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BaylorUniversityStudentOrganizationPolicies&ProceduresGuide~LastRevised:January20182

BAYLORUNIVERSITYSTUDENTORGANIZATIONPOLICIES&PROCEDURES2017-2018

TableofContents

TableofContentsUNIVERSITYDEPARTMENTALGUIDE............................................................................................................6HOWTOUSETHEPOLICYANDPROCEDURESMANUAL..............................................................................7

PolicyOrigins............................................................................................................................................7PoliciestoReview....................................................................................................................................7Questions.................................................................................................................................................7

GENERALPOLICIESFORSTUDENTORGANIZATIONS....................................................................................8CharteringaStudentOrganization..........................................................................................................8GreekLifeExpansionPolicy.....................................................................................................................9BaylorUniversityPolicyforReligiousOrganizations................................................................................9ProcessforCharteringReligiousOrganizations.......................................................................................9StatementofCommonFaith..................................................................................................................10VoluntaryInactiveStatusandReactivationProcess..............................................................................10

STUDENTORGANIZATIONRECOGNITION..................................................................................................11OrganizationalExpectations..................................................................................................................11Connect..................................................................................................................................................11RiskManagementPolicy........................................................................................................................12WhoMustAttend..................................................................................................................................12Attendance............................................................................................................................................12ReporttoOrganization..........................................................................................................................12FailuretoAttend....................................................................................................................................12Content..................................................................................................................................................13Constitutions..........................................................................................................................................13

STUDENTORGANIZATIONMEMBERSHIP&STRUCTURE...........................................................................14EligibilityforParticipation......................................................................................................................14AcademicEligibility................................................................................................................................14InactiveMemberStatusBasedonAcademicPerformance...................................................................15GraduateStudents.................................................................................................................................16Advisors..................................................................................................................................................16TheRoleofanAdvisor...........................................................................................................................16ExceptionstoAdvisorAttendanceatOrganizationEvents....................................................................17SubstituteAdvisors................................................................................................................................17


OrganizationalConsiderationsforAdvisors...........................................................................................17RemovalofanAdvisor...........................................................................................................................17InvolvementbyNon-BaylorStudents,Faculty,orStaff.........................................................................18NewMemberProcedures......................................................................................................................18NewMemberEducationRequirements................................................................................................19Ceremonies............................................................................................................................................19

BAYLORUNIVERSITYSTATEMENTONHAZING..........................................................................................19DefinitionofaNewMember.................................................................................................................20HazingPolicy..........................................................................................................................................20PersonalHazingOffense........................................................................................................................20OrganizationHazingOffense.................................................................................................................20ConsentNotaDefense..........................................................................................................................21ImmunityfromProsecutionAvailable...................................................................................................21OffensesinAdditiontoOtherPenalProvisions.....................................................................................21

DEFINITIONOFSTUDENTORGANIZATIONALACTIVITIESANDUNIVERSITY-RELATEDACTIVITIES.............21EVENTPLANNING.......................................................................................................................................22

ApprovalforanOrganizationEvent.......................................................................................................22TimeRegulations...................................................................................................................................22PriorityEvents........................................................................................................................................23GeneralExpectationsforAllEvents.......................................................................................................23ExpectationsforOvernightorOut-of-TownEvents...............................................................................24ExpectationsforStudentOrganizationServiceand/orMissionTrips...................................................25ExpectationsforBloodDriveEvents......................................................................................................26ExpectationsforEventsInvolvingPoliticalActivity................................................................................26ExpectationsforEventsInvolvingExpressiveActivity...........................................................................27ExpectationsforStudentOrganizationTailgating.................................................................................27FoodServicePolicy................................................................................................................................28OfficialCateringPolicy...........................................................................................................................28LegalResponsibilitiesforEvents............................................................................................................29AssistanceandSupportforLegalResponsibilities.................................................................................29Contracts................................................................................................................................................29Insurance...............................................................................................................................................29

MOVIES,FILMS,ANDSPEAKERSONCAMPUS............................................................................................30PublicPerformance(fromwww.mpaa.org)...........................................................................................30CopyrightException...............................................................................................................................30PenaltiesforCopyrightInfringement....................................................................................................30T-ShirtsandOtherProducts...................................................................................................................30


