Northeastern community and you can search them alphabetically, by category, or even by keyword if there is a specific interest that you have but you just aren’t sure which organization would apply. If you don’t find anything that piques your interest, you can always consider starting your own student organization! If you are currently in a recognized student organization, there are many tools OrgSync offers that can help streamline your organizational business: Organization Wouldn’t you like to get rid of all of those paper forms that used to take forever to get printed and even longer to get back from everyone? OrgSync allows you to put all of your forms online! In addition to saving on printing costs and time, this also gives you a centralized location for all of your members to locate and access your forms and provides the perfect spot to store them instead of filing a bunch of papers away in a binder.
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To create a form, log into OrgSync and hover over the “Organizations” icon at the top of the screen. Click on the organization that you would like to create the form for. Once in that organization’s portal, click the “Forms” button on the left-hand side of the screen. At the top of the page, click on the green “Create a Form” button and OrgSync will guide you step-bystep through the process. Online forms are a great tool for virtually managing your organization’s nominations, applications, or even elections! Have you ever been looking for an important organizational document, not found it, and then realized that it is still in the hands of last year’s President? With OrgSync’s “Files” module, this will no longer be a problem. This module allows your members to upload all essential documents and keep them in virtual storage for easier transition to future E-Boards. To upload a file, log into OrgSync and hover over the “Organizations” icon at the top of the screen. Click on the organization that you would like to create the form for. Once in that organization’s portal, click the “Files” button on the left-hand side of the screen. At the top of the page, click on the green “Add a File” button. You may then browse for the file on your hard drive, give it a name and a description (if necessary), and choose who the file should be made available to (Public=Everyone in the organization, as well as the public at large if you include the “Files” module on your organizational website; Selected Group=Selected group(s) within the organization).
Marketing Have you been looking for ways to further promote your upcoming events? OrgSync offers organizations the ability to promote events within the organization to encourage attendance, or even with the entire Northeastern community by sharing events on the “Community Calendar” (P.S. Don’t forget that all Finance Board funded events must be shared on the Community Calendar). To create an event, log into OrgSync and hover over the “Organizations” icon at the top of the screen. Click on the organization that you would like to create the form for. Once in that organization’s portal, click the “Events” button on the left-hand side of the screen. At the top of the page, click on the green “Create an Event” button and OrgSync will guide you step-by-step through the event creation process. If you are looking to share this event on the “Community Calendar”, click the box next to “Request to Share on Community Calendar” under Step 2 of the creation process (the full list of steps will appear once you have completed Step 1). This sends a notification to the Center for Student Involvement that you would like to share your event with the community and then your listing will either be approved or denied (Keep in mind that, due to limited space, you should only request to share your organization’s major events on the community calendar and not weekly meetings /rehearsals/etc.). Communication Do you often find yourself needing to get in touch with one of your members but they are nowhere to be found? What about when it’s right before an event and you need
to pass along some important last-minute information? OrgSync offers multiple options for keeping in touch with all of your members so that you can reach them wherever they are. To send a message to your members, that will reach them by OrgSync and e-mail, log into OrgSync and hover over the “Organizations” icon at the top of the screen. Please note: Message will be received as long as the member has the “Forward OrgSync messages to my e-mail address” option enabled in their own Account Notification Settings. Additionally, all e-mails will be sent to the email address that was used when creating the initial OrgSync account, not necessarily a Husky/NEU address. Click on the organization that you would like to send a message within. Once in that organization’s portal, hover over the “Communication” button on the left-hand side of the screen and click the “Messaging” option. Then just choose the member(s) you would like to send the message to and it will be sent! To send a message to your members by SMS/text message that will be sent directly to their cell phone, log into OrgSync and hover over the “Organizations” icon at the top of the screen. Please note: Message will be received as long as the member has listed a mobile phone number and provider in their Account Profile Settings and has enabled the “Allow organizations to send me text (SMS) messages” option in their Account Notification Settings. Click on the organization that you would like to send a message within. Once in that organization’s portal, hover over the “Communication” button on the left-hand side of the screen and click the “SMS/Texting” option. Choose the member(s) that you would like to send the text message to (they will only appear in the list if all of the
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necessary account settings are met) and it will be sent! Promotion Have you always wanted to have an organizational website but just weren’t quite sure how to get one started? OrgSync has a built-in website builder, giving each and every organization the opportunity to have their own piece of the Internet. And what better way to show off your organization and recruit members than with a fancy new website? To begin creating your website, log into OrgSync and hover over the “Organizations” icon at the top of the screen. Click on the organization that you would like to build the website for. Once in that organization’s portal, click the “Website” button on the left-hand side of the screen. If this is your first-time attempting to build the site, you will be prompted with a message to “Set Website with School Template”. Click on the link and you will be sent to the “Website Builder”. Here you can add/edit the default pages that have been set for you and customize just about any part of the page that you can think of. If your organization has a webmaster among its ranks, they can begin the customization process right away. If you are not quite sure how to get started, the Center for Student Involvement staff (firstname.lastname@example.org) or the staff at OrgSync (email@example.com) would be happy to help! Accountability Do you track involvement for your events? Are you tired of members forgetting to log their hours and then coming back later to try and prove that they really did attend? OrgSync allows you to track all involvement online through the “Timesheets” module. To utilize the “Timesheets” module, have your members log into their OrgSync account and enter into your organization’s portal. Once there, they will need to hover over the “Events” 28 STUDENT ORGANIZATION RESOURCE GUIDE
button on the left-hand side of the screen and then click “Timesheets”. Here, they will have the ability to create a timesheet entry for any event that they attended. If you would like to be notified to provide final approval about whether the involvement is legitimate, have them include your e-mail address in the “Reference Email Address” field and their entry will be submitted, pending your approval. Additionally, if your event includes something tangible that they could only receive by being there, you can have them include a “Proof of Participation” along with their entry.
Who can I go to if I need help with OrgSync? The Center for Student Involevement staff is able to assist with most OrgSync issues (more intricate website issues are typically handled directly by the OrgSync staff). You can either call the office at (617) 373-2642 or e-mail firstname.lastname@example.org. Additionally, during off-hours, the OrgSync staff (email@example.com) is always available to help.
Many people only think of violent hazing when they think about hazing. As a result, many students do not realize they are being hazed or are hazing when it occurs because they may experience harassment or subtle forms of hazing. It is your responsibility as a student leader and officer of your organization to provide the members of your organization with the Hazing policy, to educate yourself about hazing and to report it if you suspect (or know) that it is occurring. Any member from the Student Affairs staff is willing to assist should you need to report a hazing incident. Please remember that if you do not report acts of hazing and you are a bystander to hazing, you are a hazing enabler and you effectively create an environment where your members believe that hazing is both allowed and condoned.
Hazing Education & Policy You might think that hazing will never occur among the members in your organization. But the sad reality is that hazing happens – and it happens a lot more frequently than you may think. It is important for you to know that the definition of hazing has expanded, and hazing can occur in many different forms that span a continuum, ranging from subtle forms, to harassment, to violent hazing. Subtle hazing emphasizes the power differential between new and existing members, and can include the following: receiving nicknames; designated period of silence; memorizing trivial information; or carrying unnecessary objects/items at all times. Harassment hazing includes behaviors that cause emotional or physical stress, and can include the following: sleep deprivation; teasing or bullying; being pressured to wear specific clothing, uniforms, clothing meant for the opposite sex, or humiliating attire; running personal errands and/or completing needless tasks for current organization members; or intimidation. Violent hazing includes activities that have the potential to cause physical, emotional or psychological harm, and can include the following: forced alcohol or water consumption; beating, paddling or branding; sexual abuse or simulated sexual abuse; kidnapping or abductions; or exposure to extreme climates without proper attire.
In compliance with Massachusetts State Law, Campus Activities distributes the following policy annually to each student organization. The organization is required to return an “Anti-Hazing Acknowledgment” form, as part of the registration process, confirming its compliance with the law. The law reads as follows: Hazing (Chapter 269, Massachusetts General Laws) Whoever is a principal organizer or participant in the crime of hazing, as defined herein, shall be punished by a fine of not more than $3,000 or by imprisonment in a house of correction for not more than one year, or both such fine and imprisonment. The term ‘hazing’ as used in this section, shall mean any conduct or method of initiation into any student organization, whether on public or private property, which willfully or recklessly endangers the physical or mental health of any student or other person. Such conduct shall include whipping; beating; branding; forced calisthenics; exposure to weather; forced consumption of any food, liquor, beverage, drug, or other substance; or any other brutal treatment or forced physical activity which is likely to adversely affect the physical health or safety of any such student or other person, or which subjects such student or other person to extreme mental stress, including extended deprivation of sleep or rest or extended isolation. “Notwithstanding any other provisions of this section to the contrary, consent shall not be available as a defense to any prosecution under this action.”
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Whoever knows that another person is the victim of hazing as defined and is at the scene of such crime shall, to the extent that such person can do so without danger or peril to himself or others, report such crime to an appropriate law enforcement official as soon as reasonably practicable. Whoever fails to report such crime shall be punished by a fine of not more than $1,000. Each institution of secondary education and each public and private institution of postsecondary education shall issue to every student group, student team, or student organization which is part of such institution or is recognized by the institution or permitted by the institution to use its name and facilities or is known by the institution to exist as an unaffiliated student group, student team, or student organization, a copy of this document; provided, however, that an institution’s compliance with the section’s requirements that an institution issue copies of this document to unaffiliated student groups, teams, or organizations shall not constitute evidence of the institution’s recognition or endorsement of said unaffiliated student groups, teams, or organizations. Each such group, team, or organization shall distribute a copy of this document to each of its members, plebes, pledges, or applicants for membership. It shall be the duty of each such group, team, or organization, acting through its designated officer, to deliver annually to the institution an attested acknowledgment stating that such group, team, or organization has received a copy of this section, that each of its members, plebes, pledges, or applicants has received a copy of this law, and that such group, team, or organization understands and agrees to comply with the provisions. Each institution of secondary education and each public or private institution of post- secondary education shall, at least annually, before or at the start of enrollment, deliver to each person who enrolls as a full-time student in such institution a copy of this section. Each institution of secondary education and each public or private institution of post- secondary education shall file, at least annually, a report with the regents of higher education and in the case of secondary institutions, the board of education, certifying that
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such institution has complied with its responsibility to inform student groups, teams, or organizations and to notify each full-time student enrolled by it of the provisions of this document and also certifying that said institution has adopted a disciplinary policy with regard to the organizers and participants of hazing, and that such policy has been set forth with appropriate emphasis in the student handbook or similar means of communicating the institution’s policies to its students. The board of regents and, in the case of secondary institutions, the board of education shall promulgate regulations governing the content and frequency of such reports, and shall forthwith report to the attorney general any such institution which fails to make such report.”
Your Organization’s Advisor Each recognized student organization is required to have an advisor that is full-time NU faculty or staff member. The organization advisor plays an important role in building and maintaining a successful organization. The advisor’s role and degree of involvement may vary depending on the purpose and goals of the organization. This faculty or staff member serves as a consultant to the group, is always an integral member of the organization, and should be a role model for the officers and other members. The advisor serves a variety of functions that include serving as someone who provides: Continuity and consistency to the organization. Guidance in programs and event details. Advisement about spending and finances. Serves as a liaison to national or international offices (in the case of many fraternal organizations, honor societies, and professional organizations). A commitment (along with the organization officers) to the organization’s adherence to Northeastern policies and procedures. Choose your advisor wisely and with input from your members. Discuss with your group and with your advisor what you want the advisor’s role to be. Take into consideration that the advisor must act as a liaison between the organization and Northeastern. This person is a resource and should be a stabilizing force when you need assistance. Advisors must be aware of all the group’s financial activity. This person’s signature is required to be on file with the Student Activities Business Office (SABO) and is required on all documents and financial forms necessary to do business, such as Direct Pay Requests, purchase orders, pre-contract forms, and petty cash requests. An advisor’s signature indicates that the transaction being made is appropriate and fulfills an organizational need (rather than an individual one). If Student Activity Fee (SAF) funds are being spent, the signature endorses that the expenditure is consistent with the appropriation. For undergraduate groups, the signature also means the organization adheres to the requirements of the Finance Board articulated in the SAF Manual. This document is available in the SGA office or online at northeastern.edu/sga. Obtaining your advisor’s signature for these activities helps insure that your
advisor is aware and involved in your organization on a regular basis. When your advisor changes When a new advisor is selected, the organization or the old advisor must notify the Center for Student Involvement and SABO immediately. If the office’s records are out of date, SABO cannot honor the new advisor’s signature on financial transactions. The Center for Student Involvement requires student organizations to update their OrgSync profile whenever there is a new advisor. In addition to notifying our office of changes, the Student Activities Business Office (SABO) also requires that changes in advisor be reported to their office immediately so financial records are accurate. You may notify their office by completing the SABO Account Registration process. For more information on completing the SABO Account Registration Process, see “Renewing your recognition” on page 14. Advisor’s Leave of Absence If your advisor is planning an extend leave of absence from the University (e.g. leaving on vacation, sabbatical, sick leave, etc.), they should designate a substitute to sign off on important documents for your organization. The contact information for the designate substitute should be updated in OrgSync. For more information on signature of approvals, see page 71. Do not forget to ask your advisor to send the organization the name and contact information of the designee for your records. How best to utilize your Advisor It is up to the members and leaders of the organization to utilize their advisor to the fullest potential. While the responsibility for the organization’s operation lies with the students, your advisor’s counsel and assistance can contribute to the growth and success of your organization and provide your members with a meaningful relationship with a faculty or staff member. • Meet with your advisor before your meetings to review the agenda. If you are unsure how to run the meeting or deal with a situation that may arise, use your advisor’s knowledge and experience to come up with solutions. • After your meeting you can meet with your advisor to debrief and ask for advice or constructive criticism on the way you handled the meeting.
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Work with your advisor to ensure that delegated assignments are completed. Keep your advisor posted as to the progress of the organization. Share your advisor! Make the advisor feel like a part of the group. Introduce this person to new members and guests. Ask for input in discussions. You may even want to include in your agenda a section for “Advisor’s Comments.” Remember that your advisor may be volunteering their time- remember to thank and appreciate them!
Building the Advisor/ Student Organization Relationship There is no formal job description for student organization advisors. Most advisors are volunteering their time and energy out of interest for the organization and its members. Here are some general guidelines to help you and your advisor build a working relationship: • Discuss expectations: Fill out the Advisor Expectations checklist found in the Faculty/Staff Advisor Guidebook (found on northeastern.edu/csi). This checklist may be helpful as you work with your advisor to determine their role with the organization. • Discuss how to maintain a positive relationship and the best means of communication. • Provide your advisor with the officers’ contact information. In return ask your advisor for their contact and availability information. • Please remember that an advisor’s role is there to advise, and NOT do the events or run the organization. • Set up regular meetings with your advisor. • Provide your advisor with a copy of your constitution and other important documents so that they can become familiar with the bylaws, current goals, and objectives of the group. • Invite your advisor to attend meetings and sponsored activities. This will help them increase their awareness of the organization’s activities and issues, and discover ways they can help support the organization. • Periodically review the financial records of the organization with your advisor. Your advisor can log onto their myNEU to access Self-Service Banner to review your accounts. Please contact SABO with questions. • Provide them with the name of your Center for
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Student Involvement program manager and Leadership Council Chairs.. Have them assist in officer transition. This will help new officers understand the advisor’s role and responsibilities within the organization.
An advisor may not sign any contracts on behalf of the organization or Northeastern. All contractual agreements must be processed through the Center for Student Involvement for the official Northeastern signatories. Like the officers, the advisor is held responsible for your organization’s adherence to Northeastern policies and procedures. In addition, advisors may NOT reserve space on behalf of the student organization. Reserving space is the responsibility of the student leader within the organization. This policy helps to prevent miscommunication and discrepancies regarding financing and information about the spaces reserved. Even though advisors are not permitted to reserve space on your behalf, it is still helpful for them to be aware of the most up-to-date information regarding scheduling policies and procedures so they can assist you should they have questions. For more resources for advisors, please visit the northeastern.edu/csi or contact the Center for Student Involvement at (617)373-2642.
members require assistance through troubling times. ViSION
The CSI Programming Lab The CSI Programming Lab in 240 CSC holds many resources for student organizations and their members, including: • Handbooks and guidebooks that offer information on various leadership topics, new ideas for effective promotion, fun team builders, and creative fundraisers. • Crew Members who are available to guide you through your program planning and media needs. • Computer workstations and a printer. • Student organization mailboxes. (Upon Request) • Storage spaces for your student organization. (Upon Request) Office Supplies Northeastern has a contract with Staples Office Supply to purchase office supplies such as folders, papers, and markers. All student organizations and Northeastern departments are strongly encouraged to use Staples when ordering supplies because of Northeastern’s discounted rate and fast, convenient service. To order, simply follow the procedures in the following outline: • Look through a Staples Office Supply catalog available in SABO or online.. • Choose supplies to order, and write down item specifics. You will need to know the item name, reference number, and page number (if using catalog). . • Place your order through SABO. Your order will be delivered to the Center for Student Involvement on the 4th floor of Curry Student Center in two working days. Your account will be charged directly.
The Violence Support, Intervention and Outreach Network at Northeastern brings together a network of campus and community allies focused on providing prevention, response and education for sexual assault and all types of violence, for Northeastern students. More information about their resources and services can be found online at northeastern.edu/uhcs/vision. OPEN The Office of Prevention and Education at Northeastern provides expanded programming around alcohol and drug education as a part of Student Affairs. More information about their resources and services can be found online at northeastern.edu/open/. UHCS University Health & Counseling Services provides many types of care and services, including: medical services, counseling, sports medicine, health & wellness, and a learning disabilities program. More information about their resources and services can be found online at northeastern.edu/uhcs/. WeCare The WeCare program is a support system to aid students during times of difficulty or crisis. You are encouraged to contact WeCare whenever you have a concern about a student's academic, social or emotional well-being. Additional information can be found online at northeastern.edu/wecare/. Center for Spirituality, Dialogue and Services The Center for Spirituality, Dialogue and Services strives to serve, support, nurture and celebrate the spiritual and religious well-being of all in the Northeastern community. More information about their resources and services can be found online at northeastern.edu/spirituallife/.
On Campus Resources There are several on campus resources that are available to assist you and/or your organization should any of the
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Governing Boards and Committees Student Government Association (SGA) Located in: 332 CSC Phone #: (617) 373-2651 Website: northeastern.edu/sga E-mail: firstname.lastname@example.org Twitter: @NortheasternSGA SGA was founded in 1924 to serve as the united voice of the student body. It is the duty of the SGA to advocate on behalf of student’s interests and to provide undergraduate students with the resources necessary to function as an effective NU community. The SGA is composed of students from every college and every major. It is only as effective as your participation in it! Finance Board The SGA’s Finance Board is responsible for allocating the Student Activity Fee (SAF) to eligible undergraduate student organizations. This committee is chaired by the SGA Vice President for Financial Affairs. The Finance Board also approves any regarding decisions on spending reports and student group budget allocations. Student Involvement Board (SIB) The Student Involvement Board (SIB) is charged with approving new student organizations and changes to student organization constitutions. In addition, SIB also oversees student organization office space within the Curry Student Center and ensures that student organizations have access to the resources necessary to an organization's success on campus. It also works in consultation with the Associate Director of Student Engagement to approve changes in student organization constitutions, grants final recognition to new student groups, and handles questions regarding student organization status. This committee is chaired by the SGA Vice President for Student Involvement.
