GuidebookforAdvisingStudent
GroupsandOrganizations
Revised 05/14
TableofContents
GuidelinesforEffectiveAdvising....................................................................................................................................................3
BenefitsofAdvising..............................................................................................................................................................................4
ChallengesofAdvising.........................................................................................................................................................................4
Advisor’sRole..........................................................................................................................................................................................5
OverviewofStudentGroupsandOrganizations......................................................................................................................7
AdvisorAgreement................................................................................................................................................................................9
ResponsibilitiesofStudentOrganizationstoTheirAdvisor............................................................................................11
QuestionstoAsktheOrganization..............................................................................................................................................12
AdvisingStylesandSkills................................................................................................................................................................12
LiabilityandRiskAssumption.......................................................................................................................................................13
OfficerTransition................................................................................................................................................................................14
Retreats...................................................................................................................................................................................................15
ConstitutionWriting..........................................................................................................................................................................16
EventPolicyandProcedures.........................................................................................................................................................18
BankingCenterPolicy.......................................................................................................................................................................21
AgreementfortheUseofFacilitiesForm.................................................................................................................................23
PostingPolicy........................................................................................................................................................................................24
MoviesandCopyrightedMaterials..............................................................................................................................................25
WinterVisualandPerformingArtsEventPolicy..................................................................................................................27
StatementofSMCUserPolicies....................................................................................................................................................32
DiningPolicy.........................................................................................................................................................................................34
Finance/AllocationGuidelines......................................................................................................................................................35
ImportantDates...................................................................................................................................................................................42
ImportantContacts............................................................................................................................................................................42
RecommendedTimelines................................................................................................................................................................42
Resources...............................................................................................................................................................................................42
2
Guidelines for Effective Advising
I. GeneralFunctions
a. Assistthegroupinnegotiatingallgroupmembers’roles.
b. Agroupadvisormustexpresssincereenthusiasmandinterestinthegroupanditsactivities.
Advisorsmustbeopentocriticismsbythegroup.Workwiththemtoreevaluateyourrole.Be
willingtobewrong.
c. Attimesitiswisetoallowthegrouptobeonitsown.Youcandemonstrateyourtrustinthem
bysteppingbackforashorttime;however,donotpullbacktoofarbecausetheymayfeelyou
havelostinterest.Ifyouneverstepback,theymayfeelyouarea“parent.”
d. Actasapositivecritictothegroup.Givethemfeedbackonhowtheyaredoing.
e. Serveasaresourceforalternativeideasorsolutions.
f. Beawareofanyandallproceduresandregulationsaffectingthegroup.Assisttheminadhering
tothem.
g. Encouragethegrouptokeeprecordsandevaluationsinfiles.
h. Trytoencouragetheassignmentoftaskstoallmembers.Ifamembermerelycomesto
meetingsandlistens,he/shewillreadilyloseinterest.
i. Usethetoolsyouhavetoassistthegroup‐discussionmethods,goalsetting,rolenegotiating,
smallsub‐groups,grouprepresentatives,roleplaying,etc.
II. GroupBuilding
a. Itisimportantforgroupmemberstoknoweachotherwellenoughtobeabletosharethoughts
freelyandjoininthegroup.
b. Gettoknowmembersandhelpthemidentifythecontributionstheycanmaketothegroup.
c. Workwithgroupleaderstodevelopandimplementproceduresforbuildinggroupfeelingand
purpose.
III. GroupGoalSetting
a. Earlyintheyearraisequestionsaboutthegroupgoals.Whatistheirpurpose?
b. Whatdotheywanttoaccomplish?Trytheconsensusmethodforgroupgoalformation.
c. Keeparecordofgoalsandencouragethegrouptoperiodicallyevaluateitsprogressinrelation
tothosegoals.
IV. GroupMeetings
a. Meetwiththeofficersatleastonedaypriortothemeetingtodevelopanagenda.
b. Thisallowstimetogatheranymaterialsandinformationneeded.Inplanninganagendafora
meeting,helptheofficerconsiderwhathastobedoneandwhatshouldbedoneinlightoftheir
goals.
c. Discussideaswiththeofficersonpossiblemethodsofrunningthemeeting.
d. Followingthemeeting,discusswiththeofficersanyproblemsencounteredduringthemeeting
andoffersuggestionsforimprovement.
e. Inasupportivemanner,trytoholdtheofficersaccountableforfollow‐uponanyassignments
madeatthemeeting.
V. SuggestionsforAdvisors
 Determinewhetherornottheorganizationisachievingthegoalssetforthbytheexecutive
boardatthebeginningofeachsemester.
 Representthegrouptotheadministrationandhelpcreateabetterunderstandingofthesystem
anditsoperations.
 Attendasmanymeetingsaspossible.
3



Adviseandevaluatetheofficersontheperformanceoftheirduties.
Helpthegroupinstituteandmaintainawell‐organizedrecruitmentplan
Helpnewmembersfeelwelcome—encouragethegrouptointegratenewpeoplebyproviding
orientationandtrainingprograms.
 Advisetheorganization’sfinancialandlegalmatters.
 Providecontinuityforthegroup.Guidetheactionoftheorganizationtopreventharmful
decisionsoracts.
 Beawareofuniversitystandardsandregulationsastheyapplytotheorganization.
 WorkcloselywiththepeopleintheCenterforStudentInvolvementandLeadership.
 Professionaladvisorscanhelp,especiallyifyoukeeptheminformedaboutyourorganization’s
activities,plansandproblems.
 Knowasmanystudentsasyoupossiblycanandknowthemwell.
 Treateachstudentwiththedignityandrespectthatyouwantforyourself.
 Dealwiththeimportantandrelevantaspectsofyourposition.Avoidgettingburnedoutin
dealingwithpettydifferences.
 Behonestwithyourselfandothers.Itdoesnogoodtotellstudentswhatyouthinktheywantto
hear.
 Neverunderestimatethepowerofyourinfluenceonastudent.Yourconductandconversations
arewhatyouare—amodelforothers.
From:http://www.wagner.edu/campus_life/filestore2/download/529/role%20of%20advisor.pdf
BenefitsofAdvising
Therearemanybenefitsassociatedwithbecominganadvisortoastudentorganization.Herearesome:






Thesatisfactionofseeingandhelpingstudentslearnanddevelopnewskills
Watchingastudentgroupscometogethertosharecommoninterestsandworktowardcommon
goalsandanunderstandingofdifferences
Developingapersonalrelationshipwithstudents
Furtheringpersonalgoalsorinterestsbychoosingtoworkwithanorganizationthatreflectsone's
interests
Servingasamentorandsharingone'sknowledgewithothers
Formnetworkswithcolleagueswhoalsoserveasadvisorstostudentgroups
ChallengesofAdvising





Timemanagement,notbecomingovercommittedtotheorganization
Clarifyformemberswhatyourroleisintheorganization
Avoidbecomingovercontrollingintheorganization’smatters–decisionsshouldbemadebystudents
Beawareofdecisionsandactiontakenbytheorganization
Bepatientinthegrowthanddevelopmentalprocessesofstudents
4
AdvisorsRole
Eachadvisorperceiveshis/herrelationtoastudentorganizationdifferently.Someadvisorsplayveryactive
roles,attendingmeetings,workingwithstudentofficers,andassistinginprogramplanninganddevelopment,
whileothersmaintainamoredistantrelationshiptotheorganization.Itishopedthateachadvisorwill
maintainsomeregularcontactwithhis/herorganization.Anadvisoracceptsresponsibilityforkeeping
informedaboutactivitiesoftheorganizationandforadvisingofficersoftheorganizationonthe
appropriatenessandgeneralmeritsofpoliciesandactivities.However,advisorsarenotresponsibleforthe
actionsorpoliciesofstudentorganizations;studentsaresolelyresponsible.Advisorsshouldbeboth
accessibleandinterestedandshouldprovidewhatevercounselagrouporitsmembersmightseek.
Giventhemyriadofpurposes,activities,andobjectivesofvariousstudentgroups,theroleoftheadvisorwill
varyinsomedegreebetweengroups.Thepurposeofthissectionistooutlinebasicrolesofanadvisor.As
groupsvaryintheirexpectationsandneeds,itisimportantthatyou,asanadvisor,developanunderstanding
withtheorganizationyouaretorepresentastothenatureofyourinvolvement.Theadvisorandgroup
shouldagreeonasetofexpectationsofoneanotherfromtheonsetandshouldwritethislistdownasa
contractbetweenthegroupandtheadvisor.
Followingaresomeoftherolesyoumayassumeasanadvisor:
A.Mentor
Manystudentswillcometoseetheiradvisorasamentorandthesuccessoftheserelationshipscanlastmany
yearsandberewardingforboththestudentandtheadvisor.Ifthestudentisseekinganeducationanda
careerinyourfield,youmaybeaskedtoassistinhis/herprofessionaldevelopment.Tobeeffectiveinthis
capacity,youwillneedknowledgeoftheiracademicprogramandprofession,agenuineinterestinthe
personalandprofessionaldevelopmentofnewprofessionals,andawillingnesstoconnectstudentstoa
networkofprofessionals.Youmaybeapproachedtoreviewresumes,toconnectstudentswithcommunity
resources,ortobeasoundingboardfortheirideasofwhattheywanttoaccomplishinthefield.
Attimes,studentswillseekoutsomeonetoassistwiththeirpersonaldevelopment.Inthiscapacity,amentor
willhaveabasicunderstandingofstudentneedsandperspectives,adesiretochallengestudents
intellectuallyandemotionallywhileprovidingsupporttomeetthechallenge,andtheabilitytolistento
students'verbalandnonverbalcommunication.Studentsmaywanttotalktoyouaboutfamilyorrelationship
issues,conflictstheyarehavingwithotherstudents,ortohaveconversationsabouttheirideasandthoughts
ondifferentsubjects.
B.TeamBuilder
Whennewofficersareelectedornewmembersjointheorganization,youmayneedtotaketheinitiativein
turningthestudentsfromindividualswithseparategoalsandexpectationsintoateam.Teambuildingis
importantbecauseitenhancestherelationshipsofthestudentsbetweenoneanotherandtheadvisor.
Positiverelationshipshelptheorganizationsucceedandtoworkthroughconflictsanddifficulttimes.
Toaccomplishthegoalofcreatinganeffectiveteam,itisnecessarytoconductaworkshop(ifyouandthe
studentshavethetime,afull‐scaleretreatencompassingteambuildingandgoalsettingcouldbeplanned)to
engagestudentsinthisprocess.Astheadvisor,youmayconsiderworkingwiththestudentofficersto
developaplanandtohavethestudentsimplementit.Trainingstudentsineffectivetechniquesforteam
buildingwillkeepstudentsinvestedintheorganizationandgivethemtheopportunitytolearnwhatittakes
tobuildateam.
5
C.ConflictMediator
Inevitably,studentsaregoingtojointheorganizationwithdifferentagendas,goals,andideasabouthow
thingsshouldfunctionandthedirectiontheyshouldbetaking.Whenworkingwithstudentswhocomeinto
conflict,itmaybenecessarytomeetwiththemandhavethemdiscusstheirissueswitheachother.Inmany
cases,itmaybenecessarytoremindthemthattheybothwantwhatisinthebestinterestoftheorganization.
Askthemhowtheythinktheycanworktogether,pointouttheorganization'smission,andaskhowtheir
conductishelpingthegroupachieveitsmission.
Sometimes,onestudentmaybecausingproblemswithotherstudents.Inmanycasesthisstudentmaynot
realizethathis/heractionsarecausingaproblem.Inthiscase,speakingwiththestudentindividuallycould
behelpful.Chancesarethatnoonehasmetwiththestudentpreviouslyanddiscussedhowhis/herattitudes
areimpactingotherpeopleandhowthoseattitudesoractionscanbechangedtomakeeveryonefeelbetter.
Inmanycases,thestudentwillappreciatehonestfeedback.
D.ReflectiveAgent
Oneofthemostessentialcomponentstolearningin"outofclassroom"activitiesisprovidingtimefor
studentstoreflectonhowandwhattheyaredoing.Asanadvisor,youwillwantyourofficerstotalktoyou
abouthowtheythinktheyareperforming,theirstrengths,andtheirweaknesses.Givethemtheopportunity
todiscusstheirthoughtsontheirperformance.Thenbehonestwiththem.Letthemknowwhenyouagree
withtheirself‐perceptionsandinatactfulmannerletthemknowwhenyoudisagree.Remember,any
criticismyouprovidestudentsshouldbeconstructiveandyouwillwanttoprovideconcreteexamplesof
actionsthestudenttookthatseemtocontradicttheirself‐perceptions.Whenstudentsdiscusstheir
weaknesses,askthemhowtheycanimprovethoseareasandhowyoucanhelpthem.Studentsusuallyhave
theanswertowhattheyneed;theyjustdon'tliketoaskforhelp.Remembertohavestudentsreflectontheir
successesandfailures.
E.Educator
Asanadvisor,yourroleofeducatorwilloftencomethroughtherolemodelingofbehavior,guidingthe
studentinreflectionoftheiractions,andbeingtheretoanswerquestions.Oneofthemostdifficultactionsto
takeasanadvisoristodonothing,butsometimesthiscanbethemostimportantactionofall.Allowthe
studentstomaketheirdecisionseveniftheydonotagreewithyourideas.Sometimes,studentswillsucceed;
othertimes,theymayfail.Thekeyistoreturntotheroleofthereflectiveagentandgivethestudentsasafe
placetoreflectontheirexperiences.
F.Motivator
Asanadvisor,youmayhavetomotivatestudentstoexcelandtocarryouttheirplansandachievetheirgoals.
Somestudentsareeasilydiscouragedandatthefirstsignofdifficultytheymaywanttoquit.Youwillneedto
betheir"cheerleader"tokeepthemexcitedaboutallofthepotentialsuccessestheywillexperience.Youcan
motivatestudentsthroughtherecognitionoftheirefforts,appealingtotheirdesiretocreatechange,andto
connectingtheirexperienceshereattheUniversitytotheexperiencestheywillhaveinthecommunity.
G.PolicyInterpreter
Studentorganizationsoperateunderpolicies,procedures,andrules.Attimes,studentsmaynotbeawareof
thesepoliciesandtheywilldothingsinaninappropriatemanner.Themoreyouknowaboutthesepolicies
thebetteradvisingyoucangivetothestudentsontheirplans.Asanadvisoryouwillassumenumerousroles
6
andallpossiblerolesarenotmentionedhere.Akeyideatorememberisthatyouareanadvisornotthe
leader.Youprovideguidance,insight,andperspectivetostudentsastheyworkonprojects,butyoushould
notbedoingthework.Studentswilllearniftheyareengaged.Becarefulofbeingchallengedintodoingthe
workforastudentproject.Thestudentsmakethedecisions,andtheyareaccountableforthosedecisions,
andforthesuccessesandfailuresoftheirgroups.
*InformationprovidedbyJimMohr,AdvisorforStudentOrganizationsandGreekLife,EasternWashingtonUniversity
OverviewofStudentGroupsandOrganizations
Asanadvisor,youshouldunderstandthepurposeandmissionsoftheorganizationyouareworkingwith.
Youwillalsobenefitfromanoverviewofthedifferenttypesoforganizations,theirpurposes,andtherole
advisorsplayineachtype.
TheroleoftheCenterforStudentInvolvementandLeadership




