Student Organization Handbook 2014-2015

Center for Student Engagement | 314-529-6600

www.maryville.edu/GetInvolved

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Student Organization Handbook Table of Contents

• Section 1 – Maryville University Mission Statement_____________ 3

• Section 2 – Student Life Division 3

• Section 3 – General Requirements & Expectations 5 o Maryville University Student Organizations o Starting a New Student Organization o Renewing a Student Organization o Benefits of Being a Recognized Student Organization o Responsibilities of a Student Organization o OrgSync

• Section 4 – Events 9 o Holding Events & Planning Activities at Maryville University o Services & Resources Available to Student Organizations

• Section 5 – Events Involving Alcohol 13

• Section 6 – Off Campus Events 16 o Off-Campus Conference Guidelines o Policy for Use of University Vans

• Section 7 – Advertising & Promotions 17 o Promotional Process & Procedures o Student Involvement Publicity Deadline Reminders

• Section 8 – Finances 20 o Funding for Student Organizations o Maryville Student Government Funding Policies for Student Organizations o Fundraising o Transacting Business as a Maryville University Student Organization

• Section 9 – Resources & Support 28

• Section 10 – Advisors 29

• Section 11 – University Policies 30

• Section 12 – Suggested Event Planning Timeline________________________________________31

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Section 1 – Maryville University Mission Statement MARYVILLE UNIVERSITY MISSION STATEMENT Maryville University is one of the outstanding private universities in the Midwest offering an innovative liberal arts education leading to excellent academic and professional programs in the Arts and Sciences, Health Professions, Education and Business that prepare students for a life of engagement and achievement in multiple fields of endeavor. Consistent with this mission, Maryville University is committed to achieving the following goals:

• Provide a learning environment where teaching and mentoring students is at the center of everything we do. • Provide an innovative liberal arts foundation for all of our students. • Provide selective and cutting edge programs in the Arts and Sciences, Health Professions, Education and

Business. • Reflect the cultural diversity of the global community and build global awareness and understanding through

myriad international programs. • Make the values of ethical leadership, civic engagement, and sustainability prominent aspects of the student

academic, co-curricular, and spiritual experiences. • Build a vibrant campus community through outstanding co-curricular programming, athletics, cultural events

and intellectual exploration. • Maintain a collegial environment embracing the values of academic freedom, fiscal responsibility and

participatory university governance. • Engage students to achieve their career goals and be successful participants in the global marketplace. • Provide comprehensive programs for non-traditional students that empower their lives and uplift their career

goals. • Provide a community where civil discourse and mutual respect are values and actions share by all.

Section 2 – student life Student Life Mission: Through the many offices that are listed below, the Student Life Division works to - Equip…Ignite…Connect. Student Life is committed to: equipping Maryville University students with the tools they need, igniting the passion that resides within them, and connecting the many resources that exist to support their pursuit for student success. Office of Student Life, Donius University Center, Suite 102

o Dr. Nina Caldwell, Vice President for Student Life and Dean of Students o Kathy Quinn, Associate Dean of Students o Dr. Christie Cruise-Harper, Assistant Dean of Students and Director of Multicultural Programs o Judy Koenig, Administrative Assistant II

Each office listed below plays a vital role in making this mission into a reality with our students. Athletics, Simon Center

o Marcus Manning, Director o Chuck Yahng, Assistant Athletic Director – Communications o Kristen Ely, Assistant Director of Athletics – NCAA Compliance/Student Services, Senior Women

Administrator o Scott Harley, Assistant Director of Athletics and Head Athletic Trainer o Linda Jakob, Department Associate o Full program of intercollegiate athletics including men’s and women’s basketball, soccer, cross-country,

golf, and track and field, as well as baseball, cheer, dance, women’s volleyball, women’s swimming and diving, women’s tennis, men’s wrestling and softball.

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o Houses Intramural Program in addition to a full schedule of aerobics throughout the year, features softball, volleyball, basketball, and flag football.

o Provides oversight for the cheer and dance team and university mascot as well as the pep band. o NCAA Division II; member of the Great Lakes Valley Conference (GLVC).

Campus Ministry and Community Service, McNally House o Steve DiSalvo, Director o Promotes and supports spiritual awareness for students (including spiritual student organizations)

faculty and staff of all spiritual and/or religious beliefs. o Cultivates a sense of social responsibility that inspires active participation in community service by the

entire Maryville University community. o Provides regular service opportunities in collaboration with the Community Service Club and others. o The Catholic Newman Center, in McNally House, is led by Fr. Richard Heman, who hosts Catholic Mass

on campus in Huttig Chapel on Sundays and Holy Days as well as other activities on campus in Huttig Chapel when classes are in session.

o Our Jewish Programming Facilitator, Erin Schreiber, works with students to enhance the Jewish presence on campus and creates opportunities to celebrate Jewish holidays and rituals.

o A Muslim Prayer (Salat) Area is also located in McNally House. Health and Wellness, University Library

o Pam Culliton, Director o Susan McIntyre, Department Assistant o Promotes wellness for the whole student that includes but is not limited to educational programming

that aims to reduce risky and underage alcohol, tobacco, and other drug use; develop stress management techniques, encourage healthy nutrition and fitness behaviors, build healthy relationships, know resources about sexual health and safety, and more!

Multicultural Programs, Center for Student Engagement o Dr. Christie Cruise-Harper, Assistant Dean & Director o Turan Mullins, Assistant Director o Administers activities and events focusing on celebrating diversity. o Advises student organizations in planning and organizing multicultural activities and events. o Provides support to students of color and international students. o Manages the Cultural Corner in the Center for Student Engagement. o Facilitates workshops and activities about identity awareness.

Personal Counseling, University Library o Jennifer Henry, Director o Linda Meyers, Personal Counselor o Corinne Mather, Personal Counseling Extern o Susan McIntyre, Department Assistant o Offers walk-in and by-appointment counseling hours and a variety of programs to assist in the transition

to and the success while at college. Residential Life, Potter Hall

o Ryan McDonnell, Assistant Director o Aretha Perry, Assistant Director o Lauren Mooshegian, Housing Operations and Project Specialist o Provides an on campus living experience through residential hall and apartment living locations housing

approximately 700 resident students. o 14 student resident assistants are located in various residential spaces and receive special training

relative to student needs, campus resources, conflict resolution, and overall University policies and procedures.

o Advises the Residential Housing Association and National Residence Hall Honorary.

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Student Involvement, Center for Student Engagement o Brian Gardner, Director o Allyson Crust, Assistant Director o Peter Michel, Spirit Coordinator o Claire Frisella, Graduate Assistant o Oversees the 70+ student organizations on campus. o Advises the Campus Activities Board, Committee on New ‘n Existing Campus Traditions, and Maryville

Student Government and the Go Saints! program. o Manages the Donius University Center, Center for Student Engagement, LJ’s, and Buder Family Student

Commons. o Focuses on developing leadership through a higher level of leadership by all students campus wide,

specifically through the Keith Lovin Institute for Leadership and Values.

Section 3 – general requirements & Expectations

MARYVILLE UNIVERSITY STUDENT ORGANIZATIONS Student Organizations are an easy way to become involved in campus activities while directing your time and energy toward a specific skill. You can find the most up-to-date listing of Maryville University’s student organizations by visiting our website www.maryville.edu/getinvolved but you will find that all of our 70+ student organizations can be categorized in the following ways.

1. General Interest Organizations 2. Academic Student Organizations 3. Honor Society Organizations 4. Spiritual Student Organizations 5. Social Awareness Organizations 6. Cultural Organizations 7. Club Sports

If you are looking for a specific organization and do not see it represented in our updated listing, you can always start a new student organization.

STARTING A NEW STUDENT ORGANIZATION Don’t see what you’re interested in on Maryville’s list of student organizations? Start your own! Simply gather three (3) other students who are interested in the same thing and identify a staff/faculty advisor to work with the organization. After these steps have been taken, stop by the Center for Student Engagement and see a Student Involvement representative or visit our convenient website at www.maryville.edu/getinvolved for more information. All student organizations need to be open to all currently enrolled students of Maryville University (with a minimum of 3 credit hours). The following steps outline the components necessary for completing your new student organization registration:

1. A completed Organization Application for Recognition form (which includes a membership list). This form can be completed online at www.maryville.edu/GetInvolved.

A. Organizations are required to identify their required faculty/staff advisor at this time. 2. Proposed constitution and/or bylaws of the organization that clearly contains those items asterisked on the

sample constitution (Appendix A), available online at www.maryville.edu/GetInvolved. A. If a student organization is affiliated with off-campus organizations, circles or chapters, the student

organization must submit a copy of the constitution, articles of incorporation, or other governance

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document of the external organization for University approval. Should a conflict arise, University policies and regulations will override those of external organization.

