Student Development & Campus Activities
2012-2013 Organizational Manual
SDACA MISSION, VISION, AND VALUES
Vision Statement To foster an inclusive, experiential learning environment and create dynamic co-curricular opportunities for the intellectual growth of our students as they prepare to be global leaders of the world.
Mission Statement To develop students into responsible well-rounded and self-reliant individuals; We empower by promoting a broad range of programs and services to engage students in leadership development and to involve them in campus life. We adapt to the evolving needs of our students and community by building working partnerships within and outside of the university.
Values In fulfilling the vision and mission, the following values will guide the Center for Student Development and Campus Activities specific strategic goals and activities. Service
to Students-We will continue to assist our students to achieve their individual and collective goals through leadership programs and services specifically designed to help them succeed and become greater global citizens and leaders.
will actively model and promote a campus culture in which respect, responsibility, diversity of varied ideas, and individual perspectives are valued.
We will assist in the process of acquiring knowledge and developing skills to reach individual potential.
We will embrace a culture of open dialogue, mutual respect, commitment to long term relationships, collaborations and a sense of belonging that inspires Pace pride.
will support a campus climate that serves as agents of change through meaningful contributions within the campus, locally and globally.
TABLE OF CONTENTS SDACA Resources Office Keys & Hours Office Space Mail Services Telephone Use Leadership Lounge SDACA Lobby Getting Email for your Organization Getting Webspace for your Organization Getting a Listserv for your Organization Pace Pulse SDACA Webpage SDACA On-line Newsletter
4-5 4 4 4 4 4 4 4 5 5 5 5 5
Types of Organizations Student Organizations Defined Affiliate Organizations Defined University Funded Organizations Defined
6-7 6 6-7 7
Organization Requirements General Organization Requirements Officers Advisors Training Student Organizational Conferences Leadership Programs Training Workshops Campus Community Programming Club Advisement New Club Development Activities Fair Transition Month/ Annual Registration
8-10 8 8 10 10 10 10 10 11 11 11 11 11
Leadership awards Student Activities Awards Dinner Award Titles and Descriptions
12-13 12 12-13
Financial Planningâ€“ Funding Treasurer Training Types of Accounts Organization Accounts Operation Account Student Activities Fee (SAF) Funding Sources BAC (Budget Allocation Council) BAC Workshops Other Funding Options Depositing Funds Accessing Funds for your Account Box Office Receipts Prize Policy Contracts, University Policies On Processing the Contract Important Notes on Contracts Purchasing Policies Important Notes & Helpful Hints on Purchasing
14-18 14 14 14 14 14 14-15 15 15 15 15 15-16 16 16 17 17 17 18 18
d Event Planning Program Planning Event Planning Budgeting an Event Designing an Event Reserving Space Types of Events Programming Checklist
19-29 19 19 19 19 19-20 20 20
Campus Space Capacities
Event Planning Timeline Event Timeline Dances and Parties Speakers
22 22 22 23
Catering & Event Planning Policies Food Service Outside Catering Alcohol Party Policies Evaluating the Event Things You Should Know re: Event Planning Demonstrations and Rallies Gambling Off Campus Events Trips and Conferences
24 24 24 24 25 25 25 25 25 26 26
Publicity and Promotion General Posting Guidelines Approval Process for Posting Approved Advertising Areas Flyers Leaflets & Handbills
27 27 27-28 28 28 28-29
Solicitation Policies General Solicitation Guidelines Approved Solicitation Locations Student Organizations & Solicitation Faculty & Staff Solicitation Outside vendors & Solicitation Specific Policies & Rules Credit Cards Charitable Drives Risk Activities
30 30 30 30 30-31 31 31 31 31 31
Movie Showing Policy
University Policies General Policy Statement & Guiding Principles Academic Integrity Guiding Principles of Conduct College Property
33 33 33 33 35-37
Policies on Hazing Hazing Statement Policy on Hate/ Bias Related Crime
38-40 38 39-40 3|Page
Office Access and Hours Student organizations that receive office space must submit an access authorization list. Office space is available for members designated to use the office by the organization's President. You must sign in and leave a valid Pace ID in order for the SDACA staff member to open the door. ID cards are returned when you sign out. SDACA is not responsible for any items that are lost and/or stolen. SDACA’s regular office hours are from 10:00 AM to 6:00 PM, Monday through Thursday and 10:00am-5:00pm on Fridays during the academic year.
Mail Services Duly recognized student organizations maintain mailboxes at the Activities Center. Outgoing mail may be dropped off at the Activities Center. Your mail must be in properly addressed envelopes with your organizations name on the envelope in case any pieces of mail are returned. Mailings will be limited to 100 pieces at one time. Mailboxes must be checked at least once a week. Mailings over 100 pieces must be approved by your SDACA Advisor.
Telephone Use Student organizations who maintain offices at 41 Park Row have telephones which members use to conduct matters affecting their club or student organization only. These phones are restricted to inter-campus and/ or local calls only.
Leadership Lounge Located on the 8th floor of 41 Park Row, the Leadership Lounge is a resource room for student leaders and is an excellent environment for strategic organizational planning. We also now have a large screen cable television with a VCR and DVD player for your convenience. If you would like to hold a movie screening inside, you can use the lounge for up to 20 people. The lounge is now equipped with video conference equipment. In order to use the equipment, the organization or department must reserve the leader’s lounge at least one week in advance. To reserve the Leader’s Lounge, please email email@example.com indicating the date, time and purpose for event.
SDACA Lobby There are resources available for your use including catalogs and computers with internet access.
Getting E-mail Your club's e-mail and/or web address gives members and potential recruits an easy to remember address to use when communicating with you and your organization. To help with the maintenance of your address we ask that your SDACA rep or faculty advisor be the keeper of your information and password so it can be passed on yearly to new members. To obtain an e-mail send a request to firstname.lastname@example.org with: Name of your organization, Name and contact information of your advisor, the e-mail address name you would like (e.g., email@example.com), your name, position, and contact information plus your faculty or staff advisor’s contact information.
OrgSync Portal All student organizations are giving a virtual portal on OrgSync where they can correspond with other active student organizations. Through OrgSync you can access files, post events, inform members of news and events. To sign up please click on ”Sign In” on www/orgsync.com/login, select “Register” located on the top right and “Pace University– NY.” Complete the user profile. You may revisit this later under “My Account.” You will be prompted to complete this each time you log in until you’ve entered the required information. Join an organization (on the left side of the screen and select Join. For more information on the guidelines for OrgSync, please refer to page 20.
Getting Web space for your Organization You can create your organization’s website through OrgSync that is easy to maintain and update. With the website builder your create a site that automatically syncs with your organization’s OrgSync account (as news, events and more are created in your account and made public, your website will immediately reflect the changes. To access this feature, login to your organization’s OrgSync portal and click on “Website.”
Getting a Listserv for your Organization Besides the leader’s listserv ( firstname.lastname@example.org) your organization can request a private listserv. Your advisor must be the owner, since the University does not allow students to request them. Once the listserv is setup your advisor will get an email about how to get started. After the initial login your advisor can provide you the login codes so that your organization can do self maintenance. To obtain a listserv please email email@example.com with: Name of your organization, Name and contact information of your advisor (they will be the owner), Your name, position and contact information.
Pace Pulse The Pace Pulse is an electronic newsletter that is broadcasted out to the entire Pace community. If you are having a large scale university event, or something that is newsworthy about your organization, we can announce it for your organization in the Pace Pulse. Please submit your information two weeks in advance to http://www.pace.edu/pacepulse
SDACA Webpage On the official webpage of the office you can find a multitude of helpful information about leadership, deadlines, conferences, announcements and downloadable forms.
SDACA Online Newsletter The SDACA newsletter is a place where you can find all the latest important announcements on upcoming events and deadlines. It is emailed out monthly, as well as placed on the SDACA Webpage. If your club has relevant information that you would like shared with the rest of your peers, please email those announcements to firstname.lastname@example.org.
Homer Screens Student leaders can submit one slide to be displace on the Homer Screens around campus on the New York City campus. Please go to pages 24-28 for more information on the proper format and guidelines.
Pace Student Organizations Pace Student Organizations are organizations that have been chartered by Pace University after meeting all Pace criteria for Campus Activities recognition. 5|Page
TYPES OF ORGANIZATIONS
Pace student organizations are: A. Covered by Pace’s insurance and are eligible to receive legal counsel for advice and representation in legal disputes. B. Eligible to receive up to 100% funding for Pace approved activities by the Budget Allocation Council (BAC). C. Eligible to receive the following services offered by SDACA. (I) Use of office space, if available. (II) Use of Pace’s mailing address, except as an incorporation address. (III) Use of mailbox, mailing service, posting service, and copier service on an expense reimbursement basis. (IV) Use of Pace facilities for events, if available. (V) Assignment of a Pace Agency Account. D. Required to have all contracts negotiated by a Campus Activities agent, reviewed and approved in advance by Pace University Counsel, and signed by an appropriate Pace officer. E. Required to maintain all organization funds in Pace accounts that are administered by SDACA. F. Required to comply with all of Pace's policies, rules and procedures in this handbook, the guiding principles, the student handbook and the residential life handbook.
Affiliate Organizations Affiliates are student organizations which are chartered independently of Pace, including fraternities, sororities, honors societies, nationally affiliated groups and any other organizations whose membership is not open to all Pace students and/or has a charter, constitution or by-laws which provides that, upon dissolution, that organization’s assets shall be distributed to its members or an entity other than Pace. Affiliates do no operate under Pace's corporate umbrella and are only permitted to conduct activities on campus and receive services from Campus Activities if they comply with all of Pace's policies, rules and procedures. Affiliates are: A. Not automatically covered by Pace’s insurance. Pace University is not liable for the actions of Affiliates and does not represent them in legal disputes. The members of an Affiliate are completely responsible for the actions of their organization. Affiliates are required to maintain liability insurance in order to protect their members and provide proof upon request. The insurance has a general liability insurance in the amount of one million dollars. Note: Affiliates may not use Pace’s address to incorporate. B. Only eligible to receive funding from the Student Activities Fee for Pace approved events which are open to all Pace students. All Pace funds are paid directly by Pace to the providers of goods and services. All receipts from events which are funded in whole or in part with Pace allocations must be deposited into the sponsoring organization’s agency account. Pace will deduct all amounts advanced by Pace, after which it will issue a check to the Affiliate for any excess over the amount of Pace's advances. C. Eligible to receive the following services offered by SDACA. (I) Use of office space, if available. (II) Use of Pace’s mailing address, except as an incorporation address. (III) Use of mailbox, mailing service, posting service, and copier service on an expense reimbursement basis. (IV) Use of Pace facilities for events, if available. (V) Assignment of a Pace Agency Account.