Providesservicesandsupporttostudentorganizationswhileallowingthemtofulfilltheirindividual
missions
RegistrationofstudentorganizationsviaGetInvolved
Coordinatestudentevents
Providetrainingtostudentsandadvisors,resourcesforprogramdevelopment,andstaffwith
experiencetoassiststudentorganizationswitheventplanning,groupdevelopmentandmotivational
problems.
CharacteristicsofTypicalStudentOrganization
A. StudentSenate


Providesanofficialrepresentationofthestudentbodytotheadministrationandfaculty
Advisorcharacteristicsshouldconsistofthefollowing:
o Havetheabilitytodeveloparelationshipwithstudents(besupportiveand
sensitive)
o Beaninformedresourceperson(haveinformationonMillersvilleandother
PASSHEschools,otherorganizations,andcurrentissues)
o Haveinstitutionalcredibility(beaskilledadvocate,credibilitywithhighlevel
decisionmakers)
o Beapositiverolemodel(modelcreativeproblemsolving,abalancelife,and
appreciationofdiversity)
o Haveadaptiveskills(patienceandtolerance)
B. GreekLetterOrganizations

Threetypes
o Men’sGroups(NIC)
o Women’sGroups(NPC)
o ProfessionalGroups(NPHC)
7

Advisorcharacteristicsshouldconsistofthefollowing:
o Possiblememberoffraternityorsororitythatisbeingadvised
o Comefromanyareaofstudentoracademicaffairs
o Priorexperienceprovidesknowledgeoftheculture,organization,rituals,and
historyofthefraternityorsorority
C. HonorsandRecognition



Honorssocietyisanassociationwhosepurposesaretorecognizeandencouragehigh
scholarshipand/orleadershipachievementinsomebroadorspecializedfieldofstudy
Arecognitionsocietyisdefinedasonethatconfersmembershipinrecognitionofa
student’sinterestandparticipationinsomefieldofcollegiatestudyoractivity
Advisorcharacteristicsshouldconsistofthefollowing:
o Facultyorstaffoftheuniversityinthedepartmentthesocietyrepresents
o Membersofthesociety,orinductedasanhonorarymember
o Beapositiverolemodel(modelcreativeproblemsolving,abalancelife,and
appreciationofdiversity)
o Haveadaptiveskills(patienceandtolerance)
D. Military


ROTCPrograms,StudentVeteran’sAssociation
Advisorcharacteristicsshouldconsistofthefollowing:
o MilitaryofficersservingasinstructorsintheROTCprogram
o Workcloselywithstudents(assistingwithcareer,personal,academic,and
militaryserviceconcerns)
o Beapositiverolemodel(modelcreativeproblemsolving,abalancelife,and
appreciationofdiversity)
o Haveadaptiveskills(patienceandtolerance)
E. Sports(sportsandleisure)


Recreationalsportsfallintooneoffourcategories:
o Informalsport(self‐directedactivity)
o Intramural(structuredcontestsandtournaments,limitedtouniversity)
o Extramural(structuredcontestsandtournamentsbetweendifferentuniversities)
o Clubsport(groupsorganizedbyacommoninterestinaparticularsport)
Advisorcharacteristicsshouldconsistofthefollowing:
o Generallyhaveaninterestasaparticipantorproponentofthesportthatthe
organizationaddresses
o Serveasaliaisonbetweenstaff,students,administrators,andparticipants
o Makerecommendationsregardingpolicyandprocedure
o Serveasasoundingboardtoinfluencedecisions
F. Departmental(academicandprofessional)

Associatedwithanacademicdepartment
8

Advisorcharacteristicsshouldconsistofthefollowing:
o Shouldbeafacultyorstaffmemberinthedepartmentthattheorganizationis
affiliatedwith
o Actastheofficiallinkfromthechaptertothenationalorganization(ifthe
organizationisnationallyaffiliated)
o Beapositiverolemodel(modelcreativeproblemsolving,abalancelife,and
appreciationofdiversity)
o Haveadaptiveskills(patienceandtolerance)
G. SpecialInterest(serviceandcivicengagement,spirituality,multicultural,andartsandculture)