3. Attend the mandatory portions of “Programming with Purpose” a developmental student organization training workshop held at the beginning of each academic year or receive training through online tutorials available at www.maryville.edu/GetInvolved, followed by a training quiz.

4. All Maryville University registered student organizations will adhere to the University non-discrimination policy that includes race, age, religion, sex, national origin, disability or Vietnam Era veteran status.

The Student Involvement representative will review these guidelines with the student organization representative and make a recommendation for recognition to the Director of Student Involvement. A confirmation of recognition or denial will be granted to the newly recognized student organization.

RECOGNITION DENIAL Reasons why a student organization may be denied recognition may fall within the following areas:

the purpose is duplicated within the scope of a currently registered organization the purpose conflicts with the mission and goals of Maryville University the student organization is not open to all currently enrolled Maryville students the purpose conflicts with the non-discrimination clause embraced by Maryville University.

If representatives for a potential student organization feel they have been incorrectly denied recognition, an appeal process involving the Dean of Students is available. This concern must be expressed in writing within one week of notification of denial. The Dean of Students will review the written notice and proceed with reassessing the status of recognition.

RENEWING A STUDENT ORGANIZATION Registration of student organizations is done on an annual basis, effective until the beginning of the next fall semester. Each student organization wishing to renew their recognition is requested to do so no later than September 30th. Renewal of registration of your student organization is easy! Just follow these steps:

1. Update your organization’s profile on OrgSync by September 30. Instructions for doing so are located in the “Pages” section of your portal on OrgSync.

2. Continue to meet all requirements for initial recognition located on page 5 of this handbook. 3. It is a useful process to review your constitution on an annual basis. You will be required to submit an

updated and current constitution online to reflect any changes that have been made over the previous year. 4. Properly schedule and register all necessary events and activities with the Student Involvement Office via

OrgSync. 5. Attend Student Organization training offered at the beginning of the Fall semester or complete the required

online “Programming with Purpose” tutorial and renewal quiz, found online at www.maryville.edu/GetInvolved.

6. Maintain a membership of at least four members and have a current faculty or staff advisor. 7. It should be understood that the requirements for student organizations to become registered or to

maintain recognition are not limited to those listed above. Failure to comply with the conditions may result in the immediate cancellation of room-use privileges, removal of officer from office and loss of recognition and/or MSG funding. Organizations that do not renew will also be placed in “disabled” mode until the previously-listed conditions are met. Organizations that lose recognition status for any reason must meet any terms established by the University for reinstatement and then must reapply for recognition status if they want to resume function.

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BENEFITS OF BEING A RECOGNIZED STUDENT ORGANIZATION Organizations that are registered and officially recognized by the Student Involvement Office are eligible for many university benefits. Organizations provide a means for people to become more involved with peers and the university. Participation increases effective communication skills as well as leadership, planning, management and publicity skills. Organizations are intended to be an outlet for students with specific skills and interests, which in turn can increase involvement and campus activities, creating a vibrant campus life. Specific benefits that are available to campus organizations are:

1. A free organization management portal through OrgSync. 2. Free website platform through OrgSync. 3. The use of university facilities at no charge for meetings and events. 4. The opportunity to apply for and receive funding through Maryville Student Government. 5. The use of on-campus printing and duplicating services through the University Bookstore at a small fee to

organizations. 6. The use of mail services through the University Bookstore. 7. The ability to request audio/visual equipment reservation and set up for events and meetings. 8. Access to special set up services through Physical Plant. 9. Access to “Programming On The Go” materials and equipment through the Center for Student Engagement. 10. The use of campus vehicles (pending proper training and authorization through Public Safety) at a small fee to

organizations. 11. Accounting support through the Student Involvement Office. Please note: Student Organizations are not allowed to

have off-campus bank accounts. 12. Participation in the Involvement Fair. 13. Eligibility for leadership awards at the annual Student Life Recognition Banquet held each Spring. 14. Updated information about events and activities. 15. Participation in training and workshops designed to strengthen your student organization. 16. The right to assemble on campus. 17. Access to and assistance with a number of advertising resources on campus including digital signage, student

announcements, and more. 18. Support from various campus offices and departments for your student organization. 19. The creation of a Student Organization email account through the Maryville system (i.e. org@maryville.edu)

a. Contact the Information Technology Help Desk (314.529.9506) directly to have an email account created for your org.

20. The use of supplies and equipment in the Center for Student Engagement: Graphic design services (Request form online at http://intranet.maryville.edu/gar)

• Requests for placement on digital signage are handled through this process. Button maker (please check the Center for Student Engagement in advance to insure availability of parts) Helium, balloons, markers, sidewalk chalk, banner paper, cricut, and other supplies 24 x 36 Posters made from 8.5 x 11 flyers DUC window painting (please reserve in advance in the Center for Student Engagement)

o Cleaning is the responsibility of the student organization and must be completed no more than 24 hours following the event/activity being advertised

RESPONSIBILITIES OF A STUDENT ORGANIZATION 1. Register all events and meetings sponsored by the student organization online at www.orgsync.com through your

organization portal. 2. Accept responsibility for a member’s behavior when:

o She/he is acting as a member of the organization, with or without sanction

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o An event is held, officially or unofficially, in the name of the organization 3. Receive approval from the Student Involvement Office for the following through the event registration process:

o Promotional items o Fundraising efforts o Solicitation o Events and postings o Contracted services for events, such as performers or speakers

4. Abide by the organization constitution 5. Maintain all organization funds (i.e. fundraising profits, membership dues, etc) with the Student Involvement Office.

Please note: Student Organizations are not allowed to have off-campus bank accounts. 6. Abide by all University policies and procedures listed in the Student Handbook. 7. Participate in training programs and workshops sponsored throughout the year. 8. Maintain registration throughout the year by keeping officer and membership lists current online. 9. Check your Maryville email regularly. 10. Avoid any activity, speech, or expression that may be deemed as:

o Creating a clear danger of inciting violence or unlawful behavior o Advocating the physical harm, coercion, intimidation or invasion of the personal rights of any individual o Violating University policies on harassment o Advocating the willful damage, destruction or seizure of University property o Interfering with classes or University activities

11. Failure to comply with these responsibilities may result in immediate cancellation of room-use privileges, removal of officer from office and loss of recognition and/or MSG funding.

ORGSYNC The Office of Student Involvement uses a program called OrgSync for the management of student organizations. OrgSync is a web application that allows students to join, organize, manage, and communicate with student organizations and their members. Every Maryville University student is encouraged to create a personal profile containing important information for the organizations to which they belong. OrgSync allows your organization to request funding, manage organizational records, store and share important documents and forms, communicate with members, plan and publicize events, request space reservations, create a public website, track participation hours and meeting attendance, and compile a transcript of co-curricular activities and learning outcomes. Many important forms and documents commonly used by the Office of Student Involvement and Student Organizations are available on OrgSync.

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Section 4 – events

HOLDING EVENTS AND PLANNING ACTIVITIES AT MARYVILLE UNIVERSITY Student organizations often sponsor events on (and off) of campus. These activities add to the community at Maryville by filling our calendars and lives with meaningful work and play to accompany your in-class learning. The following is a step by step process of how to MAKE THINGS HAPPEN at Maryville University through the event registration process.

1. Get an idea for an event or activity on campus 2. Check out other happenings on campus through the WHAM calendar at www.maryville.edu/wham and on

www.maryville.edu/getinvolved to determine when would be a good time to hold the event. Also use the WHAM calendar to check the availability of the desired space for your event.

3. Choose a space for your event. For a complete list of spaces available for your event, visit www.maryville.edu/wham.

4. Once you have your event date and location chosen, you need to register the event in the Student Involvement Office. This can be done by simply going online to www.orgsync.com and clicking “Events” on your organization portal.

a. ALL EVENTS/MEETINGS MUST BE REGISTERED AT LEAST 2 WEEKS PRIOR TO THE EVENT. FAILURE TO REGISTER EVENTS AT LEAST 2 WEEKS PRIOR TO THE EVENT MAY RESULT IN LOSS OF ROOM RESERVATIONS AND CANCELLATION OF EVENTS.

5. What events should be registered? If the answer to ANY of the following questions is YES, then you should register your event:

a. Are you publicizing the event to the entire campus? b. Is it being held in a public space in a University facility (includes meeting rooms and other event

spaces)? c. Are you charging admission for the event or raising funds for your organization? d. Do you have a 3rd party vendor coming to the event? e. Are you having alcohol at the event? f. Are you transporting people off campus for the event? g. Are you requesting funding from MSG?