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Graduate Student Government (GSG) Located in: 236 CSC Phone #: (617) 373-4502 Website: northeastern.edu/gsg E-mail: email@example.com Twitter: @NortheasternGSG The Graduate Student Government is the official voice of graduate students. The object of GSG is to be the official liaison between graduate students and the University faculty and administration. GSG acts in an advisory capacity to the faculty and administration and strives to make the University a continually more serviceable institution for Graduate students by which the graduate student body of the University communicates with the faculty, administration, and Trustees of the University. GSG strives to be the approval authority for all petitions or referenda which individuals or organizations wish to circulate among graduate students and to be the means for graduate students to influence change in the educational programs, processes, and the administrative management of the University. GSG also oversees the distribution of funds from the Graduate Student Activity Fee to eligible graduate students and eligible graduate student organizations. GSG is the means by which graduate students are represented in the governance of the University. It is therefore the general interest group for graduate students on campus.
Attend Treasurer Workshops held by Finance Board (undergraduates only). Update organization contact information and board members on OrgSync.
Contact members that have missed a few meetings. They may need some encouragement to stay involved.
Things to keep in mind as your student organization plans for the year: Sometimes it seems like there are a million things to do in order to keep your group going. We encourage all student organizations to create a calendar or timeline with important dates and deadlines. Here are some things to keep in mind as you create your timeline and calendar. August
Re-register your organization with Center for Student Involvement by the deadline Update organization contact information and board members on OrgSync. Sign up for the Fall Activities Fair. Update or create your student organization web site via OrgSync. Brainstorm ways to market your organization at the Activities Fair and during Welcome Week. Plan your first meeting. Put this information on all of your publicity and your organization calendar.
Participate in Welcome Week events, including the Activities Fair. Host a new member orientation. Meet with the Programming Crew to discuss upcoming events. If you receive Finance Board funding (undergrads only), make note of all budget, spending and midyear report deadlines and procedures.
Get involved in Homecoming. Show your Husky sprit at the Hockey Game, joining the banner competition and cheer on the basketball team. Review your monthly account report with your organization’s advisor to make sure you are in good financial standing and all bills have been settled by the end of the semester. Plan pre-finals activities for your officers, such as a pizza night or coffee at afterHOURS.
Sign up for the Winter Activities Fair. If board members are going abroad or on co-op and are still remaining in their position, discuss how they plan to stay on top of organization responsibilities and the best way to communicate with them. Plan for transition. Check if officers or active members are going on co-op or abroad, and ensure responsibilities are covered. Make sure binders, paperwork, web site passwords, etc., are accessible to others. January
Plan Welcome Back Spring events to attract potential members such as transfer students and those returning from study abroad/coop. Participate in the Spring Activities Fair to promote your group and reconnect with friends. Meet with your program manager or the Programming Cew to confirm plans for Spring semester. Re-register your organization with Center for Student Involvement by the deadline.
Start encouraging active members to think about upcoming elections, often held at the end of Spring
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semester. Find a way to show your organization’s advisor how much you appreciate their help .
Enjoy your Spring Break! Apply for Student Life Awards: Look for information on the Center for Student Involvement website. Announce election rules and dates to your members. Make sure to announce election information at every meeting for at least three weeks prior to holding elections. Reserve major programming space for the upcoming academic year through the call for programs.
Summester trips and enjoy novelties and free ice cream on the Quad. Re-register your organization with the Center for Student Involvement.
DID YOU KNOW?
The CSI Programming Crew is a group of students who will work with student organizations on the programming and event planning needs. To meet the crew members stop by 240 CSC!
April Plan an end of the year event to thank and congratulate your members on a successful year. Thank your advisor for the work done over the year. Have new officers shadow outgoing officers so they can learn the positions. Discover a way to transition your documents Update officer contact info on OrgSync. Clean your office and mailbox, and update your website, transition binders, and files. May
Reconcile your account with SABO. Get ready for end of the fiscal year. Plan meetings and programs for members who are in Boston over the summer.
FOR MORE INFORMATION
Start planning your Fall semester programs Reserve meeting rooms for the year. Gather information for Finance Board program funding requests. Begin planning for Welcome Week.
Review Finance Board deadlines for upcoming year. Relax and enjoy the rest of the summer! The year will start again soon!! If you are in Boston, go on
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Whether elected, appointed, or volunteered, officers of a recognized student organization hold legal and ethical obligations to their organization and to its members. For more information on how to better support your organization, please contact the Center for Student Involvement.
Event Planning and Policies
One of the most exciting aspects of being part of a student organization is creating events - planning and implementing an activity for the organization, or even the entire university. This section will assist you in planning your events and list guidelines for travel, public safety and important policies.
Event Planning 101 Definition of an “Event” An organization event is any program or function planned, sponsored, or cosponsored in the name of, under the auspices of, or for the sake of, the organization. Although not all acts of individual organization members can or should be attributed to the organization, any group or gathering of its members acting together may be considered an organization event. An organization, its leaders, and its members can be held responsible for violations of Northeastern policy or procedures, and/or city, state, or
federal laws. In determining whether an organization may be held collectively responsible for the individual actions of its members, all of the factors and circumstances surrounding the specific incident will be considered. Organizations will, however, be held responsible for the acts of its members when those acts grow out of, or are in any way related to, the organization.
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CSI Programming Crew The Center for Student Involvement Programming Crew is a student staff based in the Programming Lab. The Programming Crew is a group of student leaders that will be available on a walk-in basis to assist student organizations in creating successful programming. The Programming Crew will be available to:
Serve as consultants in the event planning process Provide assistance with student organization and event marketing Answer questions regarding university and CSI policies Provide information and updates on the contract process
Program Managers All recognized student organizations are assigned a program manager. Your program manager is a member of the Center for Student Involvement staff who serves to guide and assist you in the process of programming. Knowledgeable in contracting, facilities, and policies, your program manager plays an integral part in helping plan your event(s). Program managers are assigned on an annual basis. Contact Center for Student Involvement at (617) 373-2642 or visit the Center for Student Involvement website at northeastern.edu/csi if you don’t know who is assigned to your group. Your program manager differs from your organizational advisor, who is a full-time faculty or staff member often in a department outside of the Center for Student Involvement. Your organization’s advisor will advise you on all matters outside the realm of event planning and programming.
Planning Your Event Planning a simple or complex event involves a number of steps and thoughtful planning. For best results, start your planning early and communicate often with the CSI Programming Crew and your program manager. The following is a list of common steps involved in the event planning process:
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1. For on-campus events, first make a reservation with the CSI Scheduling Office. Refer to section 6, “Reserving Space”, for information about available spaces and procedures. 2. Meet with a member of the CSI Crew in 240 CSC to discuss your event and necessary contracts and arrangements AT LEAST TWELVE WEEKS BEFORE YOUR EVENT. 3. Be sure you have adequate funding in your organization account. If not, apply for funding from the Finance Board (for undergraduate organizations) or GSG (for graduate organizations). Finance Board and GSG requests will be vetted by your Center for Student Involvement program manager prior to the deadline for the funding period of your event. Make sure your organization’s treasurer attends a Finance Board or GSG workshop for detailed information about the funding process. Visit the SGA website for more information about funding deadlines and treasurer workshops at www.sga.neu.edu. 4. Register your event with the Center for Student Involvement by filling out the Event Registration Form online (via OrgSync or the CSI website). 5. Complete necessary paperwork and tasks as directed in your meeting with the CSI Programming Crew. Submit all pre-contract forms along with an invoice outlining the services online (via OrgSync or the CSI website) and turn in your completed “Direct Pay Request” form signed by your organization’s advisor to the CSI Programming Crew. See page 39 for more information on the contract process. 6. Confirm everything with the CSI Programming Crew and your organization to make sure that everything is prepared for your event. 7. Once you have been notified by the CSI Programming Crew that your contracts are fully executed, make sure to publicize your event and recruit volunteers to assist with the successful execution of your event. See section 7, “Publicity & Promotion”. 8. Pick up any necessary checks at SABO on the day of your event by 7 p.m. For weekend events, be sure to pick up your check by 3 p.m. on Saturday. 9. Arrive at your event early to confirm that everyone understands their responsibilities during the event. Introduce yourself and confirm your expectations
with everyone responsible for the event (i.e. security, catering, DJ or performer) so they know to contact you for questions. HAVE FUN!!! Enjoy yourself. Your group has planned a successful event and should take time to step back and be proud of your accomplishment! After the event, shake hands with the performer (DJ, band, comedian, etc.) and give them or their agent their check. Performers expect payment at the conclusion of the event. If you feel that the performer violated the terms of the contract, hold on to the check. Explain that their agent will be contacted on the next business day by the Center for Student Involvement to discuss the issue. Document the problem(s) in detail and follow up with your program manager immediately. Say thank you to everyone at the conclusion of the event–especially your committee or organization! Send written thank you notes to anyone that offered special assistance. Following your event, the CSI Crew will send a post-event assessment to your organization to assess your satisfaction with the event and the planning process. The evaluation is a necessary step in the learning process, as well as an opportunity to provide your organization with some history of the event’s success. File all paperwork and evaluation notes so that your organization can easily find them and can benefit from your experience in the future. It is a great idea to upload any important files/folders/paperwork to OrgSync so that you don’t need to track down paper copies. Your successors will greatly appreciate your completion of this step!
Contracts & Insurance Contracting A contract must be used whenever your organization hires performers (such as musicians, speakers, DJs, or bands), service providers (such as a catering or lighting company), or facilities (such as cruise ships, clubs, or hotels). Such arrangements are a legal obligation between the business, or performer, and Northeastern and require the drawing up and signing of a Northeastern contract, even if they are performing for free.
The importance of the contracting procedure cannot be overemphasized. Because a contract is a legal document and is required by Northeastern, student organizations must work very closely with their organization’s advisor(s) and the CSI staff to ensure that all facets of the agreement are covered and that each party clearly understands and agrees to the terms of the document. Be aware of these important procedures in the contracting policy: University-based agreements must be used when a contract is required. The party that you are contracting with may also have a document that needs to be signed. You must, under no circumstances, sign any agreement committing the university or your organization to a contract whether written, verbal or otherwise. STUDENTS MAY BE HELD PERSONALLY LIABLE FOR THE TERMS OF THE CONTRACT (INCLUDING FINANCIAL TERMS). Be mindful when working with outside entities that informal e-mails may often be considered binding. For some services, the CSI may need to submit a formal university bid on your behalf. You must never commit or make an official financial offer on behalf of the university, or your organization, to bring a performer to campus. Please speak with a member of the CSI Crew for further details. The university-based agreement referenced in the first bullet must be generated by a CSI Contracts Assistant as part of your event planning process. Under no circumstances should you sign a contract on behalf of the university or your organization. Signing a contract is a violation of university policy and offenders may be held personally liable for the terms of the agreement, including financial commitments. Offending organizations face permanent suspension and individuals may be referred to the Office of Student Conduct & Conflict Resolution (OSCCR). In order for the CSI Contracts Assistant to be able to generate a contract on behalf of your organization, you must complete the pre-contract form that is found in the “Forms” section on OrgSync or on the CSI website. There is one pre-contract for the use of off-campus facilities and one for performers or service providers. These pre-contracts will not be processed until the approval of the organization advisor has been obtained on the “Direct Pay Form” (available in the Student Activities Business
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Office.) This form should be submitted directly to the CSI Crew in an effort to expedite payment to your contracted party. Contracts are then reviewed by University Legal Counsel and signed by the appropriate Northeastern official. This process may take a few weeks. Signed contracts are returned to the CSI Contracts Assistant and presented to the contracted party for their signature. Please keep in mind that this process may take time, should negotiations be necessary to reach a fully executed agreement. Once the CSI Contracts Assistant receives fully signed contracts, your organization will be permitted to advertise for your event. Advertising prior to this point is not permitted due to the potential liability; should the agreement fall through.
It is the expectation and responsibility of student organizations to ensure proper payment is made to contracted parties in accordance with the terms of these agreements. Hiring performers and facilities cannot be taken lightly. The process also takes time; you must plan accordingly so that you will have adequate time to promote your event, once contracts have been received. We HIGHLY ENCOURAGE your organizations to have alternative service providers, performers and facilities in mind, in the event that your primary choice cannot meet specific insurance or contracting requirements.
Insurance Requirements The Risk Services Office requires that contracted parties obtain an adequate amount of liability insurance to ensure the safety of your organization’s activities. Acceptable limits of insurance are determined on a caseby-case basis. Organizations should meet with the CSI Crew early in the process to discuss this component.
Important Deadlines Performer/Service Provider contracts require at least a SIX WEEK processing time. Therefore, all pre-contracts should be submitted no later than SIX WEEKS prior to the event. Facilities agreements require at least an EIGHT WEEK processing time. Therefore, all pre-contracts should be
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submitted no later than EIGHT WEEKS prior to the event.
Off-Campus Events and Facility Contracts If an on-campus facility is unavailable or unsuitable, consider off -campus facilities such as the Warren Conference Center, the Henderson House, local hotels, community centers, or harbor cruises. See a CSI Programming Crew member as soon as you start considering planning an off-campus event. They will provide necessary details and can recommend local hotels, cruise companies, and other venues that work within Northeastern’s requirements. Off-campus programs sponsored by student organizations are subject to the same policies and procedures as programs being held on campus, with the additional requirement of a Northeastern-initiated contract. A contract is required for the use of ALL off-campus facilities, regardless of how the facility will be used. The only exception is if your group goes to a restaurant and orders from the standard menu but does not rent the space or require a customized menu; then no contract is required. The facility must show proof of general liability insurance with a minimum of $1,000,000 per each occurrence/$2,000,000 general aggregate coverage and must name Northeastern University as an additional insured. More insurance may be necessary, depending on the scope of your event. See page 50 for more details on risk management. The CSI Crew will assist you with the steps needed to obtain the insurance. Your choice of venue may be affected if the facility does not carry adequate insurance coverage. All facilities and services for your function must be procured with a Northeastern contract, even if the facility doesn’t require it. If the hotel has any type of rental agreement or contract, DO NOT SIGN IT. Submit the hotel contract or agreement along with a completed facility pre-contract online and a CSI Contracts Assistant will use it to create the Northeastern contract. In keeping with Northeastern policy, all contracts must be initiated and signed by the
designated Northeastern official. Not all businesses and hotels will accept Northeastern contracts so allow several weeks to book the facility, with help from the CSI Programming Crew. Remember, you cannot begin advertising your event until the contract process is completed.
Outdoor Events Northeastern University is pleased to have numerous outdoor spaces for student organizations to host programming in. When scheduling programs outdoors, the CSI staff must keep in mind the impact that such programming may have on the campus and Fenway/Kenmore communities. As such, programs with amplified sound or that may be deemed a potential disturbance to others (including BBQ’s, carnivals, outdoor concerts, etc.) may be limited to certain dates, times and locations as set by the CSI staff. Our office reserves the right to deny (or limit) any programs that may pose a significant disturbance to the campus community or surrounding neighborhoods. Outdoor events may be subject to police coverage or City of Boston permits that would come at a cost to your organization. Please speak with the CSI Programming Crew for advice on hosting such programs.
Events Requiring Travel All organizations planning to travel as part of organizational business must meet with the CSI Programming Crew. If your organization is planning an off--‐campus event that is not accessible by Boston public transportation (MBTA), the CSI recommends that students consider travel by chartered bus. The Student Activities Business Office (SABO) can assist your organization in obtaining a quote for the preferred bus service. If you wish to use a company that is not the preferred bus company, work with the CSI Crew to contract with the company. Outside bus companies require review by the Rick Services Office, which may affect your selection and timeline.
organizations should discuss with the CSI Crew. Students operating these means of travel are required to complete the “Driver Agreement Form”. Student organizations planning trips outside of the City of Boston must complete the “Travel Authorization Form” found on the CSI website. If your organization is planning travel OUTSIDE of the Commonwealth of Massachusetts, EACH student taking part in that trip must complete “myTravel Plans” via the myNEU portal prior to departure. Failure to have a completed entry in “My Travel Plans” is considered to be a violation of the “General Expectations” section of the Student Code of Conduct under the heading “Failure to Comply”. (Contained in the “Students’ Bill of Rights and Responsibilities” section of the Student Handbook) All student organizations traveling for the purpose of organizational business must appoint a student trip leader. It is recommended that this leader be a member of the organization executive board. Trip leaders are required to meet with the CSI Programing Crew to discuss emergency protocols and contacts. In addition to the trip leader, the CSI may require that chaperones attend your event (please see the Chaperone Policy for more information). Failure to complete these required components may result in your organization’s travel privileges being revoked. In addition, organizations not abiding by the policies set above may assume personal liability for any and all damages or injuries that result. Travel by Air Expedia is the preferred airfare reservation vendor at Northeastern. Payment for travel can be arranged via SABO or reimbursed upon return in accordance with published policies. Please speak with a member of SABO before reserving your flight to discuss the process. Travel requirements as previously listed apply. Travel by Northeastern Vans Please speak with a member of the CSI Programming Crew for details regarding the use of Northeastern vans. Driving courses and other criteria must be met for all drivers before vans can be reserved. Travel requirements as previously listed apply.
If student organizations wish to travel by alternative means (personal vehicle, Northeastern Van, rental vehicle, etc.), additional review may be required and
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Car Rental Students are permitted to reserve rental vehicles for the purpose of travel as it relates to student organization business. However, 15-passenger vans are prohibited. Vehicle rentals cannot be direct billed to a student organization account, nor can it be paid for in advance by the organization. All vehicle rentals must be paid for by an individual and then reimbursed to them upon completion of the trip. The agency contract, clearly indicating the total amount paid, should be submitted to SABO as a supplemental document and attached to a “Direct Pay Request” form. Student organizations are strongly encouraged to purchase collision damage waiver insurance. All liability will be the responsibility of the traveler and vehicles should not be reserved under the name of “Northeastern University”. Students traveling via rental vehicle must comply by all terms as listed heretofore by the Center for Student Involvement.
Events Requiring Food and/or Alcohol Student organizations wishing to do events that have food or alcohol will need follow the guidelines listed below.