Comprisesthegreatestnumberofstudentorganizations
Advisorcharacteristicsshouldconsistofthefollowing:
o Assistinprovidingguidanceandplanningtotheorganizationinanattemptto
fulfilltheorganization’smissionandpurpose
o Provideguidanceadheringtopolicies
o Haveaspecificinterestintheorganization
o Playanintegralroleinofficerandmembertraining
o Thelevelofinvolvementoftheadvisorislikelytocomefromtheconstitutionof
theorganization.Itmaybenegotiatedwiththeorganization’sleadersand
members.
AdvisorAgreement
TheCenterforStudentInvolvementandLeadershipappreciatesyourcommitmenttoserveasanadvisortoa
recognizedstudentorganizationMillersvilleUniversity.Theadvisorcanplayanintegralroleinhelping
studentleaderscreateanenvironmentwithintheirorganizationthatisproductive,safe,enjoyable,and
educational.Webelieveitisimportanttoprovideclearguidanceandsupportregardingtheexpectedroleyou
willplayasyouinterfacewiththeorganization.
A. AdvisorExpectations
1. Asanadvisor,youshouldbeawareoftheMillersvilleUniversityStudentCodeofConduct,the
StudentOrganizationsHandbook,theMillersvilleUniversityAlcoholPolicy,andotherinstitutional
guidelinesthatestablishexpectationsforstudentbehaviorandactivities.Youshouldensurethat
thegroupanditsofficersknowwhatresourcesareavailabletoassisttheminmakinggood
decisions.AsanemployeeofMillersvilleUniversityyouareexpectedtoreportallruleviolationsor
potentialviolationstotheappropriateuniversityofficial.Youshouldbefamiliarwiththe
organization'sconstitutionandallothergoverningdocuments,sothatyoumayadviseeffectively.
TheCenterforStudentInvolvementandLeadershipwillconducttrainingsandofferresourcesto
assistyouinthisrole.
2. Youshouldbeawareofliabilityissues(i.e.hazing,alcohol,etc.)andadvisetheorganizationto
makereasonableandprudentdecisionsregardingtheseissuesinplanningactivities.
9
3. Youshouldmeetwiththeofficersoftheorganizationyouadvisetodiscussexpectationsforroles
andresponsibilities.Inordertostayconnectedwiththeorganization,youshouldregularlyattend
executiveaswellasgeneralmeetingsandbeavailableoutsideofthosemeetingsforadviceand
consultationrelatedtotheoperationsoftheorganization.Thatdoesnotnecessarilymeanyou
havetobeatallmeetings.Additionally,youshouldassisttheorganizationindevelopingrealistic
goalsfortheacademicyear.Thiswillcontributetotheeducationalandleadershipdevelopmentof
thestudentsinvolved.
4. Itisuptotheadvisortomakesurethathis/hersupervisoranddepartmentsupporthis/her
servingasanadvisortoastudentorganization.AsoutlinedinboththeEmployeeHandbookand
FacultyHandbook,advisementofastudentorganizationiswithinthescopeofemploymentofan
employeeoftheUniversity.Supervisorsareencouraged,wherereasonablypossible,to
accommodatesuchactivitiesonthepartofemployeeswhomtheysupervise.
5. AdvisorsareexpectedtoattendtheOrganizationseventsforthedurationoftheirevents
particularlySocials,Performances,andCompetitions.
6. Advisorsarenotrequiredorexpectedtoparticipatedirectlyinstudentorganizationactivitiesthat
mayinvolvesignificantriskofinjurytopersonsorproperty,anddosoattheirownrisk.Theyare
notrequiredtoprovidetransportationinprivatevehicles,anddosoattheirownriskandbasedon
theirowninsurancecoverage.Theymayassistandadviseorganizationsconcerningrequirements
andproceduresforarrangingtransportationforuniversity‐ownedvehiclesandrentedvehicles.
Advisorsmayadviseorganizationsconcerningmanagementoftheirfinancialresources,butshould
notpersonallyhandleorganizationfunds,orassumesignatureauthorityoverorganizationoff‐
campusbankaccounts.
EachyearyouwillbeaskedtocompletetheAdvisorAgreementwiththeOrganization’sPresident,pleasebe
suretohaveathoroughconversationwithyourleaders.Thiswillbenecessaryaspartoftheorganization’s
registrationprocessviaGetInvolved.
B. StudentOrganizationandAdvisorRelationship
Theorganization‐advisorrelationshipisnotaone‐waystreet,inthatthestudentorganizationanditsleaders
alsohaveresponsibilities.Theseresponsibilitiesincludeappropriatelevelofcommunication,providing
opportunitiesforadvisorinteractionandacommitmenttothesuccessoftheorganizationasawhole.
Youarenotaloneinthisresponsibility.TheCenterforStudentInvolvementandLeadershipstaffwill
continuetobearesourceforyouasanadvisorinavarietyofcapacities.Alongwiththeresourcesweprovide
yourstudentleaders,wewillprovideadvisorswithweb‐basedresources,Officer/Advisortrainingsessions,
andone‐on‐oneconsultation.Asateamwecanassistourstudentleadersintheirleadershipandpersonal
developmentandensurethesustainabilityoftheiractivitiesandinitiatives.
Asanadvisortoastudentorganizationyouadvancethequalitiesofmindandcharacterbeyondthe
classroom.Theseincludeaninquisitive,analyticalmind;respectforhumandiversityandindividuality;a
senseofcivicandglobalresponsibility;soundethicalprinciples;effectivewriting,speaking,andquantitative
skills;andahealthylifestyle.
10
C.LiabilityCoverage
*NotetoStudentOrganizationAdvisors
Generallyspeaking,ifyouareaStateSystememployeewhoisactingwithinthescopeofyouremployment
(whichincludesbeingastudentorganizationadvisor)andingoodfaith,orifyouareadulyregisteredand
authorizedvolunteerincompliancewithBoardofGovernorsPolicyNo.1991‐04,andarenamedasa
defendantinacivilclaimorlawsuitarisingoutofyouractsoromissions,youwillbelegallydefendedbythe
Commonwealthandindemnifiedfromanyresultingmonetaryjudgmentagainstyou.Thisplancoversmost
liabilitiesagainstanemployeethatresultfromtheemployee'sactsoromissionswhileintheperformanceof
officialdutiesfortheUniversity.
Activities/Incidentsthatmaybeexcludedfromcoverageunderthepolicyare:
1.
2.
3.
4.
5.
6.
7.
8.
9.
Activitiesthatdonotariseoutoforinthecourseofemployment
Incidentsinvolvingprivatemotorvehicles
Incidentsinvolvingthetransportationofmobileequipment
War
Statutorycoverage,suchasworkers'compensation
Injuryordamagearisingoutofmalfeasanceinofficeorwillfulneglectorrefusalofduty
Injuryordamagewhichisintendedorreasonablyexpectedbytheinsured
DamagetoUniversityvehiclescausedbyotherUniversityvehicles
Propertydamagethatisbelowthepolicydeductible.
ThepolicycoverstheindividualliabilityofUniversityemployeesanddoesnotimplycoverageofliabilityon
behalfoftheUniversity.
ResponsibilitiesofStudentOrganizationstotheirAdvisor
TheresponsibilitiesofStudentOrganizationstotheiradvisorinclude,butarenotlimitedto:
A. Establishingandsharingajobdescriptionfortheadvisorthatclearlydefineshis/herresponsibilities
andanticipatedlinesofcommunicationanticipated.
B. Notifyingtheadvisorofallmeetings,activities,andprograms,andestablishinganattendanceschedule
atorganizationmeetingswhichismutuallyagreeduponbytheadvisorandthestudentorganization.
C. Providingcopiesofmeetingminutesinatimelymanner.
D. Meetingregularlywithyouradvisortodiscussorganizationmatters.
E. ConsultingtheadvisorpriortomakingsignificantchangestothestructureoftheOrganization.
F. Consultingtheadvisorwhenanysignificantorganizationpolicychangesaremade.
G. Allowingtheadvisortosharetheirthoughtsandideas.
H. Showingrespectandvaluefortheadvisorwhomtheorganizationchosentoserveasguideand
mentor.
I. Consideringalladviceandguidanceprovidedwithanopenmindandasincereinterestfor
improvementofdailyoperationalandspecialevent/activityneeds.
SomeinformationprovidedbyJonKapell,AssociateDirectorofCampusActivities,DrexellUniversity
11
QuestionstoAskStudentOrganization
Thesequestionsaregoodquestionstoaskwhendiscussingyourroleinthestudentorganization.Pleaserefer
totheAdvisorAgreementworksheetandtheSignaturesheetonGetInvolved,asthesemustbecompletedasa
partoftheorganizationregistrationprocess.
A. Howmuchinvolvementisexpectedorneeded?
B. Howoftendoesthegroupmeet?
C. Howmanymajoractivitiesdoesthegroupplanpersemester?
D. Howexperiencedarethestudentleaders?
E. Howdoyourskillsmatchtheneedsoftheorganization?
F. Whataresomeoftheproblemareasthatyourorganizationspecificallyneedsadvisoryassistancein
dealingwith?Askforpastexamples.
G. WhataresomeofthewaystheAdvisorcanbemorehelpfultothegroup?
H. WilltheAdvisorbeasilentobserveratmeetingsoranactiveparticipant?
I. Shouldyouinterruptduringmeetingsifyouthinkthegroupisgettingofftrack?How?When?
J. Ifthingsgetunruly,shouldyouinterruptorremainsilent?
K. IstheAdvisorexpectedtogivefeedback?How?When?
L. Arethereareasoftheorganizationthatare"handsoff"totheadvisor?
AdvisingStylesandSkills
Situationaladvisingallowsyoutochangeyouradvisingstyletomatchthedevelopmentneedsofthe
individualororganizationyouadvise.Youradvisingstyleisthewayyouadvisewhenyouworkwith
someone.Itishowyouconductyourself,overtime,whenyouaretryingtoinfluencetheperformanceof
others.
A.ADVISINGSTYLES
Youwillneedtovarythesebasedonyourassessmentofthestudents/groupsreadinesslevel.Manytimes,
advisorsmaystrugglewithstudentsbecausetheybelievethattheyneedahigherlevelofinteractionor
directionwhenthestudentisactuallyabletoacceptmoreofadelegatingstyleandviceversa.
1. Directing:Theadvisorprovidesspecificinstructionsandcloselysupervisestaskaccomplishments.
Usethisstylewithstudents/groupsthatareatalowlevelofreadiness.
2. Coaching:Theadvisorcontinuestodirectandcloselysupervisetaskaccomplishment,butalso
explainsdecisions,solicitssuggestions,andsupportsprogress.Usethisstylewithgroupsthathave
afewleadersthatareatahigherreadinesslevelwhowillneedyoursupportwiththerestofthe
grouptogetthingsaccomplished.
3. Supporting:Theadvisorfacilitatesandsupportstheeffortstowardtaskaccomplishmentsand
sharesresponsibilitiesfordecisionmakingwiththestudents.Usethisstylewithstudents/groups
thatarejuststartingtounderstandtheconceptsthatwillleadtosuccess‐thegroupisjuststarting
to"getit".
4. Delegating:Theadvisorempowersthestudentstoconducttheirowndecisionmaking,problem
solving,anddelegating.Usethisstylewithstudents/groupsthatareatahighlevelofreadiness.
12
B.ADVISINGSKILLS
1. Flexibility:Youmustbeabletomovefromonestyletoanotherinordertomeettheneedsofthe
differenttypesofstudentsandmultiplecircumstancesyouwillencounter.
2. Diagnosis:Youhavetolearnhowtodiagnosetheneedsofthestudentsyouadvise.Determining
whatisneededasopposedtowhatiswantedissometimesadifficulttask.Itisalsoimportantto
notethatwhatisneededisnotalwaysthethingthatwillgetthemostpositiveresponse‐itiswhat
willleadthestudentthroughaproblem,setthestandardforthefuture,orhelptoteachthe
studentavaluablelifelesson.
3. Contracting:Youhavetolearnhowtocometosomeagreementswithstudents.Itcanbehelpfulto
worktogethertoreachanagreementastowhichadvisingstyletheyseekfromyou.Thisisa
valuablelessonforassistingstudentswithunderstandingtherulesofengagementandinteraction
thatwillbecarriedforthastheymature.
LiabilityandRiskAssumption
Asanadvisorofastudentorganization,youaretheuniversity'srepresentativeregardingtheorganization's
activities.Assuch,youareexpectedtogivereasonableandsoundadvicetoyourorganizationaboutsuch
thingsasprograms,useoffacilitiesandoperationalprocedures.Ifyouhavereasontoquestionanaction
takenbytheorganization,expressyourconcerndirectlytotheorganizationinwriting,includingthedate,a
suggestedalternativetothequestionableaction,awarning,etc.
Itisimportanttorememberthat,ingeneral,whileweneedtobeconcernedaboutliability,wecanseriously
damagetheeducationalprocessbybeingparanoidaboutit.Justasthereisnospecificstatementthatexplains
facultyliabilityforeverypossibleclassroomincident,thereisnonethatcoversallthepossiblesituations
studentorganizationsmightencounter.Ifyouhaveconcernsaboutasituationuniquetoyourorganizationor
toaspecificeventsponsoredbytheorganizationyouadvise,pleasecontactsomeonefromtheuniversitystaff
whoisknowledgeableaboutliabilityandriskmanagement.
Althoughthereisnowaytocompletelyeliminateriskandlegalliabilityassociatedwithaprogramorevent,
therearewaystoreduceriskandprovideasaferenvironmentforprogramparticipants.Hereareafew
thingsthatyourorganizationcandotoidentifyandreducerisk:
A. CompleteaPre‐EventPlanningConversationtoclarifytheneedsandexpectationsofparticipants.
B. Identifyspecificrisksinvolvedintheevent.Thesecouldincludephysicalrisks(suchasaneventwith
physicalactivity)andliabilityrisks(suchaseventsinvolvingalcohol,minors,ortravel).
C. Identifyoptionsforreducingrisksbyincluding,butnotlimitedto:
1. Hiringathirdpartyvendororcontractor
2. Purchasingadditionalliabilityinsurance
3. Preparingliabilitywaivers,ifnecessary.
4. Providingadvancedtraining
5. Assumingaworst‐casescenario'andpreparingforitinordertoreducelikelihoodofit
occurring
6. Utilizingwaiversthatoutlinethespecificnatureandriskassociatedwiththeevent.
7. Cancelingtheeventiftheconditionsaredangerousorthegroupisnotpreparedtoassumefull
responsibilityfortheriskinvolved
13
D.
E.
F.
G.
Assessthecapabilityofthegrouptomanagerisk.
Identifythechallengesinmanagingrisk,aswellasresourcestoassistinyourplanning.
Developaplanofactioninreducingrisk.
Communicatewitheveryoneinvolved(officers,members,advisors,participants,facilitiesstaff,etc.)
*InformationtakenfromBallStateUniversityDownloadsforStudentOrganizationsandAdvisorsandAdaptedfromUniversityofWisconsin‐StevensPointStudentOrganization
AdvisorManual
OfficerTransition
Oneofthemostimportantfunctionsofanadvisoristoassistinthetransitionfromonesetoforganization
officerstothenext.Asthestabilityoftheorganization,theadvisorhasseenchanges,knowswhatworksand
canhelpmaintaincontinuity.Investingtimeinagoodofficertransitionearlyonwillmeanlesstimespent
throughouttheyearnursingnewofficersthroughtheyear.
ThekeytoasuccessfultransitionismakingsurenewofficersknowtheirjobsBEFOREtheytakeoffice.
Expectationsshouldbeclearlydefined.Thereareanumberofwaystoconducttheofficertransition.The
followingexamplesdemonstratetwocommonlyusedmethods.
A. TheTeamEffort
Theteameffortinvolvestheoutgoing‐officerboard,theadvisor,andtheincomingofficerboard.This
methodinvolvesaretreatorseriesofmeetingswhereoutgoingofficersworkwithincomingofficers
on:
1. Pastrecords/notebooksfortheirofficeandupdatingthosetogether
2. Discussiontopicsshouldinclude:
a. Completedprojectsforthepastyear
b. Upcoming/incompleteprojects
c. Challengesandsetbacks
d. Anythingthenewofficersneedtoknowtodotheirjobeffectively
Theadvisor'srolemaybeto:





Facilitatediscussionandbeasoundingboardforideas.
Organizeandprovidethestructureofaretreat.
Offersuggestionsonvariousquestions.
Refrainfromtellingnewofficerswhattheyshoulddo.
Fillintheblanks."Ifanoutgoingofficerdoesn'tknowhowsomethingwasdone,ordoesn'thave
recordstopassontothenewofficer,youcanhelpthatofficerbyprovidingtheinformationheor
shedoesn'thave.
Thestructureofateameffortretreatcantakemanyforms.Theadvisor'sroleinthisprocessistoprovide
historicalbackgroundwhenneeded,helpkeepgoalsspecific,attainableandmeasurableandprovideadvice
onpoliciesandprocedures.
B. One‐on‐OneTraining&AdvisorwithOfficers
14
Whileitisidealtohavetheoutgoingofficerteamassistintrainingtheincomingofficers,oftenitisleft
uptotheadvisortoeducatetheincomingofficers.Inthatsituation,thereshouldbeajointmeetingof
thenewofficers,asdescribedinsection4oftheaboveoutline.Afterthatmeeting,theadvisorshould
meetindividuallywitheachofficer;examinethenotebookofthepreviousofficer(orcreateanew
one).Thingstoincludeinanewnotebook:
1. Anyformstheofficersmayneedtouse
2. Copiesofpreviousmeetingagendas
3. Acopyoftheorganization'sconstitutionandbylaws
Talkaboutwhattheofficershopetoaccomplishintheforthcomingyear.Assesstheofficer'sroleinthe
organization.Whataretheexpectationsofeachposition?Whatarethestudent'sexpectationsoftheposition
andhis/hergoals?
*InformationprovidedbyJimMohr,AdvisorforStudentOrganizationsandGreekLife,EasternWashingtonUniversity
Retreats
A. WhyShouldYourOrganizationHaveaRetreatorWorkshop?
Organizationretreatsandworkshopsenablestudentorganizationstobrieflygetawayfromthe
distractionsofschoolandworkandtofocusontheneedsoftheorganizationandtheneedsofthe
individualmembersoftheorganization.Planningforthefuturewillenableanorganizationtooperate
moreefficiently.Bysettinggoalsandplanningtogether,membersofanorganizationcanoperatemore
effectivelyasateam.
B. EstablishthePurposeforYourRetreat
TeamBuilding,SkillsTraining,Communications,GoalSetting,ProblemSolving,Planning,Learning,
Orientation,Socializing,Transition,Revitalization,ConflictResolution
C. DeterminingWhotheRetreatIsFor
NewOfficers,ExecutiveBoard,AllOrganizationMembers,etc.
D. SelectingaFacility
OnCampusorOffCampus;conveniencevs.isolation;urbanorruralgetaway.
Whenlookingforanoffcampusretreatlocationconsidernearbysummercamps.Theyoftencharge
cheapratesintheoffseason.Besuretocheckavailability,accessibility,andaccommodations.Don't
forgetaboutcostsandcontracts.
E. Transportation
Ifyoureventisoffcampus,membersshouldbeprovidedwithadequateandsafetransportation.
F. FoodandDrink
Beforedecidingonamenu,considercost,cookingfacilities,preparationandcleanup.Trycooking
togetheritmakesagreatteambuildingactivity.Onatightbudget?Considerpotluck.
G. SelectingtheBestFormat
15



