Student Organization Manual

Download the Student Organization Manual (PDF)

Center For Student Involvement in brief

Registration Of Student Organizations

Starting A Student Organization

Getting Started

Roles Of The Advisor

Services For Student Organizations

Use Of University Facilities

Planning And Holding An Event/Activity

Publicity And Posting

Treasurer's Financial Guide

Policies And Procedures

Center For Student Involvement in brief

Mission Statement

The mission of the Center for Student Involvement is to foster student growth and development through leadership, civic, cultural, and involvement opportunities.

Value Statements

The Center for Student Involvement embodies the following values:

…mutual respect , which encompasses civility, and the acceptance of all individuals, inclusive of all beliefs, cultures, and differences.

…integrity, which is based upon sound judgment with trust and honesty as a basic foundation for all interactions;

…communication (interpersonal and technological), as a vehicle for interaction, information sharing, collaboration, and constructive evaluation and feedback;

…collaboration, that strives for successful relationships and outcomes through the sharing of skills, talents, and ideas;

…holistic individual development, by fostering learning and supporting growth, the expression of creative ideas, and the achievement of individual potentials;

…a vibrant community, that fosters traditions, celebrates relationships, and strives to develop lifelong connections to the university and associated communities;

…service to others, by supporting the development of compassionate, productive, and responsible citizens.

Registration Of Student Organizations

University Policy Statement

The University is committed to the belief that students have a right to organize and participate in groups whose purpose centers on the interests and goals of the individuals involved. The University encourages students to form student organizations in accordance with administrative policies and procedures established for this purpose. All student organizations, including but not limited to, departmental groups, interest groups, recreational clubs, political groups, and nonchartered governmental organizations are required to register with the Center for Student Involvement. Registration does not imply either University approval or disapproval of the organization's purposes.

Requirements and Expectations for Participation in Student Organizations

Students participating in organizations must be enrolled in and passing three (3) semester hours of coursework. Each student organization may set such additional requirements as may be appropriate to its own purpose.

Students who are officers/contact persons for an organization and students who commit funds from the student activity fee must meet the following criteria:

• Be enrolled in and regularly attend at least three (3) undergraduate or graduate credit hours;
• Maintain a cumulative grade point average of 2.25 on a 4.00 scale;
• Not be on academic probation or warning; and
• Have passed at least six (6) or more hours in the preceding semester of attendance.

First semester students who are not officially classified under a transfer status are not required to meet the academic or six (6) hours previous semester requirements.

Any student who is ineligible to participate based on the above criteria must withdraw from that activity. Students who do not meet academic requirements may submit, in writing, a waiver request to the Director of the Center for Student Involvement, 226 Kent Student Center.

Registration Process

Student organizations are required to register with the Center for Student Involvement every academic year. There are typically two primary registration periods – one toward the end of the spring semester and one at the beginning of the fall semester. Currently registered student organizations will receive a registration/reactivation packet for the next academic year. Student groups must fill out and return the registration/reactivation form by one of two deadlines. The priority deadline, which is typically the last Friday of classes in the spring semester, provides the benefit of having the student organization listed in the student telephone directory for the next academic year. Groups that do not meet this priority deadline will have until the third Friday of the fall semester to complete their registration. Groups not registered by the third Friday of the fall semester will be considered inactive and will lose their registered organization privileges.

The following information is asked for on the registration/reactivation form and must be filled out completely:

• Name of the organization
• Campus mailing address and phone number for the organization as well as either a web page or e-mail address (if appropriate); campus addresses/phone numbers cannot be residence hall addresses/phone numbers because students frequently move, quickly outdating our information
• Names, addresses, phone numbers, e-mail addresses, and student ID numbers for five (5) officers/contact persons for the organization
• Name, address, phone number, and e-mail address for the group's campus advisor; this person must be a full or part-time University employee (faculty or staff)
• Number of elections the group holds during the year and when those elections are held

All officers/contact persons for the organization must sign the registration/reactivation form. By signing, the officers/contact persons ensure that they agree to uphold all University policies and procedures, to not use student activity fees for political activities, nor to participate in hazing activities. It also grants release of status of eligibility information to the president and advisor of the organization by the Center for Student Involvement. In addition, all organizations must have a constitution on file with the Center for Student Involvement.

Registration of Greek Organizations

To maintain recognition, every Greek organization must renew its status with the University at the beginning of each fall semester. Renewal of recognition status only occurs at the beginning of each academic year. This process is in conjunction with the general registration process for all student organizations.

The following are guidelines that fraternity and sorority chapters must follow to maintain recognition:

• Complete and return the Kent State University Greek Affairs Registration or Renewal of Chapters with appropriate officer and advisor signatures
• Complete and return the Kent State University/Greek System Relationship Statement with appropriate officer and advisor signatures
• Complete and return the University Policy Regarding Hazing with appropriate officer and advisor signatures
• Submit an updated roster that identifies active and new members
• Submit an updated copy of the chapter's local constitution and bylaws
• Submit an updated copy of the chapter's national risk management policy

Release of Information Related to Student Organizations

The following information will be made available to the University community and the public on an unrestricted basis:

• Name of student organizations
• Campus addresses and campus phone numbers of student organizations
• Description of student organizations

In compliance with University policy and the Family Educational Rights and Privacy Act regarding the collection, retention, and dissemination of information about students, the following information will be made available to the University community and the public on a restricted basis, unless students indicate it should not be released:

• Names of officers/contact persons for the organization
• Names of advisors of organizations
• Phone numbers of organization's officers or contact persons and/or advisors

Starting A Student Organization

• Meet with the Assistant Director of Student Organizations in the Center for Student Involvement to discuss the process for registering a student organization.
• After meeting with the Assistant Director, the group may use space up to two times in the Kent Student Center to recruit members and promote the organization. This can either be a room for an information meeting or a recruitment table.
• Complete the necessary information contained on the registration/reactivation form.
• Develop a constitution; a sample is available from the Center for Student Involvement.
• Submit the registration/reactivation form and constitution to the Center for Student Involvement for review and completion of the registration process. Organizations will receive a letter confirming their registration status within one week of submitting their paperwork.
• Any changes to officers or contact persons or advisor, should be submitted to the Center for Student Involvement using a Student Organization Registration Change Form.

