Student Organization Handbook
Last updated 9/24/10
Table of Contents Student Development Outcomes Mission of the Student Activities Office Definition and Classification of Student Organizations and Groups University Sponsored Organizations and Groups University Recognized Organizations and Groups Temporary Recognition Criteria for University Recognition Recognition Process for New Organizations and Groups Annual Renewal of Recognition Loss of Recognition Inactive Status Organizational Calendar/Timeline Services Available to Student Organizations and Groups Contacting Organizations and Groups Policies, Procedures and Resources for Student Organizations and Groups Alcohol (see Event Policy) Advertising (see Posting/Display/Advertisement) Balloons/Helium Banner Paper and Markers Candles/Torches/Bonfires Chaperones Copies Copyright Donations (see Fund-raising/Donations) Event Policy Event Approval Process On-Campus Event Policies
Outdoor Events Event Guests Hosting Events with Alcohol Event Equipment Event Limitations Funding Fundraising/Donations Good Neighbor Policy Hosting Social Events (see Event Policy) Officer Eligibility Outdoor Events Posting/Display/Advertisement Purchasing Reservable Space on Campus Reserving Space on Campus Special Approvals Student Travel Transportation University Vehicles Wristbands
Judicial Procedures for Organizations Sanctions
The Role of an Advisor
Student Organization Handbook Student Development Outcomes The Student Life Staff at Transylvania is dedicated to the learning process. We strive to provide students with experiences that will allow them to develop outside the classroom and in support of their classroom learning. Because much of your outside the classroom experience takes place in your involvement in student organizations, we felt it was important to share with you the areas in which we look for student development. They include the following: 1. Self-Awareness: Students will gain the basic developmental tools and strategies necessary to continuously discover, evaluate, and formulate their professional and personal identities. 2. Responsible Citizenship: Students will learn the responsibilities for living in a community and will develop social, ethical, and political skills through participation in campus organizations, community groups, and servant leadership. 3. Effective Interpersonal Relationships: Students will develop respectful and clear communication skills as they establish trusting relationships. 4. Healthy Lifestyle: Students will exhibit a balanced approach to personal lifestyle choices in the following areas of development: social, emotional, spiritual, and physical. 5. Embracing Diversity: Students will develop skills to recognize and appreciate similarities and differences of race, culture, religion, sexual orientation, ability/disability, and gender among community members. In addition, students will demonstrate respect for each person as a valued community member. 6. Leadership: Students will be able to acquire the skills, attitudes, and knowledge to successfully work with and through others for the accomplishment of mutual goals.
Mission of the Student Activities Office The mission of the Student Activities Office is to support the University's mission by providing services, programs, and learning opportunities for students to enhance their personal development and overall educational experience. The office provides assistance to individual students, student organizations, and groups in the planning, management, and evaluation of programs and organizational activities directed toward meeting the wide variety of student needs and interests represented on campus. It promotes student involvement as an integral part of a University education and works to assist students in developing in the following areas: self-awareness, responsible citizenship, effective interpersonal relationships, healthy lifestyle, embracing diversity, and leadership.
Definition and Classification of Student Organizations and Groups All student organizations or groups wishing to use University facilities or property, use the University name, or solicit membership or raise funds on campus must be either sponsored or recognized by the University. All groups must reapply for recognition annually. A current list of student organizations and groups is available on Inside Transy. Student organizations and groups may be categorized as follows: Campus Media—pertaining to print, graphic, and audio communications Campus Service—pertaining to service to the University Community Service—pertaining to service to the community Departmental—pertaining to an academic program or divisional area of interest Governing—groups that represent the student body and serve as a liaison to the University administration or govern groups of organizations Greek—national fraternities and sororities organized and chartered under special regulations Honorary—pertaining to local or national academic and/or leadership honors Religious—pertaining to organizations associated with religious endeavors Special Interest—pertaining to special interests, services, and activities University Sponsored Organizations and Groups University sponsored organizations and groups are sponsored under the umbrella of a University office or department and may be directly funded by the University. Recognized Student Organizations and Groups Recognized student organizations and groups operate on a voluntary and self-governing basis. These groups are funded through membership dues, fund-raising projects, and budget allocations from the Student Government Association and other sources. Temporary Recognition Temporary recognition may be granted to new student organizations and groups that are in the process of requesting permanent status. It allows such groups to use facilities to hold informational and recruitment meetings, participate in Student Involvement Fairs, and determine if the group can be supported by our campus. This status is also for organizations that will only operate for a short period of time on campus, such as groups that support a short-term program or those formed to support a specific political candidate. If approved, temporary recognition is granted for a period of time not to exceed six months. A Request for Temporary Status form is available on Inside Transy.