TYPES OF ORGANIZATIONS
D. Required to maintain all organization funds (except Student Activities Fee (SAF) and Agency account funds) in the organization’s own bank accounts. E. Required to adhere to all Pace standards of conduct, policies, procedures and guidelines in this hand book, the guiding principles, the student handbook and the residential life handbook. F. Affiliates must obtain prior Pace approval for all campus events. Affiliates do not require permission from Pace to hold off campus events. However, they must notify the Center for Student Development and Campus Activities in writing of all off-campus events prior to their occurrences. Such notice shall not mean or suggest Pace sponsorship or approval of the off-campus event. If such notice is not received, disciplinary action may result. All advertising by Affiliates for off-campus events must carry the following disclaimer: Not a Pace University sponsored or approved event Note: The Greek Council is a Pace student organization and not an Affiliate. Duly recognized student organizations and affiliates are expected to abide by University policies and procedures. Any organization found to be in violation of such policies will be subject to the disciplinary process. Please refer to the Undergraduate Student Handbook at www.pace.edu/student-handbook/.
University Funded Organizations (UFO’s) Pace University Funded Organizations are organizations that have been chartered by Pace University as being essential to university life. These organizations still need to meet the same criteria for Campus Activities recognition that all Pace organizations follow. Pace student organizations are: A. Covered by Pace’s insurance and are eligible to receive legal counsel for advice and representation in legal disputes. B. Eligible to receive an Operating budget by SDACA to maintain the organization’s essential operating costs. C. Eligible to receive up to 100% funding for Pace approved activities by the Budget Allocation Council (BAC). D. Eligible to receive the following services offered by SDACA. (I) Use of office space, if available. (II) Use of Pace’s mailing address, except as an incorporation address. (III) Use of mailbox, mailing service, posting service, and copier service on an expense reimbursement basis. (IV) Use of Pace facilities for events, if available. (V) Assignment of a Pace Agency Account. E. Required to have all contracts negotiated by a Campus Activities agent, reviewed and approved in advance by Pace University Counsel, and signed by an appropriate Pace officer. F. Required to maintain all organization funds in Pace accounts that are administered by SDACA. G. Required to comply with all of Pace's policies, rules and procedures in this handbook, the guiding principles, the student handbook and the residential life handbook.
General Organization Requirements for Recognition To be officially recognized, a student organization must meet the compliance requirements set by Student Development and Campus Activities. Each organization must provide the office with: A charter constitution, pending approval by SGA and SDACA A completed Membership Roster with at least 8 currently registered full time undergraduate students o Each member must maintain a Cumulative Quality Point Average (C.Q.P.A.s) of no less than 2.0 An Executive Board comprised of no less than 4 Positions (President, Vice President, Secretary, and Treasurer). Each Executive Board Member must: o Maintain a cumulative quality point average of 2.5 or better No student is permitted to hold office in his/her first semester at Pace. o Be officially registered as a full time undergraduate student for the semesters during their term of office. o Hold office as an Executive Board member for no more than two organizations An individual cannot hold two Executive Board positions within the same organization. An individual can only hold an Executive Board position within an organization for a maximum of two years. o A full time faculty/staff member or graduate student of the University may not assume an elected or appointed position. All Executive Board Members are required to complete all SDACA required training for the fall and spring semesters The contact information of its faculty/staff advisor (Advisor Confirmation Form) and SDACA representative Enrollment in the Leaders Online Communities Attendance to the Leadership Conference Adhere to any notices and or changes set forth by Pace University and SDACA NYC. Penalties for not reaching compliance standards are as follows: Failure to submit a roster, constitution, and/or Advisor Confirmation Form will result in a freeze of the organization’s budget. Also, this organization will not be given any space confirmations until the issue is rectified. If the organization is not able to utilize their budget, they will revert to seed funding the following semester Failure to secure an Executive Board that meets the guidelines outlined above will result in a freeze of the organization’s budget. Also, this organization will not be given any space confirmations until the issue is rectified. If the organization is not able to utilize their budget, they will revert to seed funding the following semester One or more Executive Board member’s failure to attend required training for the fall and spring semesters will result in result in a freeze of the organization’s budget. However, this organization will be allowed to receive space confirmations. If the organization is not able to utilize their budget, they will revert to seed funding the following semester Failure to attend Leadership Conference will result in a loss of a month’s worth of programming. Failure to secure 8 full-time undergraduate students with a minimum QPA of 2.0 will result in various probations listed below: o Probation for groups with 4-7 members: Group is not allowed to host major events (events held in the Student Union, Bianco Room, Schimmel/Schimmel Lobby, Gym, Courtyard, Frankfort Lot, Front of 1 Pace Plaza, etc.) Group is allowed to host minor events (events held in classrooms and lecture halls) Group is not allowed to co-sponsor with other groups and Pace Departments Group is allowed to table solely for recruitment purposes 8|Page
If the organization is not able to utilize their budget, they will revert to seed funding the following semester Probation for groups with less than 4 members: Group is not allowed to host major events (events held in the Student Union, Bianco Room, Schimmel/Schimmel Lobby, Gym, Courtyard, Frankfort Lot, Front of 1 Pace Plaza, etc.) Group is not allowed to host minor events (events held in classrooms and lecture halls) Group is not allowed to co-sponsor with other groups and Pace Departments Group is allowed to table solely for recruitment purposes Group is allowed to confirm space for informationals and recruitment efforts If the organization is not able to utilize their budget, they will revert to seed funding the following semester
If you have any questions, comments, or suggestions regarding these policies, please feel free to contact your SDACA Representative directly. Organizations that are recognized by the Student Government Association & Student Development and Campus Activities must be primarily intended for undergraduate students. Graduate & Part time students may be members of SGA-recognized student organizations however, they may not hold office. Pace University does not require any of its students who may have a common interest to form a recognized student organization. Neither does it have any policy or procedure that would bar several students from discussing their common interests or otherwise associating with each other in areas set aside for that purpose (e.g., cafeterias, student lounges, common areas, etc.) at times when those facilities are open and not in use for special events. However, as set forth in these guidelines, student clubs and organizations must maintain official recognition by the University in order to be eligible for the services, benefits, and resources offered by the Center for Student Development and Campus Activities Office (SDACA– N.Y.) or Student Development and Campus Activities Office (SDCA– WEST.). To be eligible for Student Activities Fee funds (SAF) the constitutions of clubs and organizations must be approved by the Student Government Association (SGA-N.Y.) or Student Association (SA– WEST.). All recognized student clubs and organizations are expected to operate within Pace University policies and procedures. Services offered by Pace to officially recognized student clubs and organization include a license to use Pace University’s name to publicly identify their club or meetings and events; to post and distribute meeting and event notices; and to distribute or post club or organization informational materials on Pace’s premises and on Pace provided web pages. The only way that Pace students may reserve University space for a meeting or event (and, therefore, publicly announce that they are conducting a “Pace” club or organization meeting or event in a Pace space) is under the sponsorship of a recognized student club or organization or a University academic or administrative Department. Individual students or unrecognized groups of students may not do so. Pace University does not prohibit its students from identifying themselves as Pace students wherever they may be. However, the University does not license the use of its name to unrecognized organizations or permit Pace students who may be members of its unrecognized clubs or organizations to represent that their club or organization is a “Pace” club or organization.
Advisors All organizations must have an official faculty / staff advisor, which is a requirement to be an officially recognized organization. An advisor is a faculty or staff member chosen by a student organization to provide knowledge, commitment, and support to the organization. In addition, each organization will be assigned an internal SDACA representative. Every organization is assigned a full time SDACA representative to assist with the overall management of your respective organization. A SDACA representative does not replace an organizationâ€™s required faculty / staff advisor.
A SDACA representative does the following: Helps set goals and objectives for the year (1 per semester) Assists with event planning (ongoing) Processes internal forms (ongoing) Serves as liaison with other departments (ongoing) Works with faculty / staff advisor (ongoing) Communicates policy set forth by the University Assists in management of budgets (ongoing)
A Faculty/ Staff advisor should: Teach leadership and support, Make recommendations, when appropriate, Provide continuity and history, Help orient new leaders, Serve as a resource person, Represent Pace University when dealing with, or on behalf of the organization.
Training Requirements Officer training is required for all executive board members once per each academic year. Presidents, Vice Presidents, Secretaries and Treasurers must attend in order to obtain necessary information to manage their organization. The officer training is a series of workshops and group activities designed to provide student leaders and club officers with essential skills needed to effectively guide clubs and encourage interactions between student leaders. Such topics include Delegation, Event Planning, Publicity and Recruitment. Training is mandatory for all organizations and must be fulfilled by all officers in order to be recognized as an official university organization. If your organization does not fulfill required trainings, you will loose certain privileges, such as programming, to be determined by SDACA.
10 | P a g e
Annual Leadership Conference The Leadership Conference is a program that offers all students an opportunity to expand their leadership knowledge and build skills to enhance their academic and extra-curricular experience at Pace University. The program includes a full day of sessions and networking opportunities. A planning committee comprised of students, faculty, and staff select a theme and recruit professionals from our community to present workshops related to personal, professional, and organizational leadership. At least 2 members from each registered and recognized student organization are required to attend the leadership conference.
Leadership Programs Programs are designed for all students to help achieve optimal success in their college career. Sessions include time management and balance, communication, ethics, and goal setting sponsored by university professionals to incorporate a full range of resources.
New Club Development SDACA welcomes the formation of new clubs or organizations each semester. All prospective groups must participate in the new club program by attending the orientation session and completing the requirements to receive recognition via OrgSync (see General Organization Requirements for Recognition, page 8). During the first semester, groups are classified as interest groups focusing primarily on establishing a strong foundation among members, developing a recruitment plan, and setting attainable goals. Each interest group is paired with a SDACA advisor to achieve full club recognition.
Activities Fair SDACA holds club fairs for organizations to recruit incoming and returning students at the beginning of each semester. The fair is traditionally held on the first week of classes during the common hour.
Transition Month/ Annual Registration/ Elections March is Transition Month for student organizations. During this time, student organizations MUST hold their election of officers. Student organizations are encouraged to complete their election process by the second week of March. Updated roster sheets must be submitted to SDACA soon after the election results are announced. To remain an active student organization, each organization must: 1. Submit Constitution and/or Charter 2. Submit Advisor confirmation 3. Submit a Membership Roster to Campus Activities with at least 8 active members. 4. Hold general meetings at least twice per month or eight times per semester. 5. Attend Officer/Program Training/BAC Trainings 6. Attend Leadership Conference Failure to comply with the above guidelines will result in inactive status.
11 | P a g e
Student Activities Spring Awards Ceremony At the conclusion of the academic year, the Center for Student Development and Campus Activities hosts the annual awards reception honoring the excellence and achievement of our clubs and student leaders. A special evening of awards, friendship and fun, the event is often considered the culminating highlight to a year of hard work and accomplishment. Award recipients are nominated by their peers, advisors and/or through self-nomination. A committee of faculty, staff and students decide upon the categories listed below.