Getting Started

Benefits of Being a Registered Student Organization

All registered student organizations have available to them a variety of services and privileges including:

• Use of University facilities
• Use of Kent State University's name for identification purposes or organizational activities that are consistent with the goals and mission of the University
• Assistance with program planning
• Training and leadership development opportunities
• Assistance in resolution of organizational problems
• Training and assistance in the interpretation of University policies and procedures
• Opportunities for input on certain University decisions
• Use of campus mailboxes
• Discounts on purchases and services at certain University departments
• Fundraising opportunities
• Use of University accounting system
• Assistance with equipment and procedures for ticket sales for events
• Access to certain office equipment such as typewriters, computers, fax machines, and copy machines

Expectations of Student Organizations

• Abide by all applicable federal, state, and local laws as well as University policies and procedures.
• Ensure continuity from year to year by training new leadership and keeping good records of all organizational endeavors.
• Maintain open and honest communication channels with members, advisors, and University officials, and report any improper or illegal actions to the appropriate officials.
• Accurately represent the organization and it mission, goals, and objectives to the University.
• Respect the dignity of all persons, and not physically or sexually abuse or haze anyone.
• Strive to promote intellectual and academic achievement and integrity.
• Treat all persons without discrimination or prejudice, regardless of race, religion, national origin, gender, age, sexual orientation, handicap, or identity as a veteran.
• Conduct all actions in an ethical manner.
• Plan ahead and allow adequate lead time when services of University departments are needed.
• Practice sound fiscal management.
• Follow the “Expectations for Community Involvement" as printed in the University Digest of Rules and Regulations.
• Respect the existence and rights of other student organizations and strive to establish a sense of community among student organizations.

Expectations of Student Organization Officers/Contact Persons

• Become knowledgeable about University policies, guidelines, and procedures that relate to student organizations and their activities.
• Do not act on behalf of the University, which includes signing contracts.
• Attend Programming and Financial Workshop if the organization anticipates requesting student activity fee funding.
• Inform the organization's members of University policies.
• Speak with the authority for the group when discussing the organization and its plans on behalf of the group and specify when speaking about the organization and its plans on one's own behalf.
• Notify the Center for Student Involvement when changes in officers or contact persons, advisor, or meeting day and/or time occur.
• Notify the Center for Student Involvement of all changes to the organization's constitution.
• It is important to note that officers/contact persons are not merely figureheads for the group. These persons are true leaders who have distinct responsibilities. All such persons must establish lines of communication with the group in order to know what is going on within the organization. The excuse "I did not know this was occurring" is not an acceptable one, except for unusual circumstances. Part of being a leader is taking responsibility at a higher level than that of a group member.

The Role of the Center for Student Involvement Liaison

Every registered student organization is assigned a liaison in the Center for Student Involvement. This person is here to help in the following ways:

• Consultant – advising group on program planning, resolution advice for internal issues, etc.
• Cut through red tape – explaining university policy and appropriate methods for groups to conduct business
• Referrals – to appropriate areas/departments for the purpose of conducting organization business
• Advocate – for student groups with the administration

Roles Of The Advisor

Choosing an Advisor

Organizations rarely become successful without the active involvement of an advisor. The University requires that each student organization be advised by at least one faculty or staff member. The advisor who simply lends his/her name to an organization to fulfill the requirement does a great disservice to the group. Effective advising requires numerous skills normally associated with teaching or counseling and a willingness to commit time to these activities.

The Role of the Advisor

• Attend regularly scheduled meetings when possible.
• Have regular meetings with the officers to discuss organizational goals, assist with the development of programs, discuss the financial status of the organization, etc.
• Serve as a sounding board for the organization.
• In conjunction with the president, ensure that the officers or contact persons meet University requirements for involvement in student activities.
• Support the group.
• Be familiar with the group's history and traditions. The advisor should also be familiar with the constitution and bylaws and should be prepared to assist with the interpretation of those.
• Be knowledgeable about appropriate University policies.
• Recognize the general financial condition of the organization and encourage the maintenance of sound financial records.
• Monitor the group's functions and encourage all members of the group to fully participate, assume appropriate responsibility for group activities, and to maintain a balance between academic responsibilities and co-curricular involvement.
• Consider the impact of activities the group wishes to engage in. An advisor has the right to tell the group that they cannot have a certain activity, etc.
• Intervene in conflicts between group members and/or officers.
• Provide continuity and stability as leadership changes.
• Contact the Center for Student Involvement to discuss organizational problems, concerns, plans, and changes in organizational status.
• Sign all documents which require an advisor's approval.
• Provide honest feedback to group members and positive reinforcement for accomplishments.
• Share their experience and expertise when appropriate.
• Provide an “outside” view or perspective.
• Have the ability to lend a helping hand, provide a shoulder to cry on, lend a listening ear, and bestow a kick as needed.
• Possess the ability to wear many hats, assume the numerous roles and leap tall buildings in a single bound.

Services For Student Organizations

Long Distance Telephone

All registered student organizations have access to a long distance telephone for organization business. Undergraduate Student Senate (USS) provides this service for groups. This phone is available in the USS office 120, Kent Student Center.

Fax Machine

A fax machine is available for student organization use in room 120 (USS) of the Kent Student Center. The fax number is 330.672.2052.

Office Space

A limited number of office spaces and cubicles are available for student organizations. Offices are located on both the first and second floor of the Kent Student Center. Office space is allocated once each year for the next academic year by the Office Space Allocation Committee. This process occurs mid-spring for the next academic year.

Copier

USS provides a copier for registered organization use. Copier is located in the common area of 120 KSC. Stop in the USS office for usage instructions.

University Car Rental

University vehicles are available to student organizations for official business. All drivers must meet the following criteria:

• registered KSU student with valid Ohio driver's license
• no more than six points on driving record in past two years
• no serious motor vehicle violations within the past two years

All potential drivers must have a driver's license check prior to picking up the vehicle.

Out-of-state trips require two drivers and the appropriate Vice President or Dean's approval. In addition, for trips requiring more than 12 hours one-way driving time, a mandatory six hour break is required.

To begin the process for vehicle rental stop in room 226 KSC, Center for Student Involvement for the appropriate paperwork. Allow at least two weeks for the processing of driver's license checks.