Criteria for University Recognition All student groups requesting official recognition from Transylvania University must meet the following criteria: • The purpose of the organization must be compatible with the University’s statement of purpose.
• The aims and functions of the organization must be consistent with University policies and with local, state, and federal laws. • The organization may not discriminate on the basis of color, creed, race, religion, handicap, national or ethnic origin, gender, or sexual orientation with respect to membership selection (national/international Greek organizations are granted single sex status through Title IX). • Control of the activities of the organization must rest in the campus group rather than in an organization outside the University. • The organization must have at least one adviser who is a member of the faculty or staff of the University. • All members must be students, faculty, staff, alumni, or trustees of Transylvania University. • Advisers of religious organizations must meet with the Campus Minister prior to recognition.
Recognition Process for New Organizations and Groups New groups may apply for recognition twice annually: by November 1 for spring recognition or by April 1 for fall recognition. Step One: Organizing Students interested in starting a group on campus should submit to the Student Activities Office a letter of intent to organize signed by a student representative and the organization’s intended adviser. Upon receipt, groups are allowed to conduct limited business on campus. Groups may, over a three month period, post notices on Columns and campus bulletin boards, and reserve meeting room space on three separate occasions. Students may meet for organizing purposes only. Groups are not eligible to receive funding or sponsor campus programs until they are officially recognized. Students are encouraged to meet with the Director of Student Activities to learn more about the recognition process. Step Two: Requesting Recognition Once the group has organized, it is responsible for submitting the following materials to the Director of Student Activities: • Application for Recognition (application forms available on Inside Transy) • A Constitution or Statement of Organization (samples available on Inside Transy) • List of officers and members Step Three: Review and Approval The Director of Student Activities will review the request once all necessary materials have been submitted and notify the group of his/her decision within two weeks.
Annual Renewal of Recognition All sponsored and recognized student organizations and groups must submit the following information to the Student Activities Office by the last business day of September in order to maintain their official University status:
• Recognition Renewal form • Annual Report (may be submitted at the end of the academic year prior to renewal) Recognition Renewal forms are available at the Campus Center or on Inside Transy. Groups that fail to submit their information by the September deadline will be placed on probation until they provide the Student Activities Office with the necessary paperwork. For more information about the renewal process contact the Student Activities Office at 233-8133 or stop by the office in the William T. Young Campus Center.
Loss of Recognition Recognized student organizations and groups may lose recognition and privileges through the University judicial process for the following reasons: • Membership declines to the extent that the group cannot function normally • Violation/s of University policy • Discrimination on the basis of color, creed, race, religion, handicap, national or ethnic origin, gender, or sexual orientation with respect to membership selection • Harassment or discriminatory acts against an individual/s or organization/s • Hazing • Functioning without a faculty or staff adviser • Failing to complete recognition renewal through the Student Activities Office • Failing to remain financially solvent with the University When a student organization or group loses recognition, it must surrender its charter, constitution, bylaws, and all other official documents to the Student Activities Office. After dissolution and reconciliation of all accounts, its remaining assets or indebtedness are to be disseminated consistent with policy and majority rule. Appeals must follow appropriate University judicial procedures as outlined in the Student Rights and Responsibilities section.
Inactive Status Some organizations become inactive over time due to a lack of membership. The Student Activities Office keeps files of inactive organizations to serve as a resource to students wishing to reactivate these organizations or who are pursuing new organizations with similar purposes. For more information, contact the Student Activities Office.