TrademarksandCopyrightsforT-ShirtsandOtherProducts................................................................31ViolationsofCopyrightandTrademarkGuidelines...............................................................................31SpeakersforOn-CampusEvents............................................................................................................32

PUBLICITY...................................................................................................................................................32PrintPublicity.........................................................................................................................................32GeneralChalkingGuidelines..................................................................................................................33Door-to-DoorDistributionofPromotionalItems,Flyers,and/orNotices.............................................34StudentOrganizationTechnologyUsagePolicy.....................................................................................34CopyrightsandTrademarks...................................................................................................................34UseofCopyrightedorTrademarkedMaterial.......................................................................................34UseofBaylorTrademarkedSymbols.....................................................................................................35ApprovedLicensees...............................................................................................................................35

SALESANDSOLICITATION..........................................................................................................................35FundraisersandBakeSales....................................................................................................................35GamblingandGamesofChance............................................................................................................36OutsideVendors....................................................................................................................................36

STUDENTORGANIZATIONFINANCE,TAXES,ANDLAW.............................................................................36FederalIncomeTax................................................................................................................................36TexasSalesTax.......................................................................................................................................36BankAccountsOutsideBaylorUniversity..............................................................................................37GiftReceiptsforDonations....................................................................................................................37

STUDENTORGANIZATIONCONDUCTEXPECTATIONSANDPROCEDURES.................................................38PolicyonAlcoholandOtherDrugs........................................................................................................38MinorInfractions...................................................................................................................................38StudentOrganizationPolicyViolationsProcess.....................................................................................39


WELCOMETOSTUDENTORGANIZATIONSTheDepartmentofStudentActivitiesdesirestosupportandencourageallstudentorganizations,studentleaders,andadvisorsatBaylorUniversity.Weachievethisgoalthroughpersonalrelationships,trainingsessions,and,inthiscase,printedmaterials.StudentorganizationsarecharteredbytheUniversitytoallowcurrentstudentstogathertogetherinunisonbehindasharedmission.Theseorganizationscontributepositivelytothecampus,adheretoexpectationsfortheentireBaylorcommunity,andabidebyallUniversitypoliciesgoverningbothindividualstudentsandstudentorganizations.GroupsofstudentsnotcharteredbytheUniversitymaynotaffiliatethemselveswithBaylorUniversity,theDepartmentofStudentActivitiesorotherofficialuniversityorganizations.Manybenefitsareextendedtocharteredstudentorganizations,suchastheabilitytoreservecampusspaces,theabilitytoadvertisefororganizationactivitiesoncampus,andtheabilitytoapplyforfundingthroughtheStudentGovernmentAllocationFund.PleasereviewthismanualtounderstandthestatedpoliciesandproceduresforallBaylorstudentorganizations.Theseexpectationsexisttoguide,support,empower,andevenprotectorganizationsastheyoperateduringtheupcomingacademicyear.Asastudentorganizationmemberoradvisor,itisparamountthatyouarewell-versedinthesetopicstoleadyourorganizationproperlyandachieveboththeorganization’smissionandintendedgoals.Insideyou’llfindinformationregardingpracticaltopicsaswellasphilosophicalunderpinnings,andcometounderstandthatStudentActivitieswillpartnerwithyourorganizationtohelpachieveyourgoals.IfyouhaveanyadditionalquestionspleasecomebyourofficeonthefirstflooroftheBillDanielStudentCenter(TheSUB)orcallusat254-710-2371.Foryourconvenience,thesepoliciesandproceduresarealsoavailableonlineonourwebsite:http://www.baylor.edu/studentactivities.Thankyou,andbestwishestoyouandyourorganizationthisupcomingyear!