Glass Cases in the Kent Student Center

Student organizations can reserve the glass cases in the Kent Student Center to use for advertising upcoming events or as a way to recruit new members. Reserve the cases through KSC Programming in the lower level of the Student Center.

Display cases are also available on the first floor of the library. To check on the availability of these cases, visit room 300 in the library.

Mailboxes

Student organizations may request a campus address for mail delivery when regeristering their organization. The mail boxes are located in the common student organization area 2 nd floor KSC. It is important that organizations regularly check and clean out their mailbox. All mailboxes are emptied at the end of the academic year.

Web Page Development

Please contact the Center for Student Involvement for direction on setting up an organizational website.

Student Organization Development Funds

A limited number of funds are available each year for registered student organizations to assit with organization business. one allocation per year. The maximum award amount is $300.00 per academic year.

Applications are available online or in the Center for Student Involvement, 226 KSC.

Dennis Eckart Scholarship Fund

Funds are available for undergraduate students to attend conferences, workshops, etc. where they will be developing leadership skills. Applications are available in the Center for Student 226 KSC. Students are eligible to receive this award once during their academic career.

Kent State Student Credit Union

Student organizations are encouraged to open accounts at the Kent State Student Credit Union (KSSCU). There is no minimum balance fee, no per check fee, and a minimum $5 balance. Groups will be issued a federal ID number as their account number, which indicates their status as a tax-exempt organization. Organizations are also eligible for a short-term loan in relation to fund-raisers. To be able to purchase supplies for a fund-raiser, groups may be loaned up to $200.

Leadership Development Workshops

The Center for Student Involvement offers a series of leadership development workshops which are open to all students. At the beginning of each semester, the office sponsors an all-day workshop, typically bringing in a well-known presenter to focus in-depth on one or more specific topics. Throughout each semester, a series of 45 minute workshops are provided on a variety of topics of interest to student leaders.

Office Supplies

Undergraduate Student Senate provides office supplies to student organizations with office space in the Kent Student Center. Other organizations can request the same supplies by submitting an Allocation Request directly to the Senator for Business and Finance, indicating the administrative category.

Table Tents

Student organizations may post table tents, in approved locations, to advertise for events and activities. Requests for posting table tents must be received from Food Service, 104 KSC. Before taking a copy of the table tent to Food Service, your organization's liaison from the Center for Student Involvement must sign off that you are a registered organization. Approval for placement of table tents in Jazzman's, on the lower level of the Student Center, should be obtained through Kent Student Center Programming.

The following guidelines for table tents should be followed:

• the size of the table tent should be no larger than 5 ½" x 4 ¼"
• the name of the sponsoring organization must appear on the table tent
• dates you want the table tents displayed must be specified with Food Service; table tents are permitted for a maximum of two days
• table tents may be placed in the Hub, Prentice, Stewart, Tri Towers, Eastway, and the Rathskellar

Use Of University Facilities

Scheduling Office

The University Scheduling Office, located on the first floor of the Kent Student Center, is the official agency responsible for coordinating the use of University facilities for activities other than authorized instruction. This office reserves the right to assign space to ensure maximum utilization of University facilities. Please keep in mind that scheduling for fall semester begins two weeks prior to the first day of classes. Scheduling for spring semester begins two weeks before fall semester ends. Summer scheduling begins two weeks before spring semester ends. Each group may schedule one event prior to that date, providing the event requires extensive planning and programming.

Procedures for Scheduling

After completing appropriate paperwork at the Center for Student Involvement, take relevant form(s) to the Scheduling Office. A confirmation will be sent, noting that the person(s) who signed the paperwork will be fully responsible for the event (or equipment rented) and will be held responsible for charges unless an account number is given. All special arrangements (ordering equipment, etc.) are done by the student after a facility is scheduled. Student groups with specific audio-visual requests in the Kent Student Center need to contact the KSC Operations department to schedule equipment and, if required, operators. All other audio-visual requests need to go through the Department of Audio Visual Services. When a scheduling regulation is violated, the director of the Scheduling Office sends a memo to the organization citing the violation. Organizations will be charged for damage to equipment, furniture, or facilities and any clean-up beyond what is normal.

Cancellations

The Scheduling Office is open from 8 a.m. to 5 p.m., Monday through Friday, and you can contact the office by calling 672-3202. If the office is closed, you can contact the Operations department at 672-2554 to cancel an event. If the event is in another building, you must contact the Scheduling Office to cancel it. Failure to cancel an event will be considered a “no show” violation and, as a result, charges may be incurred and scheduling privileges may be forfeited.

Facilities Available for Use

1. Auxiliary Services
   1. Ice Arena
   2. Golf Course
   3. University Airport
   4. Residence hall and related facilities
   5. Kent Student Center including plaza
   6. All Parking Services lots
2. All others
   1. Classroom facilities including seminar rooms and lecture halls
   2. Large assembly facilities
   3. Collegial and departmental conference rooms
   4. Outdoor facilities including athletic facilities
   5. Pan-African Cultural Center
   6. Memorial Athletic and Convocation Center

Facilities Not Available for Use

1. Office facilities, either academic or nonacademic
2. Laboratory areas
3. Designated areas within residence halls
4. University libraries
5. DeWeese Health Center

Early or Late Hour Requests

Requests to keep the Kent Student Center open beyond its normal hours must be approved by the Center for Student Involvement prior to application in the Scheduling Office. After a late hour request form is brought to the Scheduling Office, it must be approved by the Student Center Operations department which requires two (2) weeks advance notice to insure proper staffing of the building. There are charges for extending the building hours and these vary depending on the facility, time and nature of the event (usually $50/hour or any part thereof).

Room Arrangements in Kent Student Center

Every room except the Ballroom, 310A or B, Ballroom Balcony, KIVA stage, and 306 A, B, or C has a regular physical arrangement of tables and/or chairs. If scheduling those rooms listed above, you need to make arrangements for the room to be set up. This may be done at the time of scheduling or arranged directly with Operations at a later date. There is a $10 minimum charge to have the set up in other rooms changed. Requests to change the set up in a room should be done at the time of scheduling. Only Student Center staff is allowed to move furniture within the building.