Organizational Calendar/Timeline Involvement Fair September 14 Recognition Renewal Deadline October 1 Deadline for New Organization Application for Recognition November 1 (for Spring recognition) April 1 (for Fall recognition) Reconnect January 18 Annual Report May 31
Services Available to Student Organizations and Groups Organizational advising and program planning Applications Organizations may offer applications or forms to be picked up or collected at the campus center desk. Groups should create a folder to be placed in the â€•hanging filesâ€– behind the desk to distribute applications and collect completed copies. Groups may request a manila folder, label and hanging file for such use. Please do not advertise applications or forms as available until they actually are; and be sure there is a contact name and number listed on the file to notify when forms run out or for questions. Campus Center Staff are not responsible for restocking these files. Files will be disposed of one week after the due date listed. On-line Applications Groups may also ask for their application or form to be made available online. There is a Current Applications page on Inside Transy that can be linked to a notice on Columns or sent in an email. See Diane Fout for more information. Organization mailbox/mail service Organizations wishing to receive mail during the year are encouraged to request an organization mailbox in the campus center by contacting Kara Atwell. Copies In order to charge copies on campus, organizations must have a university account. Check with your advisor to see if you have an account to use for making copies. If a group does not have an account, it can request one by making a minimum deposit to the accounting office of $25. Once an account is established, the group will request a copy charge code from Office Services. This code will allow the group to charge copies in the Campus Center and Old Morrison. Groups wishing to charge copies in the library will need to additionally request a copy card for their group at the front desk of the library. This card will remain at the library and can be checked out by the group when making copies in the library. All copies made with this card will be charged to the groups account. Tax exempt purchases An organization with a university account is encouraged to use a purchase order for all purchases when possible. Using a purchase order allows the group to make a tax exempt purchase as opposed to paying tax on the total when using a credit card or purchasing with your own money and then being reimbursed. For assistance with this, see Diane Fout. Recommended Vendor Lists The Student Activities Office has lists of recommended vendors for various purposes including t-shirts, favors, decorations, rentals and other event supplies. We can assist you in finding the best deals and reliable businesses. Assistance with contracts To ensure your organization protects itself and its members and negotiates the best deal possible, the Student Activities Office can assist you in working with businesses and dealing with contracts. Online Events Calendar To assist you in planning your events, the Student Activities Office provides an online calendar. To list your event, send an email with the time, date and location
to email@example.com To view the calendar, go to Inside Transy under News & Information. Annual Student Involvement Fair/RECONNECT Re-Involvement Fair All student organizations, either returning or newly forming are invited to participate in the Student Involvement Fair held at the beginning of the school year to allow groups to showcase their organization and to solicit new members. There is also a smaller version held in January called RECONNECT which allows transfer students or students who are still looking for involvement opportunities to find groups to connect with. Specialized group presentations or individual consultation available on request Members of the Student Life Staff and Student Activities Office are able to provide specialized presentations and training for your group on a variety of topics. We are also available for one on one leadership consulting. Please contact Diane Fout for more information. Procedural advice and assistance in completing University forms and utilizing campus services
Contacting Organizations and Groups Any mail received to campus for student organizations will be forwarded to the primary contact person for the group through campus mail. Greek organizations, however, have a mailbox at the campus center desk. Please assign only one person from your organization to pick up mail. All student organizations and groups are encouraged to request a mailbox in the campus center. Students wishing to contact an organization or group and learn more about them can email the primary contact or advisor through the list of organizations available on Inside Transy. To protect the privacy of students, the student activities office will not give out your phone number as an organization contact to solicitors. Instead, we will provide them with an email address and allow you to contact them if interested.
Policies, Procedures and Resources for Student Organizations and Groups Alcohol (please refer to the Event Policy for procedures related to events with alcohol) Advertising (see Posting/Display/Advertisement Policy) Balloons/Helium The Student Activities Office has a helium tank available for use by members of the campus community and also stock some balloons and streamer. Balloons and/or helium may be charged to groups or offices with a University account, or may be purchased for cash. Balloons are $.25 and helium is $.25 per balloon. If you plan to purchase more than 20 balloons, please notify the office at least 5 business days in advance to ensure there is enough helium.