Workshopspresentedbyan"expert"‐advertising,programplanning,publicspeaking,fund‐raising,
etc.
ExperientialExercises‐teambuilding,brainstorming,communicationsskills,ropescourse,etc.
RecreationalExercises,skiing,hiking,canoeing,biking,etc.
H. SelectingtheFacilitatorsandPresenters
OrganizationOfficers,OrganizationMembers,FacultyAdvisor,OtherFacultyMembers.
I. PlanningtheRetreat
Havememberssignuptoparticipateoncommittees.Rememberpeoplesupportwhattheyhelpto
create.Suggestedcommittees:Transportation,Food/Drink,Lodging,Recreation,Programming,Clean‐
Up
J. ResourcesinDevelopingYourWorkshopandExercises
Structuredexperiencesbooks,referencebooks,videotapes;FacultyAdvisor;FacultyMembers
K. EvaluatingYourRetreat
EvaluationForms.
Askmemberswhattheythoughtoftheexperience.Whatwouldtheychange?Whatwouldtheykeep
thesame?Askthepresenterswhattheythoughtoftheexperience.Whatcouldhavemadeitbetter?
Constitution Writing
Sample Constitution
Constitution of the _____________________ of Millersville University
* Millersville University cannot be at the beginning of your organizations name
Article I. Name and Purpose
Section 1. Name. The name of this organization shall be ______________
Section 2. Purpose. The purpose of this organization shall be to _________
Article II. Members
Section 1. Eligibility. Any current student of Millersville is eligible to join this organization.
Section 2. Active Membership: Any member who attends at least two thirds of all organization events shall be
considered an active member.
*Student Senate strongly recommends that active membership be defined
Section 3. Dismissal. Any member shall be dismissed by a vote of two-thirds of the total membership.
*You may think about adding a section relating to dismissal reasons and proceedings
Article III. Officers
16
Section 1. President.
A. The President shall preside at all meetings.
B. The President shall speak for the organization at events and public occasions.
Section 2. Vice President.
A.
B.
C.
D.
The Vice President shall succeed the President in the event a vacancy occurs
The Vice President shall be judge of all elections.
The Vice President shall preside at meetings when the President is absence.
The Vice President shall speak for the organization when the President is not available.
Section 3. Treasurer.
A. The Treasurer shall be responsible for handling the funds of the organization.
B. The Treasurer shall keep a report of all transactions of the organization.
C. The Treasurer shall handle the allocation process of Student Senate.
Section 4. Secretary.
A. The Secretary shall record and distribute minutes of the meetings.
B. The Secretary shall handle sending and receiving correspondence and mail.
Article IV. Advisors.
Section 1. The Advisor shall be appointed by the President and approval of a majority of the organization.
*The way the advisor is appointed/elected is up to the organization
Section 2. Detail the expectations of the organization for the advisor; meaning what role should they play.
*This is very important, the organization will not be passed through the Constitution Committee without this
language.
Article IV. Meetings.
Section 1. Place and Time. The place and time of the meetings shall be designated by the Executive Board.
Section 2. Procedure. The Business of the organization shall be conducted in accordance with the current edition of
Robert’s Rules of Order, except where it conflicts with this Constitution.
Section 3. Quorum. Two-thirds of members shall constitute a quorum.
Article V. Committees.
Section 1. Executive Board.
17
A. The Executive Board shall be composed of all officers and two members, one elected by the membership
and one appointed by the President.
B. The Executive Board shall create the Agenda.
C. The Executive Board shall exercise any other powers delegated to it by the membership.
Section 3. Committees. The organization shall create any committees to carry out its business.
Article VI. Elections.
Section 1. Officers. Officers shall be elected at a day in April designated by the Executive Board, and must be
current members of the organization in good standing.
Section 2. Vacancy. Any Officer position, which has been vacated, shall be fill with an in-house election at the next
meeting.
Article VII. Amendments.
Section 1. Proposed Amendments. Proposed Amendments shall be distributed to the membership one meeting prior
to voting.
Section 2. Valid Amendments. All amendments to this Constitution shall not be valid until approved by a two-thirds
vote of the membership, the Constitution Committee, and the Student Senate.
Article VIII. Dissolution.
Section 1. If this organization is dissolved, all remaining allocated funds shall be forfeited to the Student Senate after
all outstanding bills are paid.
Policy for Student Organization Use of University Facilities
POLICYSTATEMENT
PURPOSE
Toestablishpoliciesgoverningtheregistrationofevents(Occurrencehappeningatadeterminable
timeandplaceinvolvingstudents)heldbystudentgroupsontheMillersvilleUniversitycampus.
SCOPE
Appliestoallstudentgroupsandthestudenteventsthatofficesordepartmentshostinconjunction
withoronbehalfofstudentgroupsatMillersvilleUniversitymayplan.Thispolicydoesnotapplytostudent
protestsnorprohibitsthem;sucheventsaregovernedbystateanduniversitypolicy.
OBJECTIVE
Currently,thereisnoformalcampuswidepolicyinplacegoverningtheregistrationofeventsheldby
studentgroupsatMillersvilleUniversity.Implementingapolicythatrequiresstudentgroupstoregisterall
eventswillprovideaprocesstoensurestudentgroupsareachievingthedesiredlearningoutcomes
18
associatedwithStudentLeadership,andadheringtoUniversitypoliciesandproceduresasoutlinedinthe
StudentOrganizationHandbookandStudentCodeofConduct.Itwillensuresafetyandriskmanagement
measuresareadheredtoduringsuchevents.Additionally,requiringallstudentgroupstoregistertheir
eventswillaidinthetrackingofeventsforassessmentpurposes,andassistinprovidinggreatercustomer
servicetotheUniversitycommunityforinquiriesabouteventsheldbystudentgroups.
DEFINITIONS
1. StudentgroupisdefinedasanystudentgroupthatoriginatesfromaUniversityoffice/department,andor
receivesrecognitionfromtheStudentSenate.GroupsMUSTberegisteredwiththeCenterforStudent
InvolvementandLeadership.
EVENTDEFINITIONS:
1. Competition:definedasanactoftwoormoregroupscompetingforaprize,honororawardAdvisors
mustbepresentfordurationofevent.
2. EducationalProgram:definedasaProgramwhoseprimarypurposeisinstructionoreducationnot
characterizedasLectureandSpeakers
3. Fundraising:definedasactivitiesoreventswherefundsarecollectedforprofitorcharity.Events
includingfoodsalesmustbeapprovedthroughuniversitycateringwithawaiver
4. LectureorSpeaker:definedasadiscoursegivenforclassoraudienceforpurposeofinstruction,
education,rallying.Advisorsmustbepresentfordurationofevent.
5. Meeting:definedasagroupofstudentscomingtogetherfordiscussionofvariousitemsupto50
students.
6. Movie\Film:definedasaformofentertainmentthatenactsastorybymusicmotionandsoundina
sequenceofimagesmadeforcinema.
7. Performance:definedasVisualArts,Music,TheaterorotherrelatedactivitieslikeRecitals,Fashion
Shows,StepShowsthatareheldbeforeanaudience.Advisorsmustbepresentfordurationofevent.
8. Rehearsal/Practices:definedasapracticeortrailperformanceofanartisticorathleticactivityfor
laterperformanceorcompetition
9. Service:definedasvolunteerworkintendedtohelppeopleinaparticulararea
10. Socials:definedasalleventsincludePrimaryPurposeoftheeventissocialinteraction,community
buildingorganizationalpromotion.Advisorsmustbepresentfordurationofevent.
11. Sporting:definedaseventswithcompetitiveorexhibitionsofphysicalactivity.Advisorsmustbe
presentfordurationofevent.
12. Trips:definedassponsoredoutingstooffcampussitesregardlessoftransportationmode.
POLICYSTATEMENT:
Variousstudentsgroupsandofficesordepartmentshostinconjunctionwithoronbehalfofstudentgroups
wishtouseMillersvilleUniversity’sfacilitiestoholdanevent.Thispolicyoutlinestheproceduresthat
studentgroups,universityofficesanddepartments,andaffiliatedoutsidegroupswouldneedinordertohold
aneventoncampus.
PROCEDURES
1. Allstudentgroupsmustregistertheirevent(s)usingtheStudentGroupEventRegistrationFormlocatedatthe
CenterforStudentInvolvementandLeadership.
19
2. ForallSocial,PerformanceandCompetitions,withattendanceof150personsormore,orpromotedtoor
admitnon‐MUstudentsmustberegisteredatleasteight‐(8)BusinessweeksinadvancewiththeCenterfor
StudentInvolvementandLeadership.Theseeventsmayrequiresecurityandmustbedeterminedinadvance.
TheseeventsmustadheretotheSocialEventPolicies&ProceduresoutlinedintheStudentOrganization
HandbookandStudentCodeofConduct.TheseeventsarealsosubjecttoallFederal,StateandLocalLaws.
3. AllotherStudentGroupEventRegistrationFormsmustbesubmittedforapprovalatleastten‐(10)business
dayspriortothescheduledevent.
4. CompletingtheStudentGroupEventRegistrationFormdoesnotserveasaconfirmationthatagrouphas
reservedafacilityfortheevent(s)orreceivedapprovalfortheirevent.Groupsmustcompletethenecessary
paperworktoreservefacilitiesoncampus.StudentscompletingtheStudentGroupEventRegistrationForm
willbeinformedbyCenterofStudentInvolvementandLeadershipofapprovaltohostevents.
5. Alleventswhereamovie/filmscreeningisopentothepublic,suchasshowingaforeign‐languagefilmtothe
communityforculturalenrichment;isinapublicspacewhereaccessisnotrestricted,orifpersonsattending
areoutsidethenormalcircleoffamilyandacquaintances,suchasshowingafilmtoanorganization,or
showingafilmforclassbutinvitingotherstoattendmustadheretoallcopyrightandpiracylaws,orutilizea
licensedfilmcompany.
6. Allstudentgroupsareresponsibleforbeingfamiliarwith,andadheringto,allUniversitypolicies,rules,and
regulationsoutlinedintheStudentOrganizationHandbooksandStudentCodeofConduct.
ThispolicydoesnotprecludetheexerciseofauthoritybyUniversityofficialswithinthescopeoftheir
responsibilitiesunderestablishedpoliciesorthepublicationofmoredetaileddocumentsimplementing
policiessuchasmanuals,memoranda,orinformationlettersonspecificsubjects.
RESPONSIBILITIES
1. StudentGroupandUniversityoffices/departments
(1) ShallcompleteStudentGroupEventRegistrationForms,asdefinedintheProceduressectionatleast
ten‐(10)businessdayspriortotheirscheduledeventor8businessweekspriorforspecifiedSocial
Events,PerformancesorCompetition.
(2) Shallsubmitforreviewcontracts/serviceagreementsrequiredforaneventatleastfour‐(4)full
businessweekspriortoanevent(s).
(3) EnsureorganizationseligibilitytohostaneventwithAdvisortheCenterforStudentInvolvementand
Leadership.
(4) EnsureUnderstandingandadherencetoallUniversitypoliciesandprocedures,TheStudent
OrganizationHandbook,StudentSenateGuidelines,StudentCodeofConductandallLocal,Stateand
FederalLaws
(5) EnsuretheirMillersvilleFacultyStaffAdvisorattendsallSocial,PerformanceandCompetitions,with
attendanceof150personsormore,orpromotedtooradmitnon‐MUstudents,forthedurationofthe
event.
2. CenterforStudentInvolvementandLeadership
(1) ShallcollectoverseeandapproveStudentGroupEventRegistrationForms.
(2) Shallreviewcontracts/serviceagreementsrequiredforaneventatleastfour‐(4)fullbusinessweeksprior
toanevent(s).TheCenterwillnotsignstudentcontractsorassumeliabilityforstudentevents.
(3) Shallprovideassistancetostudentgroupswhoneedsupportand/oradviceonhowtoprogrameffectively
orassistancewithunderstandingUniversitypoliciesandprocedures.
(4) Shallcontactthecampuscommunityand/orthePresident’sofficeregardingnoiseissuesorpotentialissues
presentedbystudenteventsheldoncampus.
(5) ShallreviewtheStudentGroupEventRegistrationFormsandprovideapprovalforeventsinatimely
fashion
3. CampusDiningServices
(1) Shallmeetwithstudentgroupswhoarehavingeventsoncampusthatincludefoodorcateringservices.
(2) Provideinwritingconfirmationofwaiverforstudentfoodsales.
20
(3) Generateallinvoicesforstudenteventswithin10businessdaysofevent.
4. UniversityPolice
(1) ShallinconjunctionwiththeCenterforStudentInvolvementandLeadershipmeetwithstudentgroupswho
haveeventsthataresubjecttotheSocialEventPolicyatleastsix‐(6)weekspriortothescheduledevent(s).
(2) Schedulesafetyandsecuritypersonnelforevents.
(3) Generateallinvoicesforstudenteventswithin10businessdaysofevent.
5. MillersvilleUniversityStudentServices,Inc.(SSI)
(1) ProvideStudentEventsStaffasneededorcontracted.
(2) Generateallinvoicesforstudenteventswithin10businessdaysofevent.
AUTHORIZATION
1. Becauseofthewide‐rangingimpactofthepolicyoutlinedabove,theAssociateVicePresidentforStudentAffairs
shallapproveanddistributethisversiontotheExecutiveManagementTeamtocoordinatewithUniversity
offices/departments;including,butnotlimitedto:Deans,Directors,DepartmentChairs,StudentSenate,Campus
DiningServices,UniversityPolice,andStudentServices,Inc.(SSI).
2. Afterthereviewandrevisionphase,thepolicyoutlinedabovewillbeplacedontheagendaofthePresident’s
Cabinetforfinalreviewandapproval.
BankingCenter’sStudentOrganizationAccountInformation
The following guidelines explain the process of depositing money and having checks cut from your
organizationaccountwithStudentServices,Inc.
1.
2.
3.
Allstudentorganizationsarerequiredtohaveasignaturesheetonfile.Thismustbecompletedeach
academicyear.Thesignaturesheetforthe2013‐2014academicyearmustbeonfilebySeptember20,
2013.Thesheetispartofyourregistrationprocess.Failuretocompletethesheetwillresultin
yourorganization’saccountbeingfrozen.
Money may be deposited into your organization account at the Student Memorial Center Banking
Center, Monday through Friday 8:00a.m. – 4:30p.m. All deposits are made into your Funds Raised
account. You may receive a transaction number for all monies thatare deposited. You can review all
transactionson“GetInvolved”.
TohavecheckswrittenorarequestforaPurchaseOrderfromyourorganizationaccount,aForm#1
andacopyoftheinvoice(check)orquote(purchaseorder)tobepaidarerequired.
a.
RequestforPayment:
 AninvoicemustbeattachedtotheForm#1;paymentswillnotbemadefromastatement,
pleasemakesureyouareusingtheinvoice!
 Allinvoicesmustincludeafullmailingaddress
b.
RequestforReimbursement:
 Allreceiptsmustshowamount,dateandplaceofbusiness
 In case of travel reimbursements, you must show proof of payment. For example, an
airline/hotelitineraryorestimatesfromacarrentaldealerarenotproofofpayment.The
proof of payment should show that payment was made by cash, check or credit card.
(Reimbursementforgascaneitherbemileage,orreceipt(s)forgasolinepurchase.)Mileage
isequaltocurrentratesetbyIRS.
21

c.
If receipts are lost or incomplete, i.e. name of business not on register receipts, date
incompleteornotonreceipt,etc.,alettermustaccompanytheForm#1clearlystatingthe
reasonsfordiscrepancy.TheAdvisormustsigntheattachment.
RequestforPurchaseOrder:
 AvendorquoteshowingtheactualpricemustbeattachedtotheForm1.
 SubmittheForm1attheBankingCenterwindowandwewillcreateapurchaseorderfor
you.YouwillreceiveacopyofthePurchaseOrdertoenableyoutomakeyourpurchase.
 TheBankingCenterwillholdyourForm1onfileforpaymentprocessing.
DirectionsforcompletingaForm#1:
4.
5.