6. By registering the event you are automatically qualifying your organization to take advantage of many publicity opportunities through the Center for Student Engagement. You also have access to the event planning checklist, available online at www.maryville.edu/GetInvolved, to assist you in knowing what you need and who you need to contact at what point to smoothly plan your event.

7. Please note that University policy dictates that at events meeting the following criteria a University staff or faculty person is required to be present throughout the event:

a. If the event involves alcohol b. If the event has an admission charge c. If there is a 3rd party vendor who is being paid for its services d. If the event is advertised to the general public (outside of Maryville University) e. If the event is being held off campus

Though it is not required that this staff person is the advisor, it is strongly recommended to insure continuity of knowledge regarding the event.

RESPONSIBILITY AT GROUP FUNCTIONS:

1. Any Maryville student and/or guests responsible for disorderly conduct at any function sponsored by the University or by any University organization is required to leave the function immediately.

2. Responsibility for the enforcement of these regulations rests with the advisor, officers or appointed representative(s) of the organization sponsoring the function and the Public Safety Officer(s) at the function.

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UNIVERSITY SERVICES AND RESOURCES AVAILABLE TO STUDENT ORGANIZATIONS Several departments are available to assist groups in planning and implementing activities. Below are the names of departments as well as a listing of services offered. Current contact information can be found on the Event Planning Checklist, available online at www.maryville.edu/GetInvolved.

FRESH IDEAS FOOD SERVICE Catering of all kinds can be carried out by Fresh Ideas. Maryville University has an exclusive contract with Fresh Ideas, which requires us to use them for all events, meetings, etc. All food and beverages, including alcohol, must be served/dispensed by the campus food service, unless otherwise approved by the Director of Food Service. A complete catering guide can be found at www.maryville.edu/about-food-services.htm. Fresh Ideas is pleased to offer a variety of services and menu items specifically geared for Maryville student groups. Fresh Ideas offers a ten (10) percent discount to student organizations on all orders from the catering guide.

Important Information: • Expenses incurred can be paid by transferring funds from the organization’s account, or through MSG funding. • Alcohol may NOT be purchased with Student Organization funds or MSG funds. • All campus and state regulations related to alcohol consumption must be strictly followed. Information about events

involving alcohol can be found on page 14. • Everything necessary for food ordered is provided – disposable flatware, plates, napkins, cups, etc unless otherwise

discussed with Fresh Ideas. • All orders must be placed & confirmed by Fresh Ideas no less than five (5) full business days prior to the pickup date.

If the order is for more than 50 people – please place the order no less than five (5) business days prior to event date. • Events or menu items cancelled less than two (2) business days prior to the event may be charged 50% of the total

cost of all items ordered.

Some Frequently Asked Questions about Food Service at Events and Activities Q. How far in advance do I have to arrange my orders with Fresh Ideas? A. The sooner the better, but no later than five (5) business days before the event. Q. Do I always have to order from Fresh Ideas for my events? A. It is important to always contact Fresh Ideas first to find out if they can accommodate your catering needs or if you can obtain a waiver to make other arrangements. The only exception to this rule is when your student organization is providing small, prepackaged items that are not prepared hot or cold, such as soda and candy. Also, if you would like to order pizza to be delivered to your event or meeting from an outside vendor, it is very likely that you can do this, but make sure to get a waiver from Fresh Ideas first! Q. How can I tell if it’s best to use Fresh Ideas or not? A. You may not use an outside food service provider without first obtaining a waiver from Fresh Ideas. A loose rule of thumb is this: For most big events (say your budget is $175 – or more) you will be required to order from Fresh Ideas, for medium or small sized ($0 - $175) you will need to contact Fresh Ideas to give them first right of refusal. Special permission will be needed to obtain a waiver from Fresh Ideas if your event is located in the Dining Hall, President’s Conference Center, Pfaff Lobby, Kaldi’s lobby, Donius University Center Atrium, or the University Library. Q. My group is Vegan, can Fresh Ideas accommodate us? A. Yes, although you may be given a waiver for some specialty food orders such as Kosher or International items. Q. How do I place an order? A. Contact Linda Thacker at (314) 529-9308 or lthacker@maryville.edu or Linda Alexander at (314) 529-9554 or mailto:lalexander@maryville.edu. Include: what you would like, how many people you are planning to serve, your name & phone number, your group name & when (day, date & time) you would like to pick it up. You will receive a catering contract via e-mail – review it for accuracy & approve by hitting ‘reply’ & saying ‘ok’. That’s it!

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Audio/Visual Needs Projectors, screens, microphones and other A/V equipment can be furnished by our A/V department at no charge. Contact Bob Tschopp at rtschopp@maryville.edu or (314) 529-9577 to discuss available resources and set up of resources.

Graphic Design Services The Student Involvement Office employs graphic design students who are able to create flyers, digital sign designs, posters, logos, shirts, and other graphical elements for student organizations throughout the year. If you are requesting their services, please complete the Graphic Artists Request form available online at http://intranet.maryville.edu/gar. Please pay close attention to the deadlines for each specific project. At least 2 weeks before you need the product in hand to advertise is needed to insure there is sufficient time to work on your project.

University Bookstore Document and Mail Services The University Bookstore is your one stop shop for all printed materials. Services include full color posters and banners, customized t-shirts, photo printing, laminating and shipping. Please submit originals to the Center for Student Engagement at least two business days in advance of date needed. Organizational codes will be billed directly by the Bookstore and completed orders may be picked up in the Center for Student Engagement. Physical Plant The Physical Plant staff can set up tables, chairs, staging, etc. with ten (10) days notice via the online work order system through the Maryville portal at my.maryville.edu. Any set-ups requiring rental equipment will be billed directly to the organization. A protocol for working with physical plant for your event set up needs: 1. Your event is required to be registered through the Student Involvement Office before arrangements for event set

up can be made. 2. When planning an event, there must be one student who is designated the contact person for Physical Plant (PP

student contact) for the event. 3. As a general rule, all arrangements for the set up of your event should be completed before the event is advertised

on campus, at least 10 days before the event is to occur. 4. Student organizations should submit a work order to include event setups and take downs by logging in to

my.maryville.edu and clicking “facility work order system” under “applications”. In some instances, it may be necessary to meet with a Physical Plant representative to further discuss the request.

a. In the area that says “Please describe your problem or request”, including the following information: i. Name of event

ii. Date of event iii. Setup time: time you would like your setup completed (before the event start time) iv. Start time of the event v. End time of the event (to allow for take down of your setup)

vi. Your request: be specific about number of tables and chairs needed, garbage and recycling receptacles, and other event needs

b. Maryville’s Organization Account Number for the work order system is: 531204858. The password for submission is “password”.

c. For assistance with the work order system, call the Physical Plant office at (314) 529-9304. 5. The PP student contact needs to be prepared to provide a contact phone number so that Physical Plant can contact

them throughout the event set up process. Additional Information That May Be Helpful To You… • Small events are defined as set ups that require no outside rental or set up arrangements.

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• Large events are defined as any events that require outside rental of equipment or excessive additional labor provided by Physical Plant.

• In the course of the initial meeting with Physical Plant, the PP student contact will be made aware of additional rental/equipment/labor needs. Because of this, it is important to allow ample planning time for both your organization and Physical Plant.

• Physical Plant will coordinate additional rental items and provide the PP student contact with quotes pertaining to the cost of the equipment. Payment for additional equipment will be coordinated through the Student Involvement Office and the student organization 12-account or those funds allocated from MSG.

• For larger concerts or similar events requiring large labor efforts, Physical Plant would expect to coordinate with ample time in advance of the event.

• Should you need assistance during an event (i.e. clean up a spill, empty garbage, report broken furniture, etc.) contact the Physical Plant office. After the hours of 3:00 PM, you may contact Public Safety to contact a Physical Plant representative.

As always, the sooner you have registered your event, the sooner you can proceed with the arrangements required for your event to be successful. Please be sure to do this ASAP to secure your room reservation. Public Safety Organizations planning large events are required to check with the Director of Public Safety regarding the need for Public Safety officers at the event and the impact of the event on campus parking. Organization accounts may be billed directly for additional security services. When requesting Public Safety services, allow 3 weeks advance notice.

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Section 5 – events involving alcohol

EVENTS INVOLVING ALCOHOL PROCEDURE Missouri State Law strictly prohibits the sale to, consumption of, or possession of any alcoholic beverage by any person less than twenty-one years of age. The dispensing/serving of alcohol at student social functions must be handled by Fresh Ideas Food Service only and it is limited to those campus locations that are licensed. What is an Event Involving Alcohol? An event involving alcohol at Maryville University is defined as a social gathering at which alcohol is available for purchase and/or consumption by those in attendance over the age of 21. The event must be a registered event through the Student Involvement Office and a licensed third party (university’s contracted food service provider) must serve the alcohol. Special requirements for an event involving alcohol:

1. The event must be registered with the Student Involvement Office. In your event reservation, indicate that this will be an event involving alcohol.