Banner Paper and Markers The Campus Center has a supply of banner paper and poster markers for recognized student groups to use. The paper comes in either 2ft. or 3ft. in height. We recommend the 2ft. if you are hanging it on the front of a table. Groups must follow the university posting policy or they will not be permitted to use banner paper in the future. You may check out the key to the paper closet from the campus center office with your Transy I.D. Paper is only for use by student groups to make advertising banners. Rolls must stay in the closet at all times. Groups or individuals wishing to use paper for decorating or for personal use may purchase it for $.25 per foot. Please remember to use the vinyl roll under your paper when making a sign with markers and do not make signs on carpeted areas. Stains left on tables or carpet will be charged to the offending group or individual. Candles/Torches/Bonfires The use of candles, torches, and bonfires is strictly limited on campus. Candles may only be used in outside areas unless prior approval has been given by a member of the Student Life staff or the building supervisor. Any use of torches or bonfires on campus must be approved in advance by the Director of Student Activities. Approval for such use is not guaranteed. (From the University Policies and Procedures section of the Student Handbook) Chaperones Depending on the event and the best interest of attendees as well as the sponsoring group, we may recommend and/or require some form of chaperone as part of the approval process for the event. Our goal, however, is to allow groups to host events as independently as possible. Copies Groups with a university account or a departmental account where copies can be charged may request a â€•copy codeâ€– from Office Services in Morrison 003 or at x8154. Copyright Groups should follow all copyright law, especially as it pertains to copying of artwork or images and showing of movies or videos. Groups may not show films in public areas unless licensed to do so. For more information contact the Director of Student Activities. (From the University Policies and Procedures section of the Student Handbook) Donations (see Fund-raising/Donations) Event Policy Event Approval Process The sponsoring organization is responsible for acquiring approval from a member of the Student Life staff for all social events held on or off campus in reserved, rented, or leased areas at least eight business days in advance of the event. Occasional exceptions may be granted at the discretion of Student Life staff. Groups should not advertise or make deposits until approval is granted. Hosting events without approval will result in disciplinary action. Approval forms are available on Inside Transy. Limitations may be
imposed upon the number of events approved for the same day at the discretion of the Student Life staff. Approval may be denied for organizations or individuals if the event is scheduled during the 24-hour quiet period for final exams (beginning at 5 p.m. the Friday before final exam week), the night before regularly scheduled classes, or the night before special campus-wide events (i.e. Family Weekend, Open House, etc.). On-Campus Event Policies Only Transylvania University students, faculty, staff, alumni, and their invited guests are permitted to attend on-campus events. Additional approval must be acquired to host an event that is open to the general public. Clean-up and restoration of the rented/leased or reserved space and surrounding areas are the responsibility of the host/sponsor and must be done by 6 a.m. the next day. A fine (minimum of $100) will be assessed if the work has to be performed by other persons. Judicial action may be taken against individuals/organizations for repeat offenses. Organizations with a demonstrated history of damage may be required to place a monetary deposit on the reserved space prior to the event. If damage occurs, any person(s) known responsible for said damage to the registered and/or surrounding public areas will be subject to financial restitution and disciplinary measures as specified by University officials and/or its judicial system. If responsible individuals are not known, the host/sponsor shall be held accountable for any damages associated with the event. Events must conclude no later than 11:30 p.m. Sunday-Thursday or 1:30 a.m. Friday and Saturday unless approved by a member of the Student Life staff. Outdoor Events Any outdoor event on campus must follow guidelines for working within campus noise policies. If the event may be disturbing to our campus neighbors (i.e. – noise or traffic), the group is required to send ―good neighbor‖ letter no less than 10 days prior to the event. Sample letters and mailing labels may be obtained from the Student Activities Office. Event Guests While the sponsoring organization is responsible for risk management at their event, individuals are also held accountable for their own behavior and their guest(s). Please ensure that you and your guest(s) are complying with all University policies and procedures if you are attending an on or off campus event. Noncompliance may result in disciplinary action against the individual and/or sponsoring organization. Hosting Events with Alcohol In order to host an event with alcohol, either on or off campus, all requirements of the Alcohol Policy (found in an earlier section of the University Policies and Procedures) must be met. Additionally, the following requirements must be met: • Prior to hosting, an organization or group may be required to complete an education requirement and/or a risk management plan for the event approved by the University. This could include an executive board meeting with the appropriate professional staff