Dean Emanuel Heller Meritorious Service Award Is given to the student organization that demonstrates outstanding collective participation in University and community affairs.
Edward J. Mortola Pacesetter Cup Is presented to the student who exemplifies outstanding leadership qualities as shown by his or her accomplishments in various student activities.
J.S. Schiff Senior Achievement Awards Are presented to those graduating seniors who have consistently shown their dedication and commitment to the Pace Community as shown by their contributions to various activities throughout their tenure at Pace University.
Andre Bostic Pacesetter Keys Are given to those students who have made significant contributions in the area of student activities.
Advisor of the Year Is given to the staff/faculty member who has shown outstanding initiative and inspiration as an advisor to a recognized student organization.
Dean Marijo Oâ€™Grady Outstanding Officer of the Year Is awarded to the student who is committed to the mission of the organization and the University exemplifying consistent ethical decision making while challenging themselves and members of their organization to be purposeful advocates in the positive representation of student needs.
Golden Setter Awards For: Outstanding Co-curricular Organization of the Year Is presented to the student organization that has significantly enhanced academic life at Pace University.
Best Co-Sponsorship of the Year Is awarded to the student organizations who have combined creativity, resources, and talents to create the best and most unique co-sponsored event benefiting the Pace Community.
Outstanding Fraternity of the Year Is given to the fraternity who has significantly enhanced Greek life at Pace University.
Outstanding Sorority of the Year Is given to the fraternity who has significantly enhanced Greek life at Pace University 12 | P a g e
Rookie Club of the Year Is awarded to the student organization whose efforts have made significant impact in club life during its first year of existence.
Comeback Club of the Year Is awarded to the student organization whose efforts have far surpassed its achievements of the previous academic year.
Outstanding Community Service Is awarded to the student organization whose collective community service efforts have significantly enhanced the Pace Community at large.
Outstanding Event of the Year Is awarded to the student organization whose creative and unique program or event set the standard for quality programming at Pace University.
Best Educational/Awareness Event of the Year Is awarded to the student organizations whose commitment to thought-provoking and enlightening programs have significantly enriched the Pace community.
Best Publicity of the Year Is awarded to the student organization whose advertising and publicity efforts for its events were the most creative and unique. Disclaimer: Please be advised that the awards committee will take key components (such as proper planning, timeliness, compliance with University procedures, community engagement and student community interaction) into account when reviewing applications. For more information, contact Campus Activities at 41 Park Row, 8th Floor, 212-346-1590 or send email to email@example.com
13 | P a g e
FINANCIAL PLANNING - FUNDING
Treasurer Training Geared towards all student leaders of student organizations, Treasurer Training provides students with the tools they need to successfully navigate the financial transaction processes at Pace University. Any member of a student organization may attend this training session; however the student organizations treasurer will be the official signatory for all of the organization’s financial transactions. Presidents and treasurers must attend BAC training at least once a semester, unless there is a new officer that transitions into the position in the same academic year.
Types of Accounts Organization (Agency) Accounts Each recognized student organization has an organization account. These monies may be used for any responsible purpose deemed appropriate by the organization and SDACA. It is important to always deposit monies from dues, services rendered and fundraisers into the organization account (unless the money that purchased the items for the fundraiser was allocated through SAF, in which case SAF would need to be paid back the original amount first). The funds in the organization account do not revert back to the university. This account carries over from one fiscal year to the next and is an organization’s central account. By the end of your term, the agency account cannot have a negative balance.
Operating Accounts University Funded Organizations receive a budget from Campus Activities and are issued operating accounts. Monies not used in these accounts at end of the fiscal year revert to general university funds. University Funded Organizations include Aphros literary magazine, Legend Yearbook, Pace Press, Student Government Association, and WPUB Radio Station.
Student Activities Fee (S.A.F.) Student organizations under the jurisdiction of the Student Government Association may submit a budget proposal to the Budget Allocation Council (B.A.C.) for activities fee funding. Student Activities fee funds are distributed to student organizations and students who are interested in holding events on campus and for club activities. Certain criteria apply to be eligible. Please refer to the BAC guidelines in the appendix.
Funding Sources Fundraisers Fundraisers may include: bake sales, candy sales, charity sales and raffles. Make sure that any fundraisers your organization plan are consistent with University policies and procedures. If you choose to conduct a raffle, please use the guidelines on the following page. All food sales must be approved in advance to insure no conflict with the University’s food service contract. Food sales may take place in any programmable space where Chartwells services are not available. If you are conducting a sale for charity, you must get the donation pre-approved. Please see the “solicitation” section regarding charity events. If you are unsure of any applicable policies, speak with a member of the Campus Activities staff. PLEASE REMEMBER: For all fundraising, you must submit the following information attached to this form. Mission Statement and/or purpose of the organization Letter from your organization indicating the amount collected to donate to the organization. Completed new vendor update form (if necessary) W-9 Form of charitable organization 14 | P a g e
FINANCIAL PLANNING - FUNDING
Fundraising Form three weeks prior to the event Completed Deposit Receipt Completed Special Payment request form
BAC Guidelines No direct monetary donations from Student Activity Fee are permitted. All proceeds must be donated to the approved charity SAF funded fundraisers are limited to one fully sponsored event per club Bake Sales are not funded by SAF All proceeds must be counted on the day of the event unless the event occurs at night. For night events, the student organization can submit the proceeds the next day to the Financial Coordinator. You can obtain the fundraising form on OrgSync or in the Office of Student Development and Campus Activities, 41 Park Row, 8th Fl. Once the student representative brings the proceeds to SDACA, the SDACA representative will complete the cash count form. If you have any questions, you can stop by the office or call us at 212-346-1590.
Budget Allocation Council (BAC) The Budget Allocation Council is comprised of student leaders who allocate the Student Activities Fee funds to recognized student organizations who wish to hold activities on campus. The treasurer of the Student Government Association (SGA) serves as the chairperson, three SGA representatives are chosen by the SGA senators and approved by the treasurer, and the three members are elected by student organizations. The Budget Allocation Council requests clubs to submit budget allocation proposals on a bi-annual basis. Budget proposals are due in the Fall semester for Spring activities and in the Spring semester for Fall Activities. Workshops are mandated by the council in order to train the organization on acceptable budget proposals.
Other Funding Sources In addition to the SAF fund through BAC and group fundraisers you may also obtain money for your events by participating in co-sponsorships with university offices, academic department, or other clubs. If you prefer not to cosponsor you can also get donated funds or services from these groups or from outside organizations. Before accepting outside funding or sponsored please speak to your SDACA advisor.
Depositing Funds Funds collected by the student organization are to be reconciled with the SDACA office. Deposits are to be made by the student group. A copy of the deposit slip signed by a representative of the Office of Student Assistance (OSA) must be brought back to SDACA the next business day. The organization will be held responsible for funds collected and not reconciled. Funds collected after 6pm or during weekends, require a night drop bag and should be deposited in the Safe Depository located next to O.S.A. Please make arrangements during your production meeting.
Accessing Funds From Your Account All financial forms are prepared by the organization’s treasurer. Only members designated by the organization who have completed treasurer training may submit payment forms to the SDACA office within the semester of their purchase 15 | P a g e
FINANCIAL PLANNING - FUNDING
All financial forms are available on the Pace University-NYC Orgsync Portal (http://www.orgsync.com) Payment forms include: · Petty Cash forms – select this type for reimbursements up to $99.99 (2 weeks process time) · Special Payment Request form – select this type for out of pocket reimbursements over $100 reimbursements. i.e. promotional items, office supplies (4-6 process weeks time) · Travel/Expense forms – to be used for all travel reimbursements. i.e. airline tickets, hotel, and bus or train travel (4-6 process weeks time) · Purchase Requisitions – to be used when acquiring services from an established business i.e. contracting with an agency, purchasing office supplies, promotional items, etc (6-8 process weeks time) · Independents Contract Payment Request (ICPR) – to be used when contracting services with an individual not to be mistaken with the contract. The contract is in addition to the ICPR form. (6-8 weeks process time)
Box Office Receipts Charging an admission fee at events is a great way to recoup some of the cost of sponsoring events. If an admission fee is charged at events, printed tickets are necessary and organizations must use SDACA tickets tallies. A report of the number of tickets sold and the amount of cash collected must be provided by the sponsoring organization. Tickets must be approved by the SDACA staff before printing. Tickets may only be sold at the SDACA office, at the Information Desk, 123signup (subject to change) or the Schimmel Box Office by reservation through. All tickets are to be accounted for by returning stubs, unsold tickets and completed ticket tallies to SDACA within 3 days following the event.
Prize Policy Please Note: Each organization must complete the following steps for each event to distribute gift cards/prizes. If each step is not completed, then the Office of Student Development and Campus Activities will not distribute gift cards to the recipients. All recipients must have a 2.0 QPA and is a full-time undergraduate student at Pace University. If a student is ineligible to receive the gift card /prize or if the student does not retrieve the gift card/prize within 5-7 business days, then the gift card/prize will not be distributed. Complete a gift card request form on orgsync and submit to the Financial Coordinator FOUR WEEKS PRIOR to the event. o President and Treasurer will receive email notification for the approval of gift cards/prizes. Complete and submit the recipient form 48 hours after the event has occurred. Each recipient must complete and submit a pick up form. All recipients QPA will be checked prior to receiving the gift card. The recipient will receive an email confirming date and time to pick up the gift card/prize. Upon receiving the gift card/prize, the student is required to provide their ID. The Office of Student Development and Campus Activities will process all request within 7-14 business days, if all paperwork is completed in a timely fashion. All forms must be submitted to the Office of Student Development and Campus Activities and uploaded to orgsync. If you have any questions regarding this process, please contact the Office of Student Development and Campus Activities at firstname.lastname@example.org or call at 212-346-1590.
16 | P a g e
FINANCIAL PLANNING - CONTRACTS
Contracts A contract is a written agreement created to inform two parties of their legal obligations to one another and to express in writing their mutual understanding.
Contracts may only be signed by a university official (Executive Vice President and Associate Vice President of Finance and Administration). Student may not sign contracts. If a student signs the contract the contract is not valid. Do not make any agreements with a speaker, artist, or performer without consulting with the Campus Activities staff. University contracts contain a provision which requires the vendor to provide a certificate of insurance naming Pace University as additional insured; this is required for services rendered such as lecturers, performers, and comedians etc. who are contracted through an agency. It takes 4-6 weeks to process the contract once all paperwork is submitted. Paperwork must include: APPROVED performance contracts, certificate of insurance, vendor update form, a request for payment and any invoices. Performance contracts must be fully executed between the performer and the university signatory official before the event can happen. If there is no fully executed contract on file, the event will be postponed until completed paperwork is handed in to the next available date. Performance contracts filed after an event will not be paid. Do not under any circumstance pay a performer with your own money. You will not be reimbursed! We can have performers’ checks delivered, but we need four weeks processing time after services have bee rendered.