Events with Food Rebecca’s Cafe is the preferred caterer permitted to serve food or beverages in the Curry Student Center. Arrangements for food or beverage catering should be made with Rebecca’s at (617) 373-2479. Please inform the CSI Scheduling Office of your food or beverage requirements when you make your space reservation. Situations that may exempt you from using Northeastern’s Dining Services (and permit you to use outside caterers) are the following: 1. Potluck meals: A potluck is when organization members bring a prepared dish or food item to share with the rest of the organization. This meal option must be registered with Scheduling when reserving a room. Potlucks may only be held when the organization limits attendees to 50 organization members. 2. Pizza/sandwiches/takeout food: Off-campus restaurants or local eateries may deliver pizza,
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sandwiches, or other takeout food to the doors of the Curry Student Center. A representative of the student organization must meet the vendor, collect the food, and take it to their scheduled meeting room or office. 3. Refreshments: Organizations may purchase simple refreshments (i.e. soda, cookies, chips) off-campus and carry them to the meeting room themselves. Such items must be non-perishable and should not require heating or cooling before consumption. Because of facility maintenance, pizza, chips/cookies, takeout food and sandwiches are permitted when 100 or fewer persons are attending the meeting or function, without the use of a contract or insurance. Requests for exceptions to this policy must be made to the CSI. 4. In ALL cases where food is served at an event, it will be the responsibility of the organization to clean up the reserved space immediately after the event, dispose of any trash (remove it from the room), and clean off all table space. The event room must be left in the condition it was found. Failure to clean up the area could result in charges assessed to the organization and/or a loss of room usage privileges for a set period of time. To use a non-Northeastern University Caterer At times, it may be determined that Rebecca’s is not able to meet the needs of an event. In that case, a contract is necessary for using non-Northeastern University caterers. Work with the CSI Crew to ensure that your selected caterer can meet the following Northeastern requirements: 1. An insurance certificate is required from the caterer evidencing general liability insurance coverage naming Northeastern University as an additional insured, with limits of $1,000,000 per occurrence and $2,000,000 aggregate. Exceptions to these limits may be made on a case-by-case basis. 2. License: The caterer must certify that they have the licenses/permits required to provide catering services in the City of Boston. 3. If the off-site catering staff will be working on campus, they will need to provide evidence of worker’s compensation insurance and other insurance, as requested.
Bake Sales Only student organizations and approved academic class projects may conduct bake sales on campus, provided they meet the following criteria: 1. The organization fills out a “Fundraising/Collection/Solicitation Request Form” with the details about the bake sale at least three weeks prior to the sale to confirm the organization’s table reservation. The CSI will review the details regarding the practice of proper food handling protocol and make final approval of the request for the bake sale. 2. Bake sales will only be permitted on or above the first floor of the Curry Student Center and as assigned in external areas. Bake sales cannot be conducted on the ground floor of the student center. 3. Foods that can be sold at bake sales must be approved baked/dry goods in original store packaging. Food may also include sealed bottle of water or other approved non-alcoholic beverages. It may NOT include any homebaked goods. 4. Bake sales will be limited to a four-hour period. Student organizations and approved academic class projects that conduct bake sales and display food that is unwrapped or without approval, or violates the guidelines, shall lose any opportunity/privilege to conduct bake sales for the remainder of the academic year. Please note that any violations will result in an immediate termination of the bake sale activity. *The same food handling criteria shall be in effect when groups offer free food as part of their marketing or event promotions. Barbeques Student organizations interested in hosting a BBQ must first book outdoor space through the CSI Scheduling Office. BBQ’s are permitted in the following locations: Robinson Quad,
Centennial Common, Library Quad, West Village Quad and Speare Quad (please note that Krentzman Quad is not an approved location). Any other location must receive approval from the Director of the CSI. Once the space is reserved, organizations must contact Catering and Event Services at (617) 373-8217 to reserve a grill. A $50 deposit is required for the use of the grills. Once approved for the use of the grill, you must file a BBQ Permit Application (found in the “Files” section on OrgSync or on the CSI website) with the CSI Crew, in addition to a Food Safety Waiver (found in the same locations). Your application is signed and delivered to the Fire Safety Office. Make sure that you obtain your fire extinguisher, once the application is approved, on the day of your event from the Fire Safety Office. THESE FORMS MUST BE COMPLETED AT LEAST TWO WEEKS PRIOR TO YOUR BBQ. Please take note that BBQ’s accompanied by amplified sound of any kind may require an entertainment license and, thus, additional costs. Organizations should check with the CSI Crew to determine if a city permit is required.
Events with Alcohol The legal drinking age in Massachusetts is 21. Since a large part of the student body cannot legally buy or consume alcoholic beverages, student organizations planning functions must ensure that the laws of the Commonwealth are followed by making one of the following choices: a.) Choose not to serve alcohol at an event b.) Choose to serve alcohol but restrict admission to those 21 and over. c.) Choose to serve alcohol without restricting admission but limit the consumption of alcohol to those 21 years or older. If this option is chosen, a separate room must be reserved where all serving and consumption of alcohol will take place and entrance is restricted to those 21 years and older. Because events with alcohol require additional planning, you should meet with the CSI Programming Crew as soon as you consider such an event. Northeastern and your organization, including its executive board members, are subject to serious penalties and
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liabilities if existing rules and procedures are not followed. General Alcohol Guidelines The following guidelines apply to all student organization events: • Alcohol is prohibited from all Northeastern undergraduate student organization recruiting, orientation, and initiation activities. In addition, no alcohol is permitted in afterHOURS. • Commercial distribution, promotion, and giveaways of alcohol and related products are prohibited. In addition, alcohol cannot be provided as an award or prize. • Funding or sponsorship of Northeastern recognized student organization events and activities by the manufacturers, distributors, or sellers of alcohol is prohibited. Programs with Alcohol The following guidelines apply to all student organization events at which alcohol will be served: • • • •
• • •
Student Activity Fee funds may not be used for the purchase of alcohol. Alcohol may not be included as part of the cost of a student organization’s event admission fee. Open bars are prohibited at all student organizationsponsored events. Food (substantial snacks) and non-alcoholic beverages, other than water, must be provided for free or sold at a price less than that charged for the alcoholic beverages. Only one alcoholic beverage per person can be served at a time. Serving of all alcoholic beverages must stop 30 minutes before the scheduled end of the event. At least one member of the hosting organization must be present and remain sober throughout the entire event to assist event staff in enforcing all rules and procedures. The organization’s advisor (or his/her designee) is encouraged to be present at events where alcohol is being served and to assist the staff in enforcing all rules and procedures.
On Campus Events with Alcohol In addition to the preceding general guidelines for events with alcohol, the following guidelines apply to all on-
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campus student organization events at which alcohol will be served: • Rebecca’s Cafe Catering must cater the event and will do so according to the laws of the Commonwealth of Massachusetts and the City of Boston pertaining to the sale and consumption of alcoholic beverages. To contact Rebecca’s Cafe, call (617) 373-2479. • The CSC Building Manager and/or NU Public Safety on duty will advise and assist hosts at the function. However, the hosts must conduct the function in accordance with all Commonwealth laws, local ordinances, and Northeastern regulations. • The CSC Building Manager, NU Public Safety, and/or Rebecca’s have the authority to close down an event if, in their opinion, laws or policies are being violated. Rebecca’s reserves the right to stop serving alcohol if it is felt that problems may arise if alcohol continues to be served. • Alcoholic beverages may not be brought into, or removed from, any event by anyone other than Rebecca’s personnel. • Admission to the event is limited to Northeastern students, invited Northeastern staff, faculty, and alumni. • All consumption of alcohol is limited to the serving area/room. • Admission to the alcohol serving area will be limited to those producing legal proof of age such as a passport, valid driver’s license, or a Registry of Motor Vehicles Liquor ID. • Rebecca’s staff will not serve persons believed to be intoxicated. Setting Up On-Campus Alcohol Events 1. Set up an “On-Campus Alcohol Event” advising meeting with the CSI Programming Crew. They will work with you to be sure that you understand the rules for functions at which alcoholic beverages are served and that all potential problems are addressed before the organization spends money for licenses and advertising. 2. When the request for permission to have alcohol served has been tentatively approved, you will fill out a function form (with food, beverage, and personnel requests) for Rebecca’s. Rebecca’s personnel may check ID’s as they begin making arrangements with your organization (events
scheduled outside the Curry Student Center must also have the approval of the administrative person responsible for that area). 3. Fill out a “Student Organization Dining Services Approval Form” with all function cost estimates. In addition to cost-of-product licenses and any special set-up charges, you will be charged a minimum of $125 for up to 4 hours for each bartender for a four hour period. This four-hour period includes one hour set-up, two hours of function time, and one hour of breakdown. Staffing beyond four hours will be charged additional per-hour fees. Beverage prices and quantities are based upon a standard structure set by Rebecca’s and are subject to change. Discuss the costs with them when you are planning the event. 4. An organization advisor’s approval is necessary for all catered events. Your order will be faxed to SABO for budget verification. Off-Campus Events with Alcohol Because any event sponsored by a student organization places responsibility on Northeastern, as well as the organization, events held off-campus that involve alcohol require careful planning and strict regulation for your protection. Northeastern requires that each organization be protected from legal liability for the serving of alcohol. Therefore, all organizations must use off-campus facilities and vendors that hold and accept liquor liability. Many local hotels, clubs, and harbor cruise companies meet these standards. Contact the CSI Programming Crew for advice. In addition to the preceding guidelines and general guidelines for events with alcohol, the following procedures apply to all off-campus student organization events at which alcohol will be served: • A third-party vendor (hotels, clubs, etc.) must be contracted. • All third-party vendors must sign a Northeastern contract detailing the alcohol service, adequate liquor liability coverage, and liability related to the serving of alcohol by the vendor. This contract must be reviewed by University Counsel prior to contracting for services. • Alcoholic beverages may only be brought into, or removed from, an event by vendor personnel.
Setting Up Off-Campus Events with Alcohol 1. Set up a meeting with the CSI Programming Crew. They will help you understand the rules for a function at which alcoholic beverages are served and address potential problems before the organization makes a commitment to the event. 2. Obtain the information necessary to create a contract with the off-campus facility, complete a facility pre-contract and submit it to the CSI Programming Crew at least eight weeks before you plan to advertise the event. The contract approval process takes about 8 weeks, and, as with all events, the contract must be signed before advertising may begin. 3. A CSI Contracts Assistant will create a contract between the third-party vendor and Northeastern. After the contract is signed by Northeastern, it must be signed without changes by the third-party vendor. No advertising of the event may begin until all contracts are signed by both parties.
Advertising Alcohol Events •
No postings, announcements, promotions, or ticket sales may be made, placed, or distributed on Northeastern-owned or leased property for nonNortheastern sponsored events at which alcohol will be served or consumed. Advertisements for Northeastern-sponsored events with alcohol must focus on the theme or social function rather than on the alcohol service and may not include any reference to alcohol. Advertising an event as something like a “beer blast” or a “booze cruise” is not permitted. Advertising and promotion of events with alcohol must be completely under the control of the sponsoring Northeastern organization.
Guest and Chaperone Guidelines Guests The Curry Student Center and student organization events are intended for the enjoyment of students at Northeastern University. Although guests of Northeastern students are typically welcome, attendance by non‐students may be limited so that Northeastern students are not restricted in their use of the building or involvement in the event. Students who present their
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valid Northeastern student ID are generally permitted to bring a guest with them to an event. Under special circumstances, the general public may be permitted to attend an event. Any student group planning an event for which they wish to invite the public must petition the CSI staff in writing for permission to do so. This letter of request must be presented at least 6 weeks in advance of the event to provide time to arrange for appropriate licenses and logistics. You may not advertise such an event before approval to hold the event has been granted. Regardless of admission criteria, publicity and advertisement of student organization‐sponsored events is restricted to campus venues. Advertising off-campus and/or in community media is prohibited. It is important for your group to consider the impact of your Facebook and other web‐based publicity and to be clear about admission criteria in all of these areas. When advertising for events that are limited to Northeastern students, with or without guests, you must specify this clearly on your advertising materials. You should also remind performers of these restrictions, as well, so that they do not list this on their websites or talk about it during an in‐town radio appearance, etc.
Dances, Galas, Parties and other celebrations Only student organizations in good standing with the Center for Student Involvement can host a “dance party.” There are only two places on campus designated for dance parties; afterHOURS and the Ballroom (on designated days chosen by Center for Student Involvement). An event may be considered a dance party if one or more of the following exist: • Events involve components of a party, dance or concert • Operate outside normal building hours • Labeled “party,” “dance,” “gala” and/or “concert” • Open to students and guests • an admission fee is collected • Furniture set-up allows for dancing
General event and admissions policies •
Advertising should remind attendees about deaf and hard‐of‐hearing interpreter options (see page 49). Advertising must also reflect any funding resource (including use of the Student Activity Fee money, see section 7, “Publicity and Promotion”).
Chaperones are full-time faculty or staff members of Northeastern University that may be assigned to your organization’s events. A number of factors may determine if your event needs chaperones and the CSI Programming Crew or your program manager will inform you of the number (if any) that may be required for your event. If you are staying overnight, or going out of the state of Massachusetts, a chaperone is needed. It is the responsibility of the student organization to recruit any required chaperones. Should you need assistance, please speak with the CSI staff.
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Events CANNOT be open to the general public. To qualify for admission, attendees must be Northeastern students with a valid ID Card. Pending event approval from the Program Manager, an Northeastern student may sign in up to two guests (NU+2) 18 years of age or older who must show a college or government issued photo ID card for dance parties in the Ballroom. Dance parties in afterHOURS however, are always NU only. In cases when the SAF funds the event, the guest list should also be approved by the Finance Board. The sponsoring organization, Student Affairs staff or the police may refuse admission to any individual for reasonable cause. • Smoke bombs, smoke machines, or other pyrotechnics are not allowed. • NUPD is required to be onsite for dance parties. Your student organization will be responsible for covering the cost of NUPD. The Finance Board will cover the cost of NUPD for all events funded by the SAF. Dance Parties held in the Ballroom, will also need metal detectors and NUPD coverage. In addition to NUPD costs, there may also be Event Management staffing fees associated with the event.
Please consult your program manager or the CSI Programming Crew for details and assistance. The group hosting the event must be compliant with the venue’s decorating policy.
The student organization’s role •
Upon approval, meet with the Event Management staff and your program manager at least 60 days before the event and begin event planning. Please work with the CSI Programming Crew or your program manager to verify NUPD availability and venue availability. The student organization must be active participants in planning events, providing security, handling guest relations, and performing other related duties. The organization must also appoint at least eight volunteers to work the event to monitor exit doors, collect money and tickets (note: afterHOURS is always free so no money can be collected), and assist with overall event supervision and security as directed by the Event Manager. Dance parties also require the attendance of a full time staff member chaperoning the event. Please coordinate these details with your program manager or CSI Programming Crew 3 weeks in advance. If you need to cancel the event, it must be done at least two weeks prior the event otherwise a cancellation fee of the full staffing cost will be applied to the student group. afterHOURS only has staffing fees if a cancellation is made within two weeks of the event. Please discuss costs, including staffing fees, with the CSI Programming Crew or your program manager. The organization must be sure to meet with their Program Manager to ensure that they have the money in their SABO account to cover all costs prior to the event. All paperwork and planning must be completed two weeks before the event. Submit completed event plans to Event Management and the CSI staff to CONFIRM your reservation.
Dance Parties in the Ballroom must include the following statement: Admission is open to Northeastern students and their guest. Northeastern students can sign in up to two guests at initial entry (if your event was approved for NU+2). All guests must show a valid college or government issued photo ID card. Event time 9 p.m.-1 a.m. Doors close at 11:45 p.m. Metal detectors used. All ads for Dance Parties in afterHOURS must include the following statement: Admission is open to Northeastern students only. Event time 9p.m.-1a.m. Doors close at 11:45 p.m. Warning! Failure to follow through with any policy or procedure during the course of the party/event can result in the premature closing of your event.
DID YOU KNOW?
The CSI provides video trainings for your organization that are posted on our website. They are short and informative… take a look !
Advertising your event You must submit all event advertising to the CSI Programming Crew or your program manager for approval: flyers, posters, club cards, website, Facebook, and other forms of advertisement. In addition, all ads for
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Demonstrations and Reporting Guidelines I.
Purpose and Scope
The University supports faculty, staff and students in the peaceful and orderly expression of views, whether in support or protest, related to issues, action, events or opinions about which there may be disagreement. This policy protects those members of the University community who are demonstrating, as well as the rights of others to study and work without unreasonable disruption. This policy applies to demonstrations on University property or in connection with University events. This policy applies to all University faculty, staff, students, vendors, volunteers and visitors. II. Policy a. Registration of Space; Attendees; Other Permissions. No person or organization shall hold, cause or permit to be held a demonstration on University property or in connection with a University event unless all necessary reservations of space and permissions from the Center for Student Involvement have been obtained prior to the demonstration. Such requests for reservations and permissions shall be considered by the Center for Student Involvement consistent with this policy, as well as procedures generally applicable to the planning of University and on-campus events. Only University faculty, staff and students are permitted to apply for and/or participate in a demonstration. Any student organization seeking to demonstrate on University property or in connection with a University event must comply with this policy, as well as the procedures contained in the Student Organization Resource Guide that is published by the Center for Student Involvement. b. Expectations for Demonstrations and Attendees Any approved demonstration must be conducted in manner that is peaceful, orderly and consistent with University policy and applicable law. Demonstrations must not block corridors or entrances or otherwise disrupt University business. Demonstrations must not be
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conducted in faculty or administrative offices, classrooms, libraries, or study areas. Moving picket lines are prohibited. Only University faculty, staff and students are permitted to participate in demonstrations. Any person participating in a demonstration other than a University faculty, staff or student will be considered a trespasser and may accordingly be required to leave University property. All persons participating in a demonstration must comply with the reasonable instructions of University personnel, whether made prior to or during a demonstration. c. Violations The University may, in its discretion, take appropriate action, up to and including requiring the immediate cessation of a demonstration, if a demonstration at any time fails to comply with this policy. Any person or groups who commits a violation of this policy may be subject to discipline consistent with applicable University policy and procedures. III.
All questions related to the application for or conduct of a demonstration on University property or in connection with a University event may be directed to the Center for Student Involvement. IV.
Contact Information Center for Student Involvement 360 Huntington Ave., 434 CSC Boston, MA 02115 (617) 373-2642 firstname.lastname@example.org
Bias Related Incident Reporting The Bias Incident Response Protocol offers an effective and efficient process for individuals and/or groups to report bias incidents and/or hate crimes. It also outlines University procedures that will be instituted to respond to such acts. The protocol should be implemented whenever a bias incident or hate crime is perceived or suspected to have occurred on Northeastern University’s campus and/or in our educational programs. For more
details, contact the Office of Institutional Diversity and Equity at (617) 373-2133 or visit their website at northeastern.edu/diversity/policies/bias.