to review campus policy or an educational program for the organization or group’s membership. • The possession, sale, use, or consumption of alcoholic beverages during a sponsored event on or off campus must be in compliance with federal, state, and local law, and University regulations. • No event involving alcohol shall be held on campus on weekdays or the day before a major university event. • Hosting groups must EITHER employ a third party vendor OR ensure that guests comply with BYOB requirements. o All third party vendors must possess a liquor license and be in compliance with federal, state and local laws. o Individuals who are 21 years of age or older and choose to consume alcohol may bring their own beverages (BYOB) for personal consumption. BYOB will not exceed a 6-pack of 12 oz. individual servings of beer, or one half pint of hard liquor. Any container larger than this is strictly prohibited (i.e. kegs, alcoholic punch, cases of beer, etc.). Transportation of alcohol must be in compliance with University policy. • The sponsoring organization is responsible for checking IDs and properly identifying those who are 21 years old. Wristbands are recommended and can be purchased from Office Services. • No alcoholic beverages may be purchased with University, sponsor, or host funds; and no collections may be taken up for the purpose of buying alcohol for the members and guests of the event. • The host/sponsors are expected to provide non-alcoholic drinks and food for underage guests and those who choose not to consume alcohol. There should be adequate provision of non-alcoholic drinks and food for all invited guests. • The sponsoring organization is responsible for supplying sober party monitors at the entrances and exits of the event to ensure the consumption of alcohol is moderate, confined to the area defined by the lease or rental agreement, and that only individuals 21 years or older are permitted to consume alcoholic beverages. The monitors will also serve as a watchful eye to help prevent injury to any potentially intoxicated person or guest of the event and may prohibit intoxicated individuals from entering the event. • If the event is private, a guest list must be provided and turned in at least 2 business days prior to the event. The number of guests is not to exceed 3 per member or 250 total. Guests must also legibly register their legal name on a sign-in sheet. This sign-in sheet must be returned to the administrative advisor with whom the event was originally registered by the first business day after the event. A guest list must be provided and turned into the appropriate Student Life staff person at least two business days prior to the event. The number of guests allowed is not to exceed three per member or 250 total, whichever is smaller. • Upon entering the event, guests must legibly register on a sign-in sheet to record attendance. By the first business day after the event, this sign-in sheet must be returned to the Student Life staff person with whom the event was approved • There should be no campus advertising for the event, and no references to alcohol may be made on invitations issued to the guests of the event. A member of the Student Life staff must approve invitations before they are distributed.
(From the University Policies and Procedures section of the Student Handbook) Event Equipment The Student Activities Office has a variety of resources available to your group for use in planning events. A partial list is included: Portable sound system* Large video projection system* Coolers Portable grills Extension cords
Gloves Outdoor movie screen Tables Chairs EZ Up Tents
* Requires scheduled training session prior to use (allow at least one week to coordinate) Groups wishing to use this equipment must contact Diane Fout preferably one week in advance to arrange for its use. Some equipment may be checked out by the group while other equipment can only be reserved for use during an event that is setup by university staff. Groups are responsible for proper check out, use and return of equipment. To check out equipment, it must be reserved through the office manager in the campus center in advance. When coming to pick up or return â€•reservedâ€– equipment, have the manager on duty check over the equipment and complete the event check out/in sheet. If equipment is not returned in the appropriate manner and timeline or is dirty or damaged, the group will be fined and will not be permitted to use such equipment in the future. The person checking out the equipment is personally responsible for the equipment until it is returned intact. In addition, the group may be banned from equipment checkout for an extended period of time depending on the circumstances. Groups are encouraged to donate leftover supplies or decorations from their events for use by other groups to use for campus wide events that benefit the entire campus. Oftentimes the Student Activities Office may have leftover supplies to offer your group as well. Event Limitations No events may take place in the residence halls the night before any major university event or on a Sunday when the University is closed on Monday. And no more than 2 events may take place in the residence halls at the same time. Funding Only certain organizations are eligible for direct University funding. Groups not receiving University funding may apply for funding from the Student Government Association or Student Programming Fund. University funds may not be used at any time for the purchase of alcoholic beverages. There are several options for funding that recognized student organizations can request:
Student Programming Fund The university has set aside $4,000 and SAB has contributed an additional $4000 to an annual fund of money available to student organizations to plan campus- wide student events. The criteria include: Requesting groups must have been approved for university recognition for the current year. Groups may request up to $1000 per event and must attach a proposed event budget. Events must fall on a Friday or Saturday night and priority of funding will be given to events scheduled between November 1st and March 1st. Events must be alcohol-free. Events should be of universal interest to students and must be open and accessible to all students. Events should not charge a fee for students to participate but can have fundraising elements as part of the event. If the event is approved for funding, group must also complete and have approved an Event Registration Form within the appropriate timeframe. If the event has fundraising elements, group must also complete and have approved a Fundraising/Donation Application within the appropriate timeframe. All purchases and expenses incurred from the event that are funded by the program must be made through the Student Activities Office. Any leftover supplies or decorations become the property of the Student Activities Office for future events. At the end of each term, if less than half of the total budget has been used, groups may request the additional funds for events that do not meet all of the criteria. Student Government Association SGA has money available each year for use by student groups. For more information contact a member of the Student Government Association or check out their website at http://homepages.transy.edu/~sga A Request for Funding Application form is available in the back of this handbook or online on the Student Life webpage on Inside Transy. Departmental Funds Some departments may have money available to sponsor departmental speakers or programs at the discretion of faculty. This money is not available to â€•request,â€– however if you have suggestions or ideas to bring to the faculty in those departments, please do so. Fund-raising/Donations Any individual or group wishing to raise funds or collect goods, whether through donation, sales, or services, must file a Fund-raising/Donation Application with the Director of Student Activities two weeks prior to the event. Fund-raising projects must be pre-approved, and examples may include on or off campus activities such as:
• Fund-raisers (dances, car washes, etc.) • Solicited donations of money or prizes (canned good drives, raffles, etc.) • Unsolicited donations of money or prizes (can be reported after the fact) A fund-raising committee oversees these activities to prevent overlap of activities, to provide appropriate donor tax record information, and to prevent over-solicitation of potential donors. Additional stipulations may be placed on groups organizing fundraising activities, depending on the situation. For more information, see the Director of Student Activities. If the fund-raiser benefits a charitable organization, the agency must also approve. As an ethical standard, 100 percent of the funds or goods raised, after documented expenses, must go for the advertised beneficiary. A copy of donation acknowledgement from the benefiting organization should be obtained by the student group and returned to the Director of Student Activities within two weeks of the conclusion of the fund-raiser. At all times, the sponsoring group bears full responsibility, both legal and procedural, for the fund-raising project. If a fund-raising activity is denied, the group may appeal in writing to the Dean of Students. (From the University Policies and Procedures section of the Student Handbook) Fundraising Groups asking for donations of any type (canned food drives, monetary donations or calling businesses for donated prizes), must complete a Fundraising/Donation Application and have it approved prior to beginning any activity or making any donation calls. You will need to attach a list of businesses you would like approval to contact or you can acquire a pre-approved list from the Student Activities Office. Only 2 in Forrer/CC at a time? Groups doing fundraisers of any sort must complete a Fundraising/Donation Application and have it approved prior to beginning any activity or making any donation calls. You will need to attach a list of businesses you would like approval to contact or you can acquire a pre-approved list from the Student Activities Office. Good Neighbor Policy When a student organization or group has an outdoor event on campus that may be disturbing to our campus neighbors (i.e. – noise or traffic,) the group will be required to send out a ―good neighbor‖ letter no less than 10 days prior to the event. Sample letters and mailing labels may be obtained from the Student Activities Office. It costs approximately $55 to send out this mailing. Groups should begin seeking approval for outdoor events several weeks in advance in case you are required to do a Good Neighbor mailing. Hazing Transylvania University believes that every student organization or group of students has an obligation in the development of its members and that this responsibility extends to the University where the student group is active, to parents and others who make possible the education of members, to the communities where these organizations are located, and to any national organization of which it is a part. While social behavior cannot be legislated, an organization without sound ideals and practices is not a constructive influence upon college students and shows no loyalty to the principles of education.