Steps in processing the contract:
It is the organization’s responsibility to submit the detailed contact information by the company’s representative or individual at least 3 weeks prior to the event. Contact information must include full name, phone, and email. The financial coordinator will forward all needed paperwork to the artist/company. Once completed by the artist/company, the contract is forwarded to the legal department for review. Once the contract is reviewed and approved by the university lawyer, it goes to the contracts administration office for signature. The payment request is sent to the Accounts Payable department. In order to proceed with payment, the vendor must have provided the Tax ID or Social Security number.
Important Notes: Only members who have completed Treasurer Training are authorized to submit payment vouchers and
contracts. Contracts are NOT to be signed by students or Pace University faculty Students are not permitted to personally profit from any university event, project or fundraiser. Any student found in violation of this policy will be subject to the disciplinary process. Photocopies of receipts are not accepted Credit Card statements are not accepted as receipts. Student Organizations must include itemized receipts of all purchases Student organizations must verify that an itemized receipt can be obtained before making any purchases Students that provide false documentation for reimbursement will be brought through the University disciplinary process. 17 | P a g e
FINANCIAL PLANNING - PURCHASING
All orders for equipment, supplies and services must be approved by the Student Development and Campus Activities department and the Purchasing department. The Purchasing Department reserves the right to select a supplier in all circumstances. If you are selecting a supplier the university has not worked with before, they must complete out a Vendor Update Form and submit a W-9 form. Prior to purchasing any materials from the supplier, the vendor must be approved by the University. All purchases require a purchase requisition form with a quote or invoice or invoice from the vendor. Bids are required for requisitions on negotiable services greater than $5000.00, Three (3) written and/or catalogue quotes from legitimate vendors are required. The purchasing department will assist with the bid process. Office supplies must be purchased from Staples (leave one week’s time) Computer equipment purchases must be approved by Department of Information Technology. All items purchased with University funds are property of Pace University and must be returned to SDACA at the end of the academic year.
Important Notes and Helpful Hints
Only those members who have completed Treasurer Training are authorized to submit payment vouchers. No Pace organization is permitted to have an outside checking account. Treasurers should be responsible for keeping accurate records of the organization’s financial records. Campus Activities will forward to each organization periodic reports and account balance. If discrepancies arise, the Campus Activities bookkeeper is available to clarify budget questions. The questions, however, must be based on the organization’s documented records. No student(s) are permitted under any circumstances to personally make money from any event, project or fundraiser sponsored by a student organization. Any student found in violation of this policy will be subject to the disciplinary process. Reimbursements always require original receipts or invoices as proof of purchases. Both must include the full name and address of the vendor. Photocopies of receipts are not acceptable. If purchased with a credit card, the statement must be attached to the document. Credit card statements are not accepted as receipts. Please request itemized receipts of all purchases. All reimbursements from restaurant receipts must be itemized by menu items. Verify that you can obtain an itemized bill before choosing a restaurant. Include the names of the parties served and describe the business transpired. Check stubs are unacceptable as receipts. Organizations will not be reimbursed for alcoholic beverages. Receipts that indicate the purchase of alcoholic beverages will not be reimbursed in part nor in full. For reimbursement of food expenses, you must include a description of the business conducted and a listing of the members and/or guests in attendance on your financial transaction request form. Meals per person may not exceed $20 without prior approval of Campus Activities. For conferences, the organization can not request for reimbursement through SAF. Capital Purchases (large scale assets such as computers and other physical property) are not reimbursable. You must procure these types of items through the university’s purchase order system. Invoices presented by vendors for payment will not be processed unless a purchase order was processed and approved first. DO NOT ORDER SUPPLIES WITHOUT A PURCHASE ORDER OR YOU WILL PAY OUT OF YOUR POCKET!
Campus Activities is your key to a successful event! You SDACA advisor will help guide you through the event planning process, including budget allocation, space registration, performer contract negotiations, catering, and other facilities requirements.
18 | P a g e
EVENT PLANNING- PURCHAS
Program Planning When planning an event on campus, whether it is a major or minor one, it is important to consider these fundamental steps: Designing the event Preparing a budget for the event Registering the event at SDACA Preparing the programming checklist Delegating, implementing, monitoring the check list Holding a Pre-Planning meeting, (see “event planning timeline”) Hosting the event Evaluating the event
Designing an Event The first step in event planning is to determine the who, what, where, when, how and most importantly, why of the event. Usually, organizations will assign members to an event committee to determine the purpose of holding the event, where and when it will take place, what will be the components of the event and what needs to get done to make it a reality. Pre-planning can happen at any time, but optimally occurs at least eight weeks prior to the event. The planning committee should consider what talent is needed, what decorations will set the right environment, how many people will be needed to run the event and how the event will be promoted to reach the appropriate target audience.
Budgeting an Event Once the organization has a clear understanding of what is involved in the event, a budget needs to be prepared and funds secured. To secure funding, follow the guidelines listed under “Financial Planning”. Members who attend Treasurer Training are taught how to secure funds necessary to host events. Event planning cannot begin until you have approved funding.
Reserving Space Simultaneous to preparing the budget, the event needs to be registered at the SDACA office. Simply go to www.events.pace.edu to complete an events request form. The form asks you for: Description of your event Services that will be required such as food services and audio visual equipment Possible Dates - list at least 3 possible dates for your event in case your first choice is not available Possible Locations - consider which sites on campus will be appropriate for your event Set-up needs - will you need chairs, tables, stage, podium or other facility needs If you do not receive funding for a booked event your space will be released four weeks before the event date. The representative completing the event request form must be the secretary of the organization who has completed Leadership Training. Upon review, the Office Manager will determine whether or not your event is a major event which would require a production meeting or other follow-up procedures. Once you have requested your event, the Office Manager will notify you if any of the locations you’ve requested are approved. If they have not, contact the Reservationist directly so that alternative space can be arranged. After the location is approved, all requests for food service, maintenance set-up and services must be finalized twelve working days prior to the event. Last minute changes may not be possible. 19 | P a g e
EVENT PLANNING- PURCH
If for any reason you decide to cancel an event that is registered, please notify SDACA in writing at least five business days prior. Any expenses incurred for failure to report the cancellation in a timely fashion will be the responsibility of the organization. A fine may also be imposed if an unreported cancellation negatively impacted Campus Activities. There are a number of areas on campus that may be reserved for meetings and special events. Reservations should be made at least 4 weeks in advance. We recommend making reservations 6 weeks in advance, especially if the public is being invited, you are ordering large items or contracting outside services. A minimum of 8 weeks is required to reserve the Pace Schimmel Theater.
Types of Events The Activities Center classifies all student events into two categories: major events or minor events. Major events include all events which: Invite the public to attend, or Charge admission, or Require a significant facility set-up with maintenance, major contract negotiations, food services and security. Examples of major events include parties, dances, concerts, comedy shows, most talents shows and popular speakers. Minor events are small scale functions where: Attendance is restricted to Pace students only, or There is a minimal facilities set-up. Examples of minor events include meetings, bake sales and table displays. The Reservationist will notify you about the classification of your event. The Secretary listed on your membership roster will receive an e-mail notification of an available space regardless or who hands in the paperwork. Major events require a “production meeting” with your designated SDACA advisor to help you navigate through Pace policies and provide liaison information with the other offices involved. If your event is classified as a major event, you must schedule a production meeting at least 4 weeks prior to the event. Rooms are reserved on a first come, first served basis by completing the online form at events.pace.edu. For more information in planning your event, see “Programming and Organizing Events”.
Programming Checklist After you have received approval on a registered event, obtain a copy of the Programming Checklist from SDACA and use it to delegate, implement and monitor the tasks for a successful program.
Waivers Waivers are needed for any persons traveling off campus or participating in events including amusement rides, competitions (dance, fashion, talent), rehearsals, or anything deemed high risk by SDACA. These must be filled out before the first date of the practice or event, and are provided by your SDACA advisor.
20 | P a g e
Classrooms Capacity: Varies depending on classroom Classrooms may be reserved for meetings based on availability. No food service is available in the classrooms. Classrooms are not available during the first two weeks of each semester (with the exception of common hours).
Gymnasium Capacity: 1000 Located on C level of Campus West, the Gym may be used for large-scale events pending availability.
Lecture Halls Lecture Hall North (capacity 130), Lecture Hall South (capacity 130), Lecture Hall West (capacity 89), W613 (capacity 82) and W614 (capacity 82). All five lecture halls are located on the 2nd and 6th floors, Campus West. They are used strictly for meetings and lectures when class schedules permit.
Meeting Room (Student Union) Capacity: 74 each The meeting rooms are used for student organization meetings, parties and other gatherings.
Bianco Room Capacity: 140â€“ lecture style, 110 with round tables Located on the B-Levelâ€™s east side this space is available to student organizations for special functions such as lectures, presentations, receptions and conferences.
Schimmel Theater Lobby Capacity: 131 Located on C level, Campus East, the Schimmel Theater Lobby may be used for receptions and other small events.
Schimmel Theater Capacity: 660 Located on B and C levels, Campus East, the Schimmel Theater is the site of live performances and civic functions.
Eddie Layton Student Union Capacity: 225 (includes side rooms when reserved) Located on B-level, Campus West, the Student Union Lounge is used for special functions, such as the ethnic cultural festivals, cafe nights, films, awards dinners and luncheons. It also has a permanent film screen and track lighting. A portable stage is available upon request.
Table Space Locations Table display areas may be reserved near the library, the main lobby, and the kiosk lobby for fundraisers and promotions. Any table events that will contain food items for purchase or for free may not be in the Kiosk lobby.
Leadership Lounge Capacity: 20 Located on the 8th floor of 41Row, the Leadership Lounge is a resource room for student leaders and is an excellent environment for strategic organizational planning. We can now offer videoconference capabilities into this space.
21 | P a g e
EVENT PLANNING TIMELINEPUSG
Reserving Space 101 Step One: Go to events.pace.edu to fill out a “Reserve a Space” online form to request the desired date and space for your event. Allow yourself at least 3 weeks time for MINOR event planning and 4-6 weeks for MAJOR event planning.
Step Two: Once the request has been processed you will receive an email from email@example.com regarding your approval status.
Step Three: You will receive an email confirmation and you should follow the directions in the email along with a confirmation form
Step Four: Based on your event type, please read the instructions below: TABLE SPACE: No event finalization form needed unless you are planning to order catering for this event, then the form is needed one week prior to the event. Please note you are asked to sit behind the table and not solicit passersby. Failure to follow this will incur loss of space privileges. COMMON HOUR MEETING: No Event Finalization Form needed unless you are planning to have food in this event. Please note due to fire hazard, no sternos are allowed in the classroom space. If you have more than one common hour meeting per week, you are only allowed to have food at one common hour meeting. MINOR: Fill out the Events Finalization form with any minor food orders and/or setup needs. Any purchases that need to be made can be submitted as well. If you want help planning your minor event you may make an appointment with your SDACA advisor. MAJOR: Make an appointment with your SDACA advisor for a production meeting and prepare the following in anticipation: Catering Order Educational Media* Special Setup Contracted Services (if contracting services please give at least 6-8 weeks time for processing) Security Guest Lists Purchase Requisitions Note: With major event planning a meeting with your SDACA advisor is mandatory and the event will be cancelled automatically if it does not take place.