On-Campus Appearances by Political Candidates Northeastern University encourages its students and employees to vote and to be involved in the democratic process. However, tax laws prohibit the University from being involved in the political process and also prohibit the use of University resources from being used to support or oppose any candidate. It is permissible to provide opportunities to speak at the University on an equal basis to all legally-qualified candidates for a public office. However, the following guidelines must be adhered to: •
If a candidate is invited to speak in his/her individual capacity as a candidate, all legally qualified candidates must also be invited to participate in the same way. Favor to any particular candidate cannot be shown. For example, it is unacceptable to invite one candidate to speak at a well-publicized, campus-wide event and another to speak at an unpublicized, limited access meeting. An explicit statement must be included in any communications and publicity about the speaker. An explicit statement must also be given at the beginning of the event that the University does not support or oppose any candidate.
Voter Registration Voter education or registration drives that demonstrate bias or support for one candidate or party over the other are prohibited. Northeastern has a comprehensive policy on demonstrations. Please see Demonstrations and Reporting Guidelines on page 48. For more information or help planning an event with a Political Candidate speaker, please see the CSI Programming Crew. *This policy may be subject to change, please see the Center for Student Involvement website for the most updated information.
Interpreting Services\Accessibility It is our goal to make all events at Northeastern as accessible as possible. As such, events that feature speakers, panels, performing arts (theater) performances, etc., must offer interpreting services. These services are free for student organizations. Interpreting Services For major events involving speakers or other performers, you will want your event to be accessible to the entire Northeastern community, including the deaf and hard of-hearing. In order to address the needs of student groups planning events, and our deaf and hard-of-hearing community, the Centralized Interpreting Fund (CIF) has been established. Northeastern and individual students will work collaboratively to develop reasonable accommodations to provide effective communication for deaf and hard-of-hearing students to access co-curricular events. Requests for accommodations will be evaluated on a case by case basis. Accommodations should be requested at least three weeks before the event or when the announcement of the event is made. For more information on interpreting services and the request form, contact the Northeastern Disability Resource Center (DRC) at northeastern.edu/drc or call (617) 3732675 or TTY via Relay 711. Please see the advertising and promotion policy section for ways to feature your event as accessible to all students.
Audio Augmentation for Hard-of-Hearing Community Many student center meeting rooms are equipped with audio loop wiring. For a list of the spaces, contact the Curry Student Center Operations and Services desk. To have these systems activated, inform the CSI Scheduling Office when you make your room request. The Ballroom and West Addition audio loop system is
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automatically activated when the public address system is used. Contact the DRC for more information on supported services.
Risk Management: Safety Guidelines for Student Events To ensure the safety of your organizations activities, The Office of Risk Services requires that facilities and service providers have adequate amount of liability insurance. The following guidelines have been developed to assist student organizations in planning social programs and ensuring the safety of those events.
Center for Student Involvement and/or Public Safety may assign police officers to work at your event depending on the nature of the activity. Your organization will be charged for any detail officers assigned to your event so make sure to include this expense in your initial budget. If the event is funded by the Finance Board, the fee for police details will be paid by the Finance Board. The following is a sample of activities where officers may be assigned: • • •
To ensure the safety of those in our community, your events must be approved through the Center for Student Involvement. After careful consideration of all the risks and the measures that are taken to guard against those risks, an event or activity may or may not be approved.
• • •
Cash is collected. A crowd of more than 200 people is expected. Event features a visitor/speaker/performer that is a public figure, political candidate or controversial in nature. Event will take place in a public forum (i.e. rally or adjacent to public pathways/roadways). Event is open to non-NU students or guests. Event will be serving alcohol. Dance parties and auctions (date, silent, promise, etc.).
Events Requiring Metal Detectors The following is a list of activities that will NOT be permitted: • bungee jumping. • sky diving. • spelunking. • scuba diving (with the exception of approved diving activities). • ice climbing. Other activities will be reviewed on a case-by-case basis. The activity will be investigated, as well as the companies involved and the response of other universities to the activity. The decision will be made based upon Northeastern’s tolerance for risk. Metal detectors will often be used when: • Event involves components of party, dance, or concert. • Activity goes beyond 11 p.m. or normal CSC hours. • Event is open to the public or individuals outside of the Northeastern community.
Events requiring police details Through the CSI Programming Crew and the event planning process, NU Public Safety will be informed of events being planned by student organizations. The
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Discuss with the Center for Student Involvement Crew to determine if your event meets the criteria to require metal detectors. The Director of the Center for Student Involvement may assign the use of metal detectors at student events as deemed necessary. This decision will be made in consultation with Northeastern Public Safety (NUPD).
Processing Funds It is extremely important to handle the money from your event in a responsible manner. Delegate this task to one very reliable and capable organization member, or handle it yourself. Be prepared to follow these procedures to the letter whether the event is held on or off-campus. • “Fundraising/Collection/Solicitation Request Form”: Fill out and submit this form at least three weeks prior to your event to gain approval for handling cash for your event (four weeks is needed if an outside vendor is involved). If you are planning to donate proceeds to charity, the Tax ID number is required. Fill out this form prior to including this in any advertising. • Cash Advance: To obtain a cash advance for ticket sales, go to SABO. Complete a “Petty Cash” form (which needs the signature approval of your Organization’s Advisor) to receive up to $50 cash and reserve a cash box. Leave the cash box and change with SABO until just before the event. Your cash box will be available during regular business hours. It is good practice to pick up the cash box as close to the event as possible (i.e. for a Saturday night, pick up the box by 3 p.m. on a Saturday). • Deposit All Money: Count the money and put it in a
deposit envelope with a deposit slip including the total amount of cash and change (include the original cash advance in this amount). Have a CSC Building Manager escort you to secure the money in the Curry Student Center night depository safe. If, or when, the building is closed, call NU Public Safety at (617) 373-2121 and ask them to secure the money. Under no circumstances may anyone take the money home from an event, nor may they take the money out of the building. If the event is offcampus, the money should be deposited with the facility’s manager who will then pay your organization later via check. This process should be described in your contract. None of this money is to be used to directly pay a performer or to cover expenses! This is a serious violation of rules and can jeopardize your organization’s status. The rule is there to protect you, your organization, and individual members. Pay ALL Bills: It is imperative that you manage your financial obligations responsibly. In other words, pay your bills on time! The procedures for doing so are described in section 8, “Finances & Fundraising.”
Entertainment Film and Video Programs
Films and videos can be a fun and educational programming option. However, charging an admission may not be as lucrative as it appears. Copyright laws require that you order films and videos from a licensed distributor when showing them in a public place (with or without an admission charge). Your local video rental store or library is not considered a licensed distributor in the world of film/video distribution. Therefore, the cost of renting films and videos from a licensed distributor is usually higher than anticipated. Check out Swank Motion Pictures at www.swank.com or Criterion Pictures at www.criterionpic.com for information and then ask the CSI Crew for help in booking your film.
To make your event accessible to all students, be sure to order a closed captioned version of the film from the company. The Senate Chambers (333 CSC) has built-in video capability with closed captioning and can handle DVDs or videos. In addition, Blackman Auditorium and afterHOURS can be used to show DVDs and videos. Also, see page 49 for guidelines on using sign language interpreters. In-House Entertainment You can hire professional entertainers to jazz up your event but some of the best talent is right here. NU is home to several student performance groups, such as a cappella and gospel singers, theater troupes, musicians, WRBB DJs and more, who are available for free or a small fee. Check out our student groups on the web, or talk to the CSI Crew for ideas.
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After Your Event Event Follow-Up •
Leave the Facility Clean and Orderly: It is common courtesy to leave the facility clean and in its original setup but, beyond that, it is your organization’s responsibility to leave it as you found it. If not, your organization may be charged for cleanup and/or setup costs.
Evaluate Your Event: Evaluation is an important part of program planning. After every event, you should take the time to evaluate the event with your organization, organization’s advisor, CSI Programming Crew member and your program manager. The CSI Programming Crew will help you to conduct a post-event assessment. This will help your organization and others plan future events. Discuss the successes of the event planning and production, as well as improvements for future events. A copy of your event planning checklist, including your evaluation, should be kept with your organization files to be used as a reference as members plan similar events in coming years. You will find files from the past useful as you begin planning an event your organization holds annually.
Top 10 Things Every Event Planner Should Know 1. Plan Your Year, Not Your Week. You have other obligations outside the organization and it is important to organize your time so that you are able to take care of all of your priorities. 2. Seek Advice. An organization is only successful when support networks are used. 3. Get Every Member Involved in the Planning Process. Delegating allows members to feel a sense of ownership and pride in the success of an event. 4. Network with Other Organizations to gain cosponsors and other assistance. 5. Attend All Workshops and Training Session recommended by the Center for Student Involvement staff. For a list of the SOAR
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workshops offered by the center, visit http://neu.orgsync.com/trainings_workshops.
6. Check in with the Center for Student Involvement Crew regularly. 7. Plan at least Eight Weeks in Advance because of the Contract Process. A pre-contract must be done to generate a contract. A contract needs to be finished before you advertise an event. Remember, do not sign any contracts or make verbal agreements. 8. Advertise Your Event at least Eight Different Ways. This includes keeping current with your website, Facebook, and other internet sites. 9. Evaluate the Event. During and after the event, make notes for improvements that could be put in place for future events and future leaders. 10. Read this Entire Book. It will REALLY help you!
Reserving Space Most organizations depend on physical space to hold meetings, programs, events, and to conduct organizational business. The Center for Student Involvement’s Scheduling Office and the Operations and Event Management staff coordinate space and services specifically for your student organization’s use. Although most facilities on campus are free for the use of student organizations, some venues may have a staffing fee associated depending on the scope of the event. This section addresses the procedures for obtaining and using on and off campus facilities.
On & Off Campus Reservations Space in the Curry Student Center may be reserved by recognized student organizations, Northeastern departments, and non-Northeastern groups sponsored by the University. All reservations are on a first come, first served basis, with priority given to student organizations. Due to the high number of requests for meeting and event space within the Curry Student Center and elsewhere on campus, the reservation procedures are adhered to strictly. It is not appropriate for student organizations to reserve space for other entities. Violators of this policy jeopardize their student organization’s status, and individuals may be referred to the Office of Student Conduct and Conflict Resolution (OSCCR).
Here are some helpful pointers to keep in mind as you begin the reservation process on campus: • Schedule your regular meetings with the CSI Scheduling Office early. You can request during the Call for Programs that occurs each spring semester, or you can check in at the beginning of each semester to see what options may be available. Check your confirmation closely, as some dates may not have been scheduled due to other Northeastern commitments. • Pay special attention to deadline dates and remarks
made by the scheduler on your reservation confirmation. • Comprehensive reservations (especially in the major event venues) require much advance scheduling and planning. The Center for Student Involvement staff can help you determine just how much time may be necessary for your planning purposes, but a few months in advance is pretty common! • Meet with your CSI Programming Crew as soon as you start planning your event. The CSI Programming Crew can give you helpful advice on which venue would be appropriate for your plans. • For non-Northeastern groups
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wishing to use space in the Curry Student Center, or any other space on campus, please contact the External Events and Conference • Housing Office at (617) 373-5849. This office will approve requests after consultation and assess the appropriate fees. For more information, please visit northeastern.edu/conferences.
Center for Student Involvement Scheduling Office The following spaces are reserved through the CSI Scheduling Office for student organizations and Northeastern departments. Major Event Venues afterHOURS, Blackman Auditorium, Fenway Center, CSC West Addition, CSC Ballroom, CSC McLeod Suites (318-320-322, 318-320, 320-322), CSC Indoor Quad, CSC Fourth Floor Suites (442-444-448, 442-444, 444-448) General Meeting Rooms Curry Student Center 318, 320, 322, 333, 334, 335, 336, 340, 342, 344, 346, 348, 433, 435, 440, 442, 444, 448 Rehearsal Spaces Curry Student Center Dance Studios, 348, 442, 444, 448 Academic Classrooms Behrakis, Churchill, Dodge, Ell, Forsyth, Hayden, Hurtig, International Village, Kariotis, Mugar, Richards, Robinson, Ryder, Shillman, Snell Engineering, Snell Library, West Villages C, F, G & H, YMCA Outdoor Areas Bullfinch Mall, Centennial Commons, CSC Roof Terrace, INV Bamboo Garden, Krentzman Quad, Library Courtyard, Robinson/Science Quad, Sculpture Park, Speare Wiffle Ball Field, Stetson East/Freshman Quad, West Village Quad, West Village Sand Volleyball Court
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Table Locations CSC Campus Crossroad Tables 1-3, CSC Indoor Quad Tables 1-4, Bullfinch Mall Tables 1-4, Centennial Commons Tables 1-4, Krentzman Quad Tables 1-9, Library Courtyard Tables 1-6 To reserve these venues/rooms/spaces/ classrooms/areas/locations…
Through March and April of a given calendar year, during the “Call for Programs” process, student organizations should submit the appropriate “Call for Programs” reservation request forms (through the CSI Scheduling Office web site) to request major event venues, outdoor areas, and weekly meeting rooms for the following academic year. Upon the completion of the “Call for Programs” process for a given year, further requests are processed on a first-come/first-served basis through the CSI Scheduling Office’s online scheduling service center. Presidents, Treasurers, and Scheduling Coordinators of registered student organizations can access this service through the myNEU portal through the “Meeting & Event Space Scheduling” link. Be sure to keep your organization’s OrgSync profile up-to-date to ensure proper access to this online scheduling service center. Further information on the reservation process can be found at the CSI Scheduling Office web site.
SCHEDULING NOTIFICATION A Scheduling Notification will be emailed to you for every reservation granted by the CSI Scheduling Office. These Scheduling Notifications serve as the official record of your reservations and will note the venues/rooms/spaces/classrooms/areas/ locations, dates, and times of your reservations. Do not advertise an event or send out invitations to an event until you have received a Scheduling Notification for its location. Be prepared to present your Scheduling Notification to operations staff on the day of your event as proof of your reservation. RESERVATION STATUS Reservations listed with a "tentative" status on your Reservation Notification serve to hold a space for your use but require further attention to be “confirmed.” All “tentative” reservations must be “confirmed” before their date of occurrence. Refer to the CSI Scheduling Office web site for instructions on how to confirm “tentative” reservations. EXCEEDING NORMAL HOURS OF SERVICE Reservations booked outside scheduled building hours may incur fees to ensure building access. Reservations starting after 8PM on weekdays or 2PM on weekends may incur fees to ensure proper furniture set-up. SPACE ACCESS NU Building Services will have your requested furniture set-up ready for your use by the reservation start time listed on your Reservation Notification. No one except NU Building Services is guaranteed access to your reserved spaces prior to the reservation start time listed on your Scheduling Notification. Be sure to build in time to your reservations to allow caterers or anyone else associated with your event (other than NU Building Services) to set up and break down your event.
ROOM CONDITION Rooms must be left in the same condition in which they were found. Furniture set-ups, as outlined in your Scheduling Notification, must not be disturbed. Dispose of all trash, straighten chairs, close windows, erase whiteboards, and take all belongings with you before leaving your space. Groups failing to abide by these rules may be charged for rearrangement fees or damages. LIABILITY & RESPONSIBILITY An event is any program or function planned, sponsored, or co-sponsored in the name of, under the auspices of, or for the sake of a student organization. Although not all acts of individual organization members can or should be attributed to their group, any group or gathering of its members acting together may be considered an organization event. An organization, its leaders, and its members can be held responsible for violations of NU policy or procedures, and/or city, state, or federal laws. In determining whether a group may be held collectively responsible for the individual actions of its members, all of the factors and circumstances surrounding the specific incident will be considered. CANCELLATION AND NO-SHOWS Visit the CSI Scheduling Office web site for a complete listing of cancellation/no-show policies and procedures.
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Major Event Venues, General Meeting Rooms, Outdoor Areas, Table Locations When reserving major event venues and meetings rooms in the Curry Student center, please be aware of the following: For Major Event Venues: Event reservations cannot be made until 30 minutes after the scheduled opening of the building and/or 60 minutes prior to the scheduled closing. For Standard Meeting Rooms: Event reservations cannot be made until 30 minutes after the scheduled opening of the building and 15 minutes before the scheduled closing of the building. Charges may be incurred if your event reservation(s) are scheduled for outside the building’s operating hours or event reservation requirements. afterHOURS is your on-campus night club and café. Located on the ground floor of the Curry Student Center, this venue includes state of the art video and sound concepts and an in house Starbucks. There is never a cover charge at afterHOURS, so admission charges or collection of fees to attend afterHOURS events are not permitted. Admission to afterHOURS during hours of operation is open to current NU students + 1 guest (with a valid ID). However, afterHOURS does reserve the right to enforce an NU ONLY policy for certain events. This venue is perfect for dance parties, live bands, open mic nights, karaoke, DJs, films, fashion shows, talent shows, and spoken word. Blackman Auditorium, in Ell Hall, is a multipurpose facility that schedules major programs far in advance. With a capacity of 1,050, including balcony seating, Blackman features a projection booth, large screen, ticket center, audio loop system, dressing rooms, and other modern theater amenities. As a major event venue, events in Blackman Auditorium may also include a staffing fee depending on the scope of the event. CSC Ballroom is a spacious, multipurpose room used for conferences, lectures, movies, receptions, banquets, and concerts. The maximum capacity is about 300 auditorium style and about 200 with round tables and chairs. It can be set up with portable staging and
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accessories, and is equipped with a public address system, DVD/VHS option, and a large movie screen. There is direct access to a freight elevator as well. As a major event venue, events in the Ballroom may also include a staffing fee depending on the scope of the event. CSC Fourth Floor Suites are on the top floor of the Student Center and can be used for banquets, lectures, fairs, and conferences. The suites, consisting of rooms 442, 444 and 448, can be combined into one large room or subdivided into two or three smaller rooms, each with its own entrance. The suite capacity varies depending on the type of event. As a major event venue, events in the Fourth Floor Suites may also include a staffing fee depending on the scope of the event. CSC Indoor Quad refers to the large, open atrium area on the first floor. It is described as the “living room” of the Student Center and is a casual use lounge. Activities in this area are limited to minor programming that does not require a private atmosphere. Normal use for this event space are those activities that involve little setup time, no furniture removal, and no restricted access. Suggested ways this space can be used are information sessions, small receptions, small musical performances, standup comedians, poetry readings, fairs, and performance art. Depending on the size and scope of your event, you may need to gain approval from the Operations and Event Management staff to host an event here. As a major event venue, events in the Indoor Quad may also include a staffing fee depending on the scope of the event. CSC McLeod Suites are located on the third floor of the Student Center and can be used for banquets, films, concerts, lectures, fairs, and conferences. The suites, consisting of rooms 318, 320, and 322 CSC, can be combined into one large room or subdivided into two or three smaller rooms, each with its own entrance. The suite capacity varies depending on the type of event and is equipped with a public address system and NUNet access. The 322 CSC room has a retractable screen, DVD/VCR option, and dry erase board. As a major event venue, events in the McLeod Suites may also include a staffing fee depending on the scope of the event.