Hazing is defined as any action or situation created to produce mental or physical discomfort, embarrassment, harassment, or ridicule. Such activities and situations include but are not limited to paddling in any form, excessive fatigue, physical or psychological shocks, kidnaps, scavenger hunts, road trips, degrading, humiliating or fear-provoking games or activities, late work sessions which interfere with scholarship, menial tasks, and any other activity that is not consistent with the ideals and purposes of the student organization, or the regulations and policies of Transylvania University. Confirmed violations will result in disciplinary actions taken against the individual/s and/or the organization/s involved. Sanctioning will be decided in conjunction with the appropriate national office and may include loss of campus recognition. (From the University Policies and Procedures section of the Student Handbook) Hosting Social Events (see Event Policy) Noise In addition to the Noise Policy in the student handbook, organizations or groups wishing to have amplified sound at any outdoor event must follow the Good Neighbor Policy (see Good Neighbor Policy in this section of the Organization Handbook) Officer Eligibility Students on academic probation cannot hold office in a student organization. When stipulated, social probation may require the student to relinquish an office as well. Outdoor Sports (From the University Policies and Procedures section of the Student Handbook) Because of potential danger to automobiles parked in the back circle and Haupt circle, sports in these areas must be limited. Volleyball, wiffleball, frisbee, and all types of nerf balls are permitted. Baseball, softball, soccer, football, lacrosse, and other sports in which players throw or kick equipment must be played at one of the authorized athletic fields. For permission to use athletic facilities contact the Athletic Office at x8202. Students and/or organizations will be held responsible for damage that occurs while playing any sports, authorized or not. Outdoor Events (see Event Policy, Noise Policy and Outdoor Sports Policy) Posting/Display/Advertisement (From the University Policies and Procedures section of the Student Handbook)
For fire safety and aesthetic reasons, all signs, posters, banners, etc., must be confined to bulletin boards and/or kiosks (outdoor display structures). Interior walls, entrances, and the exteriors of all buildings should be kept clear unless approved in advance by the Dean of Students staff. Materials must be dated and include the name of the sponsoring office, organization, or individual. No materials may be posted or displayed for more than two weeks. No sign may exceed one half of a bulletin board or 3â€™x3â€™ in size, whichever is smaller. Push pins (not staples or tape) should be used to post on all bulletin boards. The use of double sided tape is strictly prohibited. The organization or individual posting the
material is responsible for its removal and for residue and/or other damage caused by posting. Unapproved or inappropriately posted materials will be removed immediately. Charges may be assessed and/or continued violation may result in disciplinary action. Transylvania University will not tolerate posted materials, displays, or advertisements that are in conflict with the Universityâ€™s human dignity statement. Reference to alcoholic beverages or any other drug is prohibited. The use of sidewalk chalk is not permitted on campus. Bulk mailings by student groups that use the on-campus mailbox system must be approved by a member of the Student Life staff and submitted 48 hours in advance. No group may sell advertisement space without appropriate approval through a completed Fundraising/Donation Application. Purchasing Tax exempt purchases Agency accounts Reservable Space Almost all space on campus should be reserved or approved for use in advance. A list of reservable spaces and the contact person to reserve them is available at ems.transy.edu. Some spaces have additional stipulations for their use. Reserving Space on Campus The university has a campus wide reservation system (EMS) through which all space on campus is now reserved. You may view reserved space through this system on Virtual EMS at http://ems.transy.edu. There are three ways to use this site. First, you can Browse Facilities to determine who to contact to reserve the space you want. Second, you can Browse Events to see what has already been reserved on any given day or to check to make sure your organizations space is reserved. Third, you can Browse for Space. This allows you to select the requirements you have for a space and browse for an available space that meets those requirements. Solicitation/Canvassing/Sale of Goods The University reserves the right of final approval for all soliciting agents. Solicitation, canvassing, and/or sale of commercial goods or services on Transylvaniaâ€™s campus must be registered with the William T. Young Campus Center at least one week in advance. A vendor sales agreement must be on file to sell any product or service on campus. A copy of the agreement will serve as identification and must be in possession of the vendor while on campus. The University will not permit solicitation by companies and organizations that do not have contractual ties with Transylvania. This applies to political candidates and/or their representatives. In addition, the number and kind of vendor invited to campus will be strictly limited. No vendors or solicitors are allowed on the floors of the residence halls and must remain in the area designated by the contract. A fee of 20 percent of net sales or $50, whichever is greater, will apply. Recognized student organizations participating in fund-raising activities are exempt from this fee. (From the University Policies and Procedures
section of the Student Handbook)
Special Approvals You should contact the Department of Public Safety (DPS): Anytime you have a late night event on or off campus where students are coming and going at night
Anytime you need any special parking arrangements (i.e. â€“ to deliver or setup equipment, for guest parking, if numerous off campus guests will be attending, if you have a bus pickup/dropoff, etc.) When you need special access (locking/unlocking) to unstaffed facilities (i.e. â€“ athletic fields, classrooms, etc.) Always make sure you have to proper approvals before the event. When noise may be involved with the event (i.e.- outdoor band, etc.) When large groups will be moving across Broadway St.