UNIVERSITYDEPARTMENTALGUIDEThefollowingdepartmentsrepresentthosewhosepoliciesarepresentedinthispolicyguide.DepartmentofStudentActivitiesOfficeLocation:BillDanielStudentCenter,FirstFloor,SuiteNumber101OneBearPlace#97074Waco,Texas76798-7074254-710-2371254-710-2622(fax)www.baylor.edu/studentactivitiesstudent_activities@baylor.eduBaylorDiningServicesOfficeLocation:2100RiverStreetOneBearPlace#97106-7106Waco,Texas76798254-710-1414800-583-0583(tollfree)www.baylor.edu/diningBaylorSciencesBuildingFacilitiesOfficeLocation:BaylorSciencesBuilding,E.128OneBearPlace#97046Waco,Texas76798-7046254-710-1579254-710-2405(fax)www.baylor.edu/bsbCampusLiving&LearningOfficeLocation:PenlandHall(1110S.5thSt.)OneBearPlace#97076Waco,Texas76798-7076254-710-3642254-710-3667(fax)www.baylor.edu/cllInstitutionalTechnologyServicesOfficeLocation:DuttonParkingGarageOneBearPlace#97268Waco,Texas76798-7268254-710-2711254-710-4357(helpline)http://its.baylor.edu

StudentConductAdministrationOfficeLocation:RobinsonTower,Suite270OneBearPlace#97073Waco,Texas76798-7073254-710-1715254-710-2562(fax)http://www.baylor.edu/studentconduct/OfficeforCollegiateLicensingOfficeLocation:Simpson,Suite#254OneBearPlace#97108Waco,Texas76798-7084254-710-3043254-710-3465(fax)www.baylor.edu/licensingOfficeofRiskManagementOfficeLocation:PatNeffHall,BasementOneBearPlace#97371Waco,Texas76798-7371254-710-4586254-710-6256(fax)www.baylor.edu/risk_management


HOWTOUSETHEPOLICYANDPROCEDURESMANUAL

Thismanualisprovidedasatooltoassistleadersandorganizations.StudentorganizationsareencouragedtousethismanualregularlytoverifycompliancewithUniversitypoliciesandtoensuretheorganization’sgoodstandingwiththeDepartmentofStudentActivities.

TheQuickReferencewasdevelopedtoaidinfindingpertinentpolicycontentefficiently.Additionally,aUniversityDepartmentalGuide(page6)isprovidedtoaidleadersandorganizationsinconductingbusiness.

PolicyOriginsAllpolicies,procedures,andaddendumsidentifiedinthisdocumentarereviewedannuallybyallrelevantdepartmentsand/orareviewcommitteecomposedoffaculty,staff,andstudents,andforwardedforapprovalthroughtheDirectorofStudentActivities,DeanforStudentLearningandEngagement,andVicePresidentforStudentLife.BaylorUniversityandtheDepartmentofStudentActivitiesreservetherighttochangethepolicies,procedures,rules,regulations,andinformationatanytime.Changeswillbecomeeffectiveatthetimetheproperauthoritiessodetermine,andthechangeswillapplytobothprospectiveandcharteredstudentorganizations.AllchangestothepolicywillbenotedontheDepartmentofStudentActivitieswebsiteatthetimeofadoption.TheStudentOrganizationPoliciesandProceduresGuideisgeneralinformationonlyanditisnotintendedtobeall-encompassing.BaylorUniversityrules,regulations,andpoliciesapplicabletostudentsarelistedinthepoliciesandproceduresandotherstudent-relatedpublications.ItistheresponsibilityofthestudenttoviewrevisionsonlineortoobtainrevisionsfromtheDepartmentofStudentActivitiesorotherappropriateUniversityoffices.ThepoliciesrepresentedinthisdocumenthavebeencompiledbytheDepartmentofStudentActivitiestoeducateandinformstudentsandstudentorganizationsaboutUniversitypolicies,guidelines,andregulations.Thepoliciesandproceduresidentifiedinthisdocumentarereviewedannuallybyallrelevantdepartments.

PoliciestoReviewOrganizationsareencouragedtoreviewthePoliciesforStudentOrganizationsandtheGeneralExpectationsofBaylorStudentsasdefinedintheStudentDisciplinaryProcedure.AllofthisinformationisfromtheBaylorwebsiteunderStudentPoliciesandProcedures.

QuestionsIforganizationshavequestionsregardingthisdocumentorotherinformationrelatedtostudentorganizationviolations,theyshouldcontacttheDirectorofStudentActivitiesat254-710-2371.