2. The event must have a minimum of one faculty/staff (which may include the advisor of the student organization, but excludes the Student Involvement Office staff) present from the beginning to the end of the event. This individual is instructed to not partake in consumption of alcohol during the entire duration of this event.

a. It is the responsibility of the student organization to arrange for the presence of these individuals. b. Those agreeing to serve as the staff members for the event must attend a meeting, along with the

student organization monitor, with a representative of Student Involvement. 3. It is the responsibility of the student organization to appoint a student organization monitor to assist the

coverage faculty/staff throughout the event. The monitor must be a member of the student organization and should not drink alcohol throughout the event and should help insure that no minors are being provided or drinking alcoholic beverages at the event.

a. Those agreeing to serve as the student organization monitor for the event must attend a meeting, along with the staff member, with a representative of Student Involvement.

4. The student organization must provide food and non-alcoholic beverages at the event. Non-alcoholic beverages must be less expensive than the alcohol being served and sold.

5. All alcohol purchases shall be for personal consumption, no “rounds” or purchases for others are allowed. The specific individual purchasing the alcohol must be the same person that consumes the alcohol purchased. Sharing alcohol with other persons at the event is prohibited.

6. Alcohol may not be given as a prize or gift. 7. Simulated drinking games are prohibited. 8. All events will end no later than 1:00 a.m. (with last call being announced a full 30 minutes before the posted

conclusion of the event). 9. Any official student organization function occurring off campus must be registered through the Student

Involvement Office and must adhere to this policy. Any third party vendor that is not the food service company contracted by Maryville University must be approved by the Director of Student Involvement.

10. Advertisement of any event involving alcohol is limited to the statement “cash bar available”. 11. When a student organization decides to hold an event involving alcohol, it assumes the responsibility for the

safety and welfare of its members and guests. Responsibility and appropriate behavior should be expected for those who choose to drink.

12. The Public Safety Office should be consulted if there is a possibility of extra staffing being required for the event. In some cases, this may result in a charge to the student organization.

13. No events involving alcohol will be permitted during the scheduled “finals week” (as defined as the final Sunday-Friday of every semester).

NOTE: Any exceptions to this policy will be reviewed by the Director of Student Involvement.

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Planning the Event Involving Alcohol STEP 1: Register your event online. As with all events, an event involving alcohol must be registered through the Student Involvement Office. The event registration form is available online at www.orgsync.com through your organization portal. STEP 2: Meet with Fresh Ideas to coordinate the alcohol at the event. Alcohol at all events hosted on campus must be served by Maryville’s food service provider, Fresh Ideas. A meeting with a Fresh Ideas representative is required in order to discuss the event. Fresh Ideas will also provide you with a contract for the event; this contract should be turned in to Student Involvement.

NOTE: Alcohol will be served by the University’s contracted food service provider under the following guidelines: a. ID’s must be checked at the door in order to obtain a wristband allowing one to purchase/drink alcohol.

i. This task must be performed by the bartender, not a member of the organization. b. Individuals must have a valid Driver’s License that states their age. c. Individuals must be 21 or older to purchase/drink alcohol. d. Non-Maryville students are allowed to attend and participate in events involving alcohol as long as a

Maryville student accompanies them and they follow all policies pertaining to the event. e. Alcohol will be distributed through a purchasing agreement with Maryville’s contracted food service

company. f. This third party vendor will be responsible for the sale of all alcohol at these functions. g. An individual can purchase a maximum of two beverages at one time. h. Maryville students are prohibited from bringing their own alcohol to any event. i. Individuals who appear to be intoxicated will not be served additional alcohol. a. To provide only the bar services outlined in the agreement. b. To properly ID and mark (i.e. bracelets) all guests who are eligible to partake in the bar services. c. To conduct “last call” a full 30 minutes prior to the end of the event. d. To engage in an agreement that does not allow the student organization to pay, in any fashion, for alcohol in

part or in whole (student organizations can only pay for the cost of having a bar, not the alcohol itself). e. To refuse to serve any guest who appears to be near or fully intoxicated, regardless if they came to the event

in that fashion, or became intoxicated at the event. f. To shut down the bar at any moment that the Event Involving Alcohol Agreement is breached.

STEP 3: Secure a Faculty/Staff representative to cover the event. As outlined in this handbook, a faculty or staff member of Maryville University must be present for the duration of an event involving alcohol. While it is recommended that this representative be the organization’s advisor, it is not required. Identify the name of the faculty/staff member covering the event and arrange a time to meet with this faculty/staff member and a representative of Student Involvement. By agreeing to serve as the event advisor, the faculty/staff representative agrees:

a. To be present at the event for the entire duration of the bar service. b. To not be under the influence of alcohol at the event and to not partake in alcohol consumption at the

event. c. To communicate with the student responsible for the event before and during the event regarding the

presence of alcohol. d. To work with the bartender(s) to address any concerns presented during the event including, but not

limited to: intoxicated guests, underage drinkers, or improper behavior by event guests. e. To assist and support the bartender(s) in the event that the bar needs to be shut down due to a breach

in any of this stated policy. f. To assist the bartender(s) in making the “last call” a full 30 minutes prior to the end of the event. g. To call Public Safety whenever necessary.

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h. To ensure that all university and student organization policies, including state and local laws, are being adhered to at all times.

STEP 4: Meet with a representative of the Student Involvement Office. To complete this process, a meeting must be held with the Director of Student Involvement, or other approved representative of Student Involvement. For this meeting, have prepared a copy of the Fresh Ideas catering contract as this will need to be turned in. At this meeting, the student organization representative and the event advisor that are agreeing to be responsible for the event will be identified. IT IS STRONGLY ENCOURAGED THAT THIS BE THE STUDENT COMPLETING THIS PROCESS AND MEETING WITH STUDENT INVOLVEMENT. By agreeing to be the student monitor for this event, the student agrees:

a. To be present at the event for the entire duration of the bar service. b. To not be under the influence of alcohol at the event and to not partake in alcohol consumption at the

event. c. To support any decision made by the bartender(s) and/or the faculty/staff person covering the event. d. To call Public Safety whenever necessary. e. To notify the faculty/staff person covering the event whenever witnessing improper behavior including, but

not limited to: overly-intoxicated guests or underage drinking. f. To ensure that no student organization funds will pay for any alcohol in part or in whole.

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Section 6 – off campus events

OFF-CAMPUS CONFERENCE GUIDELINES Every student attending an off-campus activity or conference on behalf of a student organization is acting as a representative of Maryville University. To that end, courtesy and respect for others must be demonstrated at all times. Mature, professional conduct is expected of every student. The Student Involvement Office prefers that the student organization advisor or designee attend the conference to provide guidance and support to student delegates. It is the responsibility of any students attending an off-campus conference, convention, workshop, or other event to communicate with professors about any missed classes. POLICY FOR USE OF UNIVERSITY VANS Approval through the Public Safety Department is required EACH academic year in order to drive a University van. A motor vehicle record check will be done prior to granting approval to any driver. It takes approximately two weeks to get approval from Public Safety for students, faculty, and staff to become certified to drive Maryville vehicles. The form required to be completed in order to be certified to drive is available on OrgSync and at www.maryville.edu/GetInvolved.

1. Those requesting to drive a University van must complete a motor vehicle record background check. 2. Drivers must watch a van safety orientation video tape prior to driving a University van. 3. Drivers of University owned vehicles must be current employees or students. Family members, former

employees, alums, etc. are not permitted to drive a University vehicle. 4. All Maryville 12-passenger vans are limited to 10 people including the driver. If storage space is needed for

luggage and/or equipment then the passenger count may be limited to less than 10 passengers, including the driver.

5. A bus company will be used for transportation needs for out-of-town trips for athletic teams, student activities and field trips requiring the use of more than two vans.

6. Drivers younger than 19 will NOT be permitted to drive a University van unless a Maryville employee not younger than 21 is present.

7. Driving time is limited to 4 hours before a rest break must be taken. 8. A backup driver is required on all trips over 6 hours each way. 9. A Maryville employee is required to be present on all out-of-town and/or overnight trips. (Out-of town is defined

as any trip in excess of 100 miles from the main campus.) 10. Maryville University does not permit the use of University vans for non- University related activities/events. 11. The use of a trailer hitch is not permitted on any University van being used to transport passengers. 12. Drivers are prohibited from using any hand-held electronic device while operating a University vehicle. 13. Failure to return van keys and/or gas credit cards, and/or return a dirty van will result in a $50.00 fine to the

group/department that reserved the van. 14. Public Safety may request information from public and private sources about driver’s driving records. 15. Upon return to campus, vans must be returned to the van parking spots in the McNally House parking lot. Keys

must be returned to the Physical Plant office immediately upon return. Student organizations may reserve them at OrgSync and www.maryville.edu/GetInvolved. The account number to which the fee will be charged is needed in order to reserve the van. This account number can be found in the Student Involvement Office (314) 529-9480. After your reservation is approved, keys can be picked up and dropped off in the Center for Student Engagement. Questions about the vans or location of vans can be directed to Physical Plant at 314-529-9304.