CSC Meeting Rooms: More than a dozen additional meeting rooms are available in the Curry Student Center, capable of seating between 10 and 60 people. Most rooms have dry erase boards, projection screens, plasma screens and bulletin boards. The entire building features NUWave (wireless internet). CSC Roof Terrace is a casual outdoor patio that offers students an opportunity to relax, eat, and participate in discussion groups. The Roof Terrace may be used for student focused events such as musical performances, receptions, comedians, or poetry readings. Occupancy is limited to 150 people. Events scheduled in this area between the hours of 7 a.m and 4 p.m. must be open and free to all students, faculty, and staff whenever classes are in session. The Roof Terrace is available for private events after 7 p.m. and will incur Event Manager staffing fees. The existing furniture and set-up must be used for the event. Limited electrical power is available; event coordinators should speak with the Operations staff to determine if special measures must be taken to accommodate the needs of an event. CSC West Addition, the large carpeted dining area on the ground floor, is primarily a space to eat, relax, and enjoy casual gatherings. NU students’ needs are considered first before scheduling an event here. The West Addition is available for limited use after 7PM on weeknights, on weekends, or during intersession breaks. It is used primarily for large banquets and will seat up to 300. There are typically setup charges associated with the use of this facility. Events that require a controlled admission may not interfere with the normal operation of the food court area. The use of this facility requires prior approval from Operations and Event Management staff. As a major event venue, events in the West Addition may also include a staffing fee depending on the scope of the event. Due to the volume of furniture in the space, it is recommended that the existing setup be used. Requests to remove the furniture will result in a sizable fee. Frost Lounge in Ell Hall is a comfortable room available for small meetings. The room seats 22 at a large boardroom table and has built-in A/V capabilities. The Frost Lounge is wheelchair accessible.
Fenway Center, on the corner of Gainsborough and St. Stephen’s streets, seats 270 for lectures and performances. Please visit northeastern.edu/eventvenues for more details. As a major event venue, events in the Fenway Center may also include a staffing fee depending on the scope of the event. 450 Dodge Hall is an attractive meeting room that can be used for small banquets or conferences. Much like the McLeod Suites, it can be divided into three rooms or used as one to accommodate larger groups. Capacity is 30-150 depending on the furniture set-up. Outdoor Areas are used for a multitude of events. These areas include West Village Quad, Stetson East Quad, Krentzman Quad, Robinson Quad, Centennial Commons, and the Library Quad. Amplified sounds in these areas must be approved by the CSI staff, and permits may be required. See the CSI Programming Crew for more information. Speare Commons (Wiffle Ball Field) is also available for your programming needs.
Table Locations: There are numerous locations, indoors and out, where information tables can be set up. Within the Curry Student Center are in the Indoor Quad and the Campus Crossroads locations. Outside locations include the Bullfinch Mall, Centennial Commons, Krenztman Quad, and the Library Courtyard. These locations book quickly, so plan ahead during the semester to request these tables. If you plan a fundraiser, work with CSI Programming Crew on the details. West Village Sand Volleyball Court is also available for your programming needs.
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Our goal is to send the portal “live” during Fall 2013, so stay tuned for further information, workshops, and trainings. Please note that the Virtual EMS system is only configured to support the spaces directly overseen by the CSI Scheduling Office. The spaces listed below will continue to utilize the same request process you are accustomed to. Virtual EMS The CSI Scheduling Office has teamed up with Information Services to implement and rollout an online scheduling service center (aka: Virtual EMS). This system will be a great improvement as you will now be able to go in and book space online. Many requests (such as those for small meeting rooms) will be immediately confirmed, although some (such as those for major event venues) will result in a “web request” status. These will require additional follow-up in order to confirm the space for your use. Please note that we will still complete the “Call for Programs” process each spring semester, and will open up the portal for first come/first served reservations once that process has been completed each academic year.
Other spaces not reserved through the CSI Scheduling Office
Visit the CSI Scheduling Office web site to learn how to reserve spaces for which instructions are not listed below.
The Asian American Center at 109 Hemenway St., is available for small meetings and functions for groups of 20-40. Please email email@example.com with your request. The Cabral Center, located in the John D. O’Bryant African American Institute at West Village F, is available for meetings, speakers, entertainment, and social activities. Capacity is 100 to 200, ideal for lectures, movies, and cultural events. For more info about reserving this space, contact the African American Institute at (617) 373-3143 or email reserveAAI@neu.edu.
Access to the portal will be limited to Presidents, Treasurers and Scheduling Coordinators of recognized student organizations, as registered in OrgSync. These individuals are the only members of your organization who will have access to the system. We will no longer be accepting requests over the phone, via email, or by coming to meet with us in person (although we will happily show you how to use the system if you experience difficulty!)
Gallery 360 is located in the Ell Hall and is available to exhibit visual art works. Please visit northeastern.edu/northeasterncreates/gallery360 to fill out an application to sponsor an exhibit. Please note that this typically requires months of advance planning, so make sure to inquire and see if your timeframe is appropriate. Call the Curry Student Center Operation Design Manger at (617) 373-7544 for more information.
If at any time there are leadership changes within your organization, you will want to update your OrgSync profile to reflect those changes. This will ensure that the appropriate individuals are able to request space on behalf of your organization.
The Henderson House, located in Weston, MA, is a Tudor mansion used for formal conferences, socials, and semi-formals. Catering services range from coffee breaks to elegant gourmet dinners. The Henderson House has limited wheelchair access. For more information, call (781) 235-8517.
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The Latino/a Student Cultural Center Conference Room, at 140 Forsyth St., is available for small meetings or functions for groups of 25 individuals. Call (617) 3735845. Matthews Arena, on St. Botolph Street, is available only for large events sponsored by organizations having major programming of events as part of their organization’s mission. Be aware that the cost of using Matthews is considerable and requires much lead time and program preparation. The arena holds between 4,000-6,000 people. Requests should be directed through your program manager. Solomon Court in the Cabot Center is available for very special programs, similar to Matthews Arena. Seating capacity is 2,000 with the bleachers pulled out. The steps leading up to the Cabot Gym make this a difficult facility for events requiring loading of equipment. For information call (617) 373-2672, then see a program manager before confirming your reservation of this facility. Residence Halls Spaces will be reserved only for those groups or programs recognized within the residence halls (i.e. Hall Councils or the Resident Student Association). See a Residence Director for instructions on specific areas, or call Speare at (617) 373-2814. For the Living Learning Center, call (617) 373-2814; for Stetson East Marketplace, call (617) 373-2570; for Stetson West Lobby, call (617) 373-7546. Tables within the residence hall lobbies can be reserved by contacting the complex Residence Director directly for authorization, and then Building Services directly for tables at (617) 373-2757. Tables may be reserved for a maximum of three days. Tables must be clearly marked with your organization’s name. No solicitation or money collection can occur within residence halls. Residence Life staff may ask you to leave if there are complaints. Sacred Space, located in Ell Hall, can be booked through the Center for Spirituality, Dialogue and Service. Visit their website at northeastern.edu/spirituallife for the reservation request form.
The Social Justice Resource Center is located at 106 St. Stephen St on the lower level. Groups of 25 or less are welcomed to reserve the space for meetings or small events. To reserve the SJRC, call (617) 373-3917. Warren Conference Center, located in Ashland, MA, is a conference and recreation facility used for conferences, receptions, and recreation classes. It offers a variety of conference and meeting spaces, ranging from state of the art technology to more rustic options. Guests can stay in cabins or an inn for overnight stays, eat meals in the large lodge, and use many outdoor recreation facilities. The Warren Center is available for daylong meetings or overnight conferences at discounted rates. For more information, call (508) 231-3000.
Off campus events If an on-campus facility is unavailable or unsuitable for your event, arrangements can be made for off-campus facilities such as the Warren Conference Center, the Henderson House, local hotels, community centers, or harbor cruises. Off campus programs sponsored by student organizations are subject to the same policies and procedures as programs being held on campus, with the additional requirements involving a Northeastern initiated contract and copy of their Certificate of Liability Insurance. To book an off campus facility, you must arrange for a contract between the facility and Northeastern University even if the facility doesn’t require it (see “Contracts & Insurance,” page 35.) The contract MUST be a Northeastern contract. If the hotel or other facility has their own rental agreement or contract, do NOT sign it. All contracts must be initiated by Northeastern and signed by the designated Northeastern official in keeping with the Northeastern policy. Not all businesses and hotels will accept the Northeastern contract, so plan well in advance with a member of the CSI Programming Crew to be sure you can use the facility. A contract is required for use of ANY off-campus facility, regardless of how the facility is being used. The
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only exception is if you are taking a group to a restaurant and ordering from the menu. In this case, no contract is required. The facility must show proof of general liability insurance with a minimum of $1,000,000/2,000,000 coverage naming Northeastern as additional insured. Your choice of venue may be affected if the facility does not carry adequate insurance coverage. This contract process requires several weeks of planning and preparation, and must be completed before you may begin advertising. See the CSI Programming as soon as you have ideas for an event. The CSI Programming Crew will provide necessary details and can recommend various facilities that work with Northeastern’s requirements.
9-10% Of the student population are members of a Fraternity or Sorority.
8,700 Students were involved in student organizations during the 201‐2012 academic year.
FOR MORE INFORMATION Visit the Center for Student Involvement website at northeastern.edu/csi for more information on how to become involved in a student organization.
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Publicity and Promotion
Marketing and publicity is essential for the success of any program or event. Since the right type of publicity depends on the program you’re planning and the audience you are targeting, it is important to be creative and think about the issues discussed in this section before you plan your marketing efforts. In this section you will learn how to market in various ways on campus.
DID YOU KNOW? There are several members of the CSI Staff who can help you with your organizations marketing needs. Stop in and meet our Social Media Coordinator or set down with a member of the CSI Programming Crew.
Important publicity guidelines
You are responsible for knowing and abiding by all campus publicity rules and regulations. If your event requires contracts, you may not advertise for your event until the contracts have been completed. All marketing should be approved by the CSI Programming Crew prior to printing. Check with a CSI Programming Crew member if you have questions about any policies or procedures outline in this section.
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Publicity Guidelines Publicity materials must follow the guidelines below:
Use of the University logo, name or likeness is restricted to recognized organizations in good standing with the Center for Student Involvement. If you are unsure of your status, please contact (617) 373-2642. Who, What, Where, When: All publicity must include the name of sponsoring organization and contact info including phone, website, and Northeastern issued email address. Include any fees, prizes, date, time, location, and rain location. If funded by the Student Activity Fee (SAF), promotional materials must have the SAF logo. See the SGA website for more details. All publicity must be written in English. A foreign language may be used in the title as long as an English translation or description is included. Any contract(s) related to the program must be completed and signed by both Northeastern and the performer/agent before any publicity can begin. Take into account the considerable processing timeline required. Also, be aware of any restrictions on publicity imposed by the artist, agent, or organizing committee. See section 5, “Event Planning & Policies” for more details. Events sponsored by Northeastern student organizations may not be publicized to the general public or off-campus (including in media) unless special permission has been granted by the Center for Student Involvement. Any advertising materials and announcements must specify who can attend the event, i.e. “For Northeastern students only” or any other
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restrictions discussed with the CSI staff. Events may be advertised on other college campuses, through their legal posting locations and their campus media. Please work with the CSI Programming Crew to discuss admission criteria prior to advertising your event. It is illegal in the City of Boston to post flyers on city buildings and light poles. The City of Boston Inspectional Services Code Enforcement Officers will impose a substantial fine for flyers posted on any city-owned property. Consumption of alcoholic beverages may not be the focus of any promotional materials. Also, there may not be any suggestion of alcohol abuse in any form of publicity. Alcoholic beverage distributors may not co-sponsor Northeastern student events. If your event includes alcohol, publicity must follow the guidelines specified in the Alcohol Policy. See page 42, “Events with Alcohol”. Advertising must conform to the Northeastern University Code of Student Conduct and avoid demeaning or discriminatory portrayals of individuals or groups. Because your event is representing Northeastern, your publicity must be in good taste and appropriate to the event and target group. If you are in doubt, ask your program manager for help. Posters should be no larger than 18” by 24”. See “Publicity Policies and Ideas” for more details. Your events should be accessible to all students, both in terms of physical location and communication. Be sure to make a request for interpreters and use the statement “For interpreting services, please contact SABO three weeks prior to event.” Be sure to include the ASL-interpreted logo on your publicity. See page 49, Interpreting Services. You cannot advertise for solicitors, such as for Red Bull and other vendor giveaways.
Publicity Policies and Ideas
Posters and Flyers Event posters must include the following information: 1. Event Location (on-campus events only; off-campus event advertisements must be preapproved by the Center for Student Involvement) 2. Event Date & Time 3. Northeastern contact name and Northeastern issued email address (@neu.edu). 4. Material may be displayed as early as two weeks in advance of the actual event date and must be brought to 325 CSC no later than 5 business days before the event. 5. Any post-date, nonNortheastern affiliated or noncompliant material will be removed/not posted. 6. Any individual wishing to place table-tent cards inside of the food area in the West Addition must be preapproved by the Center for Student Involvement. Photocopying and printing services are available at Northeastern Reprographics, located in Ell Hall and in the Forsyth Building. Requesting quotes and services is done online through collegiatepress.com/northeastern. Their services are charged directly to your SABO account. Repro also offers binding, graphic design, typesetting, a fax machine, and
consultation on projects. The CSI Programming Crew or your program manager can also refer you to some well-known companies that specialize in college and university publicity. Posting locations Flyers and posters can only be hung in the following officially designated areas (please check with each building’s front desk for dropoff, locations, or further guidelines): • Curry Student Center, Information center (ground floor or 325 CSC): accept 10 flyers/posters at least three days in advance. They will only be posted on bulletin boards and cork boards located in the Student Center Posters are displayed up to two weeks. Unapproved and out-of-date posters are removed daily from the boards, as well as from nondesignated posting areas including bathrooms, elevators, doors, entrances, hallways, and staircases. • Dodge Hall: Front desk accepts flyers and posters at several boards per floor and drop off two at 20 dodge (Disability Resource Center). • John D. O’Bryant AfricanAmerican Institute: 40 Leon St.: one poster and/or up to 10 flyers or postcards. • Latino/a Student Cultural Center, 104 Forsyth St.: three posters/flyers, and stack of flyers/cards. • Marino Center: Two posters or flyers for two glass cases.
• Residence Life Office, 4 Speare: 60 Flyers/posters, for display behind glass. All items must be affiliated with a registered student group, and include Northeastern phone number (373-XXXX) and/or Northeastern issued email address. No self-promotions, such as for SGA elections. Allow three days for posting. For door hangers or club cards call (617) 373-7515. ‘Dorm Storming’ or the process of sliding advertisements under Residents doors, is prohibited. • Shillman Hall: Post directly to 5 classroom cork strips on floors 2, 3, and 4. • Snell Engineering: Post directly to the boards on floors 2, 3, and 4, near elevators and in floor lounges. • Snell Library: Post to 30 classroom boards. Front desks at these locations accept the following number of posters and flyers: • • • • • • • • • • • • •
Behrakis Hall lobby- 1 Career Services 101 Stearns- 3 Chicken Lou’s Forsyth St.- 1 Science 1 Meserve, ground floor-3 College of Criminal Justice 204 Churchill-3 Financial Aid Richards-3 Health Center 135 Forsyth- 3 ISSI 206 Ell-3 Nightingale Hall lobby- 2 OSCCR 202 Ell-3 Registrar 120 Hayden- 3 Ryder Hall-6 Student Affairs 104 Ell- 3
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Signs and Banners The University Sign Shop, located on St. Botolph Street, can create banners, award plaques, tabletop tents, A-frames, and sandwich boards to advertise your event or organization. Call the Sign Shop at (617) 373.2725. Banners may be used by recognized student organizations to advertise programs, events, or for general promotion of the organization. Space is limited and is available on a first-come first serve basis. Operations staff will hang up and take down the banner for you. Banner size may not exceed 3’2” high x 5’ wide and must appear neat and professional. Banner designs should be submitted to the Northeastern University Sign Shop. See the Center for Student Involvement for referrals. Ask the Sign Shop to place some of your A-frame signs near the parking garage and T stops. This is one way to attract commuters and co-op students.
Residence Hall Mass Mailings
Each mass mailing must be approved by the Manager or Assistant Manager of ResMail. Provide a target date and a digital copy of the flyers.
Each student group is allowed one mass mailing per semester, unless given specific permission by the ResMail Management. Due to hiring schedules and move-ins, no mass mailings will be approved in the first two weeks of any semester. For more information, call the ResMail customer service line, (617) 3735108.
Campus Calendar Organizations may request to submit items to the Orgsync calendar and may do so via the myNEU portal. Standard meetings will no longer be featured on the public facing calendar now that organization profiles highlight this information. For assistance in posting to this calendar, please speak with Center for Student Involvement.
For the Marino Center: Contact (617) 373-8590 or stop by the Campus Recreation Office in Marino for approval and specifics.
Electronic scroll Electronic Scrolls are located at Shillman Hall and Stetson Hall. To have your short message scroll here, email it to Caitlin Cerra at firstname.lastname@example.org.
Branding Guidelines Whether you’re starting a new student group or are part of a wellestablished organization, you’ll want a unique, representative logo that puts your best face forward and protects you from potential trademark issues with outside entities. Here are some rules you need to follow for university usage and approvals.
Recognized student organizations are eligible to submit content to appear on Digital Signage Screens around campus.
When creating a new logo or identity, you should graphically represent what the group is about or supporting, as opposed to just representing Northeastern. This will help your group express its individuality and broadcast its core purpose.
To make it clear that your group is part of the university, you may write out “at Northeastern University” within the identity or group name. Just be sure to
For the Curry Student Center: Content will be approved by the Curry Student Center Operations and Services Staff prior to being delivered to the screens. Please submit your advertisement as a JPEG or a Flash file to Curry Student Center Operations at email@example.com. For Ell Hall Lobby: To have your ticketed event advertised on the
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digital screens outside of Blackman Auditorium, please submit content as a .ppt to CSI (firstname.lastname@example.org).
spell out the full name, don’t use “Northeastern” alone.
Groups that are part of a nationwide or international organization may use the identity the organization provides, but the materials the group produces must still follow the established approval process (see last bulleted item in these guidelines for additional information).
Existing logos—even those in use for many years— are also subject to standards specified in this handbook and must be revised to follow the current branding guidelines and approval processes. This will ensure that student groups across the board are accurately and appropriately representing themselves and the university in the best light possible.
The usage of “NU” is also not permitted, either contained within or paired with logos.
Logos may not resemble those of other organizations, such as companies like Nike. We recommend researching existing logos to ensure that your group’s is unique, to avoid potential legal issues in the future and help your club truly stand out.
Approval Process To ensure consistency in adhering to university branding standards, all logos and any product containing branding—regardless of the quantity of the item—must first be approved by the Center for Student Involvement. Your adviser will then run through the approval process with Marketing and Communications.
Although student groups are an essential part of the university community, they voice their own ideas and opinions, not those of Northeastern University as an institution. Therefore, each student group needs to create a graphic identity that is separate from the university’s.