Fillintheamountof$neededforthecheckorPurchaseOrder

InvoiceorQuote#‐Writeintheinvoiceorquotenumbershownontheattachment

To:‐ThePayee(whothedocumentshouldbemadeoutto)

Address:‐ThefulladdressofthePayee

Description:‐Afullexplanationfortherequest

Organization:‐Yourorganizationname

Date:‐Dateofrequest

Signature Lines: Each Form #1 must have two signatures, the Treasurer and/or President and
the Advisor. These signatures should match the signature sheet. If you are reimbursing yourself,
pleasehavetheotherofficersigntheForm1.

GeneralLedgerCodeisforourofficeuseonly

Youmaychoosehowthecheckisdistributed–AnyForm#1thatdoesnothaveapreferencewill
bemailed.Checksthataremarkedforpick–upwillbeheldfortwoweeksfromissuedate.They
willbemailedtotheaddressonthecheckafterthetwoweektimeperiod.

Youmaychooseallocatedorfundsraisedtodeterminewhichpartofyourfundsthemoneyshould
be withdrawn. Any Form #1 that does not have a preference will be withdrawn from Funds
Raised.

Youmustsupplyofcopyoftheinvoiceifitneedstobesentwiththecheck.
Checksareavailableforpick‐uponTuesdaysandFridaysafter3:00p.m.Form#1’sreceivedonFridays
and Mondays 8:00a.m. – 3:00p.m. will be available on Tuesdays. Form #1’s received on Tuesday,
WednesdayandThursday8:00a.m.–3:00p.m.willbeavailableonFridays.
The bank charge for Stop Payment is $40.00. Any organization that requires a stop payment
mustsubmitarequestinwriting.AStopPaymentwillincura$40.00chargetoyouraccount.
22
6.
7.
If your organization has depleted all the funds deposited with Student Services, Inc., the
president/treasurerandadvisortoyourorganizationwillbenotified.NoForm#1swillbeprocessed
andnofundsreleaseduntilabalanceisavailableintheorganization’saccount.
Monthlystatementswillnotbeprovided.YoumaycheckalltransactionsintheFinancesectionof“Get
Involved”. You are encouraged to monitor your account for accuracy and report any discrepancies to
theBankingCenterinatimelymanner.
8.
Ifyouneedinformationabouttaxexemptstatus,pleasestopbytheBankingCenter.
ContacttheBankingCenter,extension3263ifyouhaveanyquestions.
Orvisithttp://www.studentservicesinc.com/banking‐center/
Yourcooperationisgreatlyappreciated.
AgreementfortheUseofUniversityFacilitiesChecklist
ProceduresforcompletingtheAgreementfortheUseofUniversityFacilities
 Callthepersoninchargeofmakingreservationstodetermineifyourrequesteddateisavailable.Askthe
facilitymanagertoholdthedate.Ifthespaceisavailablethisdoesnotmeantheeventisapproved.
EventsarenotapproveduntilyoucompleteallpaperworkandreceiveanapprovalemailfromtheCenter
forStudentInvolvement&Leadership.
 CompleteandreturntheEventRegistrationformtotheCenterforStudentInvolvement&Leadership.
 Aftercompletingtheform,theEventCoordinatorshouldameetingwiththeDirectoroftheCenterfor
StudentInvolvement&Leadershiptotalkaboutthebasicinformationandtheeventspecifics.
 Afterthemeeting,theDirectoroftheCenterforStudentInvolvement&Leadershiporadesigneewill
emailacopyoftheAgreementfortheUseofUniversityFacilitiestotheappropriatestakeholdersfor
approval.ThismayincludeFacilityManager,UniversityPolice,StudentOrganizationAdvisor,Technical
Operations,andUniversityDining(ifnecessary).
 Afinalemailwillbesenttoeveryone,includingtheEventCoordinator,confirmingtheeventsapproval.
Youreventitnotapproveduntilyoureceivethefinalemail.DONOTsignanycontractsandstart
promotingtheevent.
Location
Whototalkto
SMCRooms
SMCInfoDesk
Classrooms
Astra
Intramurals&
Gymnasiums
Recreation
PhoneNumber
Building
872‐3510or
SMC
http://astra.millersville.edu/Astra/Portal/GuestPortal.aspx
http://astra.millersville.edu/Astra/Portal/GuestPortal.aspx Online
872‐3705
PucilloGym
23
Outdoor
Space
CSIL
872‐3506
(Quad)
Bolger
Conference UniversityDining
872‐3443
Center
Reservingdifferentplacesaroundcampus
SMC118
Gordinier
Hall
Anyorganizationneedingtoscheduleaprogramoreventutilizingacampusfacilitymustcompleteallthe
necessarypaperworkforthatfacilityandgothroughthedesignatedschedulerforthatfacility.Thefollowing
listshouldbehelpfulindeterminingtowhomyoushouldgowhenschedulinganevent.
MillersvilleUniversityPostingPolicy
CampusbulletinboardsaredesignedtoinformstudentsaboutMillersvilleUniversityOpportunities,
thereforeeventsrelatedtotheregisteredcampusgroups,departmentsandofficesarethepriority.Other
flyersmayberemovedtoallowregisteredcampusgroups,departmentsandofficespostingspace.
1. InaccordancewiththeUniversity’sdrugandalcoholpolicy,themarketing,advertisingorpromotionof
alcoholorreferringtoalcoholorotherillicitdruguse,abuse,saleordistributionisprohibited.
2. Sexistanddiscriminatorymaterialsarestrictlyprohibited.
3. Nomorethanoneflyerwillbeallowedtobepostedperbulletinboard.
4. Approvedsignsmaybehungonbulletinboards.Allsignsplacedonglassdoors/windows,
painted/finishedsurfaces,orthebuildingexteriorwillberemoved.Inaddition,noposters,flyersor
announcementsmaybeattachedtounapprovedareassuchas:trees,sidewalks,benches,walkways,stairs,
trashcans,newspaperboxesorrecyclingbins.
5. Staplegunsarenotpermitted.Tacksarepreferred.
6. Allprintedadvertisements,announcementsandsignsmustbeidentifiedwiththenameoftheperson
responsible.
7. Flyersandpostingsmustnotexceed11”x17”insize.
8. Allflyersandpostingswillbestampedwithadatethreeweeksfromposting.Uponthisdate,theposting
willberemoved.Inthecaseoftimesensitivepostings,theflyerwillbestampedwithadateonedayafter
theeventadvertised.
TheCenterforStudentInvolvementandLeadershiphasdesignatedbulletinboardsforthevarious
studentorganizationcategories.ONLYregisteredstudentorganizationsinthedesignatedcategory
maypostonthosebulletinboards.
Chalking/Flyers
StudentOrganizationsmaypublicizeeventsbychalkingONLYonexposedsidewalks(i.e.NOTareassuchas
WALLSofBUILDINGS,PILLARS,SIDEWALKSCOVEREDbyOVERHANGS,etc.)Allchalkingshouldbedone
withchalklabeledasSidewalkChalk.
24
Thisservesasawarning.IndividualsororganizationsthatdefaceandvandalizeUniversityproperty
throughtheuseofchalkingwillfacejudicialactions.
Also,pleasenoteallthepostedpublicityoncampusmustbestampedandapprovedbytheInformationDesk
intheStudentMemorialCenterandpostedONLYinareas/bulletinboardsdesignatedforrandomposter
hangingorCampusInformation.PostedmaterialsmustbeincompliancewiththepoliciesofMillersville
University.ApprovalforpostingsisnotanendorsementorsponsorshipbyMillersvilleUniversity.
PostersfortheresidencehallsshouldbestampedbytheStudentMemorialCenterthengiventothemain
HousingOffice,locatedinHarboldHall.Thepublicitywillbedistributedandhungbytheresidencehallstaff.
Ifyouwouldlikeaposterorflyerhungineachhallofeveryresidencehallandoneforeachlobby,providethe
HousingOfficewithapproximately82postersorflyers.
StudentsareencouragedtoalsousecampusmediaoutletslikeTheSnapper,WIXQ,TheSpot,the
ResidenceLifeMovieChannelpleasecontactthoseentitiesforguidelines.
MOVIES&COPYRIGHTEDMATERIALS
ThispolicyisintendedforindividualsororganizationswishingtoshowaDVDorVHSpublicly(outsidethe
hometomorethanfamilyandfriends.)Whenyouwanttoshowafilmoncampus,youwillbeaskedto
provideproofthatyouhaveobtainedpermission(the“rights”)toshowthematerial.
Whydoesmyorganizationneedtogetpermissiontoshowthisfilm?
Copyrightinfringementisaseriousoffenseunderthelaw,andistheequivalentofstealingfromafilm
distributor.Whileitisimportanttoabidebythelaw,itisalsoimportantthatyourorganizationrepresents
itselfwellbydoingtherightthing—gettingpermissiontoshowthefilm.TheUniversitycountsonyouand
yourorganizationtobehaveinamannerconsistentwithUniversitypolicies,andstate,local,andfederallaw.
Shouldyouoryourorganizationbecaughtbreakingcopyrightlaw,theUniversitywouldnotprovideanykind
ofprotectionfromyourgroup’sliabilityunderthelaw.
Whendoyouneedpermission,andwhendoyounotneedpermission…
PERMISSIONNEEDED
• AnytimeyoushowafilminanypublicUniversityspace(thisisanyclassroom,lounge,orcommonareaat
theUniversity).Thesespacesareconsidered“public”spaces,andshowingthemovieintheseareas
istheequivalenttoshowingtheminatheater.
• Ifyouhaveusedpublicitytoinviteyouraudiencetotheshowing(thisincludesbutisnotlimitedtomasse‐
mails,letters,flyers,andwebpostings).Becausemovierentalsareintendedforprivateuse,renting
themdoesnotprovideyouwiththepermissionyouneedtohaveapublicshowinginwhichan
audienceisinvited.
• Ifyouarechargingadmissionfortheshowingoraneventinconjunctionwiththeshowing(chargingfora
lecturethatwillaccompanythefilm,forexample).Thiswouldbetrueevenifyoushowedthefilmat
yourhouse,oratanothervenueoffcampus.
• Youneedpermissionevenifthefilmshowingisforeducationalpurposes.Ifthedistributorhasspecial
permissionforfilmsshownforeducationalpurposes,theywillstillneedtogiveyouthewritten
confirmationyouneedtoprotectyoureventunderthelaw.
25
PERMISSIONMAYNOTBENEEDED
 Youdonotnecessarilyneedpermissionifyouareshowingbriefpartsofafilm.
Therearenotsetrulesforwhat“brief”meansinthiscontext,butageneralruleisthatthesesnippetsare
OKwhentheeventisfree,whenthesnippetdoesnotrevealkeyplotitemstothefilm,whenthelengthof
theshowingisnotsubstantial,andwhenitdoesn’taffectpeople’slikelihoodofseeingtheentirefilm.
•
Yourdepartmentmayalreadyhavepermissiontoshowthefilm.
Ifyouareshowingthefilminconjunctionwithanacademicdepartment(especiallythefilmdepartment),
thatdepartmentmayalreadyhavepermission.Checkwithyourdepartmenttobesure.Ifpermissionis
alreadygranted,theywillbeabletoshowyouwrittenproofofthefact.
•
Viewingamovieintheprivacyofyourownhomeorintheprivacyofaresidentialroomwithina
residencehallwouldnotrequireaspeciallicense.
Howdowegetpermission?
Gettingpermissionforshowingmostfilmsisfairlysimple.Forsomerareorinternationalfilms,itmayprove
tobeabittrickier.However,thereareresourcesoncampustohelpyouifyoushouldhaveproblems.Most
“mainstream”filmsthataredistributedfornon‐commercialuse(whichiswhatmostcampusshowingswould
be)comefromoneoftwomaindistributors,oryoucansearchforthepropersource:
•
SWANKMotionPictures,Incorporated–www.swank.com;phonenumberis1‐800‐876‐5577.Thelistof
filmstheydistributeisontheirwebpage,buttheyaddnewfilmseveryday.
TheCenterforStudentInvolvementandLeadershipalreadyhasacontractwithSWANK.Ifyour
organizationwouldliketouseamoviefromthere,[email protected].
•
•
•
Criterion–www.criterionpic.com;phonenumberis1‐800‐890‐9494.
Conductawebsearch–agoodplacetostartiswww.imdb.com,theInternetMovieDatabase.Simplygoto
thesite,typeyourfilminthesearchareaontheleft,andchoosethecorrectfilmoutoftheresults.Once
youchooseyourfilm,gotothe“CompanyCredits”andlookup“distribution.”
IfyouSTILLcan’tfindoutwhodistributesthefilm,youcancall(310)247‐3020,totheReferenceLibrary
oftheMotionPictureAcademy.
Whatisafilmdistributorgoingtoaskme?
• Yournameandthenameoftheorganizationwithwhomyouareworking
• Howyouintendtoshowthefilm(advertiseallovercampusvs.toasmallgroup,whetheryouare
charging,whatkindofvenueyouareshowingthefilmin.)
• Ifthereisacharge,howyourorganizationwillpaytherightstoshowthemovie.
• Contactinformationforyouorganization.
• Whetherornotyouneedthemtosendyouacopyofthefilm.
26
Isthisgoingtocostmoney?
Itmight.Theonlywayforyoutodeterminethisistocallthedistributor,explainunderwhatcontextthefilm
willbeshown,andseewhattheycandoforyou.Ifthereisafee,itwillmatterwhetherornotyouare
chargingfortheshowing,howmanypeopleyouexpect,whetherornotyouneedacopyofthefilmsentto
you,andhowoftenyoushowfilms.Havealltheinformationhandyaboutyoureventwhenyouspeakwiththe
film’sdistributor.Often(notalways)thefeeislessthan$1,000foroldermovies.Newermovies,orforeign
filmstendtocostmorethananolder,domesticfilms.
AfterIhaveobtainedpermission,what“proof”doestheUniversityneedtosee?Onceyouhaveobtained
therights,youwillreceiveawrittenrecordofyourpermissiontoshowthefilm.Thisiscommonlycalleda
“confirmation.”Ifyouarebeingcharged,aninvoicewillfollowthisconfirmationonceyoushowthefilm.
Confirmationscancomeviathemail,orviae‐mail,andwillhavethefilm,thedate(s)youhavepermissionto
showthefilm,thecontactinformationofyourrepresentativefromthedistributioncompany,andtheformat
yourequestedthefilmin(ifthefilmisbeingsenttoyou),andotherpertinentinformation.Ifadistribution
companyisunabletoprovideaconfirmation,theyshouldsendyoualetterorviae‐mailthatcertifiesthatyou
havelegallyobtainedtherightstoshowthefilm.Thisshouldbeonletterheadwithallcontactinformationof
thedistributoravailable.
Thisissocomplicated!Whydon’tIjustnottelltheUniversitythatIamshowingafilm?Eventhoughit
soundscomplicated,itreallyisnotdifficulttoobtaintheproperpermissiontoshowfilmsoncampus.Itwill
definitelytakelesstimeandmoneythandefendingyourselforyourorganizationincourtifyouarecaught!
Intellectualcopyrightinfringementisbeingprosecutedmoreandmoreoncollegecampuses.Itisjustnot
worththerisk.
NOTE:MusiccopyrightinfringementfallsunderthejurisdictionofASCAPorBMI.Forhelpfulwebsites,see
www.bmi.comorwww.ascap.com.TocontactASCAP’sAtlantaoffice:Tel:(404)351‐1224Fax:(404)351‐
1252.
WinterVisualandPerformingArtsCenterEventPolicy
TheOfficeoftheVisual&PerformingArtsconsistsoftwoCenters:TheWinterCenter&TheWare
Center. Inthisdocument,bothCentersarereferredtobytheabbreviation,VPAC,Visual&
PerformingArtsCenters.
WINTERCENTER:TheWinterCenterisdesignedtomeettheneedsofthestudentsandfacultyin
Art/Design,MusicandTheatreaswellasUniversitystudents,thepublicandartsprofessionals.The
WinterCenteralsohousesthemusicdepartment,officesandclassroomsandsupportsthevisualand
performingartsdepartments;thereforefirstpriorityisgiventothedepartmentsofMusic,Theatreand
Art&Designtoplanforclasses,publiceventsandopportunitiesforvisitingartistinteractions. The
WinterCenterislocatedat60W.CottageAve,Millersville,PA17551.
WARECENTER:TheWareCenteratMillersvilleUniversityLancasterishosttoabroadspectrumof
culturalandartisticevents,performances,andexhibitionsinart,dance,film,classicalandnon‐classical
music,specialevents,familyprograming,multi‐culturalpresentations,lecturesandsmalltheatrical
productions.Moreoftenthannot,theWareCenterislimitedinthespaceavailabletostudent
organizationeventsduetothenatureofthefacility,itsbusyartisticseasoncalendar,andtheobligation
toproducerevenuefromrentalstosupportitsactivities.TheWareCenterislocatedat42N.Prince
Street,LancasterPA17603.
27
StudentorganizationsmayrequestdatesforeventsafterMarch1,2014forthe14/15academicyear,
meaninganeventthatoccursbetweenJuly12014andJune302015.Nostudentorganizationeventswill
bescheduledonMillersvilleUniversityobservedholidays.ClassesscheduledateachCenterarenottobe
displaced.
Howdoesmygroupscheduleanevent?
WINTERSpace
ReservationTimes
Biemesderfer Concert
Monday – Thursday (all
Hall
day);
BiemesderferConcertHall Fridaysafter4 pm, Saturdays
&
ClairPerformanceHall
Anyday;anytime
RecordingStudio
(non‐classlabwork)
WARESpace
SteinmanHall,Lyet
Lobby,Atrium,Grand
Salon,Binns
Room,vonhess
Library,classrooms,
etc
Who to Contact
Approved By:
Music
Music Dept
Dept
VPAC Director’s
Directors Office
office
VPAC Director’s
Directors Office
office
Anyday;anytime
Director of Music
Director of
Business
Music
Non‐Music Majors & Outside
&Tech.x4651OR
Business&Tech.
Clientsshould contact the VPAC
VPACDirector’soffice
and/or
Front Desk extension; Faculty
871‐2308
VPACDirector’s
& Music Majorsshouldcontact
office
theDirectorofMBT
n/a ReservationTimes
Who to Contact
VPAC Director’s
office
871‐
2308
Approved By:
Directors Office
Please
note:
• WinterCenter:Practicerooms,IsaacsonDanceStudio,andRoom202areavailableforstudentuse.
ContacttheMusicDeptofficefortheprocedureinblockingspecifictimesfortheserooms.
• Wedonotscheduleanyroomsforgeneralmeetingsorparties.PleasecontacttheLibraryorBolger
ConferenceHallformeetingreservations.
• Allfurniture(i.e.desks,chairs,tables)mustbereturnedasoriginallyfound.
• Forbuildingtours,pleasecontacttheVPACInfoDeskat717‐871‐2308.
WARECENTER:Althoughreservingspaceforyourownactivity/eventislimited,itmaybe
possibleforstudentorganizationstobeinvolvedwithFirstFridaysattheWareCenter. Theobjective
wouldbetohighlightandshowcaseyourorganizationtothehundreds/thousandsofpeoplethatwalk
throughthedoorsduringtheevent.Examplescouldbeprovidingasnippetofyournextdanceroutine,
orshowingthelatestrobotthatyourorganizationdeveloped,etc.However,yourinvolvementcannotbe
toraisemoney. Todiscussthesepossibilities,pleasecontactStacyRutherford,AssistantDirectorat717‐
871‐7029.
28
Stepstoreservespaceforapublicevent:
1. Usingthecontactchartonpage1,pleasecontacttheappropriateoffice
toinquireaboutavailability.Ifapplicable,aratesheetwillbeprovided.
2. Ifeventincludesavisitingartist,thetechnicalridermustbeprovidedatthe
timeofreservation. Acompleteexecutedcontractmustbeforwardedtothe
Director’sofficenolaterthan6monthsinadvanceoftheevent.Chargesmay
apply.Nochangesmaybemadetothetechnicalrideroncecontractissigned.
3. Ifapproved,theeventisplacedontheAstracalendarbytheDirector’soffice.
AconfirmationemailfromAstraissenttothepersonrequestingthespace.
4. Anagreementincludinganestimationofchargesisissuedtotherequestorfor
thespaceoutliningagreeduponneedsandfees.
5. For a day‐long event, festival or camp that is multiple consecutive days,
the event must be discussedandapprovedbyDirectorbeforeany
commitmentsaremade.
6. ALL users must have a Center staff person present and responsible any
time the VPAC is in use for apublicperformance.Thisincludesalltechnical
preparationsandrehearsals.Thestaffmembersserveasupervisoryrole
overseeingthewholeproductionandensuringthatfirelaws,safetyrules,
andbuildingguidelinesareobeyed.He/shewilloverseefrontofhouse,stage
managementandlighting/soundoperations.
Whydoyouchargefees?
• StudentOrganizationsareresponsibleforthefollowingbasedontheoverall