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Section 7 – Advertising & promotions

PROMOTIONAL PROCESS AND PROCEDURES Purchasing Promotional Items To ensure proper use of the University’s name and image, the Student Involvement staff, in consultation with a representative from the Marketing and Community Relations Office must approve all promotional items (designs, colors, etc.). All items containing the name of the organization and/or Maryville University must be approved prior to placing any orders. Examples of promotional items typically ordered include: T-shirts, cups, sweatshirts, pens, pencils, etc. An extensive identity manual and style guide can be found through the office of Marketing and Public Relations. University Posting Policy for Student Organizations and Departments There are many ways to communicate events and activities on campus. The following list contains some of the more popular ways of publicizing events on campus; please refer to this when deciding how to best publicize your events. One of the most widely used mediums at Maryville University is a digital sign. The Center for Student Engagement has general posting supplies available for student organizations to use. There is no cost for these resources although they must be used by student organizations. Digital Signage

1. These signs are intended to provide pertinent information regarding programs, events, and deadlines that effect Maryville students.

2. You may request your flyer or poster to be designed specifically for Digital Signage or you may request your already designed artwork to be displayed on the signs.

3. You must fill out the Graphic Artist Request Form to complete this request http://intranet.maryville.edu/gar. Posters/Flyers Any posters/flyers for student organizations, departmental or administrative offices, or community groups must follow the following guidelines.

1. All posters must be in good taste and contain no offensive language, or threat of violence. 2. All posters must refer to an approved event, registered through your organization’s portal on OrgSync. 3. All posters must have sponsorship listed. Those events or activities sponsored by outside organizations are

welcome to use only the general posting board located in the Donius University Center. 4. Because of space limitations, there is a limit of 24, 8.5" x 11" or 14" flyers and 10 poster board size posters. 17

of these flyers can be distributed through Residential Life for the residence halls and apartments. 5. All posters must be stamped by the Center for Student Engagement with a date for removal. When possible,

please have the original stamped before making numerous copies. Once the flyers/posters are stamped, the Center for Student Engagement will see to it that the posters are posted on all general bulletin boards, listed at www.maryville.edu/GetInvolved.

6. Posters/flyers will be approved for a two-week period. Any exceptions must be made by the Director of Student Involvement. The Center for Student Engagement will remove the poster on the stamped date.

7. Posters can be hung only in the following areas in the Donius University Center, academic and administration buildings:

A. Any bulletin board designated as general posting board (most are indicated by the WHAM logo across the top).

B. Brick walls C. Tile Walls

8. Only masking tape, painters tape, or scotch tape may be used in posting posters on tile walls. 9. No posting is allowed on any glass surfaces, door frames, outdoor light poles, or televisions (including hanging

off Digital Signs). Additionally, no posters or flyers may be placed on tables or hung on walls in the Gander Dining Hall.

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Banners 1. Banners must be approved by the Center for Student Engagement and can be hung for a period of 3-5 days in

the Donius University Center Atrium, any grassy areas (Quad) or outside the Residence Halls or Apartments. 2. Arrangements should be made through Physical Plant after the space is reserved through the Center for Student

Engagement. Window Painting The windows of the Donius University Center may be reserved & painted with approved paint which is available in the Center for Student Engagement.

1. Any window painting is subject to approval by the Director of Student Involvement. 2. Location and time period will be determined at point of reservation. 3. When the window reservation date is completed, it is the responsibility of the student organization to clean the

window(s) within 24 hours of the reservation date. Failure to do so may result in the loss of reservation privileges.

4. When a window is reserved, it is expected that it be painted. Windows cannot be reserved to prevent paintings on the window.

5. Maryville University reserves the right to remove a window painting at its discretion. Chalking

1. Sidewalk chalk is available from the Center for Student Engagement. 2. No brick surfaces, vertical surfaces, or covered surfaces should be utilized for chalking. 3. Please include the event and the date of the event in the chalking as well as considering the effect of one well

planned design over random messages. 4. Return unused chalk to the Center for Student Engagement on the day it was checked out.

Display Tables in Gander Dining Hall 1. If your organization would like to advertise for an upcoming event by reserving a display table in the west end

of the Dining Hall, you must make a reservation for a display table. 2. To reserve a table in the dining hall, please submit an event request via OrgSync. For instructions on registering

your table in OrgSync, visit page 10. 3. Once you reserve your table via an event request in OrgSync, a table will be reserved for you. There is no need

to submit a separate work order for a table. Sandwich Boards

1. For special events and activities, your organization or department can reserve a sandwich board to use for publicity.

2. Reservations for sandwich board should be made for a day or set of specific dates. At the conclusion of the reservation, it is the responsibility of the student organization to remove advertising and return the sandwich boards to the Center for Student Engagement.

Student Announcements Student announcements are posted through the Maryville portal on a continual basis. To post an announcement or campus event for students, please follow these steps and guidelines:

1. Visit https://my.maryville.edu 2. Enter your Maryville username and password. 3. Choose either: a) Add an announcement for student or b) Add an event for student

If announcement: 1. Enter the title of the announcement (required field). 2. Describe the announcement in the body field. 3. Indicate the date you would like the announcement to expire (required field). Then choose, when you

would like the announcement to appear, either right away (immediately) or by entering another date and time in the box.

4. Choose attach file at the top of the make if you have a flyer or other document for viewers to see. 5. After all information is entered, and spell check is complete, click SAVE at the bottom of the page.

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6. The announcement posting will be forwarded to Judy Koenig, Student Life, to approve or reject. You will receive a confirmation email indicating whether your announcement posting was approved or rejected.

If event: 1. Enter the title of the announcement (required field). 2. Enter the location of the event. 3. Enter the R25 confirmation number (required field). This confirmation number was sent via email to the

individual who made the event reservation in OrgSync. (Not applicable, NA, etc. are not acceptable entries and will be rejected).

4. Enter the start date and time of the event (not set up time, actual start time). 5. Enter the end date and time of the event. 6. Enter the description of the event. 7. Choose attach file at the top of the page if you have a flyer or other document for viewers to see. 8. If this is a repeating event, check the repeating event box. 9. After all information is entered, and spell check is complete, click SAVE at the bottom of the page. 10. The event posting will be forwarded to Judy Koenig, Student Life, to approve or reject. You will receive a

confirmation email indicating whether your event posting was approved or rejected. Should you have questions or need further assistance about student announcements or event postings, please contact Judy Koenig in the Office of Student Life, jkoenig@maryville.edu or 314.529.9485.

Any organization, departmental/administrative office or community group which does not follow the above guidelines will be penalized by way of removal of illegally posted materials and the possibility of losing advertising privileges in the future. If you have any questions about these policies or guidelines please contact Ally Crust, Program Coordinator for Student Involvement, acrust@maryville.edu or 314.529.9480.

Student Involvement Publicity Deadline Reminders WHAM To have your student organization event posted on the WHAM calendar, it must be registered through OrgSync

at least 2 weeks prior to the event date. To have your departmental (non-student organization event) event posted on the WHAM calendar, please

complete the request on R25. Digital Signage If you would like your flyer to appear on the Digital Signage system, please request for the item to be created in

the proper dimensions by the Student Involvement Graphic Designers via the online Graphic Artist Request found at http://intranet.maryville.edu/gar. Please submit requests 2 weeks prior to anticipated date of advertisement.

Upon completion of the project, the Graphic Designers will send the project along to the proper office for posting on the Digital Signage system.

Flyers and Posting All flyers and posters need to be approved through the Center for Student Engagement. Please bring your original to be approved and stamped before making copies if possible. Deliver 24 copies to the Center for Student Engagement and those copies will be distributed to living areas and

posted on WHAM bulletin boards within 2 days. Unless further approval is made by the Director of Student Involvement, all flyers will be hung for only 2 weeks.

Student Announcements Student announcements are posted regularly on the MyMaryville Portal. Submissions can be made via my.maryville.edu by following the procedures listed on page 19.

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Section 8 – Finances

FUNDING FOR STUDENT ORGANIZATIONS There are many options for student organizations to raise funds. The following information outlines the guidelines for those options that require the Student Involvement Office to be involved.