For this reason, either as part of your mark or separately, student groups may not use, in whole or in part: 1. The official Northeastern logo, word mark, seal, or stationery 2. Logos or other elements from athletics and alumni relations (such as those pictured below)
Other Publicity Ideas To attract more attention to your cause, think beyond banners, flyers, or posters. In each publicity campaign, try to include something that will make it different from the last one. If your publicity committee’s goal is to reach a wide variety of people, consider the following: • The single most effective form of publicity is word of mouth. If everyone talks up the event in classes, at parties, and at dining spaces, people will become interested. • Create curiosity teasers (sneak previews, clues to an event, video previews at a table in the Student Center). On campus performers may be willing to give a sample for 5-10 minutes in a busy location earlier in the day to generate interest. • Even if you aren’t promoting a performance use stage skits and/or stunts with costumes to get attention. Krentzman Quad and Indoor Quad have ideal visibility. • Create logos for your group and events in order to build your message and brand. • Order sandwich boards for organization members to wear while walking around campus. • Set up an information table in the food court, indoor quad, or in one of the outdoor quads. Contact CSI Scheduling Office for table reservations. • Pass out free tickets (even if you are not charging for the event!). • Promote prizes and competitions aspects of the
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• • • • •
event. Send a press release. Ask to speak about your event or group at classes and major events. Write on classroom boards. Order event t-shirts to wear weeks before and on the day of the event. Post events or create groups at websites where Northeastern students exchange information, such as Facebook and Twitter. (Note: Think about safety and reputation and post on the web only the personal information and photos that you wouldn’t mind being viewed by your parents, potential
Chalking on Campus Chalking may only be done by recognized student organizations and University departments who sponsored an approved activity and/or programs and the focus of the advertising or directions are to the general Northeastern community and interest. Chalking is limited to 15 words or less per event in any one area describing the following: • Name of Event • Place of Event • Date of Event • Time of Event • The Sponsor of Event No chalking is permitted on any step or stoop or vertical surface (vertical surface to include but not limited to pillars, risers or windows). All student organizations MUST only use the chalk made available by the Center for Student Involvement. Please visit the Office to borrow the chalk. Any writing done with other chalk will be considered vandalism and is subject to referral to the Office of Student Conduct and Conflict Resolution. Any cleaning charges as a result of using non‐approved chalk will be billed to the individual or student organization. Chalking shall be restricted to the following areas:
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employers, and not-so-nice strangers.) On all advertisements and announcements, include any admission policy on your advertisement so you do not attract people that will be unable to gain admission. See“Publicity Guidelines” on page 61. Collaborate and co-advertise with other student organizations to get maximum exposure Chalk a brief message along campus paths. Please review the chalking guidelines before chalking on campus.
Snell Library Quad Snell Engineering walkway, leading toward Forsyth Street • Centennial Common (between Shillman and Ryder Halls, and Forsyth and Leon Streets) • Sculpture Park and Robinson Quad to the steps of Columbus Garage Bridge • Stetson Quad from Speare Common to Opera Place and Forsyth Street • World Series Way (between Forsyth Street and Hayden Hall) • West Village Quad • Bulfinch Pathway from Krentzman Quad to Snell Library Quad • Walkway’s surrounding International Village (not to include Ruggles MBTA station steps and landings) • Cabot Court Quadrangle • Walkway from Hayden Hall to the steps of Snell Library/Snell Engineering •
Publication Distribution Guidelines on Campus Any recognized student organization that wishes to distribute material (newspapers, articles, magazines, cards, books booklets, circulars, flyers, handbills, leaflets, etc.) must obtain approval prior to such distribution consistent with the terms of the Sales and Solicitations Policy. In addition, publications to be distributed by recognized student organizations must also comply with the terms of the Student Organizations Resource Guide. When distributing materials in the Curry Student Center approval must also be obtain prior to distribution by contacting the Curry Student Center Operations and Services Office. Residence Hall Groups: Residence Hall groups must comply with the University’s Sales and Solicitation Policy and with applicable Residential Life and University Housing Policies. See “Publicity Policies and Ideas” for more details. Removal of Materials Sponsors of approved materials are responsible for the removal and disposal of surplus and/or outdated publications. Failure to timely remove outdated approved publications will be considered littering may result in the assessment of disposal charges and other costs, disciplinary action, and/or other legal action. Failure to Follow Distribution Policy Failure to follow the guidelines provided or referred to in this policy including, but not limited to, unauthorized posting or distribution, may result in disciplinary action and/or other legal action.
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Events Requiring Tickets The following guidelines refer to non-athletic events. The Northeastern University Box Office is the preferred method by which to sell tickets for any events sponsored by campus departments or student organizations. The Box Office requires tickets be sold exclusively through the Northeastern University online ticketing system (myTickets for the NU community, tickets.neu.edu for the General Public). If you are hosting an event that you know will need the availability of the Ell Hall Box Office for walk-up or phone sales leading up to your performance date, please consult with Programming and Ticket Manager, Jeffrey Benham (email@example.com) to assist you with event set-up. All requests for ticketing services must be submitted online via the Ticketing Request Form. The form can be found on the Center for Student Involvement website under “Online Forms”. All Northeastern events, whether sponsored or hosted by on or off-campus entities (except for free events), are subject to a $2-per-ticket fee that will be built into the ticket price. It is the responsibility of the event promoters to include the $2 fee in all advertised prices to provide consistency. Certain events require that Box Office staff be on hand for the night of the performance. As such, Box Office Attendants are guaranteed for a minimum four-hour shift and are paid at a flat rate of $38/attendant for that time. These fees will be subtracted from the total amount of revenue earned (minus any and all $2 fees). Events held in spaces that have associated operating costs (Blackman Auditorium, Fenway Center, etc.) will have said costs deducted from the ticket sale revenue. For questions regarding these operating costs, please speak with the appropriate venue manager. Events that are held in the Fenway Center and Blackman Auditorium are required to use the Box Office to control event access. All events must have fully executed contracts before tickets can be put on sale. Student organizations should consult with their Center for Student Involvement program manager before deciding on a sale date. Campus departments should consult with supervisors.
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Due to credit card processing schedules, paperwork to transfer revenue for ticket sales is submitted to the budget office (minus applicable fees) around the 15th of each month. Events taking place after the 15th day of any month will be reconciled around the 15th of the following month. For student organizations, if you are interested in opening up your ticket sales to anyone outside of who you have been authorized by the Finance Board to sell to, please contact the CSI staff to see if you have the ability to do so. For non-student organizations interested in selling tickets to the General Public, please contact Public Safety to make them aware that there is a possibility of non-NU patrons being in attendance prior to requesting to have your tickets put on sale. Event sponsors are permitted to request complimentary tickets for events they are sponsoring (and can be done via the Ticketing Request Form). Student organizations that have events funded by the Finance Board must seek the chair’s approval before complimentary tickets will be released. This includes complimentary tickets for free events.
Box Office Ticket Printing Policy •
For all ticket types that are offered at a specific dollar amount, the cost of ticket printing shall be accounted for in the associated $2 ticket fee. For all ticket types that are offered as free tickets, the policy on what/if ticket printing fees will be assessed will be determined by: If the tickets are to be offered as “ETickets” only, there will be no ticket printing fee assessed. If the tickets are to be offered as “US Mail”, the standard $5 order fee will continue to be assessed and added on to the total ticket purchase price, but there will be no separate ticket printing fee. If the tickets are to be offered as “Will-Call” or “Comp”, there will be a fee of .15 assessed to the sponsoring organization for each printed ticket. This fee will be rounded to the nearest dollar and deducted from the final amount transferred during reconciliation.
Additionally, if an organization or department requests (or is required) to use the Box Office ticket stock for their ticket printing purposes, but does not plan on selling the tickets through the University Tickets system, the .15 ticket printing fee will apply. The fee will be rounded to the nearest dollar and payment can be made directly to the 303450 account.
DID YOU KNOW? Students can buy tickets to student organization events on the Northeastern Mobile App!
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Finances & Fundraising The Student Activities Business Office (SABO) is the financial center for all student organizations. SABO provides accounting and banking services, fee-free accounts, monthly financial statements, and financial training. Working with SABO, you will learn how to manage your student organization’s finances and by default, a little more about your own finances. In addition, the responsibility you have looks great on a resume and will help you manage budgets in the workplace. In this section, you will learn how to manage your student organization budgets, how to earn FOR MORE INFORMATION
money for your organization through fundraising, and helpful information on spending guidelines.
For more information on SABO, call (617) 373.4329, email firstname.lastname@example.org, or visit neu.orgsync.com/sabo.
The Student Activities Business Office Located in 434 CSC, SABO is the financial center for all recognized student organizations. SABO provides fiscal support for all organizations, including banking, management tips, distribution of Student Activity Fee (SAF) and Graduate Activity Fee (GAF) money, and audit services. For the convenience and protection of your organization, all organizational finances must be handled through this office. The information
outlined in this section is especially important for your organization’s treasurer and advisor. In order for your undergraduate or graduate student organization to establish an account, it must be recognized and in good standing with the Center for Student Involvement. Refer to section 3, “Student Organization Recognition and Registration” for more details.
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Organizations must fully re-register once each semester to maintain an active status. Refer to “Renewing Your Recognition” in section 3 for information. Failure to renew will result in the student organization being declared inactive and all funds in the student organization account(s) being frozen. With the exception of deposits, no activity will be permitted against the account(s) until the student organization is re-registered and in good standing.
Establishing an account Budget and Cash Indexes Accounts funded by the Student Activity Fee or Graduate Activity Fee are called Budget Indexes. Student fee money may only be used for approved expenses. All expenses require the organization advisor’s signature approval (not the program manager). Any balance in a Budget Index at the end of the fiscal year reverts back to the funding entity for future funding. Undergraduate organizations should refer to the Student Activity Fee (SAF) Manual for detailed procedures. Graduate organizations should visit the Graduate Student Government’s website at neu.edu/gsg for more information on funding guidelines. Accounts with money from selfgenerated or outside funding sources are called Cash Indexes. Funds in a Cash Index may be spent at the discretion of your organization, with the exception of drugs, alcohol, tobacco products, or personal products. All expenses require your organization advisor’s signature. Any deposits made by your organization will be placed in your Cash Index. Any remaining funds in the Cash Index at the end of the fiscal year stay with your organization, and are carried forward into the next fiscal year. Outside bank accounts Student organizations may not hold a bank account outside of Northeastern. The only exceptions to this rule are sororities and fraternities. These organizations may have a “house account” under their national or international
affiliation. This account must bear the national or international tax identification number and may not indicate any association to Northeastern. All other finances must be handled through SABO. Treasurer responsibility It is the Treasurer’s primary responsibility to follow the rules and regulations, and to relay financial information to organization members. All expense transactions require the signature of the organization’s advisor. While spending decisions should be made inclusively as an organization, the signature of the Treasurer, President, and other officers or members are not authorized. This is to ensure advisor knowledge of financial activity and to maintain accountability. Any student found violating the following policies and regulations, or processing financial transactions without the authorization of their advisor, may be subject to disciplinary action and may be held personally liable for financial obligations incurred. Organizations that violate financial policies are subject to suspension, probation, or withdrawal of Northeastern recognition. Advisor responsibility All advisors are required to be fulltime faculty or staff members at Northeastern. Student organizations are permitted to have a co-advisor, who must also be a full-time Northeastern faculty or staff member. Co-advisors allow for flexibility of signature authorization in case one advisor is difficult to reach or will be away. Each advisor must complete the SABO Advisor
Banner Access form in OrgSync to gain signature authority for your organization. The advisor should be familiar with the policies of the Center for Student Involvement, SABO, and Northeastern. They should ensure that all expenses are legitimate organization expenditures and within Northeastern and SABO guidelines. All expense transactions require the signature of the organization’s advisor. In addition, the advisor should regularly review the status of the organization account in Banner to ensure the integrity of transactions against the account. Signature authorization The advisor’s signature on the SABO Banner Access form is vital as it provides the appropriate signature for those authorized to approve expenditures against the student organization account. If your advisor is expected to be away, the advisor may have a co-advisor act in his/her place. If there is no co-advisor, then they may appoint a full-time Northeastern faculty or staff member to act as a temporary advisor. Once a substitute has been designated, please make sure the contact information is updated in OrgSync. This can be accomplished by having the temporary advisor create an OrgSync account (if they have not already done so) to submit their information in the system to become affiliated with your organization. They must complete the SABO Banner Access Form via Orgsync to become approved by the Center for Student Involvement and SABO to conduct business for your organization. When the organization advisor returns to campus, they can
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log into OrgSync to change the information back, there is an emergency situation and no secondary advisor has been appointed, the Director of the Center for Student Involvement may have temporary signature authorization upon discretion. Per Northeastern’s Professional Standards and Business Conduct Policy, authorized signatories must not approve
restoring him/her as the advisor to the organization. If a payment to themselves or a family member, nor approve a group of payments that includes a payment to themselves or a family member. The individual’s supervisor or the next higher-level supervisor must authorize such a disbursement.
Where Does the Money Come From? The standard sources of funds for recognized student organizations include: • Student fee allocations • Funds generated by the organization • Department contributions • Co-sponsorships Student fee allocations All students are assessed mandatory fees each academic semester they are enrolled at Northeastern. The funds generated from these fees are used for student programming and initiatives. The following are the three types of fees assessed. The Student Activity Fee (SAF): Administered by the Finance Board of the Student Government Association (SGA) for undergraduate student organization programming. For a detailed description of the SAF funding request process and requirements, please refer to the Student Activity Fee Manual, available at: 332 CSC (617) 373-2651 www.sga.neu.edu
The Resident Student Fee: Administered by the Resident Student Association (RSA) for residence hall programming. Note: these funds are not typically available to student organizations, with the exception of RSA. For more information on the Resident Activity Fee (RAF) Manual, visit: Stetson West, Suite 128 (617) 373-8682 www.rsa.neu.edu The Graduate Activity Fee: Administered by the Graduate Student Government (GSG) for individual graduate student conferences, and graduate student organization funding to support programming and initiatives. Please consult GSG for more information: 236 CSC (617) 373-4502 ww.neu.edu/ gsg
Fundraising Policies and Procedures Student group generated funds Your organization is encouraged to fundraise and seek outside contributions from academic departments and/or co-sponsorships. Money raised is deposited into your student organization Cash Index. The balance in these accounts at the end of the year automatically rolls forward to the new fiscal year.
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All fundraising, collection and solicitation events must first be approved by the Center for Student Involvement. To host a fundraiser or solicitation event, talk to the CSI Programming Crew and complete the Fundraising/Collection/Solicitation request form three to four weeks prior to the event, depending on the type requested.
Cash Collection/Sale of Goods
Penny Wars/Coin Collection
When necessary, student organizations may collect cash on campus. Cash collection is limited to certain areas, and must be conducted according to the following policies:
Student organizations wishing to have a Penny War must complete a Fundraising/Collection/Solicitation Request form, found on OrgSync. Please note that SABO will not accept rolled coins. Coins must be transferred into bill form. Once approved, the student organization is responsible for contacting NUPD to coordinate an escort for the required day/time of your fundraiser. To coordinate your escort, please contact Todd Kaplan from NUPD. A police detail will escort you to Bank of America (on Huntington Ave during the bank’s hours of operation) to exchange the coins for small bills. Once the coins have been exchanged, your organization will be escorted back to SABO to deposit your cash. For further instructions on making a deposit, please see page 76, Depositing Your Money.
Student organizations wishing to collect donations or sell goods must complete a Fundraising/Collection/Solicitation Request form, found on OrgSync. This form can be submitted electronically through OrgSync. Three weeks should be allowed for approval. Student organizations may sell items or collect cash in the following areas without the need for an NUPD detail: o $20 or less per item in the lower level of the Curry Student Center o $10 or less per item in the Library Quad, Krentzman Quad and Bulfinch Path o Sales or collections in excess of these limits may be possible with the presence of an NUPD detail Cash collection or sales of any kind taking place in Speare Quad, Centennial Common or any location not indicated above must have an NUPD detail. Cash collection or sales of any kind in conjunction with a large event must have an NUPD detail, regardless of the cost per item. A cash box is required for all cash collection. When cash on hand reaches $150, a deposit must be made with SABO. All deposits must be made with at least two members of the student organization in attendance. All cash collection activities must be approved by a CSI Programming Crew member or your program manager in advance. Please consult a CSI Programming Crew before submitting your request.
Solicitation of donations Any efforts by organizations to approach or petition individuals, groups or outside agencies for the purpose of raising funds or other forms of support to the organization must be approved in advance by the Center for Student Involvement. Such efforts must be carefully monitored to ensure compliance with Northeastern’s fundraising policies and to ensure coordination with other fundraising efforts by Northeastern’s Advancement and Development personnel. All requests should be submitted four weeks in advance to allow for the University approval process. Philanthropic fundraising Philanthropic fundraising exemplifies a community spirit of caring. The policy requires that: Only recognized student organizations may sponsor fund drives. Solicitation is not allowed in classrooms nor in faculty or administrative offices.
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Definite and realistic time and goal limits for each project must be included in the request for approval. No more than one major fund drive for charity will be allowed in any semester. All money collected must be deposited with SABO. A check to the charity will be issued after the drive upon written request from the student organization and their advisor. To get approval for this type of fundraising, submit a Fundraising/Collection/Solicitation request form to a member of the CSI Programming Crew or your program manager in the Center for Student Involvement. Sales and solicitations Northeastern is not a market place. Sales of material or solicitations of any kind, such as newspapers and other print mediums, insurance, food items, and all other articles are prohibited without the express written permission of designated officials of Northeastern University. Exceptions to this policy may be made for recognized student organizations and residence hall groups: •
Residence hall groups should request permission to sell within their housing unit from the Associate Dean of Cultural and Residential Life. Student organizations should request permission from the Center for Student Involvement. This can be done via the Fundraising/Collection/Solicitation Form located on OrgSync.
Such permission, when granted, is for designated areas within Northeastern and is subject to the restrictions imposed by approving officials. General solicitation, especially in some public areas, such as classrooms, lounges, and cafeterias, is not permitted. This policy applies to student groups, Northeastern departments, and on-campus vendors that may lease space, are part of a Northeastern-sponsored program, or are otherwise contracted to Northeastern to provide goods or services.
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Outside vendor policy In conformance with the sales and solicitation policy and federal and state laws regarding not-for-profit corporations, Northeastern must regulate the amount of commercial activity permitted on campus. Therefore, it shall be Northeastern’s official policy that: • Outside vendors are prohibited from selling or promoting products or services on campus without prior permission from the Center for Student Involvement and such permission shall only be granted when the conditions of this policy are met and there are no conflicts with existing contracts for goods or services. • Outside vendors shall include but not be limited to: college tours, radio stations, banks, telephone and other telecommunication providers, testing services, credit card or discount card companies, coupon books, storage services, food vendors, clothing vendors, merchandise vendors, direct mail vendors, and all other for-profit commercial entities or not-for profit entities engaged in membership drives or fundraising activities. The campus shall include the physical campus and extensions of the physical campus, such as Northeastern’s website. Northeastern recognizes that certain outside vendors may, at times, provide services that will be required by the student population if such goods or services are required in furtherance of or to support the student’s academic experience. In such circumstances, Northeastern may permit vendors providing valuable products or services to do so through the Northeastern Bookstore, or other appropriate space. All such vendor activity shall be limited to no longer than two weeks and shall be performed in a manner that does not interfere with the academic environment. Student organizations should apply for permission by submitting the Fundraising/Collection/Solicitation Request form to their program manager.