Delinquent/Outstanding Charges

At the beginning of each month, the Scheduling Office receives a list from the Bursar's Office of all registered student organizations that have delinquent or outstanding charges of thirty (30) days or more. Registered student groups on this list cannot reserve University facilities until these debts are paid. Additionally, the Scheduling Office will notify groups of pending events which will be canceled if the group goes beyond forty-five (45) days past due. This prevents groups from incurring additional charges from the University while already delinquent.Organizations who have not made arrangements to pay off their debt are subject to deregistration.

Maintenance Fees/Charges

A group leaving a meeting room in disorder is liable for a labor charge required to clean and reset the room of $10 (minimum).

Demonstrations, Marches, and Off-campus Speakers

The University recognizes the exercise of the rights of expression, conscience, affiliation, and peaceful assemblage. The University is equally mindful that a reasonable and orderly calendaring and assignment of University facilities, resources, and personnel consistent with the civil liberties expressed in the first amendment to the United States Constitution are necessary in order to assure the pursuit of educational programs, to accommodate the needs of all persons, and to respect the rights of all members of the University community.

For the purpose of clarity, the following definitions apply:

1. Demonstration : A person or assembly of persons engaged in a rally, march, sit-in, fast or other public manifestation of welcome, approval, protest, or disapproval but does not include social or athletic exhibitions or events.
2. March : The movement of an assembly of persons from one point to another.
3. Non-university Affiliated Speaker : A person not enrolled as a student or employed by the University who addresses or intends to address persons on the campus grounds or in a facility of the University.

All demonstrations, marches, and non-university affiliated speakers must be sponsored by a registered student organization or University department. In addition, only currently registered students who are members of the sponsoring organization may facilitate the planning of such an event. In all instances, those sponsoring demonstrations, marches, or non-university affiliated speakers are responsible for making the necessary provisions to maintain the peaceful demeanor of the assembly, including the arrangements for peace marshalls or other self-governing services in cooperation with the assigned University security personnel. The sponsoring group shall be responsible for all expenses and damages incurred to the University. The University will neither permit nor condone unlawsful action. Civil disobedience as a means to produce change is always a matter of individual conscience and consequence.

Demonstrations and Marches

In order to obtain assistance in planning and obtaining University facilities, and in order to protect the rights of all members of the University community, participants and nonparticipants, student groups, and University departments must register demonstrations, marches and non-university affiliated speakers with the Scheduling Office. Details concerning space, time, and special arrangements will be noted at that time.

The scheduling office will determine if an event has been registered and by whom. If an event has been registered, the registered event shall be given precedence over any other use of the space or facility, and the determination of that registration status by the scheduling office shall be final. If the space has not been registered for an event, the procedures outlined below shall apply. When the scheduling office is closed, the Kent Student Center office should be contacted for verification of scheduling information.

The University permits demonstrations, marches and non-university affiliated speakers without prior registration provided that no sound amplification equipment is utilized and members of the University community not participating in the demonstration may proceed with their normal activities. Areas recommended for demonstration, marches and non-university affiliated speakers when not previously scheduled include:

1. On the Student Center Plaza
2. In front (south side) of the memorial athletic and convocation center
3. On the front campus lawn
4. On the commons
5. On Manchester Field

Use of these spaces shall be limited to one hour time blocks. Should another event or speaker not assume use of the space at the beginning of the next time block, the previous user may continue for the subsequent time block. Time blocks begin with the beginning of the hour.

The director of the Center for Student Involvement, in consultation with the police and appropriate building curator, may develop operational procedures to guide the determination of subsequent events or speakers. In the absence of specific procedures, those wishing to assume use of the space at the beginning of the next time block should clearly state their intention prior to the start of that time. If questions arise as to the next event or speaker, the parties should first attempt to arrive at an agreeable compromise. Should such a compromise not be possible, the parties should contact the following: in the case of the Kent student center plaza, the curator of the plaza; or in the case of other locations, the Center for Student Involvement.

Demonstrations, marches and non-university affiliated speakers shall be denied registration by the scheduling Office when:

• The director of Center for Student Involvement or designee, in consultation with the police and the sponsoring organization (and advisor) or department, has a reasonable basis to conclude that the demonstration or non-university affiliated speaker event substantially threatens to materially disrupt the normal activities of the University, threaten health or safety, or result in a violation of criminal law.
• The director of Center for Student Involvement or designee, in consultation with the police and the sponsoring organization (and advisor) or department, has a reasonable basis to conclude that there is danger to those participating in the demonstration or march.

Demonstrations, marches and non-university affiliated speakers may not:

• Be held inside or in the vicinity of campus buildings except as approved by the the director of Center for Student Involvement or his/her designee.
• Substantially obstruct or disrupt any legitimate function of the University including, but not limited to, research, teaching, administration, public service, or other authorized events.
• Substantially obstruct the free flow of pedestrian or vehicular traffic.

The route of all marches or parades must conform to stated regulations.

Non-University Affiliated Speakers

A university is a forum for the scrutiny and exchange of ideas. Therefore, the University encourages student organizations and university departments to invite speakers to the campus. Registered student organizations must register all non-university affiliated speakers with the Scheduling Office in order to assure orderly calendaring and to facilitate the event. The Scheduling Office shall establish operational procedures to accomplish this purpose, but such procedures shall not impose limitations based upon the subjects to be discussed or the background or past associations of the speakers. It is the responsibility of the sponsor to inform speakers of laws concerning advocacy of violence, inciting to riot, or other illegal acts.

Use of Sound Amplification Equipment

The use of sound amplification equipment on the campus is limited to registered student organizations and University departments. In order to ensure compliance with this policy, registered student organizations and University departments are required to register any use of sound amplification equipment with the Scheduling Office. Sound amplification equipment may not be used at any time, in any place, or in such a manner so as to substantially disrupt the University's functions of teaching, research, public service or administration, study and sleep in the residence halls, or other properly scheduled events. Sound amplification equipment may be used outside buildings in the areas listed below at the time specified when the area has not been previously scheduled.

• On the Kent Student Center plaza between 12 noon and 1 p.m., Monday through
• Saturday; and between 5 p.m. Saturday and 12 noon Sunday.
• On the commons when classes are not scheduled
• On the field bounded by Summit Street and the Allerton access road across from
• the Student Center parking lot
• On the intramural fields
• In the amphitheater near the Music and Speech Building when classes are not
• scheduled in that building
• On the field between the Memorial Athletic and Convocation Center and
• Manchester Hall north of the library.