1. Maryville Student Government allocation process 2. Fundraising 3. Solicitation of Funds Off Campus

MSG FUNDING POLICIES

Eligibility Requirements for Student Organizations to Request Funding

• Student organizations must be recognized by the Student Involvement Office. • Student organizations must not be on funding probation due to violation of this policy.

Co-Sponsorship • While we encourage collaboration between organizations, the maximum amount allocated for an event or

conference does not increase with collaboration. The restrictions are per event and per conference, not organizations requesting funds.

• Only one request per event or conference will be honored by MSG even if more than one organization will be involved or attending.

o Individual students can only receive funding once per conference, regardless of the number of organizations they’re a member of or request through.

Funding Process • Register your event on OrgSync

o Until your event has been approved by the office of Student Involvement no funds will be dispersed. • Complete a New Budget in the Treasury tab in your organization’s portal on OrgSync. Note: You must be an

administrator or be given the proper permissions on the organization’s portal on OrgSync in order to submit budget request on an organization’s behalf.

o Visit www.maryville.edu/getinvolved for an instructional video on completing a budget request. o In each new “Budget” you can request for more than one event. This consolidates all of your events into a

single budget request. • NOTE: There should be only one budget request per organization per budget period. • The categories for request are:

o Event: this is a funding request for a campus-wide event. o Conference: this is a funding request for attendance at a conference. o Organization-Specific: this is a funding request for purchases only for your organization.

Purchases related to the annual Involvement Fair will come out of the organization’s Organization-Specific funds.

NOTE: Please do not select any category other than those listed above; any other category listed is for use by other organizations or processes.

• Please be prepared to upload any supporting documents (i.e. contracts, menus for pricing, etc.) at this time. Funding Periods

• Funds may be requested starting on July 1st for events throughout the entire academic year and are required by the end of the month prior to the event.

• MSG observes all university breaks & holidays which may impact the timeline of allocating and dispersing funds; please plan ahead and accordingly)

• Here’s a list of the request periods for events:

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o Event in August: July 1-July 31 o Event in September: July 1-August 31 o Event in October: July 1-September 30 o Event in November: July 1-October 31 o Event in December: July 1-November 30 o Event in January: July 1-December 31 o Event in February: July 1-January 31 o Event in March: July 1-February 28 o Event in April/May: July 1-March 31

• There is only one (1) funding period for conference requests. o Requests for conferences must be submitted by October 15th for the entire year.

• If approved, your funds will be released the day after the allocations meeting. Please reference the allocation meeting dates at www.maryville.edu/msg.

• If your event occurs before the allocation meeting for that that month, you will need to submit your budget requests at least two budget periods in advance.

o For example, if your event is scheduled for October 1st, but the allocation meeting isn’t until October 2nd, you would have to submit your request during the August funding period.

• Allocations Meetings: o Once your request has been submitted and the deadline for requests has passed, the Treasury will review all

requests at the allocations meeting. o A representative from each organization requesting funds must be in attendance. Failure to send a

representative may result in the denial of funding. • Allocated funds may only be used for the event/program/purchase for which they were requested. Unused money

will be recollected by MSG. Receipt Submission and Violation Policy

• All receipts must be submitted through OrgSync and must be submitted within 48 hours of the purchase or are subject to denial.

o Visit www.maryville.edu/getinvolved for an instructional video on submitting receipts. • Receipt Violation Policy

o First Violation: the organization will be barred from spending previously allocated funds and from requesting future funds until the receipts have been submitted.

o Second Violation: the organization will be banned from funding until their receipts have been submitted and for the next funding period.

o Third Violation: The organization will be barred from requesting future funds for the remaining academic year.

• MSG will only approve payments that are equal to or less than the approved budget. o No payment requests will be approved without a receipt or invoice to accompany the request.

Obtaining Funding • Refer to the “Transacting Business as a Maryville University Student Organization” section of the Student

Organization Handbook for instructions on spending your allocated funds. Conferences

• MSG provides funding for student organizations to attend conferences pertaining to the purpose of the organization. • Conference Funding Restrictions:

o Total conference funding cannot exceed $1,000. o Funding can only be applied to conference registration fees up to $200 per person. o Funding cannot be used to pay for food and/or meals for conference attendees (except where the food is

included in the conference registration fee). o Funding cannot be used to pay for travel or lodging expenses related to the conference. o Student organizations can only request funding for one (1) conference per academic year.

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Only one request can be submitted for any given conference. If multiple organizations want to attend the same conference, they must submit a joint request and that will count as the one (1) conference funded for each organization.

o Individual students can only receive funding once per conference, regardless of the number of organizations they’re a member of or request through.

• Information about the conference must be submitted with the request and should include: o Conference dates o Conference purpose & how it relates to the organization o Proof of registration costs

• Funding Period: o There is a special funding period for conference funding requests and the deadline for this special period is

October 15th. o Conference funding will take place only once per academic year; organizations must submit all requests for

the year during that period. Allocation Request Guidelines

• Funding Limits: o Campus-Wide Event: up to $2,500

Prizes for events cannot exceed $500 of the total request for the campus-wide event. o Conferences: up to $1000 o Organization-Specific Funds: $150 per academic semester (Fall & Spring only)

Organization-specific funds are intended to assist the operation of the organization and promote the overall welfare of an organization, such as: team building events, induction ceremonies, meeting enhancements, etc.

Any items purchased with allocated funds that are reusable (goods that are non-perishable and undamaged) must be returned to MSG so that they may be added to Programming on the Go in the Center for Student Engagement for use by future events.

• Items being returned will be subject to the same guidelines and penalties as receipt submission and should be turned in within 48 hours of the completion of the event.

• MSG will not fund any t-shirt request unless requesting organization-specific funds for distribution to members. Back Funding

• MSG will not reimburse or pay for any purchases that have not been allocated and is not responsible for any funds above and beyond the amount allocated to the student organization through the budget request process.

• If a purchase is made by an individual or organization before the purchase was approved, MSG will not pay for or reimburse the purchase. The individual or organization will be held responsible for the purchase(s) made.

Prohibited Expenditures • Some expenditures are prohibited either by law or University policy.

o Any unauthorized or prohibited expenditure will not be permitted from budgeted funds and will be the sole responsibility of the organization and/or individual involved

• While this list is not intended to be complete or exhaustive and MSG reserves the right to add to this list at any time, these are prohibited expenditures:

o Monetary compensation or payment-in-kind for legal services. o Monetary compensation or payment-in-kind for anything that violates Maryville’s policies. o Monetary compensation or payment-in-kind in support of a political candidate or issues in any state, local, or

national election. o Donations to charitable organizations, profit or non-profit, and/or person(s) unless money was raised at the

event for that specific purpose. This prohibits the spending of allocated funds towards gift baskets or other charitable donations that

are made for those outside of the Maryville Student Body.

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o Salaries to elected officers or faculty, administrative and professional staff advisors of any student organizations.

o Plaques, prizes, trophies, jewelry, or other awards for organization members. o Purchasing items or accruing costs prior to their approval by MSG.

• If you have any questions regarding expenditures please contact the Secretary of the Treasury prior to the commitment of expenditure.

Misuse of Funds o Violations of this policy will be reviewed by the Department of Treasury, in conjunction with the MSG Advisor. o Organizations found responsible for violating these policies may have their organization funding suspended for a

term of up to one academic year. o Organizations will be responsible for any funds spent beyond what was approved or allocated by MSG.

All decisions related to funding requests, allocations, payment requests and misuses are at the discretion of MSG. Last Revised: 8-15-2014 STUDENT ORGANIZATION FUNDRAISING GUIDELINES Event-Based Fundraising All events that will potentially raise funds for an organization will be considered fundraising events and should be noted on the Student Involvement Event Registration Form. Examples of fundraisers covered by this policy include, but are not limited to: bake sales, fundraiser dances, or even trivia nights. Recognized student organizations may conduct event-based fundraising projects in accordance with the following guidelines:

1. The organization must register the event through the Student Involvement Office. 2. No expenses may be removed from the cash income. Expenses are to be paid separately following normal

requisitioning procedures. 3. All monies must be deposited into the organization’s “12-account” through the Student Involvement Office;

withdrawals can be made at any time through the Student Involvement Office as well. 4. Inquiries into account balances can be found at www.maryville.edu/getinvolved.

Non-Event-Based Fundraising All fundraising activities conducted by student organizations that are not associated with an event should be reported to the Student Involvement Office online at www.maryville.orgsync.com/forms BEFORE the fundraiser begins. Completion of this form will allow Student Involvement to properly support the organization’s fundraising efforts. Examples of fundraisers covered by this policy include but are not limited to: working parking garages at sporting events, selling pizzas or other food items, or even selling discount cards. Recognized student organizations may conduct non-event-based fundraising projects in accordance with the following guidelines:

1. The organization must register the event through the Student Involvement Office. 2. No expenses may be removed from the cash income. Expenses are to be paid separately following normal

requisitioning procedures. 3. All monies must be deposited into the organization’s “12-account” through the Student Involvement Office;

withdrawals can be made at any time through the Student Involvement Office as well.