FacilityRentalChargesGuidelines:
o WinterCenter
 Nofacilityrentalfeesapply,howeverorganizationsareresponsible
foralloutofpocketexpenses. Wedonotchargerentalofequipment
tostudentorganizationsattheWinterCenter.
o WareCenter
 FacilityrentalratesDOapply,atadiscount(50%);andorganizations
areresponsibleforalloutofpocketexpenses.
• ExamplesofOutofPocketExpenses:(ratesheetsareavailableforfulldetail)
o TheWinterCenterstaffsupporttheclassandeventneedsoftheTheatre,
MusicandArt&DesigndepartmentsM‐F9amto5pm,eveningsand
weekends.Anadditionaleventintheeveningoronweekendsrequires
thestafftoworkovertimesothosecostsarechargedtothesponsorofthe
event.TheratefortheWinterCenterstaffis$35/hour.
o SecurityisrequiredattheWareCenter,$35/hour/person
WhattypeofeventscanbeheldattheWinter&WareCenters?
TheWinter&WareCentersarebuiltforthefineandperformingarts–sodance,theatre
andacousticmusicworkbest.Wedon’tgenerallyapprovenon‐artsrelatedlectures,
popularmusicandcomedy(wedon’thaveenoughseats!),orsocialdancingandprivate
29
groupevents.WewouldrecommendtheStudentMemorialCenterorPucilloforthose
events.
PerformanceSpaces:
ClairPerformanceHall,WinterCenter
Audienceseating:650
Thisvenuecanaccommodatecultural,modern,contemporaryorballetdance
groups(notsocialdancing),theatre/musicalperformances,soloperformances,
video,andlectures.
BiemesderferConcertHall,WinterCenter
Audienceseating:290
Thisvenuecanaccommodatechambermusic,orchestra,solopiano,solovoiceor
choir,andlectures.Notappropriateforamplifiedsound(rockbandsetc.)Thereisno
wingorflyspaceforsceneryorcostumechanges.
SteinmanHall,WareCenter
Audienceseating:350
Thisvenuecanaccommodatecultural,modern,contemporaryorballetdance
groups(notsocialdancing),theatre/musicalperformances,soloperformances,
video,andlectures.
GrandSalon,WareCenter
Audienceseating:100
Thisvenuecanaccommodatetheatre/musicalperformances,soloperformances,
video,andlectures.
Whowillworkonmyevent?
• ALLeventsmusthaveaVPACstaffpersonpresentandresponsibleanytime
theVPACisinuseforapublicperformance.Thisincludesallpreparationsand
rehearsals.Thestaffmembersserveasupervisoryroleoverseeingthewhole
productionandensuringthatfirelaws,safetyrules,andbuildingguidelines
areobeyed.He/shewilloverseestagemanagementandlighting/sound
operationsbutwillnotbemaderesponsibleforanyparticularcrewposition
(i.e.lightboardoperator,soundboardoperator,etc.) Techopsmaybe
employedwithapprovalbyVPACstaff.
• IfatechnicalriderissuppliedbytheartistitistheVPACstaffresponsibility
toimplement.Nochangesmaybemadetothetechnicalrideroncecontract
issigned.
• StudentworkerswhohavebeenproperlytrainedandapprovedbyVPACstaff
mayrunlightingcontrolboards,soundboards,followspots,and/orthefly
systemundertheguidanceofVPACstaff.Showswithcomplexcuesrequireat
leastonetechnicalrehearsal. Theperforminggroupstaffmemberwhois
familiarwiththerunningoftheshowistobeprovidedbythegrouptocallthe
cues.
30
Whatarethebuildingrules?
• Nosmoking,foodordrinksareallowedinanyoftheperformanceareas
(ConcertHall,PerformanceHall,DanceStudio,RecordingStudio,PianoLab)
atanytimeexceptforthosethatmaybenecessaryfortheperformance.The
WinterCenterbuildingclosesat11p.m.noexceptions.
• NosmokinginoraroundWinter&WareCentersexceptindesignatedareas
Ticketing/AudienceSeating
• TicketsareavailableforpurchaseinpersonattheWareCenterandinthe
StudentMemorialCenter.Onlineticketsmaybepurchasedat
www.artsmu.com orcalling717‐872‐3811.
• Showsmustnotbeoversold.Anyseatssoldoverthisnumberresultinfirecode
violations.
• Alleventsmustbeticketedregardlessofticketprice(evenfreeevents).
• Nosittingorstandingisallowedinanyoftheaislesorwalkways.
• AHouseManagerandushersarerequiredforeveryevent.
• YouareresponsibleforcontactingTicketServicesforyoureventandpayingfor
boxofficeexpenses
Marketing/Promotions
• Posters,flyers,cards,bannersetc.areonlypermittedonbulletinboardsand
mustbeapprovedthroughtheUniversityattheInfoDeskinSMC.Nothing
maybeattachedtoanywallsorwindowsinthebuilding.Ifitisnot
authorized,itwillbetakendown.
• Eventshappeninginthebuildingwillbeontheeventcalendaronthe
websiteandontheflatpanelscreenateachmainentrance.
• AlladditionaleventpromotionsshouldbecoordinatedwiththeUniversity
MarketingandCommunications
• Departmentbyusingtheonlinerequestform.
• Audienceprogramsneedtouseapprovedeventtemplate.Pleasecontactthe
Director’sofficeforthetemplate.
Parking
• WinterCenter:
o PatronsmaybedroppedoffinfrontoftheWinterCenterandeventparking
islocatedintheWestCottageStreetgarageinMillersville. Handicapped
parkingisavailableinsidetheparkinggarageandonthesurfacelotstothe
leftofthebuilding.
o TheWinterCenterOfficeisresponsibleforensuringeventparkingneeds
arecommunicatedtocampuspolice.
o Duringtheworkday,visitorsmayparkintheWestCottageStreetparking
garage.Whenleaving,visitorsmustobtainaparkingvoucherattheWinter
CenterInfoDeskortheMusicDepartmentOffice.
• WareCenter:
o WorkingthroughtheWareCenterEventsCoordinator,withadvanced
notice,yourguestscanbeprovideddiscountcouponstoanearby
parkinglotandthePrinceStreetGarage.
31
StatementofSMCUserPolicies
The following regulations apply not only in the meeting rooms but in the entire Student
MemorialCenter:
1. The members of the organization, their associates, and their guests are
responsible for any damage to the facility and/or equipment located in a
roomortotheStudentMemorialCenter.Ifamemberand/orguestofan
organization notices damage to a room, it should be reported prior to the
startofthemeeting.
2. Smokingisnotpermittedanywhereinthebuilding.
3. The misuse of furnishings is not permitted. Feet are not permitted on
tablesorchairsandsittingontablesisprohibited.
4. Candleburningisprohibited.
5. Theuseofalcoholorcontrolledsubstancesisstrictlyprohibited.
6. All rooms must be returned to their original state at the conclusion of a
meeting/event.ChartsofhowtheroomshouldlookarelocatedattheSMC
informationdesk.
7. At the closure of the Student Memorial Center at 12p.m., all organizations
mustimmediatelyceasetheirmeeting,regardlessofasituation.
8. Shirts and shoes must be worn properly in the meeting rooms and the
entireStudentMemorialCenter.
9. Loud, profane or abusive language is prohibited. Violent or abusive
behaviorisstrictlyprohibited.
10. Sleeping is not permitted in the meeting rooms and the entire Student
MemorialCenter.
11. PetsarenotpermittedintheSMC,withtheexceptionofthoseusedtoaid
thevisuallyimpaired.
12. Removingflipcharts/easelsfromroomisprohibited.
13. Unlocking or propping doors that have been locked after hours is strictly
prohibited and will result in immediate suspension of the organization’s
privilegestousetheStudentMemorialCenter.
14. Failure to cooperate with staff members may result in the immediate
suspensionofprivileges.
15. AnygroupusingtheSMCwhoneedstounloadfromavehiclemustdo
itatthesouthSMCentrancenearHarboldandthefitnesscenterorthe
Shenks Lane loading dock. No vehicles may be driven past the large
round planters onto the brick area around and in the
32
promenade. Failure to follow these rules may result in a ticket or
towing.
ThisistheSMCSign/BannerPolicy:
1. Signs must be approved by the Information Desk before they may be
displayedintheStudentMemorialCenter.
2. SignsareallowedtobepostedondesignatedBulletinboardsonly.Donot
postsignsondoors,windowsorwalls!
3. Signsarelimitedtooneperbulletinboard.
4. Banners must also be approved by the Information Desk of the Student
Memorial Center before they may be displayed in the Student Memorial
Center.
5. Bannersarelimitedtoathree(3)feethighandfive(5)feetwidesize.
6. Bannersareallowedtobedisplayedforatwo(2)weekperiod.Attheend
ofthistime,theywillberemovedanddiscarded.
7. Banners are allowed to be displayed from the balcony of the Student
MemorialCenteronly.
8. The Student Memorial Center staff is not responsible for any
fallen/vandalizedbanners.
9. Banners not meeting the above criteria will be approved on an individual
basisbytheOperations/NightManageroftheStudentMemorialCenter.
10. AnySign/Bannerplacedonanundesignatedareashallberemoved!
11. Banners, signs, etc. will not be approved that have reference to drugs
and/oralcohol.Thisincludesadvertisingspecialsrelatedtopurchasing(i.e.
$2draftsetc.)
The process of terminating privileges for the Student Memorial Center will operate
accordingtothe“ThreeStrikePolicy”.Ifaviolationoccursanorganizationwillbegiven
thefollowing:
1. A written warning serving as a notice what rule was in violation and an
informalreminderofpoliciesset.
2. Awrittenwarningservingasaformalnoticethatorganizationhasreceived
twowarningsandtowhatconsequenceswilloccurintheeventofafurther
violation.
3. A formal letter serving as official notice that all privileges in the Student
MemorialCenterfortheremainderofthesemesterhavebeenterminated.
Uponreceivingeitherofthefirsttwoletters,anorganizationwillhavetheopportunityto
discuss the problem with the Building/Night/Operations Managers. If an organization
33
choosestodothis,itwillbetakenintoconsiderationifathirdviolationhappenedtooccur.
Duetothat,withthefinalterminationletter,therewillbenochancetoappeal.
DiningPolicy
ThispolicyoutlinestheprovisionofcateredservicestocampusdepartmentsforUniversity
business.Thispolicyappliestoallfaculty,staffand/orstudentswhowishtopurchase
cateredservicestobefundedbyaUniversitycostcenterorastudentactivitiesaccount.It
willprovideconsistentprocedurefortheplanninganduseofcateredservicesfor
Universitybusiness.
Procedures
TheCateringDivisionoftheUniversity’sDiningandConferenceServicesDepartmenthas
theexclusiverightstoallcateringactivitiestobeheldoncampusortobefundedbya
Universitycostcenterorastudentactivitiesaccount.Thispolicyexcludessmallpersonal
andindividuallyplannedfunctionsheldinofficeareaswherefoodispreparedbythose
attending.
ThePASSHEPolicy1983‐23authorizesUniversityPresidentstoapproveexpendituresfor
mealservicesprovidedatUniversityexpense.ThePresidentofMillersvilleUniversityhas
delegatedthisapprovalauthoritytoVicePresidentsandothersdesignatedbyVice
Presidents.
TheuseofUniversityfundsisappropriate:
 IftheUniversityiscontractuallyboundtoprovidemealservices,
 Inconnectionwithworkshops,seminars,officialreceptions,andothersimilar
events,whichincludeUniversitystudents,representativesofotherPASSHE
universities,orotheroutsideguests
 WhenentertainingofficialguestsoftheUniversity
 Inconnectionwithmeetingsoreventsservingthebusinesspurposeofthe
UniversitywhichincludeUniversitystudents,representativesofotherPASSHE
universities,orotheroutsideguests.
DiningandConferenceServicesandthePurchasingOfficewillnotacceptrequestsfor
theuseofUniversityfunds:
 Inconnectionwithofficeparties,evenifsucheventsinvolveindividualsoutsideof
theoffice
 Inconnectionwithdepartmentaleventsforindividualretirementrecognition
 Forreimbursementofexpenseforfooditems/ingredientsusedinlieuofcatered
services
 Forthepurchaseofalcoholicbeverages.(SeeAlcoholicBeveragespolicy
http://www.millersville.edu/about/administration/policies/index.php)
Responsibilities
34
DiningandConferenceServicesacceptsreservationsofallcampuscateringactivities
whichmeettherequiredguestattendancecriteriamaintainsfacilitiesandservicesofthe
WilliamBolgerConferenceCenterinsurescompliancewithUniversitypoliciesand
proceduresinitiatesallinvoicingforservicesPurchasingOfficeinsurescompliancewith
UniversitypoliciesandproceduresAccountingOfficeimplementspaymentstoDiningand
ConferenceServices
StudentSenateAllocationsProcess
StudentSenategivesover$1milliondollarseachyeartocampusorganizations.Themoney
comesfromtheStudentActivityfeeeachstudentpaysforeachsemestertheyattend
Millersville.They,Senate,withmajorhelpfromitsFinanceCommittee,determinewhich
organizationsgetmoney,andhowmuchtheyget.
Therearetwotypesofallocationrequests:GeneralandEmergency.
Generalallocationsareforanentireyear.Anorganizationsubmitsanallocationformwith
abudgetofwhatandhowmuchtheywant.Theallocationspacketswillbehandedoutby
theStudentSenateFinanceCommitteeatInformationSessionswhichwillbeheldtowards
theendofthefallsemester.DatesforAllocationmeetingswillbecommunicatedto
organizationsduringthefallsemester.
Emergencyallocationsareforaspecificpurpose.Theycanonlybeforexpensesthatwere
notanticipatedwhentheGeneralallocationrequestwassubmitted.StudentSenatedoes
notfunddeficitspendinghowever.
OrganizationsmaygetabankaccountwithStudentServicesintheSMC.Iforganizations
wanttoreceivemoneyfromStudentSenate,theyMUSThaveanaccountthere.
Organizationsareeligibletoreceivemoneyafterhavingbeenoperationalforonesemester
priortotherequestformoney.
HearingProcessInformation
InorderfortheFinanceCommitteetofullyunderstandyourinterestandneedfor
allocationfunds,ahearingsessionisheldtomeetwithyourorganizationandtheFinance
Committee.Listedbelowisvaluableinformationaboutthehearingprocessforyour
organization.Pleasereadandunderstandtheinformationbelowsothatyourhearing
processrunssmoothlyandsuccessfully.
1. Inordertobeconsideredforallocations,organizationmustberecognizedby
StudentSenateaswellasregisteredwiththeCenterforStudentInvolvement&
Leadership.Noorganizationmayapplyforallocatedfundsiftheyareon
probationarystatus.
2. Inordertobeconsideredforallocations,anorganizationmusthaveattendedan
AllocationInformationSessioninthefallsemester.Atthistime,organizationswill
receiveanAllocationsPacketaswellasinformationaboutthehearingprocess,
whichoccursinthespringsemester.
35
3. Organizationsthatwereallocated$10,000ormorethepreviousfiscalyearorare
requesting$10,000fortheupcomingfiscalyearMUSTscheduleahearingwiththe
FinanceCommittee.
4. Organizationsaskingforlessthan$10,000mayrequestahearingwiththeFinance
Committeeiftheysochoose.
5. Thehearingsessionsusuallylast15‐20minutesandareusedfortheFinance
Committeetoaskquestionsontheorganization'sstatus,futuregoals,andrequestof
allocations.HearingswillbescheduledatthetimethatAllocationsPacketsare
turnedin.
6. Schedulingahearingisbasedonafirstcome,firstservebasis
7. Foryourhearingprocess,itwouldbebestforthePresidentandTreasurerofyour
organizationtobepresent.Sincethesetwopositionsholdthemostinformation
abouttheorganizationanditsfunds,thehearingprocesswillrunmoresmoothly
becausespecificanddetailedquestionscanbeanswered.
ListedbelowaresomebasicquestionsthatwillbeaskedbytheCommitteeduringthe
hearing.Wehighlyadviseyoutobepreparedtoanswerthesequestions.Themore
informationyouknowabouttheorganization,thebetter.Listedbelowarestandard
questions,however,theCommitteeholdsthepowerofwhatquestionstoornottoaskthe
organization.Also,morequestionsthanwhatarelistedbelowcan,andwillbeasked.
1. Doesyourorganizationcollectdues?Howmuchpermember?
2. Howmanymembersdidyouhavelastyear,andhowmanyaretherethisyear?
3. Whatimprovementshastheorganizationmadesincelastyear?
4. Whatfundraisinghastheorganizationdoneovertheyear?
5. Howsuccessfulhasyourfundraisingbeen?
6. HowwillthesefundsbetterthestudentsandcommunityofMillersvilleUniversity?
7. Whatplansdoyouhaveinmindforyourorganizationfornextyear?
8. Whenareyourmeetings,howlongarethey,howmanymembersattend?
9. Howhasyourbalancerecordchangedinthelastthree‐fiveyears?
10. AreyouplanningonbeingthePresident/Treasurer/memberofthe
organizationnextyear?
11. Howlonghaveyoubeenaffiliatedwiththeorganization?
12. Whyareyouapplyingforallocationfunds?
Wehopethatyoulookintothesequestionsandcomepreparedtotheallocationshearing.
Asstatedabove,themoreinformationabouttheorganizationthatisavailableforthe
hearing,themoreproductivethehearingwillbe.
AllocationsGuidelines
36
BelowisalistoftheguidelinesthattheFinanceCommitteewillusewhenreviewingthe
AllocationpacketssubmittedbyClubsandOrganizationsrequestingStudentActivityFee
Funds.
LatePackets
 IfaclubororganizationsubmitsalateAllocationsPacket,theywillbefacedwitha
5%penaltyofthefinalfundingresultperdayafterthedeadline.TheFinance
Committeewillnolongeracceptapacketafterten(10)days.
Documentation
 DocumentationisthemostnecessarytoolwhentheFinanceCommitteeis
deliberatingonappropriatingfunds.Documentationismostnecessaryforjustifying
thepurposeforrequestingfundsforvariousprojects,conferences,etc.Clubsand
Organizationsareencouragedtoprovidepreviousinvoices,quotes,siteestimates,
etc.However,theFinanceCommitteewillnotfollowlinkstowebsitesfor
documentation.StudentSenatewillnotfundforitemrequeststhatlackproper
documentationaccompanyingthem.
OrganizationRegistration
 IfaclubororganizationdoesnotregisterwiththeCenterforStudentInvolvement
andLeadershipbyOctober20th,theFinanceCommitteewillnotconsiderthe
packet.
Conferences
 StudentSenatemayfundforanorganizationtoattenduptooneregionalandone
nationalconferenceperacademicfiscalyearforamaximumofeight(8)students.
Anorganizationmayrequesttoforgoonenationalconferenceinfavorofan
additionalregionalconferenceifsodesired.
 Fundsthatarerequestedcanincluderegistrationfees(StudentSenatestrongly
encouragesallclubsororganizationstotakeadvantageof“EarlyBird
Registrations”),transportation(toandfromtheconference)andhotel
accommodations.StudentSenaterequeststhatmultiplequotesforairfaresand
hotelsareprovidedtokeepthecostasminimalaspossible.
 StudentSenatewillonlyfundfor,atmost,two(2)hotelroomsperconference;four
(4)studentsperroom.
 StudentSenatewillnotfundfornon‐MillersvilleUniversitystudentstoattend
conferenceswiththeorganization.
o Example:Advisors,Non‐MillersvilleUniversitystudents
 AllconferencesmuststaywithintheContinentalUnitedStates
Trips
 StudentSenatewillfundfortripsandalltripsmustbeassociatedwiththepurpose
oftheorganization.
37