You should contact Dean of Students Office: For any special approvals recommended by a member of the student life staff You should check with a member of the student life staff regarding details of your event in the early stages of planning. These staff are here to assist you in your planning, offer suggestions, make sure you are aware of policies and procedures related to your event. Student Travel (Since the 2011-2012 Student Handbook printing, this policy has changed. Students should now submit an Event Approval Form in place of the Travel Itinerary Form, making sure to complete the Travel section of that form.) When an individual or members of a student organization or group travel outside of Lexington for a function of the student organization or group, they must submit a Travel Itinerary Form to the Student Life staff at least one week in advance of the travel. Individuals and groups become agents of the University; therefore, participants should conduct themselves in a way befitting representatives of the University when engaged in activities off campus. (From the University Policies and Procedures section of the Student Handbook)
Transportation Student groups needing recommendations and assistance in coordinating transportation for organizational purposes can contact the Student Activities Office. Groups traveling away from campus should submit a travel itinerary to a your advisor and a member of the Student Life Staff at least one week in advance of the travel University Vehicles The university has a number of cars and 15 passenger vans in its motorpool. However, only authorized drivers are permitted to operate any of these vehicles. The driver must be an employee and be on the approved driver list. The Student Activities Office has a list of approved drivers. Wristbands Groups who are limiting access to an event or who are hosting an event with alcohol where minors will be present, are encouraged to use wristbands to manage the event. The Student Activities Office may have wristbands available for purchase during the school
Judicial Procedures for Organizations Any violation by an organization of the directives of University policy shall be reviewed by the Dean of Students with Student Activities staff to determine procedural options. The violation may be heard by the Dean of Students (or designee), University Judicial Council, Panhellenic Council, Interfraternity Council, or other coordinating organization depending upon the circumstances.
Sanctions One or more of the following sanctions may be imposed depending upon the infraction and past disciplinary history: • letter of reprimand • restitution equal to assessed value • work assignment or volunteer service appropriately related to the offense • required attendance and participation in educational programming • fine • temporary revocation of chapter room lease • disciplinary probation to include restricted organizational privileges (including participation in social and sporting events, use of campus facilities, representation of the University in any official capacity, etc.) • temporary suspension of organization • dissolution of the organization (This policy revised by Dean of Students Office and University Legal Council, summer 2002) (From the Standards of Conduct section of the Student Handbook)
The Role of an Advisor The role of the advisor shall be: • To ensure compliance with procedural guidelines of the University; • To attend meetings and activities of the organization; and • To advise in the use of organizational funds. The advisor should be able to assist and give counsel to the student group in their regular operations and special projects as necessary for the fulfillment of the organization’s purposes. Areas in which the advisor should be knowledgeable to assist the organization include: Subject area of the organization itself. Administration and supervision of the organization ; including by not limited to, authority of officers, budgeting and accounting, constitutional provisions, goals and objectives, regular programs and general administrative and leadership techniques. University policies and procedures as it may apply to the organization and its activities. University procedures for utilization of services as they may apply to the organization and its activities. Relationship of the organization to any local or national affiliations or departments and organizations and the University itself. The advisor should be a primary resource for information and procedure. Organizations will find the advisor an effective and useful liaison with other departments, organizations and agencies. The advisor should be able to assist in simplifying procedures and cutting
through red tape. The main organization officer and the advisor should discuss the expectations and limitations each person brings to the organization.