Student Organization Solicitation Policy Before soliciting outside companies and/or individuals it is required that you clear this activity through the office of Institutional Advancement. After confirmation of event registration, you will be instructed to seek approval. Please contact (314) 529-6600 to arrange approval through that office.

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Fundraising provides opportunities for organizations to finance or subsidize activities not funded by MSG. Monies raised in these activities are put in a 12- account in the Maryville account system. Unlike the funds allocated by MSG, the monies raised from fundraisers and deposited in this special account are carried over year-to-year. TRANSACTING BUSINESS AS A MARYVILLE UNIVERSITY STUDENT ORGANIZATION Contractual Agreements for Entertainment or Services It is required that any student organization engaging the services of a speaker, entertainer, exhibitor, or other service provider secure a legal and binding contract agreement by use of the Maryville University Rider that is available in the Student Involvement Office. Student Organizations may act as the SPONSOR of an event, but are not considered the PURCHASER, and are NOT authorized to make such agreements independently. Only the Director of Student Involvement, or designee, is authorized to represent the University and will facilitate contractual agreements on behalf of student organizations. Please allow at least 2 weeks time for the Director to process the contract. Any contract not handled through this process are subject to be voided by the university and payment not processed for entertainer or service. Expenditures for Student Organizations Being a recognized student organization at Maryville University entitles your group to have a Maryville unrestricted 12-account within the accounting system of the University. This enables your group to have a bank account for your organization’s funds that are raised through your fundraising efforts. This account rolls over from one year to the next and is accessible for various transactions through the Student Involvement Office. It is not Maryville University policy to allow access to student organization 12-account funds by anyone other than active (defined by registered) student organizations and their officers/advisor. With this in mind, at the end of each year 12-account funds belonging to a student organization that has not been active for a period of four (4) years will be liquidated into a student organization development fund. All requests to withdraw funds must be made directly through the Student Involvement Office. Several methods for withdrawing money may be utilized. How can I make purchases? There are some area vendors with whom we have set up accounts or have special procedures for shopping. Knowing this might make your event planning easier.

1. American Carnival Mart a. In store charge available. b. You must shop in store to use Maryville’s account with American Carnival Mart. c. First step is to go shopping for the items you need or reserve any rental items (i.e. sno cone machine).

At check out, inform the cashier that you are shopping on the Maryville University account. d. The cashier will check out your items and print an invoice. You must hold on to this invoice. e. Return the original invoice to the Center for Student Engagement (12-account) or Maryville Student

Government (MSG Funding). 2. Dierberg’s – Four Seasons – 8 Four Seasons Center –314-469-1400

a. In store charge available. b. At any time during Dierberg’s open hours, visit the Dierberg’s Four Seasons location. Begin by stopping at the

Customer Service desk. Show the customer service representative your Maryville student ID and inform him/her that you are shopping on Maryville University’s account.

c. The customer service representative will ask you to sign a form and present this form at checkout. d. Pick up the items you need and check out at any register. Present the form you received at customer service.

Retain your receipt for submission to the Center for Student Engagement (12-account) or Maryville Student Government (MSG funding).

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3. Domino’s Pizza - Ladue Road – (314) 275-7979 a. Call at least 24 hours in advance for large orders (10 or more pizzas) b. When ordering, please order under the name “Brian Gardner”, phone number 314-529-9387. c. Give explicit delivery instructions (time, location, name) d. Return original receipts to the Center for Student Engagement (12-account) or Maryville Student Government

(MSG Funding) within 24 hours of purchase i. BE SURE TO SIGN YOUR NAME LEGIBLY ON THE RECEIPT!

4. Jet’s Pizza – 1635 Clarkson Rd, Chesterfield, MO 63017 – (636) 778-1050 – www.jetspizzastl.com a. Call at least 24 hours in advance for large orders (10 or more pizzas) b. When ordering, please order under the “Student Life” account for Maryville University. c. All students receive a 20% discount on entire menu (Chesterfield location only) d. Return original receipts to the Center for Student Engagement (12-account form on OrgSync) or Maryville

Student Government (MSG Funding) within 24 hours of purchase. 5. Kwik Kopy - 14368 S. Outer 40, Chesterfield, MO 63017 – (314) 878-2299

a. Our contact person is Jason at this location. b. Email address is mail@kwikkopy625.com if you would like to email job for price quote beforehand. c. You can submit the original version of your copy request by dropping it off at the location or by visiting

www.kwikkopy.com. Follow the instructions to find the Chesterfield location. d. Click “Order”. Choose to “send a file” or “request an estimate”. Follow the instructions to submit your original

copy electronically. e. Return original receipts or invoice to the Center for Student Engagement (12-account) or Maryville Student

Government (MSG Funding) within 24 hours of purchase 6. Papa John’s Pizza - 1670 Clarkson Road – (636) 537-5416

a. Call at least 24 hours in advance for large orders (10 or more pizzas) b. Tell them you want to order pizza on Maryville’s account. Order under the phone number 314-529-9477. c. Give explicit delivery instructions (time, location, name) d. Return original receipts to the Center for Student Engagement (12-account) or Maryville Student Government

(MSG funding) within 24 hours of purchase i. BE SURE TO SIGN YOUR NAME LEGIBLY ON THE RECEIPT!

7. Sam’s Club a. Sam’s purchases are done via Click ‘N Pull (online). Schedule a time the day before you need the items in the

Center for Student Engagement to be set up with the online password b. With Click ‘n Pull, you order the items and they are pulled and waiting for pick up the next day at Sam’s in

Chesterfield Valley (Boone’s Crossing) c. Return original receipts to the Center for Student Engagement (12-account) or Maryville Student Government

(MSG Funding) within 24 hours of purchase 8. Wal-Mart

a. A Wal-Mart Card can be obtained from the Center for Student Engagement b. Return card and original receipts to the Center for Student Engagement (12-account) or Maryville Student

Government (MSG Funding) within 24 hours of purchase Tax Exempt Letter

a. Available in the Center for Student Engagement b. If you will be purchasing items from a vendor that we do not have a direct bill account with, or if you will be

getting reimbursed for your expenses, you are required to use a tax exempt letter c. Sales tax WILL NOT be reimbursed for purchases made without a tax-exempt letter.

Transfer of Funds When utilizing any campus service (i.e., University Bookstore, Food Service, Public Safety) a simple transfer of funds can be made out of organization accounts. Please deliver any bills for internal services with approved payments to the Center for Student Engagement for proper record keeping for your accounts.

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Direct Billing Certain off-campus vendors or merchants have the ability to bill the Student Involvement Office directly when an organization purchase is made. These bills will come directly to the Student Involvement Office and will be billed directly to the student organization responsible for making the purchase. The student organization name must be indicated on the bill so that payment is made out of the correct account. Purchase Orders The Student Involvement Office can request a purchase order number from the University Bookstore when required by a vendor. This must be done at least one (1) week in advance of the purchase. Reimbursement When Personal Funds Are Used If a member pays "out of pocket", she/he can be reimbursed only if receipts are submitted. Please make sure that a tax exempt form is used to make these purchases because any sales tax paid will not be reimbursed. Tax exempt forms are available in the Student Involvement Office. Reimbursements are processed once you submit your receipt to the Center for Student Engagement (12-account) or Maryville Student Government (MSG Funding). Cash reimbursements (under $50.00) take approximately 3 business days, and checks can take as long as two weeks depending on when request is submitted. You will receive an email from the Center for Student Engagement once your check is ready to be picked up. Payment by Checks For entertainers or vendors who require full or partial payment upon delivery of goods or services on the day of the performance or delivery, a check requisition must be submitted at least two weeks in advance to guarantee that we will have the check. These vouchers can be obtained through the Student Involvement Office and must be approved by the Program Coordinator of Student Involvement. When requesting a check made out to an individual who provided a service (i.e. DJ John Joe or entertainer Taylor Mason), a copy of the contract and a copy of the vendor’s W-9 are required. Copies of a W-9 can be found in the Center for Student Engagement. An electronic copy can also be obtained online at www.maryville.edu/GetInvolved. NOTE: Contracts for all service providers must be processed by the Program Coordinator for Student Involvement prior to a request for payment by check. Cash Advances Prior to making small purchases (under $50) a cash advance may be requested at least 48 hours in advance. After making purchases, the remaining cash and receipts reflecting expenses must be submitted to Center for Student Engagement (12-account) or Maryville Student Government (MSG Funding) within two working days after receipt of cash advance. (Remember that Maryville is tax-exempt, so you must use a tax-exempt letter when making purchases.) IMPORTANT: Whenever making purchases, a tax exempt letter must be used. Copies of this letter are available in the Center for Student Engagement. Unfortunately, if you pay sales tax on your purchases, these cannot be reimbursed. RECEIPT SUBMISSION FOR 12-ACCOUNT FUNDS USED

Receipts for all student organization purchases using 12-account funds must be submitted to the Center for Student Engagement. Receipts should be submitted via the “Receipt Submission Form” through your organization’s portal on OrgSync. This form is only intended for purchases related to student organization 12-accounts; NOT MSG-FUNDED PURCHASES.