Alltripsmustbeopentotheentirecampus,wherethetripsmustbeticketed
throughtheStudentServicesTicketWindow.
 25%ofticketswillbeheldforthefirst24hoursofsaleforcurrentmembersofthe
organizationhostingthetrip,afterwhichallticketswillbeavailabletotheentire
studentbody.
 AlltripstakenbyanorganizationmuststaywithintheContinentalUnitedStates
Travel
 StudentSenatewillreimbursemileageexpensesincurredintravelwithinthe
prescribedmaximumratesinaccordancewiththeMillersvilleUniversity
Purchasingwebsite.Themosteconomicalmeansavailableshouldbeused
consistentwiththepurposeandconstraintsoftravel.(ForExample:$0.565per
mile)
 ACharterBusmaybeusedbutonlyifthedestinationisover100milesoroutofthe
stateofPennsylvania.
 StudentSenatewillnotfundforthetransportationofnon‐Millersvillestudentstoor
fromtheUniversityoravenueforanevent
ExclusivityPolicy
 StudentSenatewillnotfundanyorganizationthatdiscriminatesonthebasisor
race,gender,ethnicity,creed,orreligion
 StudentSenatewillnotfundfororganizationsthatrequirememberstobeofa
specificmajororacademicdiscipline.
 StudentSenatewillfundfororganizationsthatacceptmembersbasedonGPA/QPA
butthoserequirementsmustbestatedintheorganization’sConstitution
 StudentSenatewillnotfundformaterialsthatsolelybenefitindividualsandnotthe
overallstudentbody.
 AllmaterialsthatarefundedbytheStudentActivityFeemustbeavailableforthe
generalstudentbody.
MembershipDues
 StudentSenatewillfundformandatoryNationalorRegionalorganizationaldues.
However,proofmustbeprovidedthatorganizationsmustpaydues.
CommunityOutreachandCharitableEvents
 StudentSenatestronglysupportscharitableeventsandcommunityserviceprojects.
However,StudentSenatewillnotfundforadonationtoaspecificcharitable
organization.
HonorariumsandGifts
 Anhonorariumisdefinedasapayment(monetaryoragift)foraservicethatdoes
notrequireapayment.Anhonorariumismadetoapersonfortheirservicesina
volunteercapacityorforservicesforwhichfeesarenottraditionallyrequired.Asa
result,becauseitisnotrequiredbyacontract,StudentSenatewillnotfundforan
honorarium.
38