Step Five: At least three days before your event check in with your SDACA advisor to confirm details to ensure a smooth running event.
Dances and Parties SDACA allows six parties and/or late night events each Fall and Spring semester. These events are usually scheduled on Thursday evenings form 9:00 pm until 2:00 am, or on Fridays until 12:00 am. All other evening events must end by 10:00 pm. If you are not doing a 2am event then you cannot use a Thursday night. 22 | P a g e
EVENT PLANNING TIMELINEPSING
Speakers In addition to guest speakers, this category includes lectures, forums and seminars. The main purpose of this type of event is to share ideas and enhance the educational experience. Biographical information must be submitted for contracted speakers with the Event Registration Form. Written approval may be required from the Dean for Students in order to confirm the event. All speakers must be cleared by security. All speakers must be negotiated and contracted by SDACA.
Performers The Standard Performance Contract will be drawn up and have all copies signed by the performer. After all copies have been signed and returned to SDACA, the contract is then sent to the Finance and Administration office to be reviewed by Legal Counsel and then the contract will be signed by the Executive Vice President of Finance and Administration. The organization receives one copy of the contract, one copy is given to the performer, and the original with one copy is kept by Campus Activities.
Fashion Shows/ Designer Showcases All fashion designers participating in an event at Pace University must donate the clothing line showcase if they are being paid through university funding.
23 | P a g e
CATERING & PLANING POLICIES
Food Service Food and beverages on campus must be provided by Chartwells Dinning Services. To plan for a catered event, the procedure is as follows: 1. Make an appointment with the Catering Manager to discuss the final details and obtain a written estimate for the event. 2. Fill out the appropriate paperwork at SDACA. 3. Follow up with Dining Services to confirm order at least two days before.
Outside Catering All groups receiving SAF (Student Activities Fee) funding must use the university contracted food services. The ONLY exception is that the food provider cannot supply or prepare the food desired. All groups will be responsible for the cost and consequences for any outside food ordered without prior approval. Donated food must also be approved in writing. All exceptions and donated food requests must be in writing and submitted via e-mail to the catering director four weeks prior to the event in question. Please contact your SDACA representative or the financial coordinator for the contact information for Chartwells.
Alcohol Any student organization reserving University facilities will be held responsible for the University policies on alcohol contained in the Undergraduate Catalog, Student Handbook, and any of its supplements. In addition, student organizations must conform to the SDACA policies on alcoholic beverages served at student functions. Currently, any person violating University alcohol policy of procedures shall be subject to disciplinary action and sanctions in accordance with the Universityâ€™s Disciplinary Procedure. The following disciplinary action may be prescribed for uncomplicated violations: Social probation, residence hall probation and/or disciplinary probations. More serious or multiple violations may lead to suspension, dismissal or expulsion for the University.
All Pace University students and organizations must abide by the following excerpts from the New York State Law: No person shall sell, deliver, give away, or serve any alcoholic beverage to any intoxicated person. Any person under 21 years of age who is found to have presented or offered false of fraudulent written identification of age for the purpose of purchasing or attempting to purchase an alcoholic beverage may be faced with probation for a period of not exceeding one year, and may, in addition receive a fine not exceeding $100.00. Fraternity initiation rites which endanger physical or mental health or involve the forced consumption of alcohol or drugs is prohibited.
Party Procedures Evening Events Policy The Student Development and Campus Activities Office in conjunction with the Security Office require all students to adhere to the evening events policy. All SDACA approved late night functions allowing the general public to attend are to be held on Thursday nights from 9pm-2am. All sponsoring organizations are to have a production meeting prior to the date to discuss the scope of the event and determine security needs. One member of the sponsoring organization(s) must be present at the event check-in with SDACA staff for the entirety of the program. Please note maximum capacity for events held in the Student Union is 225, and utilizing the side rooms does not increase the capacity of an event. 24 | P a g e
CATERING & PLANING POLICIES
Outside Guest Policy Guest Policy is to reflect 2 to 1 ratio Pace students to outside guests (ex. An event located in the Union allows for 200 Pace students and 100 outside guests). The SDACA staff will set aside the exact number of wristbands for each group. Government-issued I.D.’s or Pace University I.D. cards will be required for entry. Events open to the general public may require metal detectors as stipulated by Security. The capacity number includes all attendees, performers/entertainers, entourage, student organization volunteers and events staff members. List of entertainers/production staff arriving in preparation of the event must be submitted to the SDACA and Security office 24 hours in advance. Once the official list has been provided any additional artists’ guests will be deducted from the general public population. It shall be agreed when doors close (before the end time with no admittance or re-admittance) during the group’s production meeting with their SDACA Representative.
Evaluating the Event The event process is not complete until you have tied up the loose ends after the event by filing an Event Evaluation Form with the SDACA and have reconciled any financial expenses, box office deposits and other revenue. To maintain active status, Event Evaluations are due within two weeks after an event.
Things You Should Know Campus facilities are always in demand. The sooner your planning process begins, the more likely you will receive first preference for dates, times and locations. Academic scheduling will not accept requests for classrooms until two weeks into the semester. Events may not exceed five hours (excluding set-up and clean-up) without prior approval of the Activities Center. Students may not enter agreements on behalf of the university. Do not sign contracts. Do not make “verbal” agreements. You may be held personally accountable. Campus facilities may not be used or rented for private, non-Pace functions by students or student organizations. Student organizations sponsoring any event will be held responsible for any damages which occur as a result of the sponsored event. Any problems and/or damage should be reported to the Security Office immediately. Events subject to admission charges or the collection of monies from food sales require the completion of a cash report submitted to SDACA on the day following the event. Any assistance with a planned event needed by student organizations can be received by contacting the SDACA, weekdays, between 10AM. and 6PM Monday—Thursday and between 10AM and 5PM on Fridays.
Gambling The New York State Law says: Poker is illegal in the State of New York and organizations should not organize or conduct poker games or tournaments, whether or not money is exchanged. Bingo is prohibited under state law unless authorized by a license issued by the state.
The University’s Handbook states in the Guiding Principles Section: “Gambling is not permitted on University premises or at any event sponsored by a student group or organization. Please see the official Pace University Student Handbook for policies and procedures. 25 | P a g e
CATERING & PLANING POLICIES
Off Campus Events Organizations wishing to sponsor events off campus must obtain approval from SDACA. Bus transportation, if feasible and requested, should be provided at a nominal cost to the students who prefer not to drive to an off campus event. For sign up and registration purposes, one student leader must submit a request to firstname.lastname@example.org for a 123signup.com request. If the event is geared towards students 21 years of age or older, permission to have an open bar must be obtained through the Director of Campus Activities. The sponsoring organization will assist the off campus site, if necessary, in the proofing process. No alcohol is to be available during the last half-hour of the event. Events geared towards students under 21 years of age may not have alcoholic beverages available. The contract or agreement with the off campus site must clearly stipulate that no alcoholic beverages will be available during the event.
Trips & Conferences Any organization planning a trip must register the event in Campus Activities. The organization must provide one ticket per 20 reservations for SDACA representatives. All special arrangements, such as complimentary tickets from a travel agency, must be approved by the Director of Campus Activities. Personal liability waivers are required for all travelers. To register for a trip, one student leader must submit a request to email@example.com for a 123signup in order to register for an event. Please Note: Budget Allocation Council allows each organization a maximum of $5,000 for a conference per year. All conferences must be domestic only. For organizations interested in hosting a conference at Pace University, the organization must reimburse 75% of initial allocation from the Student Activities Fee. In addition, if reimbursements exceed the initial amount allocated by BAC, the remaining reimbursement must be paid through the agency account. If the organization does not have any funds in the agency account, then the Office of Student Development and Campus Activities is not responsible to reimburse the student or students that attended the conference. Submit a conference budget six weeks prior to the conference on orgsync, BAC Advisor and Financial Coordinator within SDACA. Complete an Attendee Information Form Complete a waiver liability form for each attendee. Schedule a meeting with the Financial Coordinator four weeks prior to the event. Complete Travel and Expense Reimbursement Form. Complete and sign the commitment letter. Submit the following paperwork upon return. o Boarding Pass for both directions o Booklet of the Event o All original receipts For all travel requests, SDACA will complete a journal voucher for the transfer of funds from the organizations allocated amount to the conference reimbursement fund. *Please Note: If you were supposed to attend the event and decided not to go then you are required to pay the cost of the event. In addition, Student Activities Fee does not reimburse students for food purchases while attending the conference. Lastly, the Student Activities fee does not pay for Graduate students to attend the conference.
26 | P a g e
PUBLICITY AND PROMOTION
Even the most spectacular, well-organized event can fail if nobody knows about it! Getting the word out is critical to success! As you begin preparing your publicity strategy and budget, ask: Who, What, Where, When and Why?: Why are you planning this event? Who is responsible for the program, event or series in planning stages? Who will be responsible for carrying out the publicity? To whom are you targeting the program? Is your information accurate and complete?
General Posting Guidelines:
Pace University has instituted a new digital signage system for communicating events to the university community. In order to have your events on the digital screens you must submit your request at www.pace.orcatv.net Please note requests are taken on a first come, first serve basis and scheduled based on availability. The message MUST be submitted at least five (5) working days prior to the preferred posting date. If Homertisements (digital advertisement) are not received by the deadline, you may lose your reservation without notice. All postings should reflect only activities of recognized student organizations or academic departments. Postings or advertising which promotes the use and/or sale of alcohol as the primary function of the event is prohibited. Posted materials must clearly promote the activity publicized and the sponsoring university organization as its primary message, rather than the commercial advancement of the non-affiliated entity or product. If the name, logo, trademark, slogan, or similar identifier of a non-university affiliate appears on the posting, it must not appear as the dominant message. Postings must be placed in the approved designated places in each building. (Please refer to specific type of advertisement in this manual for approved locations) Off-campus vendors not sponsored by student organizations, off-campus organizations, businesses, entities, and individuals (see Solicitation and Vendor Sales Policy) are permitted to advertise on campus by either (1) purchasing an ad in the university newspaper or other official university media and/or (2) paying to reserve a table (also see Solicitation and Vendor Sales Policy) Postings may not be placed on the exterior surfaces of any campus buildings, trees, lampposts, gates, rights of way adjacent to the university academic, residential or support facilities, nor in the surrounding subway stations. Notices to be posted in residence halls must be approved by the Residence Life department and follow the guidelines they set forth. Flyers may never be slipped under resident doors. Organizations and departments are responsible for litter generated by their own handouts or handbills.