1. Log in to OrgSync with your email and password. At the top toolbar, go to “My Memberships” and click the name of the organization you wish to submit on behalf of.

2. In the white upper toolbar, click “forms”. 3. You will be redirected to the list of forms under your organizations portal. Click on the “Receipt Submission

Form (Student Organization 12-Accounts)”.

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4. Proceed to fill out the form. Fill in the organization name, name of purchaser, date of purchase, location of purchase, purchase method, and description of items purchased. If the receipt submitted for funds spent should be used to reimburse one of your members, please fill out that information (NOTE: we cannot reimburse for taxes, so please use a tax exempt form in your purchase).

5. Upload a scanned copy of your receipt. If you do not have access to a scanner, you are welcome to bring your receipt to the Center for Student Engagement to be scanned.

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Section 9 – resources & support

OTHER SERVICES PROVIDED BY THE CENTER FOR STUDENT ENGAGEMENT Cash Boxes Cash boxes are available to check out when change needs to be made or money collected at events. Requests for a cash box and the amount of petty cash needed (up to $50.00) must be made in the Center for Student Engagement at least three working days prior to the date needed. There are a limited number of cash boxes available for reservation.

Deposits All deposits from fundraisers, the collection of dues, admission fees from activities and any other monies collected must be submitted to the Center for Student Engagement to be deposited in the appropriate Maryville account. No off campus accounts are permitted. Student Organization Deposit Forms are located in the Center for Student Engagement and online at www.maryville.edu/GetInvolved. Account Updates Accurate, updated records of organization withdrawals and deposits are kept in the Student Involvement Office to assist organizations in keeping track of their funds. An email statement will be sent to the designated organization treasurer and/or advisor listing recent expenditures, deposits and current balances of each student organization, when requested. PROGRAMMING ON THE GO

Programming for your organization, other students, your floor, team members, or other events can be time consuming, expensive, and hard to get started. Programming on the Go, provided by the Center for Student Engagement, provides your organization with an easy, convenient, and FREE way to program for whatever your needs are. We offer options for small to large size groups and provide materials to you for your various events and programs. If you are interested in using Programming on the Go, you can view the complete list of available items at www.maryville.edu/GetInvolved. To reserve an item(s), fill out the online form to request available items.

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Section 10 – advisors

GUIDELINES FOR ADVISORS The student organization advisor assumes guidance and informational roles in relating to the student organization by:

1. Having a working knowledge of the institutional policies as they relate to student organizations. 2. Keeping the students informed of University policies and procedures and helping/guiding the student

organization to ensure proper adherence. 3. Having a concern for the ongoing function of the student organization. This can be accomplished by

regularly attending executive board and organizational meetings. 4. Being informed of all meetings and programs sponsored by the student organization. 5. Being concerned about developing the leadership skills of the members, particularly the officers, and by actively

promoting and supporting group interactions and decision-making. This also includes providing ongoing training as needed.

6. Working in an advisory capacity with the officers of the student organization in implementing and monitoring the student organization's business.

7. Serving as a resource in recognizing, addressing and assisting in resolving problems and issues confronting the group. The key word is resource, not source.

8. Being present at functions sponsored by your student organization. (Advisors are required to be in attendance at specific events noted on page 9 or must find another faculty or staff member to attend in their absence)

9. Helping the group achieve its goals by sharing expertise, insight, ideas and making recommendations when appropriate.

10. Interpreting University policies in order the keep the organization’s and institution’s best interests in mind. 11. Recommending suspension of privileges if the advisor believes that the organization is planning to, or has,

violated state and/or University policies. 12. The voluntary association between an advisor and an organization should continue as long as both parties

believe the relationship is productive and mutually satisfying. RESOURCES FOR ADVISORS Student organization advisors are encouraged to join the “Student Organization Advisors” portal at www.orgsync.com (after creating an account). This portal contains main resources and connections for advisors which may be useful in being a successful student organization advisor.

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Section 11 – university policies Student Code of Conduct Maryville University recognizes the student as an adult pursuing an education. Just as a student does not lose citizenship rights upon enrolling at a college, the student also does not become immune to society’s obligations and laws or to the responsibilities of daily living in a broader society. In general, the behavioral norms expected of the college student are those of common decency and decorum, recognition of and non-infringement upon the rights and property of others and of the college, honesty in academic work and all other activities, and observance of university, local, state, and federal laws. When students enter college, they take upon themselves certain responsibilities and obligations, including satisfactory academic performance and social behavior consistent with the lawful purposes of the college. Student conduct, therefore, is not considered in isolation within the college community but as an integral part of the education process. All students are expected to know and abide by this code of student conduct. Ignorance is no excuse.

Students, student organizations, and their respective guests are prohibited from violating University policies, including, but not limited to the Alcohol and Controlled Substances Policy, the Equal Opportunity in Educational Programs and Activities Policy, the Firearms Policy, the Information Technology and Network Account Policy, Academic Program Policies, and Residential Life Policies. The University creates and modifies policies on a regular basis. Students are responsible for knowing and behaving consistently with all University policies, including any modifications. Questions about University policies should be referred to the appropriate office(s).

Alcohol Missouri State Law strictly prohibits the sale to, consumption of, or possession of any alcoholic beverage by any person less than twenty-one years of age. The dispensing/serving of alcohol at student social functions must be handled by Fresh Ideas Food Service only and it is limited to those campus locations that are licensed. If you are planning serving alcohol at an event you are sponsoring, please contact the Director of Student Involvement for further instructions on planning your event. Organizations may not use allocated funds or monies raised to purchase alcohol. (See Complete Alcohol and Controlled Substance Policy)

Student Organization Discipline When the Director of Student Involvement receives information that a student organization has allegedly violated University policies or local, state, or federal law, the Director shall investigate the alleged violation. All violations are subject to review under the Student Code of Conduct found at www.maryville.edu/policies/student. After completing a preliminary investigation, the Director may:

1. Find no basis for the complaint and dismiss the allegation as unfounded; or 2. Determine that there is enough evidence to notify the group that they have allegedly violated a University

and/or Organizational policy. The group/individual will meet with the Director and, depending on the severity of the incident, may elect one of the three courses of action:

a) Admit the alleged violation and request that the Director take whatever action seems appropriate. b) The student/organization may admit the alleged violation and request a hearing before the judicial

board. c) The student/organization may deny the alleged violation, in which case the judicial board will hold a

hearing. Procedures for hearings are detailed in the Student Handbook under Student Code of Conduct.

Organizations may be sanctioned for any of the following reasons: 1. The organization fails to maintain compliance with initial requirements for registration. 2. The organization operates or engages in any activity in violation of rules and regulations of the University or

federal or state laws. 3. The organization fails to submit required paperwork/reports.

Sanctions may include, but are not limited to sanctions listed in the University Code of Conduct which can be found at www.maryville.edu/policies/student.

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Suggested Event Planning Timeline Please NOTE: This timeline serves as a guide. Most of the suggested dates listed below are deadlines. We recommend you complete these tasks much sooner than the guide below suggests. 5 weeks prior to event Submit funding request to Maryville Student Government 4 weeks prior to event Submit Graphic Artist Requests for promotional materials

(NOTE: the event must be registered on OrgSync first) 3 weeks prior to event For large events, arrange for Public Safety Services 3 weeks prior to event Make sure you have certified van drivers for off campus

events 2 weeks prior to event Register Event on OrgSync 2 weeks prior to event Request payment or begin purchasing for event 2 weeks prior to event Hang flyers and begin advertising 2 weeks prior to event For events involving alcohol, meet with a representative of

Student Involvement to discuss your event 2 weeks prior to event Reserve vans for off-campus events 10 days prior to event Arrange set up requests with Physical Plant 7 days prior to event Reserve supplies needed from Programming on the Go 7 days prior to event Reserve audio/visual equipment 5 days prior to event Place Fresh Ideas order for food/beverage Day of or day after event Return van keys for off campus events Day of or day after event Clean painted DUC windows Day of or day after event Return sandwich boards and remove advertising from the

boards 1 week after event Submit all receipts for purchases made for event