Sound amplification equipment may be used inside buildings only where specifically permitted by the rules governing the respective facility. The appropriate facility curator(s), in consultation with the vice president for enrollment management and student affairs or his/her designee, may waive these restrictions or make available additional areas for sound amplification equipment use for good cause shown. Requests for such a waiver should be filed with the Center for Student Involvement.

The facility curator or other appropriate University official shall inform any individual or group who is in violation of this rule and request compliance. Failure to comply immediately shall subject the individual or group to Student Conduct sanctions or to the filing of criminal charges.

Any individual, group, or department convinced that arbitrary or unreasonable limitations have been imposed in the implementation of this rule may appeal to the vice president for enrollment management and student affairs or his/her designee.

Planning And Holding An Event/Activity

Programming Expectations

All students who program must follow University policies and procedures as well as applicable federal, state, and local laws. Also, each organization needs to anticipate, provide for, and meet promptly its financial obligations in a businesslike manner. An organization which fails to meet its financial obligations or has a deficit balance with the University will be informed of the situation. If prompt corrective action is not taken, the organization will lose the privilege of utilizing University facilities and services. Loss of registered status may also be the eventual result of continued nonpayment of bills.

In addition to being responsible for the costs of programs, organizations are responsible for the conduct of their members and guests at all group functions.

Steps to Planning

Preplanning is considered the most important element in programming for your organization.

• Needs Assessment
• Who is your audience? What do they enjoy? What does your group want?
• How will programs relate to your organizational mission?

• Develop a calendar of events
• What is realistic? What are your goals?
• Will dates interfere with exams or other University activities (i.e. Homecoming, Experience Kent State)?
• What can you afford to do?

• Do Backwards Planning – starting with dates of events, move back and sequentially mark the date each task must be completed
• What Center for Student Involvement deadlines apply?
• Who will be responsible for what?
• Do contracts for speakers/goods need to be completed?
• What emergencies can arise?
• Do we need any waivers?

• Communicate Progress on a Regular Basis
• Will meetings be needed?

• Know the Program
• What needs to be completed to ensure success on the day of the program?

• Follow-up
• Should a thank you be sent?
• Should equipment be returned?
• Did you document the programming steps for future years?

• Evaluation
• Did the program meet stated goals?
• What was effective/ineffective?

Timelines for Different Types of Programs

Use the following chart to plan for the minimum time it will take for various processes to occur on campus:

Registering Programs with Center for Student Involvement

For any event other than a regular meeting of members of your group, you are required to meet with your Center for Student Involvement liaison to register the event. This includes, but is not limited to:

• Sales and Solicitation
• Distribution or sale of food or alcoholic beverages
• Parades
• Assemblies
• Events with off-campus speakers
• Major events
• Fireworks
• Bonfires

Co-sponsoring a Program

When planning a program, co-sponsorship with other organizations should be considered. Co-sponsoring helps minimize problems by supplying additional person-power, eliminating duplication of programs, and providing budget alternatives. The “General Co-sponsorship Stipulations” listed below must be followed for events funded by student activity fees. Other groups should consider using a similar procedure, since it eliminates misunderstandings and establishes responsibility for the event.

General Co-sponsorship Stipulations

• All generated money for each co-sponsored program shall be placed into the account of one of the co-sponsoring groups.
• Generated funds from a co-sponsored event involving the use of student activity fees may not be line itemed until the Undergraduate Student Senate has been informed about disbursement.
• Generated funds from a co-sponsored program still fall under the Guidelines for the Allocation and Use of Student Activity Fees and organizations must follow the procedures regarding generated funds.

Special types of Events

Different types of events require different kinds of planning. Below are specifics related to a variety of events.

Social Events

A social event is any form of on-campus entertainment after 8 p.m. sponsored by a registered student organization which involves active participation by non-seated attendees. All social events on the Kent campus or any regional campus will end no later than 1 a.m. for events scheduled Sunday through Thursday evenings and not later than 2 a.m. for events scheduled Friday and Saturday evenings (note: Social events occuring in academic buildings must adhere to academic closing hours). Social events may not be advertised by sponsoring organizations off campus, on radio, television, or in newspapers. Appropriate supervisory personnel must be present at all social events. It is expected that the advisor of the registered student organization be in attendance as well. Social events are restricted to Kent State employees, students, and student guests. A student may bring one guest who must show identification and sign-in in order to be admitted to the event. Exceptions to this rule may be granted by the vice president for enrollment management and student affairs. Organizations requesting an exemption must do so in writing no later than five days prior to the scheduled event.

Procedures and Timelines for Programming a Social Event

1. Planning/Registration Meeting – at least fourteen (14) business days prior to the event, the organization president and advisor schedule and meet with the Coordinator of Greek Affairs in the Center for Student Involvement to plan and schedule the proposed activity. At this meeting all necessary information, including the Social Events document, VIP form, Sales and Solicitation form, etc. will be shared.
2. Pre-event meeting: At least five (5) business days prior to the event the organization must schedule and meet with the Coordinator of Greek Affairs. At this meeting the completed monitor sign-up sheet must be submitted and any waiver request presented. The organization should be prepared to discuss all details as they relate to monitoring, set-up, staffing, etc. of the event.
3. Event meeting: At least fifteen (15) minutes prior to the scheduled event, the advisor, organization president, and those staffing the event on behalf of the organization must meet with the Kent State University police, Hall Security, and the Center for Student Involvement staff member.

Concerts

Only the concerts committee of the All Campus Programming Board (ACPB) can sponsor and/or produce major concerts. Other organizations that wish to put on a concert should contact ACPB to investigate the possibility of co-sponsorship. Contact the chairperson of the ACPB concerts committee, (330) 672-2338, at least two (2) months prior to the proposed event.

Bonfires and Fireworks

Requests for fireworks and/or bonfires must be registered with the Scheduling Office in the Kent Student Center. Upon approval, the director of Fire Safety will register the event and request a permit from the Akron Area Environmental Protection Agency. This process takes approximately one (1) month. No fireworks and/or bonfire activity will be approved or staged without this permit. The director of Fire Safety will also register the event and request a permit from the Kent City Fire Department, which is also mandatory. Upon receiving the appropriate permits, the director of Fire Safety will notify the appropriate groups of the approval.