All postings by departments, student organizations, individual students, or individuals and organizations not affiliated with the university must be approved by the Office of Student Development & Campus Activities, located on the 8th floor of 41 Park Row. The approval will consist of an approved stamp PRIOR to duplication of the postings. Persona or organizations duplicating prior to approval risk non-approval and wasting the copes already made. All postings without this approval will be removed by campus personnel. Student and organizations seeking approval for postings should plan ahead as approval for postings may not be immediate and signs may require changes or additions to be approved.
27 | P a g e
PUBLICITY AND PROMOTION
Students or student organization denied approval for posting may appeal that decision in writing to the Assistant Dean for Students.
To be approved a flyer must:
Clearly state the individual’s name or the official name of the organization/ department and sponsors including the Student Activities Fee. Represent a student organization or individual student in a positive way , as they are a reflection of the individual or group as a whole. The postings must reflect the values of the University as embodied in the Student Handbook. No signs may be derogatory towards any person (regardless of affiliation) group, college department or entity on the basis of age gender, religion, ethnic background or sexual orientation. The signs must not contain any profane, vulgar, or inappropriate content. Use the University’s logos (both the Pace swoosh, used regularly, and the Opportunitias, used for official University events), colors (royal blue and gold), mascot (Pace Setter) with permission and in its proper format. Include the statement “not an official University approved or supported event” when advertising an offcampus party. Be no larger then 18 x 24.
Approved Advertising Areas: Flyers
Flyers will be posted on the Campus Activities board in One Pace Plaza and 41 Park Row by SDACA personnel ONLY. To have flyers posted please bring twenty copies to the Student Development & Campus Activities office on the 8th floor of 41 Park Row. New flyers are placed onto the boards twice a week. All flyers must have an “Approved by Campus Activities” stamp and date on them regardless of where they are posted. Please bring flyers for approval before going to Document Services. They may not be placed on walls, doors, windows, trees, gates, University signage or elevators. Flyers incorrectly placed with be removed. Please do not use permanent or destructive materials (glue, duct tape, staple guns, etc.) Only members of recognized organizations of the Pace University community are allowed to post flyers on bulletin boards on campus and inside campus buildings. Specific campus departments, including residence halls, maintain some of the bulletin boards inside campus buildings. To post on these boards you need to also get a stamp of approval from Residential Life.
Leaflets and Handbills
Only members of recognized organizations of the Pace University will be allowed to distribute leaflets and handbills on campus. Leaflets must identify the sponsoring student(s) and/or organization(s). The campus chooses to exercise it’s right to regulate the time, manner and place of this distribution in accordance with state law. Student organizations, university departments, and administrative offices must distribute all materials from behind a table. Table spaces may be reserved through SDACA. Leaflets and handbills may not be distributed in the residence halls. Disruption with normal flow of pedestrian traffic is not permitted.
28 | P a g e
PUBLICITY AND PROMOTION
Posting and Visual Guidelines www.pace.orcatv.net Homertisements (digital screens advertisements) ` are run according to the regulations below. Please read through this page to get a better understanding of the program. For more specific information, please read through the subpages that relate to the type of message you would like to submit.
For all Digital Screens Advertisements:
Pace Organizations may request space on the Homer screens. Requests will be taken on a first come, first serve basis and scheduled based on availability. The message MUST be submitted at least five (5) working days prior to the preferred posting date. If Homertisements are not received by the deadline, you may lose your reservation without notice. Messages may run for the maximum of ten (10) days but may not run past the event date Pace Organizations must submit the desired they wish to display. The Homertisement should not have any copyrighted material within it. Pace reserves the right to deny any request for display, remove or refuse any Homertisement that does not adhere to the guidelines or is deemed inappropriate for a University. There is no charge for this service to Pace Organizations. Pace affiliated groups will have priority to display Homertisements in the event the loop nears full capacity.
Pace reserves the right to not post any material that it deems to be inappropriate and will notify the submitter that they may change and resubmit the Homertisement.
29 | P a g e
Definition: Solicitation is any active attempt to raise funds through direct sale of merchandise, services, or donations, with or without products or services rendered. Also, any method of communication intended to induce support of a service, organization, business activity, issue, cause, etc.
Solicitation Guidelines Solicitation on University property as a form of commercial speech is strictly prohibited without authorization from the University. Evidence of such authorization shall be displayed at all times while vendors are on campus (i.e., copy of reservation and/ or reservation forms with the approved signatures). Any authorized solicitations by vendors or student organizations are subject to applicable University regulations, and local, state and federal laws. Solicitations may be approved for a specific area on campus. No solicitation shall interfere or conflict with the mission of the University or its occupants. Pace University reserves the right to limit or restrict time, location and functional of its facilities. Solicitation on University property as a form of commercial speech is strictly prohibited without authorization from the University. Evidence of such authorization shall be displayed at all times while vendors are on campus (i.e., copy of reservation and/or reservation forms with the approved signatures). Any authorized solicitations by vendors or student organizations are subject to applicable University regulations, and local, state and federal laws.
Approved Locations Solicitations may be approved for a specific area on campus. Solicitation may take place only at reserved locations. No solicitation shall interfere or conflict with the mission of the University or its occupants. Pace University reserves the right to limit or restrict time, location and functional of its facilities. To protect the rights of patrons, distributions or solicitation is not allowed away from assigned space in other parts of the University. All internal and external clients using open table space are asked to sit behind the table and are not to solicit any passerby. Door to door solicitation is strictly prohibited.
Student Organizations & Solicitation Student organizations that wish to solicit on-campus must complete a solicitation form found on-line on the forms link of the Student Development & Campus Activities website (www.pace.edu\sdacanyc), or a hard copy may be obtained on the 8th floor of 41 Park Row. The Office SDACA must approve all completed forms before solicitation may take place. The falsification of University documents is prohibited. Student organizations may sponsor vendors, but will need to submit the reservation form for approval. Vendors sponsored by student groups will be required to complete the Vendor Agreement form and comply with all duties as outlined in the agreement.
Faculty and/or Staff & Solicitation â€œThe solicitation of goods or services by one staff member to another during regularly scheduled work time is prohibited. Selling commercial goods and distributing promotional information and handbills in regular work areas is also prohibited.â€? (A copy of the Solicitation and Distribution policy may be found in the Pace University Employee Handbook).
Outside Vendors & Solicitation A vendor is any non-University related commercial business, entity, individual, or private organization that sells or promotes a product or service. Off-campus vendors are permitted to advertise on-campus by purchasing an ad in the 30 | P a g e
university newspaper or other official university media Off-campus vendors that would like to come to campus must be properly registered and approved by the Office of Student Development & Campus Activities in the 41 Park Row, on the 8th floor. Please contact 212-346-1590 for a copy of the guidelines, agreement, and approval process. Any vendor that is determined to be in competition with our core university contracted student services that are essential to our educational mission such as the provision of housing, books, and food service will be denied approval.
Specific Policies & Rules Credit Cards Pace University prohibits the advertising, marketing and merchandising of credit cards to any person on premises owned or leased by the University and at University-sponsored events by any company or person including, without limitation, employees, faculty members, students, visitors, guests, vendors, contractors, clubs and organizations.
Charitable Drives Charitable drives may be held only with permission of the Office of Student Development & Campus Activities as well as the designated charity. Documentation of the charityâ€™s accepted is required to be sent to the Office of SDACA either by paper or electronic form. Non-University salespersons or solicitors will not receive such permissions.
Risk Activities Proof of insurance may be required depending on the associated risks of the activity and, if required, must be submitted before a permit will be issued. On campus groups sponsoring activities for which insurance verification is required must submit proof on insurance to the Office of SDACA before the permit application will be considered. Examples of activities requiring a certificate of insurance include, but are not limited to, skiing, white-water rafting, etc.
31 | P a g e
MOVIE SHOWING POLICY
After you have selected the movie that you would like to view as part of a program, your first step is to purchase a public viewing license ($300.00 -$500.00) and rights to show the film in public, which is a public performance fee ($300.00 - $500.00). Even if you choose to show the movie for free, you are still required to purchase the copyrights. Federal copyright Laws protect all movies viewed in public areas regardless of format (video tape or DVD). Video Tapes and DVDs that are available for purchase, rented from many commercial establishments, or checked out of the library are for home viewing purposes only. Which means they can only be viewed in your private living spaces. For assistance with obtaining a license, you may contact SDACA. In addition to the license fee and performance fee, there are shipping fees. As a resource to you, we have included information from the Motion Picture Association of America's anti-piracy office regarding copyright law.
What the Law Says The present copyright law establishes the principal that a copyright is property and no one can use someone else's property without permission of the owner or the owner's licensing agent. To protect this property right, the law gives the copyright owner the right to license any public performance of the work with only a few exceptions to this provision. The law also permits the owner or licensing agent to collect a fee when others use the protected work. It is because of copyright enforcement efforts that schools are now hearing of their obligations under the law. By law, as well as by intent, the pre-recorded home videocassettes and videodiscs which are available in stores throughout the United States are for home use only - unless you have a license to show them elsewhere. The Federal Copyright Act (Title 17 of the United States Code) governs how copyrighted materials, such as movies, may be used. Neither the rental nor purchase of a videocassette carries with it the right to show the tape outside of the home. No license is required to view a videotape inside the home by a family or social acquaintances, and home videocassettes may also be shown, without a license, in certain narrowly defined face-to-face teaching activities (Federal Copyright Act, Title 17, section 110.1). All other showings of the home videocassettes are illegal unless they have been authorized by license . Taverns, restaurants, private clubs, prisons, lodges, factories, summer camps, public libraries, day-care facilities, parks and recreation departments, churches, and non-classroom use at schools and universities are all examples of situations where a public performance license must be obtained. This legal requirement applies regardless of whether an admission fee is charged, whether the institution or organization is commercial or non-profit, or whether a federal or state agency is involved. Businesses, institutions, organizations, companies or individuals wishing to engage in non-home showings of home videocassettes must secure licenses to do so - regardless of whether an admission or other fee is charged (Section 501). This legal requirement applies equally to profit-making organizations and non-profit institutions (Senate Report No. 94-473, page 59; House Report No. 94-1476, page 62).
Penalties for Copyright Infringement "Willful" infringement done for purposes of commercial or financial gain is a federal crime and is punishable as a felony, carrying a maximum sentence of up to five years in jail and/or a $150,000 fine. Even inadvertent infringers are subject to substantial civil damages, ranging from $500 to $20,000 for each illegal showing.