GENERALPOLICIESFORSTUDENTORGANIZATIONS

BaylorUniversityvaluestherichopportunitiesforlearning,service,spiritualformation,culturalunderstandingandleadershipdevelopmentthatstudentorganizationsprovide.Consequently,theuniversityempowerstheDepartmentofStudentActivitiestoreviewandrecommendforcharterapprovalstudentorganizationsthatareconsistentwithuniversity’smissionandmeettherequirementsasnotedwithinthecharteringprocess.AstudentorganizationmaynotuseUniversityresources,includingtheUniversity’sname,facilities,ortechnologyservices,toengageinactivitiescontrarytoorinsupportofcausesthatconflictwiththeUniversity’smission,values,and/orpolicies.

CharteringaStudentOrganizationThefollowingarerequiredstepstobecomingarecognizedstudentorganization:1. MeetwithStudentActivities

ScheduleameetingwiththeGraduateApprenticeforStudentOrganizationstodiscusstheproposedorganizationandtosecuretheappropriateforms.

2. ReviewOrganizationPoliciesBecomefamiliarwithinstitutionalpolicies,specificallystudentorganizationpoliciesforofficers,advisors,andactivities,toensurethattheproposedorganizationwilladheretoexpectationsfortheentireBaylorcommunity.

3. IdentifyOrganizationAdvisorsEnlistatleastonefull-timefacultyorstaffmemberasanadvisorfortheorganization.Twoadvisorsarerecommendedandpreferredforeachstudentorganization.Additionaladvisorsmaybeobtainedasnecessary.(ForadditionalinformationgotoAdvisorsectionofpolicy.)

4. CompleteDocumentationCompletetheappropriateforms.Studentorganizationsarecharteredonlyonce,buteachmustcompletearegistrationformandrostereachsemester.Thefollowingformsmustbecompletedbeforerecognitionandregistrationareconsidered:

a. ApplicationforRecognitionb. RosterFormc. ConstitutionorBy-Laws

Alldocuments(includingtheconstitution)mustbesignedbyboththeorganizationpresidentandtheadvisor.Unsignedformswillbereturned.

5. SubmitDocumentationSubmitprintedcopiesofthecompletedformstotheDepartmentofStudentActivitiesinperson.Iftheapplicationisrecommendedforrecognition,theapplicationwillbereviewedbytheDirectorofStudentActivities,DeanforStudentLearningandEngagement,andtheVicePresidentforStudentLifeforfinalapproval.Afterreceivingarecommendationforrecognition,theorganizationisclassifiedasaninterestgroup.Interestgroupsmayadvertise,reservecampusfacilityspace,andhostinterestmeetingsforprospectivemembers.• Pleasenotethatreligiousorganizationsmustproceedthroughadditionalapprovalsteps

includingreviewbytheSpiritualLifeAdvisoryCommittee,theUniversityChaplain,andthePresidentoftheUniversity.

6. AttendCharterWorkshopSeriesApprovedorganizations’designatedofficerswillattendaworkshopseriesdesignedtohelppreparethemtoleadtheirrespectiveorganizations.Aminimumoftwoofficersarerequiredtoattendallworkshops,andtheworkshopserieswillculminatewithanofficialrecognitionceremonyforall


organizations.Assoonastheorganizationisrecognizedatanofficialrecognitionceremony,itmaybeginoperatingandmeeting.

TimelineforApprovalEachsemestertwoopportunitiestocharteranorganizationwillbeoffered.Potentialorganizationsthatsubmitcompleteddocumentationbytherequireddeadlinemayparticipateinthecharteringprocess.Organizationsthatdonotcompleteandattendallworkshopswillnotbeincludedintherecognitionceremony;theymaynotoperateasastudentorganizationuntilallworkshopshavebeencompleted.Foradditionalinformationgotohttp://www.baylor.edu/studentactivities/organizations/index.php?id=74706.

GreekLifeExpansionPolicyGreek letter fraternitiesandsororities,definedassinglesexsocialGreek letterorganizations,mayestablish chapters at BaylorUniversity only through formal invitation extendedby theUniversity.Invitation is contingent upon the applicants meeting the criteria outlined in the Department ofStudent Activities Greek Life Expansion Policy. Please refer to this addendum for additionalinformation.ApplicationProcessforExpansionofGreekLetterOrganizations1. ApplicationprocesswillbeginbycontactingtheGreekLifeofficeintheDepartmentofStudent

Activities.Anygroupof studentswishing tobecomea recognizedGreek letterorganizationatBaylor University must first petition the Associate Director of Greek Life and/or his or herdesignee.