Special Forms and Policies

Sale and Distribution of Food

Food service arrangements can be made only after an event has been scheduled. Tickets sold for food must clearly state the cost of a meal. Events requiring food service after regular serving times must absorb the cost of all personnel, including wages and benefits. Three (3) weeks advance notice is required for food service and/or cash bar. Five (5) working days notice is required for light refreshments. Liquor cannot be charged to a University account.

Groups must obtain and display a Sales and Solicitation Permit when food will be distributed or sold. No sales or distribution of food may take place in the following established food service areas: Kent Student Center, Student Center Plaza and backyard, Eastway Recreation Center, and the residence hall cafeterias. The following policies must be followed:

Sale or distribution of light snack items for fund-raising purposes:

1. Light snack items such as donuts, rolls, cookies, and beverages not requiring refrigeration may be sold or distributed from behind reserved tables. Meat, meat spreads, cheeses, fish, fish spreads, cream products, meringues, or other prepared foods may not be sold in this manner.
2. Milk or milk products used as an additive to coffee or tea must be maintained under electric refrigeration at a temperature of forty-five (45) degrees or less. Coffee lightener must be served in a covered container.
3. All food must be individually wrapped or enclosed beneath plastic or kept in a covered box. All food shall be stored and displayed as to be reasonably protected from flies, dust, and pollution caused by unnecessary handling or other contaminations. When the service is such that the customer serves themselves, proper serving utensils, such as tongs, must be provided. The organization sales person is responsible for seeing to it that customers do not serve themselves by hand or in other inappropriate ways.
4. The use of plastic and wood utensils is allowed. Individual, dispensable stirrers must be available.
5. All food must be processed or prepared in a licensed food service operation or in an establishment or place meeting equivalent requirements of the Ohio Department of Health. In order to insure freshness of any commercially prepared food being sold, the organization must maintain receipts at the site noting date and place of purchase.
6. The food sales site and all utensils and devices must be open to inspection at anytime by University environmental control agents or appropriate University personnel.
7. The selling and distributing organization is responsible for normal cleaning of the sales site at the end of the daily sale or distribution period, including proper wrapping of all perishable garbage and removal of all food crumbs or liquid spills.

Sale or distribution of food items as part of a program must be in conformity with the following guidelines:

1. Category one (1) foods are as follows: crackers, popcorn, chips, pretzels, pop, punch, coffee, tea, hot chocolate, s'mores, fresh fruit, orange juice, watermelon, non-alcoholic beverages, cider, bread, buns, popsicles, rice, candy bars, mints, caramel apples, fried vegetables, peanut butter, jelly, dried fruits and nuts, and syrup. Foods in category one require that the individuals handling the foods insure that good personal hygiene practices be followed.
2. Category two (2) foods are as follows: cookies, donuts, baked beans, cake, nachos/heated cheese, butter, brownies, condiments, fruit pies, canned soup, danish, Christmas cookies, pancakes, and french fries. Foods in this category require clean areas of preparation and serving. This means that if the product is prepared in a kitchen, that area must be kept clean and free of potential contamination.
3. Category three (3) foods are as follows: dip, vegetable trays, spaghetti, pizza, tacos, milk, pumpernickel/spinach dip, hot dogs, bacon, eggs, cider, bagel/cream cheese, subs, cold cuts, chili, hamburgers, and ice cream. Foods in this grouping require temperature control either through refrigeration or heating. These foods are products that can cause food illnesses if not kept at proper temperatures. Foods that need to be kept cool must be kept at forty-five (45) degrees or below and cooked foods must be kept at one hundred forty five (145) degrees or above. Sale or distribution of foods in this category require prior consultation with authorized departmental staff and University food service officials. If needed, the items in category three must be prepared by and obtained from a licensed food service vendor.
4. Category four (4) foods are as follows: barbecued beef, roast beef, chicken, pork, potato salad, pot luck dinners, international dinners, and Chinese foods. Foods in category four are foods that must be prepared and served by a licensed food operation. These foods are not permitted to be prepared or served by individual organizations.

Any food products that require refrigeration or that have been cooked that are left from the event must be properly discarded once they have been served. Packaged foods that have not been opened may be saved and reused. Any meat products or foods that have meat sauces that are left from the event must be properly discarded.

A request for a waiver of any part of this rule must be submitted in writing to the director of Occupational Health and Safety by the appropriate representative of the student organization or residence hall group. The waiver must include a menu of the food being served and must be submitted five (5) working days in advance of event.

Sales and Solicitation (S&S) Permit/Joint Venture Agreement

The University permits registered student organizations to supplement their resources by selling or soliciting certain commodities or services. A Sales and Solicitation Permit is required whenever a group is charging admission, taking donations, selling, or soliciting signatures; it is also used to reserve table space on campus. An S&S can be obtained from the Center for Student Involvement and information given on the form will be a matter of public record in the Center for Student Involvement.

Anyone engaged in sales or solicitation on the University campus without a valid S&S clearly displayed, will be notified to cease operation and abandon the premises. A validated University identification card of the student or University staff present is required and must be shown upon request. In cases where individuals refuse to leave the premises after notification, the notifying University staff member involved will take appropriate action.

"Sales" is defined as the activity of exchanging a product or service in return for money, goods, or other services. “Solicitation” is defined as any effort to ask for donations or contributions of money, goods, or services, or written advocacy of a cause. The following policies apply to sales and solicitation:

1. Sales and solicitation limited to the membership of a particular registered student organization do not fall within these rules but are governed by the group's own regulations.
2. Individuals may not engage in sales and solicitation among the general University population while on University property unless sponsored by a registered student organization or University department.
3. Sales and solicitation are permitted inside buildings only from behind tables which have been reserved through the University Scheduling Office. Sales are permitted outdoors, provided that free flow of traffic is not impeded, and the area is reserved through the University Scheduling Office.
4. Sales and solicitation are expressly prohibited in food service areas, academic/administrative buildings, and door-to-door in the residence halls.
5. A member of the sponsoring organization or University department must be present at the sales or solicitation site at all times.
6. All of those directing or participating in sales and solicitation must be currently registered for classes or be employed by the University.
7. A University Sales and Solicitation Permit must be displayed at the sales or solicitation site at all times.
8. State law requires that a vendor's license be secured and Ohio sales tax charged, if a group sells the same item(s) more than five (5) times during a calendar year.
9. If an outside vendor is engaged in sales on campus, a Joint Venture Agreement must be filed with the Center for Student Involvement.