Asidefromamonetarygift,anhonorariumcouldbeagift.
AnhonorariumcanalsobedescribedasagiftoranawardformembersofaClubor
Organization.Again,StudentSenatewillnotfundforanawardthatgoestoa
specificmemberorgroup.
Lectures/Performers/Speakers
 WhensubmittingarequestforaSpeakertheclubororganizationrequestingfunds
mustincludeaquoteforaSpeakerorPerformer.
 AllLectures,PerformersandSpeakersthatarefundedbytheStudentActivityFee
mustbeopenandavailableforeverystudenttoattend
Equipment
 Fundingforequipmentwillnotbeapprovedwithoutasecurelocationfor
equipment.
 Ifagrouprequirespermanentequipment,orothersupplies,asecurestoragefacility
oncampusmustfirstbefoundbeforewecanapprovefunding.
 Ifanorganizationrequeststoreplaceanobjectormaterialtheorganizationmust
havedocumentationforthedamagedobjectaswellasthenewpieceofequipment.
DeficitSpending
 Ifanorganizationhasdebtintheiraccount,StudentSenatewillnotfundforany
repaymentofthatdebt.
MaterialsAlreadyinUniversityLibrariesandSupportingOffices
 StudentSenatewillnotfundformaterialsobtainableintheUniversityLibraryor
othersupportingdepartmentthatisabletoprovideresourcestostudentsunlessit
isprovenitwillprovidegreaterbenefittotheclubororganization.
OfficeSupplies/Expenses
 StudentSenatewillfundforupto$150.00forofficesupplies/expensestoclubsand
organizations.
 This$150.00doesnotincludeadvertisingsuppliesandcopies
PublicRelationsExpenses
 StudentSenatewillfundforupto$150.00forpublicrelationssupplies/expenseto
clubsandorganizations,thisdoesnotincludethecostforgive‐a‐waysthatare
availabletothewholestudentbody.
 Agive‐a‐wayisdefinedasanoveltyoritemthatisavailabletothewholestudent
body.
Publications
 Organizationsthatproducepublicationsmayrequestfundsforthecostsofprinting
andsupplies.
 StudentSenateencouragesclubsandorganizationstosolicitvariousprinting
companies.Duetothehighexpenseofprinting,StudentSenateasksthat
39
organizationsbeconservativeinthelengthoftheirpublicationsaswellasthe
distributionamount.
Food
 StudentSenatewillonlyfundforfoodifthediningeventisopentotheentire
campus.
 StudentSenatewillnotfundforfoodatindividualclubandorganizationmeetings.
 AllfoodthatispurchasedwithfundingfromtheStudentActivityFeemustbe
purchasedfromDiningServices,anexceptionmaybegrantedbytheDirectorof
DiningServices.
Alcohol
 StudentSenatewillnotfundforalcoholinaccordancewithUniversitypolicy.
FundraisingActivities
 StudentSenatedoesnotfundforfundraisingactivities.Furthermore,clubsand
organizationscannotuseallocatedfundstomakeaprofit.
Scholarships/FinancialAid
 StudentSenatewillnotfundforascholarship(s)orfinancialaidofanykind.
PoliticalEvents
 StudentSenatewillnotfundforanyeventorpublicationthatpromotesaspecific
politicalideologyoridea.
 StudentSenatewillnotfundforadonationtoapoliticalcampaign.
 StudentSenatewillfundfortrips,conferences,publicationsoreventsaslongas
theyareintendedformembers’education,notfortheintentionsofspreadinga
politicalviewpoint.
ReligiousActivities
 StudentSenatewillnotfundforanydistributionofreligiousmaterials/suppliesthat
aresolelyintendedtospreadareligiousviewpoint.
 StudentSenatewillfundfortrips,conferences,publicationsoreventsaslongas
theyareintendedformembers’education,notfortheintentionsofspreadinga
religiousviewpoint.
FundraisingGuidelines
BelowisalistoftheguidelinesthattheFinanceCommitteehasadoptedforguidelines
regardingfundraisingactivities.
FundraisingActivities
 StudentSenatedoesnotfundforfundraisingactivities.Furthermore,clubsand
organizationscannotuseallocatedfundstomakeaprofit.
AllowableuseofFundraisingFunds
40








T‐Shirtsformembers
ItemsorexpendituresthatwerecutfromtheAllocationspacketduetothelackof
funding.
AdditionalLodging,RegistrationandTransportationforadditional
members/delegatestowhowishtoattendaconference
CharityEvents/Donations
Honorariums
Religious/PoliticalActivities
AdditionalOfficeSupplies
Thisisnotanexhaustivelistofallowableexpenditures,contacttheStudentSenate
Treasurerforadditionalinformation
Restrictions
 AnyitemsorexpendituresthatmayresultintheviolationoftheStudentCodeof
Conduct
 AllfoodmustbepurchasedthroughDiningServicesiftheeventisoncampus,
exceptionsmaybegrantedbytheDirectorofDiningServices.Individual
organizationsshouldsubmitforanexceptiontotheDirectorofDiningServices.
EmergencyAllocations
Emergencyallocationrequestformsarereviewedthroughouttheyearonanasneeded
basis.Tobetterhelpyouunderstandtheprocessofemergencyallocations;thefollowing
areguidelines,approvedbytheStudentSenateonNovember1,2001,thattheallocations
committeeshallfollow:
Purpose
1. Thepurposeofanemergencyallocationistosupportastudentorganization's
activitythatcouldnothavebeenanticipatedwhentheorganizationmadeitsregular
springsemesterallocationrequest.
2. Inadequateorganizationalmanagementorplanningisnotavalidreasonfor
requestinganemergencyallocation.TheStudentSenatedoesnotpermitandwill
notfunddeficitspending.
Eligibility
Studentorganizationswhichmeeteitherofthetwocriterialistedbelowmayrequest
emergencyallocationsfromtheStudentSenateatanytimeduringthefallorspring
semestersinaccordancewiththepurposeslistedbelow:
a. StudentorganizationswhichareofficiallyrecognizedbytheStudentSenate
‐OR‐
b. Studentorganizationswhichmeettheeligibilityrequirementoffunctioningforat
leastonesemesterinwhichtheyweregrantedtemporarystatusandwhichareina
positiontobegrantedpermanentstatus.
41
Iftherequestofyourorganizationfollowstheaboveguidelines,youmaysubmitan
applicationforemergencyallocations.Oncewehavereceivedyourapplication,ahearing
willbesetuptoprovideyourorganizationtheopportunitytoexplainyourrequest.Ifyou
haveanyquestionsabouttheapplication,ortheprocedure,pleaseleavetheTreasurera
messagebycallingtheStudentSenateofficeat872‐3513.
Important Dates
Date
August27,2014,10am‐2pm
September1,2014
September1,2014
September10,2014,4‐6pm
September21,2014,12‐7pm
October2014
November1,2014
January28,2015,12‐2pm
February2015
February2,2015
March5,2015
April2015
April14,20155‐7pm
April15,2015
May1,2015
Event
OrganizationOutbreak#1
RegistrationDueonGetInvolved
HomecomingInvolvementDue
OrganizationOutbreak#2
StudentOrganizationLeadershipConference
AllocationsMeetingsbegin(heldthroughSenate)
Mini–MaloozaProposalsDue
OrganizationOutbreak#3
AllocationsPacketDue
ExcellenceAwardsNominationsOpen(GetInvolved)
AwardsNominationsClose
RegistrationOpensfor15/16academicyear
StudentAffairsExcellenceAwardsCeremony
MarauderMaloozaProposalsDuefor15/16academicyear
Lastdayofstudentprogramming
Important Contacts
Name
BankingCenter
Catering
CenterforStudentInvolvementandLeadership
FacilitiesManagement
FitnessCenter(SMC)
SMCCopyShop
SMCInformationDesk
SMCTicketWindow
StudentSenate
TechnicalOperations
Extension
3263
3865
3506
3275
3898
871‐2679
3024
3811
3513
3507
Recommended Timeline
November–retreatormeetingtodiscussspringsemesterevents,finalizeoverwinter
break
February–beginthinkingaboutofficerelections
42
March–beginthinkingaboutofficertransitions
April–executeofficertransitions
EndofApril–haveanendofyearretreatfornewofficerssotheycanplanforthefallover
thesummer
Septemberofthefollowingyear – have a follow up retreat with officers to discuss summer
planning and the start of the semester
Resources
Astin,A.W.(1984).Studentinvolvement:Adevelopmentaltheoryforhighereducation.
JournalofCollegeStudentPersonnel,25,297‐308.
Hovland,M.,Anderson,E.,McGuire,W.,Crockett,D.,Kaufman,J.,andWoodward,D.(1997).
AcademicAdvisingforStudentSuccessandRetention.IowaCity,IA:Noel‐Levitz,Inc.
Floerchinger,D.(1992).Enhancingtheroleofstudentorganizationadvisorsinbuildinga
positivecampuscommunity.CampusActivitiesProgramming,26(6),39‐46.
Johnson,D.W.andJohnson,F.P.(1991).JoiningTogetherGroupTheoryandGroupSkills.
NeedhamHeights,MA:AllynandBacon.
Lorenz,N.andShipton,W.(1984).APracticalApproachtoGroupAdvisingandProblem
Solving.AHandbookforStudentGroupAdvisors.Schuh,J.H.(Ed.).AmericanCollege
PersonnelAssociation.
Greenwell,GNA.(2002).Learningtherulesoftheroad:Abeginningadvisor'sjourney.
CampusActivitiesProgramming,35(2),56‐61.
Vest,M.V.(2002).Yearsofexperiencearenotenough:Seasonedadvisorsmustcontinually
adapt.CampusActivitiesProgramming,35(2),62‐66.
Dunkel,N.W.andSchuh,J.H.(1997).Advisingstudentgroupsandorganizations.San
Francisco,CA:Jossey‐Bass.
43