2. All Greek letter organizations must be approved through the procedures outlined in theDepartmentofStudentActivitiesGreekLifeExpansionPolicypriortoseekingrecognitionfromtheDepartmentof StudentActivities tobea chartered studentorganization. All socialGreekLetter organizationswill be governed by one of the four recognized councils – InterfraternityCouncil (IFC),NationalPan-HellenicCouncil (NPHC),PanhellenicCouncil (PHC),orMulticulturalGreekCouncil(MGC).

BaylorUniversityPolicyforReligiousOrganizationsBaylorUniversityisgovernedbyaBoardofRegentsandisoperatedwithintheChristian-orientedaimsandidealsofBaptists.BayloralsoisaffiliatedwiththeBaptistGeneralConventionofTexas,acooperativeassociationofautonomousTexasBaptistchurches.BaylormaycharterandgrantofficialrecognitiontootherChristianorganizationsaccordingtotheprocessoutlinedbelow.

ProcessforCharteringReligiousOrganizationsThepotentialorganizationmustsubmitanapplicationforrecognition,aconstitution,aregistrationform,andaroster(i.e.,thesamerequirementsasallstudentorganizations).Additionally,religiousorganizationsrequestingchartermust:

o AffirmtheirconsonancewiththebasictenetsoftheStatementofCommonFaithincluded

herein;ando Submitastatementoftheirfaith.

SubmitprintedcopiesofthecompletedformstotheDepartmentofStudentActivitiesinperson.RequestsforcharterwillbereviewedbytheSpiritualLifeAdvisoryCommittee.Afterreviewingallofthematerialssubmitted,theSpiritualLifeAdvisoryCommitteewillmakearecommendationtotheVice


PresidentforStudentLifeconcerningtheapprovalordisapprovalofcharter.IftheSpiritualLifeAdvisoryCommitteerecommendsacharter,theVicePresidentforStudentLifewillconsultwiththePresidentoftheUniversitybeforemakingafinaldecision.Inordertomaintainacharter,theleadershipoftheorganizationmustoperatetheorganizationinamannerconsistentwithitsmissionandthepoliciesandproceduresoftheUniversity,includingsubmissionofaregistrationformandcurrentrostereachyear(i.e.,thesamerequirementsforallstudentorganizations).Additionally,thecampusministeraffiliatedwiththeorganizationorseniorofficeroftheorganizationwillmeetwiththeChaplaineachsemester.Thecampusminister,ifapplicable,mustparticipateintheCommunityofCampusMinisters(CCM).

StatementofCommonFaithWebelieveintheonelivingGod,theCreatorofheavenandearth,revealedinthreepersons:Father,Son,andHolySpirit.WebelieveinJesusChrist,theWordbecomeflesh,fullyGodandfullyhuman,whodiedforusandwasraisedfromthedeadandascendedintoheaven.Christ'sreturnwillcompleteGod'sredemptivemission.WebelieveintheHolySpirit,God'spresencewithus,wholeadsustogrowinfaith.WebelievethattheBibleisthedivinelyinspiredauthorityforlifeandfaith.WebelievethathumanswerecreatedintheimageofGod.Becausehumanshavesinnedfromthebeginning,theyareseparatedfromGodandstandinneedofredemption.SalvationcomesbygracethroughfaithinJesusChrist.Webelievethatthechurchisthegatheredcommunityofbelievers,servingasthebodyofChristintheworld.

VoluntaryInactiveStatusandReactivationProcessAnorganizationmay,atanytime,choosetobecomeinactivewhilenotdissolvingtheofficialcharteroftheorganization.TheorganizationpresidentandadvisormustnotifytheDepartmentofStudentActivitiesofthedesiretobecomeinactive,atwhichpointallofficialfunctionsoftheorganizationwillcease.OrganizationsmayalsobedeclaredinactivebyStudentActivitiesforfailuretocomplywithorganizationalexpectations.Atanytime,aninactiveorganizationmayseektoreactivateundertheoriginalcharter.OrganizationsthatremaininactiveforlessthantwoyearsmaygainactivestatusbyreachingcompliancewithStudentActivities’organizationalexpectations.Organizationsthatremaininactivefromtwotofiveyearsmustcompletethereactivationprocesstoregainactivestatus.ThisprocessrequiresaninitialmeetingwithStudentActivities,followedbysubmissionoftheappropriatematerialstoreactivatetheexistingcharter:

• ApplicationforOrganizationRecognition• RosterForm• ConstitutionorBy-Laws

Aftercompletingallrequirementsofthereactivationprocess,includingapprovalbytheDirectorofStudentActivitiesandcompletionofthecharterworkshopseriesand/ortheStudentOrganizationSummit,theorganizationmaybeginoperatingandmeeting.Organizationsthatremaininactiveformorethanfiveyearsmustbere-charteredbytheUniversity.


STUDENTORGANIZATIONRECOGNITION

OrganizationalExpectationsStudentorganizationsmayoperateaftertheyareofficiallycharteredwithBaylorUniversity.StudentorganizationsareexpectedtorenewtheirConnectpageannuallywiththeDepartmentofStudentActivities,operatewithintheirstatedmission,andabidebyallUniversitypoliciesgoverningstudentorganizations.Failuretoadheretorecognitionpoliciesand/orguidelinesmayresultinthelossofprivilegesand/orlossofUniversityrecognition.ThisdecisionisvestedwiththeVicePresidentforStudentLife.Tomaintainitsofficialuniversityrecognition,astudentorganizationmust:

• ProvideacurrentrosterofofficersandmemberstotheDepartmentofStudentActivitiesby

September15ofeachfallsemesterandFebruary1ofeachspringsemester.Rosterinformationmustbeupdatedbyrenewingtheorganization’sportalprofileintheConnectonlinemanagementsystemandbyupdatingthePeopletaboftheorganization’sConnectportalthroughouttheacademicyearwheneverthemembershiporofficerschange.

o OrganizationsthatdonotrenewtheirConnectportalprofilesfortwoconsecutivesemesterswillbedeclaredinactivebytheDepartmentofStudentActivities.

o OrganizationswithlessthanfivemembersfortwoconsecutivesemesterswillbedeclaredinactivebytheDepartmentofStudentActivities.StudentorganizationswhichdonotmeetthesecriteriamayremainactiveiftheorganizationappliesforandreceivesanexemptionfromtheDepartmentofStudentActivities.

• Provideacurrentstudentorganizationconstitutionand/orbylaws;

• Recruitandretainatleastonefull-timefacultyorstaffmemberwhoadvisestheorganizationand

attendsoff-campusmeetingsandsocialfunctions.Graduatestudentsmayserveassecondaryadvisors(seeadvisorunderStudentOrganizationMembershipandStructure).

• Submitalleventsforapproval,includingregularscheduledmeetings,ontheonlineEvent

RegistrationformthroughtheDepartmentofStudentActivitiesincompliancewithestablishedcalendarrequirements.

• Provideatleastoneexecutiveofficertoparticipateinallmandatorystudentorganizationmeetings

asinstructedbytheDepartmentofStudentActivities.StudentleaderswillreceiveinformationregardingupdatestoUniversitypoliciesandprocedures,leadershipdevelopmentopportunities,andstate-mandatedriskmanagementtraining.

• ProvideatleastoneofficertoattendadditionaltrainingsasrequiredbytheDepartmentofStudentActivities.

Foradditionalinformationregardingtheregistrationofevents,membership,andsubmittingonlinerosters,pleasevisittheStudentActivitieswebsiteat:www.baylor.edu/studentactivities

ConnectBaylorUniversitystudentorganizationsarerequiredtosendatleastoneofficertoparticipateinallmandatorystudentorganizationmeetings(includingtrainingmodules)inpersonoronlinefortheConnectsoftwaresystemeachacademicyear.Failuretocomplywithanyoneoftheseexpectationsmay


prohibitthestudentorganizationfromhostingevents,withtheexceptionofgeneralbusinessmeetings,fortheremainderoftheacademicyear.