If you work with an outside vendor to collect credit card applications, let them know that the Registrar's Office should not be retroactively contacted to verify whether applicants are enrolled Kent State students. Students should be asked to present a copy of their ID at the time they obtain an application.

Joint Venture Agreement

Anytime an outside vendor is engaged in sales on campus, the group must negotiate a Joint Venture Agreement with the vendor in addition to filling out a Sales and Solicitation Permit. The agreement requires the vendor to pay the organization a minimum of ten dollars ($10) per day or not less than fifteen (15) percent of gross sales. There is no authority to waive this requirement. The following regulations and guidelines are to be followed in relation to outside vendors:

1. In the Student Center, the outside vendor will be assessed twenty-five dollars ($25) per table per day. The student group will be held responsible for this fee if it is not paid by the vendor.
2. The vendor must have a valid vending license. The license may be obtained at the:
   New County Administration Building
   5 th floor – Room 507
   Ravenna
   297-3572
   The cost of a license is twenty-five ($25) dollars; it is valid for one (1) year. A renewal fee of ten dollars ($10) is charged every year. Vendors must conduct business only at the specified location.
3. The student organization will be responsible for the outside vendor and will be charged for any costs incurred.
4. Upon request of the Center for Student Involvement, the student organization sponsoring the vendor must present evidence that all income was used for the specific purpose identified on the Sales and Solicitation Permit.
5. A copy of the vendor's license, the Joint Venture Agreement, and the Sales and Solicitation Permit must be on file in the Center for Student Involvement prior to the start of the activity. Events are subject to cancellation if these requirements are not met.

Alcohol and Student Events

The use or possession of alcoholic beverages, including beer and wine, on the property of the University must be in accordance with state and local laws. Consumption of alcoholic beverages in appropriate areas of the Student Center and the Golf Course is licensed under Food Services and is consistent with the Ohio Beverage Commission permits obtained for those areas.

The only alcoholic beverages permitted at organizational functions outside licensed areas is beer, and the event must be approved by the director of the Center for Student Involvement at least five (5) working days prior to the event. All alcohol requests (waivers) must be requested through the Center for Student Involvement four (4) weeks, twenty (20) working days prior to the event. When the VIP form is filled out, the organization will be informed of its responsibilities, limitations, and liabilities by a Center for Student Involvement staff member.

The consumption of alcohol must comply with the following University regulations:

1. The distribution of alcohol at an event must be approved by the director of the Center for Student Involvement.
2. Service and sales of alcoholic beverages must cease no less than one (1) hour before an event ends.
3. Only University students, faculty, staff, and their guests may be admitted.
4. Alternative beverages and food must be provided in the appropriate amounts.
5. Only those twenty-one (21) or over will be permitted to consume alcohol. Identification and proof of age are required. Acceptable identification to verify age shall be a driver's license or state ID card and a University ID card. Licenses from other states may be used at the discretion of the sponsoring organization. The sponsoring organization must present an estimate of the number of people attending who are twenty-one (21) years of age or over and of those who are under twenty-one (21) years of age.

Publicity And Posting

Flyers and Leaflets

A "flier/leaflet" is defined as any printed matter distributed by hand, such as separate sheets, small notices, or advertisements. Flyers and leaflets may be distributed:

1. Outside buildings so long as pedestrian and vehicular traffic is not substantially impeded.
2. Inside the Kent Student Center, except
   1. near (approximately ten feet of) any doorway or stairway or in any manner so as to create a safety hazard or impede normal traffic;
   2. on stairways;
   3. in food service and other retail sales areas;
   4. in meeting rooms (unless with permission of the group that has scheduled the event); or
   5. in restrooms
3. Inside other buildings, including residence halls, from behind reserved tables.

Fliers and leaflets specifically may not be distributed:

• in any faculty or staff work area;
• on vehicle windshields;
• inside classrooms, laboratories, libraries, or offices; or
• door-to-door or in corridors adjacent to student rooms in residence halls.

The facility curator or another appropriate University official will inform any individual or group which violates these procedures and request compliance. Failure to comply immediately shall subject the student organization to disciplinary sanctions or to the filing of criminal charges. Any organization convinced that arbitrary or unreasonable limitations have been imposed in the implementation of this rule may appeal to the vice president for enrollment management and student affairs or his/her designee.

Promotional Materials Outside the Student Center

There shall be no signs or promotional materials on the outside of the Kent Student Center, or between structures, unless by special permission arranged with the director of the center. Permission will be considered only if:

• The event is to be held in the Kent Student Center.
• The event is a recognized major University event.
• The material can be displayed without harm to persons or property.
• The material is put up by authorized University personnel.
• The name of the organization sponsoring the notice is clearly visible.
• The date of the event being announced or the date on which the notice is considered to have fulfilled its function is included.
• Materials are removed not later than the day following the event or the end of the promotional period.

Any material not fulfilling these requirements will be removed by University personnel.

Materials to be posted in the residence halls must be left at the KIC office for posting by members of the hall government.

Posting

The University reserves the right to regulate the time, place, and manner of posting and distribution of printed material. The University is not responsible for the content of printed material being posted or distributed. No advertising for an event is allowed until an event has been properly approved and scheduled.

Each facility curator is responsible for identifying the specific purpose of bulletin boards under his/her purview. All bulletin boards will be cleared at the end of each semester. Any material not fulfilling the following requirements will be removed from bulletin boards by a member of the staff.