Conflict of interest Individuals within a student organization or members of their family may not benefit financially from services one provides to the group. Student organizations and their individual members may not procure the services of an outside individual or company if a member of the student organization, or a member of his/her family, would benefit financially from the arrangement. Exceptions to, or waivers of this policy, or a determination that, in fact, no conflict exists in a particular setting, may be granted by the Director of the Center for Student Involvement based on a written request for the waiver/exemption/determination that sets forth and fully and accurately describes the particular relationship and arrangement. Gambling, Gaming and Raffles A raffle is defined as a lottery in which a person buys a chance to win a prize. Student organizations are not permitted to hold raffles or lotteries due to the significant restrictions and strict governance of such activity by the Commonwealth of Massachusetts. However, door prizes where there is no exchange of money are permitted. The circumstances must be such that everyone has an equal chance of winning, and the opportunity is open to all attending the event. As such, raffles and door prizes are not viable sources of fundraising. On-campus gambling is defined as the unlawful engaging in, playing, operating, or assisting in operating a game of chance for money or some other stake, as well as the sale of lottery or raffle tickets. Gambling/gaming includes, but is not limited to, casino events, card tournaments (including those online), selling of pools, raffle or lottery tickets, taking or placing bets on sporting events, and bingo. Any proposed event or fundraiser falling under this description, if there is a payment of money or some other stake for admission or prizes, will not be considered for approval. Gaming type events that will be considered must include the following criteria: 1. There is no exchange of money
2. No prizes are permitted – it is a truly a game of chance 3. All events must be in compliance with local, state, and federal laws Gambling or gaming type events will only be considered if: • The program is part of a recognized student organization • The entertainment or education of the campus community is the goal of the event/program AND • No money is charged to participate in the event Such events and programs may not be set up as fundraisers. A student organization must a member of the CSI Programming Crew at least six weeks prior to the proposed event to ensure that all aspects of this policy are understood and the event can be approved. A written proposal for exception to this policy must be submitted to the Director of the Center for Student Involvement for consideration. Tangible goods Organizations can sell items created or produced by the members of the organization, such as jewelry or tshirts. Goods must be provided at the time of sale, with the exception of a product or service provided directly by the student organization related to a seasonal date of delivery (such as Valentine’s Day flowers or candy-grams). Catalog sales are not permitted, as items are not immediately available to the buyer. Submit a Fundraising/Collection/Solicitation Request form with a description of the items to a member of the CSI Programming Crew or your program manager to gain approval prior to purchasing the items or advertising. Selling tickets Selling tickets to an event requires some advance planning. If you are selling tickets in advance, it is suggested that student organizations use the services of the Northeastern Ticket Office. For events needing tickets, please fill out the Ticketing Request form on OrgSync. Please speak with a member of the CSI
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Programming Crew or your program manager prior to submitting this form. Northeastern department support If an organization’s program or membership is of particular interest to a department, consider seeking support from them. In order for money to be transferred from a Northeastern department to a student organization, a Journal Entry form should be completed by the Northeastern department and forwarded to SABO for processing. Northeastern departments may be able to provide some indirect forms of support as well. Departments may allow the organization some telephone or photocopying privileges, which can save money for other activities. Departments may have suggestions for other outside sources or contributions. If nothing else, ask them to help promote the organization or event. Consult the Center for Student Involvement before soliciting administrative offices. Solicitation of individual Northeastern students, faculty, or staff is prohibited unless the organization receives permission from the Center for Student Involvement. Outside support Some organizations obtain support directly from their church or community groups, honor societies, fraternal organizations, or similar sources. These funds are to be deposited into the student organization’s Cash Index in SABO in the form of cash or checks payable to Northeastern University. Please work with the CSI staff to ensure this is done appropriately. Co-sponsorship and networking When your organization is in the planning stages of a great project, invite another organization to get involved. Co-sponsorship of an event is a creative method of making the most of limited resources. With more than 300 recognized student organizations, there are likely to be a few that have an interest in sponsoring a program with your organization. The expenses may be split on a Direct Pay Request form when making payment, or student organizations may
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transfer funds to one another via a student group transfer form. Two (or more) organizations working on the same project have more financial and human resources than one working alone.
Depositing Your Money Deposits Deposit all money into your student organization Cash Index immediately. Never allow any members or officers to take the money home or deposit it into their personal account. This is risky, as well as a violation of Northeastern policies. Deposits should always be made to the Cash Index. SABO staff will promptly credit the Cash Index and give your organization a deposit transaction copy for your records. While collecting funds, you will be asked to make a deposit when your cash-on-hand reaches $150. You are permitted to keep $50 on hand to make change. To complete a deposit slip: • Fill in the total of cash and coins in the “Currency” and “Coin” lines. Calculate the total amount of cash being deposited. • Itemize each check number and the total of each check. • Put the total of currency and check in the “Total” box. • Put the organization name and Cash Index number on the “account #” line. • Specify the event or type of fee on the “Source Of Funds” line. • Fill in the name of the individual doing the transaction on the “Deposited By” line and fill in the date. • Place the money and deposit slip in an envelope. • Submit the money and deposit slip to SABO (see the “Night Deposits” section below for afterbusiness hours deposit procedures). • SABO will return the verified yellow receipt to the student organization.
About checks • All checks should be made payable to Northeastern University and will be endorsed by SABO. • For the protection of the student organization, obtain all the information possible from an individual paying by check. If a check bounces, then it can be tracked if you have a name, student ID #, permanent address, and phone number. • Any checks not honored by the bank will be deducted from the student organization account. SABO will notify the student organization in Night Deposits To deposit money when SABO is closed, complete the deposit slip and put all copies in a sealed envelope with any cash, checks, and change. Contact the CSC Building Manager at (617) 593-2409 to assist in depositing the funds into the night deposit safe. The Building Manager will escort the individual to the night safe and unlock it. Deposit the funds into the slot. Pick up the verified receipt at SABO the following business day. If the Student Center is closed at the end of an event, Public Safety can provide the individual with a lock box. A student organization member must then return to Public Safety the following day with the key and retrieve the money to be deposited at SABO. Cash Boxes Cash boxes are available to borrow from SABO when a student organization is collecting money for an approved fundraising event. A student organization may request up to $50 in cash, per event, to make change. Please note that this is only a possibility if your organization has the requisite funding available in your account. To request change, complete a Petty Cash request form indicating the amount and denomination(s) that is desired. Have the organization’s advisor sign the petty cash request and then submit it to SABO, along with the approved fundraising email from the Center for Student Involvement.
writing, along with a copy of the returned check for their records. • It is the student organization’s responsibility to collect on any bad debt.
Spending Guidelines Disallowed Expenses No payment or reimbursement will be transacted for the following expenses: • Alcohol (regardless of age; unless under contract with Chartwells or contracted facility) • Drugs (including over-the-counter medications, i.e. aspirin) • Tobacco products • Fines, penalties or charges incurred by personal negligence • Personal products/expenses Tax-Exempt Status Northeastern University is a not for profit institution and is therefore tax exempt in the Commonwealth of Massachusetts. This exemption includes purchases of all tangible personal property by Northeastern to the extent that such property is used in the conduct of the business of the purchaser. This exemption does not include such taxes as service or meals tax. Willful misuse (including use for personal purchases) of this exemption may result in criminal tax evasion sanctions.
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Additional State Exemptions Northeastern has reciprocal agreements with other states allowing for certain other tax exemptions. When traveling to any of the states listed below, contact SABO to confirm the exemptions of the particular state. Copies of exemption certificates can be picked up in SABO.
Northeastern University has exemption certificates for the following states: Arizona, Colorado, Connecticut, Florida, Idaho, Illinois, Kansas, Kentucky, Maine, Michigan, Missouri, New Jersey, New York, Ohio, Rhode Island, Texas, Utah, Vermont, and Wyoming
Petty Cash • Petty cash reimbursements provide your organization with immediate cash reimbursement of up to $50 per day. • Complete a Petty Cash request form, attach the original itemized receipts, and have the organization’s advisor sign/approve the form. • Present the approved form, with the original itemized receipts, to SABO. The individual will receive immediate cash reimbursement, provided the account has sufficient funds. • The pink copy of the Petty Cash form will be returned to the student organization for their records.
Processing time: same day NOTE: Reimbursements for more than $50 should be processed on an Expense Reimbursement Voucher form, which requires a couple days to process and have a check issued.
Processing time: A check will be ready within 3-5 business days if the “Direct Pay Request” form is submitted before 11 a.m.
Direct Pay Request Form Direct Pay Requests are used to request payment for any services, performer payments, or purchases from vendors. Payment will be made in the form of a Northeastern University check. Keep in mind the following information when completing a Direct Pay Request form: • Amounts over $1,000 require a longer time to
process because the signatures of two Northeastern officials are required. The original invoice, approved contract, completed registration form or original, itemized receipt(s) mu st be attached to the Direct Pay Request form for the check to be processed. When paying a vendor directly, there should be one invoice or contract per Direct Pay Request form. Checks made payable to an individual/company for a service provided, performer, or to a vendor for rental of a facility requires an original, approved contract through the Center for Student Involvement. If the vendor is a company that provided a service, an invoice, along with the contract, will need to be submitted for payment to be made. If the vendor is an LLC (Limited Liability Company), a W-9, along with the Tax ID number, must be provided with the Direct Pay Request for payment to be made. If a purchase order initiated the purchase of merchandise, fill in the purchase order number in the P.O. # section of the form. Checks cannot be made payable to the same person that approves the form. The organization’s advisor should have the individual they report to authorize any reimbursements for out-of-pocket expenses they have incurred on behalf of the organization. Provide a contact name and phone number in case there are any questions about the form. Indicate on the form whether the check is to be mailed or held for pickup. Checks may be picked up in SABO during regular business hours.
DID YOU KNOW?
While collecting funds, a minimum of two (2) organization members must be present at all times. Please also see “Deposits” on page 68.
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How To Fill Out a SABO Direct Pay (DPAY) Request Form
Vendor Name and Address: The name and address of the person or company that is being paid is filled in here. It must match the information on the contract generated by CSI, or the accompanying invoice. Social Security Number or Tax ID Number: As with the Vendor Name and Address, the Social Security Number or Tax ID Number must match the information on the Northeastern Contract. If this form is being used to pay an invoice (i.e. printing costs), this section does not need to be filled in. PO#: This box must be filled out if the organization used a purchase order (PO) to guarantee payment to a vendor before issuing a check. (See the Business Office for more information about POs) Invoice # and Invoice Date: If the organization contracted with a vendor, this information will be filled in by CSI. If the organization is using an invoice that was provided by an outside organization, then this information should be taken from that invoice.
Index/Account Code: This information can be taken directly from the organization’s funding approval form, or can be retrieved from the Business Office. The Index refers to the organizational account from which the money will be taken. The Account Code indicates the way in which the money is to be used (i.e., for food or entertainment or printing costs). Net $ Amount: The Net Amount should reflect the final invoice amount or the agreed‐upon fee found within a contract. Description Block: This area must be filled out to describe what the check is paying for, i.e. “DJ at Welcome Back Party” Hold Check: Checks should be held if the event has not happened yet or if services have not yet been rendered, or it the check must be overnighted. Students will be required to pick up the check and hand it to the service provider at the completion of the program. The check should not be held if the event has already occurred and it is not necessary to overnight the check.
General Notes: This form must be accompanied by an invoiced signed by the organization’s Advisor (not Program Manager) or fully executed contract. Check requests can take up to 10 business days to fulfill. This depends upon the amount of the check request, the current volume of check requests at Accounts Payable, and how many signatures the request will require. Students should plan accordingly. Questions regarding financial matters should be addressed with the Business Office or the organization’s Advisor. Program Managers do not have access to the financial records of their student organizations.
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Reimbursements • •
Reimbursements must be made payable to the individual that incurred the expense. Reimbursement to an individual for expenses paid in the amount of $50 or less can be processed on a Petty Cash request form or a Reimbursement form. Reimbursements greater than $50 require a Reimbursement form. Complete an Expense Reimbursement Voucher form, attach the original, itemized documentation including proof of payment (i.e. receipts, invoice, order form, registration form, etc.) and have your organization’s advisor sign/approve the form. Present the approved Reimbursement form and original, itemized documentation to SABO. The Reimbursement form will be processed to generate a check provided the account has sufficient funds. SABO will retain the white and yellow copies and original documentation. The pink copy of the form will be returned to the organization for their records. Should the group desire a copy of the backup documentation (ie. receipts), they should make a photocopy for their records prior to submitting the originals to SABO. The original, itemized documentation should clearly show proof of prior payment by the individual being reimbursed. Statements, photocopies, and credit card receipts are not acceptable forms of documentation. Statements do not itemize what was purchased and could contain prior balances that have already been paid. Photocopies have the potential of being altered or replicated for multiple payments.
SABO RESERVES THE RIGHT TO NOT PROCESS PAYMENT/REIMBURSEMENT FOR GOODS OR SERVICES THAT ARE NOT CLEARLY IDENTIFIED BY OFFICIAL DOCUMENTATION.
Payment for Services To pay a performer, speaker, and other individuals or groups who provide services to your organization, you must complete an approved Northeastern contract before the event. Your group cannot advertise the event before the contract is fully executed. Submit a completed precontract and a completed Direct Pay Request form to a CSI Programming Crew member to process your contract at least 6-8 weeks prior to your event. Once both parties sign the contract, the Center for Student Involvement will submit one original version of the contract along with your completed Direct Pay Request form to process a check for payment. Because most people expect their payment immediately after performing, your organization should double-check with the Center for Student Involvement to ensure contracts have been returned and submitted to SABO. Do this at least one week before the event to allow for processing. Purchase Order (P.O.) When buying resource materials for your organization, such as t-shirts or giveaways, your organization may complete a purchase order (P.O.) in advance. Purchase orders are a promise of payment to a vendor in exchange for goods or service. A purchase order encumbers money from your group’s account so that once the order is received, the money has already been reserved for that purchase. If the received merchandise is satisfactory, then a Direct Pay Request form must be processed in order to pay the vendor. Why everyone likes P.O’s: •
Businesses and vendors prefer P.O’s because it assures them that the organization is approved to make the purchase and guarantees them payment. Northeastern prefers P.O’s because it assures us that your group planned and prepared to make a purchase. Student groups prefer P.O’s because they don’t have to use their own money up front and then be reimbursed. Groups can be assured that the company delivers what was ordered.
Quotes are appropriate to obtain purchase orders, but not to request payment. A quote is an estimate, not the exact amount due for payment; therefore an invoice should be
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submitted for payment. How to Obtain a P.O. Request an itemized quote from the vendor. The quote should provide the vendor’s name, address, and phone number, as well as an itemized list of what is being purchased, the unit cost of each item, any tax and/or shipping, the total cost of the order, and any special arrangements. • Have your organization advisor approve and sign the quote. • Present the approved quote to SABO. If your organization has sufficient funds to cover the estimated cost, money will be encumbered and the P.O. will be issued by SABO. • SABO will retain a copy and the original quote. Make an additional copy of the quote for your group’s records. • The three copies of the P.O. are distributed in the following ways: o White – sent to the vendor o Yellow – for student group records o Gold – submitted with the Direct Pay Request form and original, itemized invoice to initiate payment to the vendor Processing time: same day, as long as all requirements are fulfilled
Should your group find themselves in this position, send SABO an email or memo stating:
Any order over $1,000 requires written bids from at least three different vendors. The choice should be the lowest bid. If the choice is not the lowest bid, you must attach a written explanation for the decision. To avoid the account being charged twice, remember to note the P.O. number in the appropriate Direct Pay Request form box. If the vendor does not require a P.O., simply attach the original, itemized invoice to a Direct Pay Request form for payment. Do not pay a vendor in advance of receiving the merchandise. Should you not receive the merchandise, or receive it in unsatisfactory condition, you may lose leverage to negotiate a resolution and/or lose your organization’s money. Stop Payments On rare occasions, a check may be lost or stolen and a cancellation of payment (stop payment) is necessary.
• • • • • •
name of the person, company, or organization the check was made payable to the amount of the check the invoice number the date the request was submitted to SABO the reason for stop payment whether the check is to be voided or reissued
Check void means the check is no longer required. If your organization had a check processed that is no longer required, and you wish to cancel it, return the original check to SABO and ask them to void it. Do not destroy the check! SABO will need the check in order to void it. Check reissue means the check in its current form contains faulty payment information. A new check with the correct payment information is required. Confirmation from the bank takes approximately 10 working days. Once SABO receives the confirmation, a check can be reissued, if appropriate. Procurement Card SABO may be able to assist with purchases via the use of a procurement card, also called a Procard. A procurement card may be used to expedite the following payments: • Capital equipment up to $2,000 (consult the Reference Guide to University Agreements for a listing of preferred vendors) • Hotel rooms • Airfare (Expedia is Northeastern’s preferred vendor, see page 40 for additional information)
Transfers and Direct Charges Funds Transfer This is a convenient way of making payments when cosponsoring events or purchasing products or services from another student organization or Northeastern department. A Funds Transfer form is used to transfer funds from one student organization’s account to another. For fund transfers from a Northeastern department, consult with SABO first. Types of funds transfers include:
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Student organization to student organization– use the Student Group Transfer form.
On-Campus Preferred Vendors
Northeastern department to student organization– submit completed Journal Entry form to SABO.
Student organization to Northeastern department– submit completed Journal Entry form to SABO.
Northeastern has contractual arrangements with service providers, called preferred vendors. Business conducted with preferred vendors can be charged directly to the student organization’s account as follows: • Obtain the appropriate form from SABO for proper transaction authorization and billing purposes. • Conduct the transaction with the vendor. • Make a copy of all transaction documentation for your organization’s financial records. SABO will keep all original documentation. • Return the original transaction documentation, enclosed packing slips and receipts to SABO. This can help with account concerns and ensure proper billing.
Processing time: next day Budget Transfers/Reallocation Budget transfers/reallocation should only be used internally within the Finance Board, GSG, or RSA. Transfers between Northeastern entities and student organizations should only be done on journal entries, not budget transfers. Direct Billing by a Northeastern Department Obtain an invoice from the department itemizing the goods/services being purchased. Make note of which account number is to be charged on the invoice and have the organization advisor sign the invoice. Once approved by the organization’s advisor, bring the invoice to SABO. SABO will then process a journal entry for payment. Payment to Another Student Group Payment to another student organization is an internal transfer of funds and can be done via a Student Group Transfer form. A transfer is a convenient way of working out payments for co-sponsorship or purchases from another student organization. It is a good way to do business because it is quick, easy, and requires no exchange of actual currency. Simply fill out a Student Group Transfer form, have the advisor for the organization incurring the expense sign the form, and attach any pertinent documentation. Submit the form to SABO for processing. Providing the account has sufficient funds, SABO will approve the transfer and provide the student organization with two budgetapproved copies–one for the organization making the payment and one for the organization receiving the payment.