RiskManagementPolicyInaccordancewithTexasstatelaw,allBaylorUniversitystudentorganizations,withtheexceptionoftheacademicstudentorganizationsthatmeetallofthelistedcriteriabelow,arerequiredtoattendariskmanagementprogramofferedeachsemesterbytheDepartmentofStudentActivitiesinconjunctionwithRiskManagement,StudentConductAdministration,andtheOfficeofGeneralCounsel.Duetothelowlevelofriskinvolvedintheiractivities,academicstudentorganizationsthatmeetallofthefollowingcriteriaareexemptfromattendingthisriskmanagementprogram:

• Existsolelyforhonorary,achievement-basedacademicpurposes• Inductnewmemberswithouthostingrecruitmenteventsoractivities• Hostonlyinductionceremonies(andnotanyothereventsthroughoutthecourseofthe

semester)

WhoMustAttendAllBaylorUniversitystudentorganizationsarerequiredtosendofficersandadvisorstothemandatoryriskmanagementprogram.Representativesmustinclude,butarenotlimitedto,theorganizationpresident(orequivalent),riskmanagementofficer(orequivalent),andorganizationadvisors.Theriskmanagementprogramisopentoallstudentsandisstronglyrecommendedtoallofficersandadvisorsofallstudentorganizations.

AttendanceTheDepartmentofStudentActivitieswillmaintainattendancerecordsfortheriskmanagementprogramfornolessthanthreeyearsasmandatedbyTexasstatelaw.Officersfororganizationsmustdemonstrateattendanceataminimumofoneriskmanagementprogramforthedurationoftheirterminelected(orequivalent)office. Advisorsservingmultipleyearswithagivenorganizationmustattendtheirfirstyearofserviceandatleastonceeverythreeyearsthereafterinordertofamiliarizethemselveswithchangesand/orupdatesdeemedappropriatebyUniversityofficials.

ReporttoOrganizationInaccordancewithTexasstatelaw,studentrepresentativesandadvisorsareexpectedtoreporttoameetingofthefullmembershipthecontentoftheriskmanagementprogram.Thisreportmustbeconductedinatimelymannernolessthanthreeweeksfollowingariskmanagementprogram.TheDepartmentofStudentActivitiesmayaskthestudentrepresentativesandadvisor(s)toverifythatthereportwasgiven.

FailuretoAttendOrganizationswhosepresident(orequivalent),riskmanagementofficer(orequivalent),andadvisor(s)failtoattendthemandatoryriskmanagementprogram,andarenotexemptedfromdoingso,willbe:• Prohibitedfromparticipatinginandhostingallevents(socialevents,priorityevents,student

productions,intramurals,etc),withtheexceptionofgeneralbusinessmeetings,forthesemestersinwhichattendanceisneglected;and

• Placedonorganizationalprobation.FailuretoattendthemandatoryriskmanagementprogramfortwoconsecutivesemesterswillresultintheorganizationbeingdeclaredinactiveandlosingrecognitionbytheUniversityandDepartmentofStudentActivities;and


• PostedontheStudentActivitieswebsiteonalistofnon-compliantstudentorganizations.

ContentInaccordancewithTexasstatelaw,theriskmanagementprogrammayaddressanyissuedeterminedtobeappropriatebyBaylorUniversity.Theprogrammustalsoaddress:• Possessionanduseofalcoholicbeveragesandillegaldrugs,includingpenaltiesthatmaybeimposed

forpossessionoruse;• Hazing;• Sexualabuseandharassment;• Fireandothersafetyissues,includingthepossessionanduseofafirearmorotherweaponorofan

explosivedevice;• Traveltoadestinationoutsidetheareainwhichtheinstitutionislocated;• Behavioratpartiesandothereventsheldbyastudentorganization;and• Adoptionbyastudentorganizationofariskmanagementpolicy.

ConstitutionsEverystudentorganizationisexpectedtohaveanup-to-dateconstitutionand/orby-lawsonfileattheDepartmentofStudentActivitiesandtooperatewithintheirconstitutionandby-laws.Thesedocumentsarerequiredtocontain:

• Nameoforganization(andanynationalaffiliation)• Concisestatementofpurpose,goals,direction,etc.• CleardefinitionofmembershiprequirementsincludingminimumcurrentGPAof2.0and

cumulativeGPAof2.33(seeAcademicEligibilityunderOrganizationManagementandStructuresection)

• Listofofficers,theirduties,andrequirements• Meetingsandquorumstoconductbusiness• Processfortheassessmentofduesandotherfinances• Amendmentstotheconstitution• Advisors• JudicialProcess

Tosubmitconstitutionamendmentsforreview,thestudentorganizationshouldsubmitthefollowingitemstoStudentActivitiesinpersoninhardcopyform:

1. Arevisedconstitutionwithsignaturesfromtheorganizationpresidentandadvisor2. Adocumenthighlightingtherevisionsmadefromthepreviousconstitution.