Why Is Hollywood Concerned About Such Performances? The concept of "public performance" is central to copyright and the issue of protection for "intellectual property." If a movie producer, an author, a computer programmer, or a musician does not retain ownership of his or her "work", there would be little incentive for them to continue. There would be little chance of recouping their enormous investment in research and development, much less profits to turn back into future endeavors. Unauthorized public performances in the U.S. are estimated to rob the movie industry of between $1.5-$2.0 million each year alone. Unfortunately, unauthorized public performances are just the tip of the iceberg. The movie studios lose over $150 million annually due to pirated videotapes and several hundred million more dollars because of illegal satellite and cable TV receptions. Contact your SDACA Representative for possible fees, costs, and fines associated with movie screenings 32 | P a g e
All student events are subject to the policies and regulations set forth in this Student Organization Resource Manual, the Pace University Student Handbook, and any of its supplements which may be distributed from time to time.
General Policy Statement & Guiding Principles of Conduct from the Student Handbook The University reserves the right, at its sole discretion and with or without prior notice, to promulgate new academic and nonacademic rules, policies and practices, as well as to amend or rescind existing academic and nonacademic rules, policies and practices. By applying for enrollment and by enrolling each applicant and enrolled student, respectively, agrees to be bound by all of the University’s rules, policies, practices, including, without limitation, the Guiding Principles of Conduct. Applicants and enrolled students who fail to comply with the University’s rules, policies and practices are subject to discipline that may include, but is not limited to, denial of admission, denial of academic credits or a degree, suspension and/or dismissal from the University.
Academic Integrity Students are required to be honest and ethical in satisfying their academic assignments and requirements. Academic integrity requires that, except as may be authorized by the instructor, a student must demonstrate independent intellectual and academic achievements. Therefore, when a student uses or relies upon an idea or material obtained from another source, proper credit or attribution must be given. A failure to give credit or attribution to ideas or material obtained from an outside source is plagiarism. Plagiarism is strictly forbidden. Every student is responsible for giving the proper credit or attribution for any quotation, idea, data, or other material obtained from another source that is presented (whether orally or in writing) in the student’s papers, reports, submissions, examinations, presentations and the like. Individual schools and programs may have adopted additional standards of academic integrity. Therefore, students are responsible for familiarizing themselves with the academic integrity policies of the University as well as of the individual schools and programs in which they are enrolled. A student who fails to comply with the standards of academic integrity is subject to disciplinary actions such as, but not limited to, a reduction in the grade for the assignment or the course, a failing grade in the assignment or the course, suspension and/or dismissal from the University.
Guiding Principles of Conduct The primary functions of an institution of higher learning are teaching, learning, scholarship and service. Each member of the University community is required to cooperate with the University in its endeavors to foster and maintain the freedom of expression and exchange of ideas necessary to achieve excellence in teaching, learning, scholarship and service. The University strives to protect the rights of its students and employees (including faculty members) to publicize opinions through written and oral communications; to organize and join political associations; to convene and conduct meetings; and to advocate, demonstrate and picket in an orderly fashion. Further, members of the University community are responsible for fostering and maintaining respect for the dignity and uniqueness of one another. In order to preserve an atmosphere in which a free exchange of ideas may flourish, and to ensure the dignity and safety of all members of the University community as well as the unimpeded operation of the University (and as required by federal, state and local laws including, without limitation, N.Y. Education. Law § 6430), the University has adopted the Guiding Principles of Conduct. The Guiding Principles of Conduct applies to all members of the 33 | P a g e
University community including, among others, employees, faculty members, students, applicants for academic admission and employment, visitors, guests, vendors, contractors, and other third parties while they are on University premises or at University-sponsored activities. References to “University premises” in these Guiding Principles of Conduct apply to premises either owned or leased by the University. The Guiding Principles of Conduct are not exhaustive and include, but are not limited to, the following: 1. Students and other persons participating in a class or activity related to a class (such as, for example, internships and field trips) must comply with a faculty member’s reasonable standards of behavior for the class and/or related activities. 2. Theft, willful destruction or damage to or misuse of any University property or property owned by any member of the University community is prohibited. 3. The sale, purchase, possession or use of incendiary devices, explosives or dangerous weapons (including any item or material which could be used to inflict injury or harm or to intimidate) on University premises or at University-sponsored events is prohibited. 4. The unlawful use, possession, sale, distribution or manufacture of controlled substances and drug paraphernalia on University premises or at University-sponsored events is prohibited. (Further information may be found in the University’s Drug and Alcohol Policy.) 5. Obstruction of or interference with the normal operations and processes essential to the University is prohibited. 6. Interference with academic freedom (including speech in the classroom and by University-approved guest speakers ) is prohibited. 7. Strict compliance with the University’s policies and procedures concerning demonstrations and rallies is required. 8. Strict compliance with the University’s policies and procedures concerning the appropriate use of information technology is required. 9. Deliberate actions that cause, or might reasonably be expected to cause, injury, either physical or mental, to any member of the University community are prohibited. Such actions may include, for example, violence or threats of violence. 10. Members of the University community are required to comply with the instructions of a University administrator, or other duly authorized agent of the University, to, for example, display or present identification. Members of the University community are also required to evacuate University premises and University-sponsored events when directed to do so by authorized personnel or a mechanical device (such as a fire alarm). 11. Any action or situation which recklessly or intentionally endangers the safety or mental or physical health of any member of the University community or involves the forced consumption of alcohol or drugs for the purpose of initiation into or affiliation with any organization is prohibited on University premises and at University-sponsored events. In addition, such conduct by students and employees (including faculty), whether on or off University premises or at University-sponsored events, also is prohibited. 12. Engaging in violence or intimidation against another person and destroying property because of bias or prejudice while on University premises or at University-sponsored events violates the University’s Hate/Bias-Related Policy and is prohibited. Such conduct by students and employees (including faculty), whether on or off campus or at a University-sponsored event, is also prohibited. 13. Members of the University community are required to timely satisfy their financial obligations to the University, including, but not limited to, amounts due to the Office of Student Assistance, the bookstore, the library, University housing, the Student Development Office, and Security. 14. Consumption of alcohol by any member of the University community who is under the age of twenty-one is illegal and prohibited on University premises and at University-sponsored events. Supplying alcohol in any 34 | P a g e
UNIVERSITY POLICIES 15.
20. 21. 22.
23. 24. 25.
quantity to a member of the University community who is under the age of twenty-one is illegal and prohibited. (Further information may be found in the University’s Drug and Alcohol Policy.) Even though its possession or consumption may otherwise be lawful, alcohol, except in limited circumstances, is not permitted on University premises or at University-sponsored events. Members of the University community are not permitted to be intoxicated, or to become intoxicated, while on University premises or at a University-sponsored event. Gambling is not permitted on University premises or at any event sponsored by a student group or organization. Solicitation by students, student clubs and student organizations including, but not limited to, fund raising, on University premises or in connection with a University-sponsored event is prohibited without the prior approval of the Director of Student Development and Campus Activities or the Dean for Students. “The solicitation of goods or services by one staff member to another during regularly scheduled work time is prohibited. Selling commercial goods and distributing promotional information and handbills in regular work areas is also prohibited.” (A copy of the Solicitation and Distribution policy may be found in the Pace University Employee Handbook.) Other members of the University community, such as applicants for academic admission and employment, visitors, guests, vendors, contractors and other third parties, are prohibited from soliciting and distributing on University premises or in connection with University-sponsored events without prior approval from the Director of Security. Prior approval from the appropriate University administrator must be obtained before any materials or documents may be posted or distributed on University premises or at University-sponsored events. The falsification of University documents is prohibited. While on University premises or at University-sponsored events, members of the University community must not dress or conduct themselves in a manner that would be considered lewd or indecent by the University. Conduct on or off campus in a manner the University determines reflects adversely on the good name and reputation of the University is prohibited. Conduct by students and employees (including faculty) on or off campus that violates local, state or federal laws may also constitute a basis for disciplinary action by the University. Without appropriate prior authorization, video recording devices, including, but not limited to, cell phones equipped with a camera, may not be used on University premises or at University-sponsored events, other than in an emergency, in any area or circumstances where the recording of images reasonably would be considered to be inappropriate. Strict compliance with all rules, policies and practices promulgated and/or adopted by the University is required.
College Property Section 6430 - General Provisions: Pace University has established rules and regulations as enumerated in this Handbook and in other University publications, in compliance with the New York State Education Law and the General Municipal Law for the maintenance and enforcement of public order. Item H of the Pace University Guiding Principles of Conduct expressly provides that engaging in any of the following conduct constitutes a violation of University rules and regulations and shall be considered sufficiently serious to warrant disciplinary action: “Any action or situation involving physical or mental abuse such as harassment; intimidation or hazing (defined as subjecting a person to treatment intended to put him/ her in a humiliating or disconcerting position), the forced consumption of liquor, drugs or other liquid or solid substance for the purpose of initiation into or affiliation with any organization; or other conduct that recklessly or intentionally endangers or threatens the health, safety or welfare of any person, regardless of whether or not the behavior occurs on or off University premises, or University operated property or at University sponsored activities.” Such rules and regulations shall govern the conduct of students, faculty and other staff as well as visitors, licensees, and invitees on Pace campuses, properties, and at University sponsored activities. The penalties for violations of 35 | P a g e
these rules and regulations are clearly set forth in this Handbook and shall include provision for the ejection and ban of a violator from Pace University campuses. In the case of a student, staff or faculty violator, penalties may include suspension, expulsion or other appropriate disciplinary action, and in the case of an organization which authorizes such conduct, withdrawal of permission for that organization to operate on Pace University property or at any Pace sponsored activities or events on or off campus. Such penalties shall be in addition to any penalty pursuant to the penal law or any other law to which a violator or organization may be subject. A copy of these rules and regulations shall be given to all students enrolled at Pace and shall be deemed to be part of the by-laws of all organizations operating on Pace campuses. Organizations agree to annually review their by-laws with individuals affiliated with such organizations. (Compliance with Chapter 597, Article 129-A as amended; Section 6430: September 30, 2003). Section 6431- Pace University established in 1999, the President’s Advisory Committee on Campus Security, in compliance with the Student Right to Know and Campus Security Act of 1990, as amended. The committee complies in all aspects to the requirements of Section 6431 of the New York State Education Law, to whit: The committee is comprised of a minimum of six members, at least half of which are female: one third of the committee are students appointed by Student Government Associations; one third being faculty appointed by campus faculty councils and one third being administrators appointed by the President of Pace University. The committee reviews current campus security policies and procedures and makes recommendations for their improvement. It specifically reviews current policies and procedures for: educating the campus community, including security personnel and those persons who advise or supervise students, about sexual assault; educating the campus community about personal safety and crime prevention; reporting sexual assaults and dealing with victims during investigations; referring complaints to appropriate authorities; counseling victim’s, and; responding to inquiries from concerned persons. The committee reports, in writing, to the President of the University on its findings and recommendations at least once each academic year, such report being available upon request. Section 6433 - Campus Crime Reporting and Statistics: Pace University is in compliance with all aspects of Title 20 of the U.S. Code Section 1092(f), Student Right to Know and Campus Security (Jeanne Clery) Act of 1990, as amended, and provisions of New York State Education Law. The Pace University Campus Crime Statistics can be found on the Pace University Internet Web Site at www.pace.edu (Intra Pace, Finance and Administration, Safety and Security, Campus Statistics). The Pace University Presidents’ Advisory Committee on Campus Security will provide, upon request, all campus crime statistics as reported to the United States Department of Education (U.S.D.E.). The U.S.D.E. web site for campus crime statistics is; http://securityoncampus.org. The Pace University Official charged with responsibility for collecting and reporting campus crime statistics is Mr. Frank McDonald, Executive Director of Safety and Security, (914) 773-3700. Upon request, the University shall provide a hard copy of Pace’s campus crime statistics, mailed to the individual requesting the report, within 10 days of the request and that information will include all of the statistics that the University is required to ascertain per federal law. The President’s Advisory Committee, the Executive Director of Safety and Security, and the President will take steps to inform students and prospective students of the existence of the campus crime statistics on an annual basis and other safety policies and procedures of the University. Section 6434 – Investigation of Violent Felony Offenses: Pace University has implemented a plan providing for the investigation of any violent felony offense occurring at or on the campuses of Pace University, and providing for the investigation of a report of any missing student. These plans provide for the coordination of the investigation of such crimes and reports with local law enforcement agencies. Such plans include, but are not limited to, written agreements with appropriate local law enforcement agencies providing for the prompt investigation of such crimes and reports. Any member of the University community who violates the University’s rules, policies or practices, including, among others, the Guiding Principles of Conduct, may be subject to disciplinary action (including without limitation immediate ejection from University premises and/or University36 | P a g e
sponsored events) and/or to legal actions. Similarly, any recognized club or organization that violates its constitution and/or by-laws, or authorizes conduct prohibited by the Universityâ€™s rules, policies or practices may be subject to disciplinary action (including without limitation rescission of approval for that club or organization to operate on University premises or at University-sponsored events, whether on or off University premises). As may be necessary, the University may request the assistance of law enforcement agencies to maintain order and/or may seek injunctive relief.