Bookstore Ground Floor Curry Student Center, (617) 373-2286 Office supplies, Northeastern merchandise, etc. Obtain a bookstore voucher from SABO. Bring this with the selected items and your Northeastern ID to the faculty and staff register. Give the sales slip and form to SABO. Store requisitions cannot be used for personal items or textbooks. My Market Place (Staples) (781) 455-9150 Northeastern’s preferred vendor for office supplies View Staples website and obtain item number and name. Email it to SABO, who will place the order. Upon delivery, give Priced Pack List to SABO. Frequent users should ask SABO about online ordering. GA Blanco (800) 292-6625 Northeastern’s preferred vendor for computer supplies Ask SABO for a GA Blanco requisition form, fill it
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out and return to SABO, which will place the order. Upon delivery, give enclosed packing list to SABO.
Food, Catering, and Travel
Pitney Bowes 40 Columbus Place, (617) 373-5178 Northeastern mailing services
Mailings can be processed via the mailroom, which can save time and money in sorting and stamping. To process a mailing, bring items to SABO and fill out a mail requisition. All mail will be sent first class unless otherwise indicated. Bulk mail (over 200 pieces) must be in ascending (lowest to highest) zip code order, in order to save you money. All bulk mail is sent third class. Processing time: next day Reprographics 11 Ell and 17 Forsyth, (617) 373-5646 Northeastern’s preferred vendor for copies and printing Student organizations are now able to place online orders with Reprographics using SABO's new Digital Store Front (DSF) and Stationery Online ordering system. To place an order, visit http://www.collegiatepress.com/northeastern. If you have any issues logging into the website, or questions about your organization’s email, username, or password, please contact Jeff JeanFrancois in SABO at email@example.com. Once an order is placed, an email will be sent to SABO for budget approval. The student group will then be notified via email if the order was approved or denied. To avoid having your order denied, please ensure you have sufficient funds in your account and that you are using the correct cash or budget index numbers in the budget number field.
Chartwells Dining and Event Services Northeastern’s Catering Service http://neucatering.catertrax.com 106 St. Stephens Street, (617) 373-2479 Select a menu online and Chartwells will provide a Budget Approval form and itemized invoice. Obtain your organization advisor’s signature on the form, and return it with the invoice to SABO. SABO will fax the form back to Chartwells. See section 5, “Event Planning and Policies” for additional info. Rebecca’s Cafe www.Rebeccascafé.com/neu firstname.lastname@example.org Phone: (617) 373-2479, Fax: ( 617) 373-3572 Call or select a menu online, and Rebecca’s will provide a Catering Invoice. Obtain your organization advisor’s signature on the invoice and return it to SABO. SABO will sign and fax the form back to Rebecca’s. See section 5, “Event Planning and Policies” for additional info.
Curry Student Center Food Court Sweet Tomatoes created a form for quick and easy ordering for student organizations. You can download the form from the Center for Student Involvement’s website. Complete the required information on the order form and obtain your organization advisor’s signature. Submit the completed form to SABO, which will fax the form to Sweet Tomatoes to confirm your order.
Travel reimbursements Please review the travel policies on page 40 when traveling on student group business. Hotel Payment for room charges can be arranged in advance through SABO, or reimbursed upon return. •
Payment in advance: Obtain an itemized written quotation from the hotel on room(s) cost and
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taxes associated with the room. Have your organization advisor approve this quotation and indicate your account number. Submit the paperwork to SABO, which will pay for the room in advance and bill directly to your account. To be reimbursed upon return: Obtain an itemized, original room receipt from the hotel. Attach the hotel receipt to a Reimbursement form, obtain your organization advisor’s approval signature and submit the documentation to SABO for reimbursement.
approved by the student organization and within Northeastern guidelines. Remember to request and save itemized receipts while traveling, especially for meals. Attach the original, itemized receipts to a Reimbursement form and have the organization’s advisor approve the form. Submit the approved Reimbursement form and the original, itemized receipts to SABO to generate a check for reimbursement. Note: If the expense is $50 or less, a petty cash voucher may be used in place of the Reimbursement form. Transportation/hotel costs of a performer
Airfare Payment for air travel can be arranged in advance through SABO, or reimbursed to an individual upon return. Contact Expedia Travel to coordinate the travel arrangements. • Payment in advance: o Expedia Travel: A Northeastern preferred vendor: (617) 451-4200, www.expedia.com Obtain a detailed itinerary from Expedia. Indicate the account number to be charged on the itinerary and have the organization advisor approve and sign the itinerary. Submit approved itinerary to SABO, which will purchase the tickets. Charges will be billed directly to the student organization’s account. • Other air travel providers: If a more cost-effective option is available, follow the same steps noted above. In addition, documentation will be needed, showing that Northeastern’s preferred vendors offered higher fares. • Reimbursement of personal funds upon return from the trip: Purchase airline tickets with personal funds and be reimbursed via a Reimbursement form. Attach original, itemized documentation as proof of payment, with the cost clearly identifiable (examples could include original travel agent receipt, airline ticket confirmation receipt, or boarding pass accompanied by credit card statement). Submit the approved Reimbursement form and payment documentation. Incidental travel expenses Individuals can be reimbursed for incidental expenses incurred while traveling provided the expenses are
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Occasionally a student organization may be contractually obligated to pay for a performer’s transportation and/or hotel. The easiest way to handle this is to negotiate with your performer/agent for an all-inclusive rate. This way, all travel arrangements will be taken care of by the performer or agent. If travel is not included in the contract price and must be paid for separately, the following steps should be followed: • Obtain an itemized quote from the vendor, indicate the account number to be charged on the quote and have your organization’s advisor sign/approve the quote. Submit the approved quote to SABO. The charges will be directly billed to your appropriate account. • If the performer is to be reimbursed for travel, obtain the original, itemized receipts from the vendor and process them for payment as outlined above under “Incidental travel expenses.” The Reimbursement form should be made payable to the performer. (Please note that this process is uncommon. A more likely scenario would involve the performer billing your organization directly, and your organization completing a Direct Pay Form to have a check cut to the performer.)
Bus/auto/van service Automobile/van rental Vehicle rentals cannot be direct billed to a student organization account, nor can it be paid for in advance. All vehicle rentals must be paid for by an individual and then reimbursed to them upon completion of the trip. The agency contract, clearly indicating the total amount paid, should be submitted as backup to the Reimbursement form. Student organizations are strongly encouraged to purchase collision damage waiver insurance. All liability
will be the responsibility of the traveler.
equipment is compatible to Northeastern’s network, and records the item for inventory purposes. Purchasing procedures
Northeastern Transportation Transportation, Receiving, and Warehousing Department 1 Marbury Terrace, Jamaica Plain: (617) 373-2343
Northeastern Vans: Students are eligible to use Northeastern vans if they pass a driver’s test and meet the following requirements: • • • • • •
Valid driver’s license Copy of driving record from home state Copy of merit rating Copy of physical from University Health Center Three years good clean driving record Must be at least 21 years old
Bus transportation If available, student organizations can be driven to their destination by bus. Northeastern’s preferred vendor for buses is Peter Pan. Obtain a Transportation Approval form from SABO. Complete the form, obtain your organization’s advisor signature and bring to SABO, which will authorize and fax it to Peter Pan Bus Company. Peter Pan will fax a confirmation to SABO, who will then notify the contact listed on the Transportation form. Upon completion of the trip, Peter Pan will bill SABO, who will in turn forward the bill to your organization. A Direct Pay Request form with your organization advisor’s signature must be returned to SABO, along with the original Peter Pan invoice.
Note: It may take up to one full business day for SABO to initiate your order. Disposal of capital equipment and software Consult with SABO when disposing of capital equipment that is no longer needed or functional. SABO will manage the removal of the equipment and update inventory records as appropriate. Individual removal of Northeastern property from campus may be considered theft. Computer maintenance and repairs within the Student Center: •
Computers and Capital Equipment Capital equipment is defined by Northeastern as nonexpendable property having a useful life of more than two years and a unit cost of $500 or more. All capital equipment must be procured, maintained and disposed of according to Northeastern policy. The equipment is considered property of Northeastern and must be housed on campus.
Obtain a written quote from Northeastern’s preferred vendor (Dell or Apple for hardware, or GA Blanco for supplies). This quote should itemize the purchase and any terms of agreement. If there is a better deal with another vendor, submit a quote from the preferred vendor along with the quote from the vendor of your choice. Write the account number to be charged on the quote, and have your organization’s advisor sign it. Submit this to SABO for Student Affairs’ approval and purchase.
Software related issues: Consult the Help Desk directly for any software questions or concerns. The Help Desk can be reached at xHELP– (617) 373-4357. If you are attempting to load Northeastern software onto a computer housed within the Student Center, please consult the Help Desk. Hardware related issues: Send an email or memo detailing the problem to the Help Desk at email@example.com.
Capital equipment and software purchases All capital equipment and software purchases, regardless of cost, must be approved by Student Affairs prior to purchase. This process insures that the best value is obtained for the student organization, confirms that the
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The SGA’s Finance Board awards funds to undergraduate student organizations for events using Student Activity Fee (SAF) funds collected from each student. Your undergraduate group may apply for multiple events during the fiscal year. Several groups, including Council for University Programs (CUP), receive an annual budget from the Finance Board. They may also be funded for one additional event per semester. All student groups can request money for equipment, programs, and other items if they meet requirements listed in the SAF Manual. The Finance Board will allocate money as divided into multiple funding periods. Programs may be fully funded, not funded, or partially funded. Any organization that requests funding for a program and receives less than full funding will be provided an explanation. Program Proposals to request Finance Board funding for events are due to the Finance Board by specific deadlines published on the SGA website. In order to allow proper time for CSI staff to review and approve program proposals by the committee’s deadlines, the Center for Student Involvement requires at least THREE BUSINESS DAYS to review proposals PRIOR to their deadline for submission to the Finance Board. Submissions received by your respective program managers less than THREE BUSINESS DAYS in advance of the Finance Board deadline for submission may result in your program proposal not being
approved. For questions, please speak with your program manager. According to the SAF Manual, the following are examples of allowable requests: Events Fill out a Finance Board Program Request Form, available at sga.neu.edu, by the deadline specified for the funding period of your event. Once received, the Finance Board will notify you of a hearing. The following are allowable requests:
Performers (concerts, speakers, DJs, and comedians) Program supplies Program promotional items Giveaways (not to exceed $5 per unit) T-shirts as giveaways up to $5 each; up to 50 percent of the venue capacity, or 500 t-shirts, whichever is less Program advertising expenses: a marketing strategy must be included in the proposal. Ads on non-Northeastern web sites and in non-Northeastern publications will not be funded. Ads must bear “Supported by the Undergraduate Student Activity Fee” and the SAF logo Movies and films Audio-visual equipment in a large venue open to all undergrads or as part of a larger program Political programs and activities, unless supporting the
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campaign of an individual candidate Community service events IF: held on campus; primarily aimed at Northeastern full-time undergrads; relates to student group’s mission Conference registration fee for two members: one per year Competition fee and ads: one per year Equipment: provide detailed current inventory
Equipment and Food The following is permitted:
Capital equipment, such as computers and other items above $500. Requests must be well-developed and supported by proof of necessity, item specs, price quotes from three vendors, (more if over $1,000), maintenance services and supplies needed, evidence that equipment can be safely stored, and organization advisor’s letter Equipment rentals Print/broadcast expenses (media only) Food and beverages: a group may request one program per semester in which food is considered a giveaway with a cap of $15 per person. Additionally, food and beverage consumed by a guest lecturer or entertainer as required by contract will be considered.
Non-fundable items The following types of spending will not be funded in any form:
Activities exclusive to membership of one group Alcohol, drugs, and tobacco products. The Finance Board will fund events with alcohol provided there is an environment, in accordance with Northeastern alcohol policies, where equal entertainment is provided for both of-age and under-age students. See “Events with Alcohol” on page 42 for additional info. Charitable contributions Class projects Cleaning or alterations of costumes Deposits, security fees Fundraisers Films and photos, photographers, videographers
Human resources (coaches, secretaries, employees) Late fees, penalties of any types Loans Political lobbying and rallying Plaques, trophies, prizes Scholarships, stipends, awards Subscriptions Student group recruitment initiatives Banquets, receptions, ceremonies, and general meetings will not be funded Transportation (exception: day trips open to all undergraduate students); travel to Northeastern locations
See the Student Activity Fee manual for procedures, at www.sga.neu.edu. Treasurers are mandated to attend a Finance Board training each academic year.
Show your Husky spirit at
November 17th -24th
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A Accessibility, 49 Advertising, 61, 65 African American Institute, 58 afterHOURS, 5, 8, 35, 54, 56 Alcohol, 33, 42, 43, 44, 45, 77, 87 Anti-Hazing, 29 Archived Status, 15 Asian American Center, 58 B Bake Sale, 42 Ballroom, 6, 46, 49, 54, 56 Banners, 64 Barbeque, 43 Bias Related Incident, 48 Blackman, 54, 56, 68 BLUEPRINT, 24 Box Office, 68 Budget Transfer, 82, also See Funds Transfer Budgets, 70 Bus, 41, 85 C Cabral Center, 58 Center for Sudent Involvement, 3, 4, 8, 62 Mission, 3 Staff, 4, 38 Campus Calendar, 64 Capital Equipment, 85 Car Rental, 42, Also See Travel Cash Boxes, 77 Cash Collection, 73 Cash Index, 71, 76 Catering, 42, 44, 58, 83 Center for Spirituality, Dialogue and Services, 33, 59 Centralized Interpreting Fund, 49 Chalking, 66 Chaperone, 46 Chartwell, 83 Club sports, 13 Co-Advisor, 71
Community Service, Center, 8 Conflict Resolution, 24 Contract Process, 39 Curry Student Center, 5 Curry Student Center Operations & Service, 49, 64
H D Dance Parties, 46 Decoration, 6 Delegation, 20 Demonstrations, 48 Deposits, 76 Direct Pay Request, 78 Disablity Resource Center, 22, 49 Dodge Hall, 57, 63 Donations, 73 DRC. See Disablity Resource Center E Electronic Scroll, 64 Email, 12, 28, 85 Event Planning, 11, 37, 38, 47, 50, 52 Event Planning Tips, 52 Expedia Travel, 84 F Facilitation, 22 Fenway Center, 54, 57, 68 Film Programs, 51 Finance Board, 27, 34, 35, 72, 82, 86 Flyers, 47, 62, 63, 64, 65, 66 Food, 42, 43, 83, 86 Fraternities, 17 Frost Lounge, 57 Fundraising, 70 Funds Transfer, 81 G Gallery 360, 58 Gambling, 75 Game Room, 5
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Graduate Activity Fee, 11, 70 Graduate Student Government, 34 GSG. See Graduate Student Government Guest, 45
Henderson House, 58 Hotel, 83
I Inactive Status, 15 Indoor Quad, 5, 54, 56, 57, 66 Information Center, 63 Interfraternity Council, 17 Insurance Requirements, 40 Interpreting Services, 24, 49 L Lead 360, 24 Leadership, 20, 24, 25, 32 LGBTQA Resource Center, 9 Lotteries, 75 M Marketing, 27, 61, 65 Matthews Arena, 59 McLeod Suites, 54, 56, 57 Metal Detectors, 50 Motivating Members, 20 Multicultural Greek Council, 17 N National PanHellenic Council, 17 NU Transportation, 84 NUPD, 46, 50, 73 O Off campus events, 59 Off Campus Student Services, 9 Officer Eligibility, 16 Officer Transition, 23 OPEN, 33
Resident Student Association, 59, 72 Resident Student Fee, 72 Resource Room, See Programming Lab Risk Management, 50 Roof Terrace, 54, 57 RSA. See Resident Student Association
Organization Advisor, 31 OrgSync, 11, 12, 14, 19, 21, 23, 26, 27, 28, 35, 38 Outdoor Events, 41 P P.O.. See Purchase Order PanHellenic Council, 17 Penny Wars, 73 Petty Cash, 78 Philanthropic, 73 Philanthropic fundraising, 73 Plasma Boards, 64 Political Candidates, 49 Posters, 47, 62, 63 Posting Locations, 62 Probation, 15 Program Manager, 38 Programming Lab, 3, 4, 7, 11, 33 Public Safety. See NUPD Publicity, 19, 38, 46, 61, 62, 63, 65, 66, 67 Purchase Order, 80
Student Government, 12, 23, 34, 72 Student Government Association, 23, 34 Student Leadership, 20 Student Organization Advancement Resources, 24 Suspension, 15 Swank, 51, Also See Film Programs
S SABO. See Student Activities Business Office SABO Advisor Banner Access Form, 14 Sacred Space, 59 SAF. See Student Activity Fee, See Student Activity Fee Scheduling Office, 12, 38, 42, 43, 49, 53 Selling tickets, 75 SGA. See Student Government Association Signature Authorization, 71 SOAR. See Student Organization Advancement Resources Solicitation, 51, 67, 73, 74 Solomon Court, 59 Sororities, 17 Spiritual Life, 33 Sponsorship, 44, 72, 76 State Exemption, 77 Stop Payment, 81 Student Activities Business Office, 11, 23, 31, 41, 70 Student Activity Fee, 11, 15, 31, 44, 46, 62 Student Employment, 8
R RAF. See Resident Activity Fee, See Resident Activity Fee Raffles, 75 Rebecca's XE "Hotel" Cafe, 83 Rebecca's Cafe, 42, 83 Recognition, 10 Recruiting members, 19 Registration. See Recognition Reimbursements, 78, 80 Renewing Recognition, 14 Reserving Space, 53 Residence Halls, 59 Resident Activity Fee, 72
T Table Locations, 54, 57 Tangible goods, 75 Tax-Exempt, 77 Tickets, 68 Time Management, 20 Timeline For Studnet Orgs, 35 Transitioning Officers. See Officer Transition Travel, 41, 83 Treasurer, 71 T-Shirts, 66 U UHCS, 33 University Health & Counseling Services. See UHCS V ViSION, 33 W We Care, 33 Website Development, 27 West Addition, 49, 54, 57, 63 Withdrawal, 15 Women’s Leadership, 25
THANK YOU! Center for Student Involvement would like to say a special thank you to everyone who provided pictures for the resource guide. Thank you for allowing us to use your photography talents to make this book a success!
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n o r t h e a s t e r n . e d u / c s i 4 3 4 c s c . c o m 6 1 7 . 3 7 3 . 2 6 4 2 @4 3 4 c s c