• One poster or flyer per event on each bulletin board is permitted.
• The name of the organization sponsoring the poster must be clearly visible. The date of the event being advertised or a date at which the poster is considered to have fulfilled its function must be included. Posters are to be removed the day following the event by the sponsoring organization.
• In order to maintain the natural beauty of the campus and to preserve the quality of the buildings, trees, and shrubs, there shall be no posting of notices on any trees, buildings, utility poles, or campus sidewalks. Posting is not permitted on woodwork, doors, windows, walls, or bulletin board frames.
• In accordance with the state's fire marshal's regulations, no poster, promotional materials or decorations may be suspended from any light fixture.
• There shall be no signs or promotional materials suspended across the corridors of buildings, on the outside of buildings or between structures unless by special permission of the building curator.
• Courtesy and respect for the freedom of expression by others dictates that posters are not to be marked on, destroyed or removed. Anyone discovered defacing posters will be subject to disciplinary action.
• Posters or flyers must be attached by tacks only. Anything else will be removed.

Center for Student Involvement bulletin boards are reserved exclusively for use by registered student organizations. Prior permission is not required for posting on bulletin boards. Any poster which fulfills the above requirements may be posted. Size must not exceed eighteen inches by twenty-four inches (18 x 24) inches.

Chalking is permitted on campus as a means of advertising organization events. Chalking is permitted only on outside, horizontal, exposed surfaces where rain can wash the chalk away. Chalking is not permitted on vertical surfaces, buildings, under overhangs or on steps, posts, trees, tables and the like. The university reserves the right to remove chalking at its convenience.

Publications

A portion of Student Activities Fees is set aside for allocation by the Student Media Policy Committee (SMPC) to fund newspapers, yearbooks, magazines and special materials designed to inform a significant portion of the student body about a special topic. In order to be considered for funding, the publication must be student oriented, be edited and managed by students, must show a favorable history of expending allocated money or show potential appeal if money for a new project is requested. The allocation of Student Publication Activity Fees through the SMPC must follow the Guidelines for the Allocation and Use of Student Publications Activity Fees. These guidelines are reviewed and approved annually to ensure the best possible use of Student Publication Activity Fees. A copy may be obtained from the Convener of the SMPC.

Treasurer's Financial Guide

General Information

• The organization that elected you treasurer has expressed its confidence and trust in you by placing responsibility for handling its finances on your shoulders. This guide is designed to assist you in carrying out these responsibilities. The procedures described are simple, but that does not detract in any way from their importance. The staff of the Center for Student Involvement is available to help you in the performance of your responsibilities. Make use of their services as often as questions arise.
• All student organizations receiving allocations from any Student Activity Fee must open and maintain a university account. Allocated funds will be credited to this account.
• Books must be kept up to date; entries to your ledger should be posted as transactions are made.
• All organizations receiving allocations, regardless of the amount, must have a treasurer responsible for reconciling their books monthly with the Student Services Specialist in the Center for Student Involvement. The organization must also have proper bookkeeping procedures set up as explained in this section.
• All organization ledgers are subject to audit by the resident state examiners, University internal auditor, the Center for Student Involvement, and the Undergraduate Student Senate (if applicable).

Responsibilities and Duties of a Treasurer

• Prepare payment vouchers for prompt payment of all invoices; deposit all monies collected; and use the organization's account number and subcodes on all paperwork.
• Freeze the account if the organization no longer uses it. This is for the protection of the student organization so that charges are not made on the account without the organization's knowledge.
• Prepare an Undergraduate Student Senate Program Evaluation and Reconciliation Form for all programs funded through USS allocations within six (6) weeks of the program and forward the evaluation to the USS.

How To…

• Obtain a University Account : Registered student organizations may obtain a six-digit University Account by completing the appropriate paperwork in the Center for Student Involvement. University accounts are not charge accounts; money must be in the account to cover the charges. Four-digit subcodes must be used on all payments and deposits.

University Account Statements

Any student organization which has an university account must get their monthly account statement via a web site, http://financial-info.kent.edu. There are instructions on this web site to assist you with downloading templates to Excel and then downloading the monthly report into these templates so you can print out a hard copy.

Activity Fees

• Graduate Student Activity Fees – Funds are allocated during the year by Graduate Student Senate on an as needed basis, to graduate students and organizations. Contact the Graduate Student Senate, 672-5860, 120 L & M for further information.
• Undergraduate Student Activity Fees – Funds are allocated by the USS to eligible, registered student organizations. Applications are available during the fall and spring semesters. Organizations must have attended a Programming and Financial Workshop to be eligible for funding. Contact the Undergraduate Student Senate, 672-3207, 122 KSC for a copy of the current Allocation Guidelines.
• Student Publication Activity Fees – Funds are allocated annually during the spring semester by the Student Media Policy Committee for student publications.
• Residence Hall Activity Fees – Funds are allocated by Kent Interhall Council to each residence hall or applicable program. Contact KIC, 672-3122, Tri Towers rotunda for more information.

Travel Reimbursement for Trips Funded Through Student Activity Fees

No advance payments can be made for conference travel with the exception of registration fees. Other expenses are reimbursed after the completion of a trip according to the Allocation Guidelines. All original receipts should be attached to a payment voucher and forwarded to Accounts Payable.

Policies And Procedures

Hazing

Kent State University students as individuals or members of registered student organizations are expressly prohibited from engaging in hazing. Hazing is defined as committing any act or coercing another, including the victim, to commit any act of initiation individually or with any student or other organization that causes or creates substantial risk of causing mental or physical harm to any person. Students and/or organizations charged with violating this rule are subject to disciplinary action.

Nondiscrimination by Organizations

Any student organization selecting its membership upon the basis of restrictive clauses dealing with race, religion, national origin, gender, handicap, sexual orientation, color, identity as a veteran, or age in so far as included by law will be considered to be operating in conflict with University policy. Social fraternities and sororities that are registered with the Center for Student Involvement may use gender as a membership requirement.

Releasing Information Related to Student Organizations

The following information will be made available to the University community and the public on an unrestricted basis:

• name of student organizations
• mailing address of student organizations
• statement of purpose of organizations

In compliance with University policy and the Family Educational Rights and Privacy Act regarding the collection, retention and dissemination of information about students, the following information will be made available to the University community and the public on a restricted basis:

• names of officers or other members of student organizations
• names of advisors of organizations
• phone numbers of organization's officers/contact persons and/or advisors

This information may be released for public use only if written permission is obtained from the organization's officers, contact persons, or advisors, and only in accordance with the policy on the collection and dissemination of information.