37 | P a g e
POLICIES ON HAZING
Hazing Any action or situation involving physical or mental abuse such as harassment, intimidation or hazing (defined as subjecting a person to treatment intended to put him/her in a humiliating or disconcerting position), the forced consumption of liquor, drugs or other liquid or solid substance for the purpose of initiation into or affiliation with any organization, or other conduct which recklessly or intentionally endangers or threatens the health, safety or welfare of any person on University owned or operated property or at University sponsored activities is expressly prohibited.
Pace University’s Policy on Hate/ Bias Related Crime The New York State Legislature found and determined that “criminal acts involving violence, intimidation, and destruction of property based upon bias and prejudice have become more prevalent in New York State in recent years. The intolerable truth is that in these crimes, commonly and justly referred to as “hate crimes”, victims are intentionally selected, in whole or in part, because of their race, color, national origin, ancestry, gender, religion, religious practice, age, disability or sexual orientation. Hate crimes do more than threaten the safety and welfare of all citizens. They inflict on victims, incalculable, physical and emotional damage and tear out the very fabric of free society. Crimes motivated by invidious hatred toward particular groups not only harm individual victims, but send a powerful message of intolerance and discrimination to all members of the group to which the victim(s) belongs. Hate crimes can and do intimidate and disrupt entire communities and vitiate the civility that is essential to healthy democratic process. In a democratic society citizens cannot be required to approve of the beliefs and practices of others, but must never commit criminal acts on account of them.” Pace University has, throughout its history, prided itself in, and been recognized for, its reputation as a leading institution of higher education in New York state. The University’s Guiding Principles of Conduct clearly and unequivocally provide that “membership in the University community is accompanied by the responsibility to maintain and foster an environment characterized by freedom of expression, inquiry and exchange of ideas and respect for the dignity and uniqueness of each individual.” In addition, the University has established standards of behavior to ensure the safety of all members of the University Community. The commission of a crime of violence, intimidation, or destruction of property by a member of the Pace Community is unacceptable. The commission of such a crime out of bias or prejudice is repugnant and will not be tolerated. The University, through its disciplinary, grievance or employment practices and procedures and/or by referral to local law enforcement officials, will seek appropriate redress, including criminal prosecution against any student, staff or faculty member who violates this policy. Definition: a person commits a hate crime when he or she commits a specified offense and either: intentionally selects the person against whom the offense is committed or intended to be committed in whole or in substantial part because of a belief or perception regarding the race, color, national origin, ancestry, gender, religion, religious practice, age, disability or sexual orientation of a person, regardless of whether the belief or perception is correct, or intentionally commits the act or acts constituting the offense in whole or in substantial part because of a belief or perception regarding the race, color, national origin, ancestry, gender, religion, religious practice, age, disability, or sexual orientation of a person, regardless of whether the belief or perception is correct.
38 | P a g e
POLICIES ON HAZING
Bias Related Crime Reporting: There are numerous ways available within the University to report a bias-related crime. The Affirmative Action Officer (AAO) is the University Official delegated with responsibility to investigate all reports of discrimination within the University. The AAO has offices in New York (212) 346-1310 and Westchester (914) 773-3856. All crimes, including bias-related crimes, may be reported to the Campus Security office; Dean for Students; Office of Multi-Cultural Affairs (New York) or Diversity Programs (Westchester), or the Human Resources Offices. All crime emergencies on campus may be reported to Campus Security via the Intra University Emergency Phone â€“Ext. 777. If you are unsure as to whether a bias-related crime may have occurred, or desire to speak with someone confidentially, you may contact the Counseling Centers in New York (212) 346-1526 or Westchester (914) 773-3710. If you witness a bias-related crime at Pace University and fail to report it to a University Official, you are in violation of the Universityâ€™s Guiding Principles of Conduct. The University is required by federal law, 20 U.S.C. Â§ 1092f (Student Right to Know and Campus Security Act of 1990, as amended) to report all bias-related crime to the United States Department of Education as part of its annual crime statistics reporting. You can find these statistics on the Pace University Web site at www.pace.edu (Intra- Pace, Finance and Administration, Safety and Security, Campus Statistics). When a bias-related crime occurs on campus, the University Community will be notified at the time and in the manner set forth in the Safety/Security, Crime Reporting section outlined in this Handbook.
Procedures for Handling Bias-related crimes: Complaints involving bias-related crimes may be initiated through the University Disciplinary Procedure, or the University Grievance Procedure, both of which are outlined in this Handbook. Complaints involving faculty or staff should be initiated through the Human Resource Office. Any complaint involving a bias-related crime may also be made directly to local law enforcement agencies.
Penalties for Commission of a Bias-related crime: Internal University sanctions against a student, student group, or organization may include a wide range of penalties as enumerated in this Handbook, including actions such as warning, restitution, probation, and up to and including expulsion (permanent separation) from the University. Penalties against faculty and staff are determined through established employment practices and may include up to termination. The Hate Crimes Act of 2000 made extensive provision in the penal code for serious criminal penalties resulting from conviction for the commission of bias-related crime, including incarceration depending on the nature and severity of the crime. University penalties may be in addition to criminal penalties.
Bias-related Crime Prevention Information: Pace University is intent on ensuring a safe and secure environment, free from bias and prejudice for all its community members. The University provides the following to new students each year: information on bias-related crime, alcohol and drug use, sexual harassment and sexual assault and general crime prevention through various means including orientations, this handbook, and other relevant publications and brochures. The University also provides information and encourages discussion of these and related topics through workshops, seminars, discussion groups, media presentations and a wide variety of activities, events and programs sponsored by the University departments and student organizations. Students are also exposed to these issues through the curriculum of University 101, the required extended orientation course, taken by all freshmen students.
39 | P a g e
POLICIES ON HAZING
Counseling and Support: Victims of or witnesses to bias-related crimes may obtain counseling and support from the University Counseling Center, Offices of Multi-Cultural Affairs or Diversity Programs, or the Dean for Students. Faculty and staff may seek counseling and support through the University Employee Assistance Program. The above policy, information and procedures are in compliance with the New York State Hate Crimes Act of 2000 and New York State Education Law, Article 281-A, Section 645O as amended, January 8, 2003.
40 | P a g e
APPENDIX Academic Integrity Accessing Funds for your Account Activities Fair Advisors Affiliate Organizations Defined Alcohol Annual Leadership Conference Approval Process for Posting Approved Advertising Areas Approved Solicitation Locations Award Titles and Descriptions BAC (Budget Allocation Council) BAC Workshops Box Office Receipts Budgeting an Event Campus Community Programming Campus Space Capacities Catering & Event Planning Policies Charitable Drives Club Advisement College Property Contracts, University Policies On Credit Cards Dances and Parties Demonstrations and Rallies Depositing Funds Designing an Event Evaluating the Event Event Planning Policies Event Planning Timeline Event Planning Event Planning Event Timeline Faculty & Staff Solicitation Financial Planning– Funding Flyers Food Service Funding Sources Gambling General Organization Requirements General Policy Statement & Guiding Principles General Posting Guidelines General Solicitation Guidelines Getting a Listserv for your Organization Getting Email for your Organization Getting Webspace for your Organization Guiding Principles of Conduct Hazing Statement Important Notes & Helpful Hints on Purchasing Important Notes on Contracts Leadership awards Leadership Lounge Leadership Programs
d 30 14 10 9 6-7 21 9 25 26 27 11-12 13 13 14 17 10 19 21 28 10 33-34 15 28 20 23 14 17 22 22-23 20 17 17-18 20 27 13-14 26 21 13 23 8 30 24 27 4 4 4 30-32 35 16 15-16 11-12 4 10
Leaflets & Handbills Mail Services Money Matters– Contracts Money Matters– Purchasing Movie Showing Policy New Club Development Off Campus Events Office Keys & Hours Office Space Officers Operation Account Organization Accounts Organization Requirements Other Funding Options Outside Catering Outside vendors & Solicitation Pace Pulse Party Policies Policies on Hazing Policy on Hate/ Bias Related Crime Prize Policy Processing the Contract Program Planning Programming Checklist Publicity and Promotion Purchasing Policies Reserving Space Retreats Risk Activities SDACA Lobby SDACA On-line Newsletter SDACA Privileges SDACA Webpage Solicitation Policies Speakers Specific Policies & Rules Student Activities Awards Dinner Student Activities Fee (SAF) Student Organizations & Solicitation Student Organizations Defined Telephone Use Things You Should Know re: Event Planning Training Workshops Training Transition Month/ Annual Registration Treasurer Training Trips and Conferences Types of Accounts Types of Events Types of Organizations University Funded Organizations Defined University Policies
26 4 15 16 29 10 23 4 4 8 13 13 8-10 13 21 28 5 21 35-36 35-36 14-15 15 17 18 24 16 17-18 10 28 4 5 4 5 27-28 20 28 11 13 27 6 4 22 10 9 10 13 23 13 18 6-7 7 30-34
41 | P a g e