TheDirectorofStudentActivities,DeanforStudentLearningandEngagement,and/ortheVicePresidentforStudentLifewillreviewthesedocumentsandprovideaconfirmationdecisiontotheorganizationviaemail.


STUDENTORGANIZATIONMEMBERSHIP&STRUCTURE

EligibilityforParticipationStudentsdesiringtoserveasamemberorofficerofastudentorganizationareexpectedtomeetthefollowingrequirements:

Studentsarerequiredtoberegisteredforandmaintainaminimumof12semesterhours.Onlygraduatingseniorsneedingfewerthan12hoursforgraduationareexemptfromthisrequirement.Studentswithfewerthan12semesterhoursduetoaninternshiporpracticumexperiencerecognizedbyanacademicdepartmentmayrequestanexceptiontothispolicyatthediscretionoftheDirectorofStudentActivities.• Studentswishingtopursueelected/selectedofficerpositionswithinstudentorganizationsmust

beregisteredfor,andcontinuetobeenrolledin,aminimumof12semesterhoursbothatthetimeofelection/selectionandduringthetermofoffice.

• Studentorganizationshavetherighttohaveadditionalrequirementsinplaceforprospectiveofficersinaccordancewiththeirdulyapprovedconstitutionsand/orby-laws.

First-semesterstudentsmayseektojoinanystudentorganizationimmediatelyuponarrivalatBaylorUniversitywiththefollowingexceptions:• First-semesterstudentsareprohibitedfromjoiningorganizationswhichutilizeapledgingor

newmembereducationprocess.• New transfer students may participate in recruitment, rush, intake processes, pledging, new

member education and/or be initiated. A student is classified as a transfer if he/she hasattended a college during a fall or spring semester after high school graduation, obtained aminimumof 24 transfer hours and a 3.00 cumulative grade point average on all transferablehours.Iftheonlycollegeworkcompletedisdualcredit,anenteringstudentisnotconsideredatransferstudent.

• Organizationswhichprohibitfreshmanstudentmembershipasoutlinedintheirrespectiveconstitutionsand/orby-laws.

BaylorUniversityemploysadeferredrecruitmentphilosophyforfirst-yearstudentsparticipatinginrecruitment,rush,intakeprocesses,newmemberprocesses,and/ortobeinitiated.Requirementsforallstudentswishingtoparticipateinrecruitment,rush,intakeprocesses,newmemberprocesses,and/ortobeinitiatedinclude:• Completingaminimumof12semesterhoursinresidenceatBaylorUniversity• Havingandmaintainingaminimumcumulativegradepointaverageof2.67

AcademicEligibilityFormembershipinastudentorganization,studentsmusthaveandmaintainacumulativeminimumgradepointaverageof2.33andacurrentminimumgradepointaverageof2.00inordertomaintainactivemembership.Inordertoholdaleadershippositioninanorganization,astudentmusthaveandmaintainacumulativeminimumgradepointaverageof2.67andacurrentminimumgradepointaverageof2.00.Leadershippositionsincludeanyandallmembershiprolesinanorganization(executiveofficers,minorofficers,committeechairs,etc.).TheDepartmentofStudentActivitiesreservestherighttoconsiderextenuatingcircumstanceswhenmakingfinaldecisionsregardingeligibility.StudentsmayappealtheireligibilitystatusbysubmittinganAcademicEligibilityAppealformtotheDepartmentofStudentActivitiesintheBillDanielStudentCenter.Academiceligibilityreviews


willbeconductedinitiallybytheDirectorofStudentActivitiesandthenreviewedbytheDeanforStudentLearningandEngagementasapplicable.Pleaseallowuptofiveworkingdaysfortheresultsofthereview.Foradditionalquestionsregardingacademiceligibilityforstudentorganizationparticipation,individualsmaycontacttheDepartmentofStudentActivities.StudentorganizationsmayhavehigheracademicstandardsthanBaylor’s.Suchstudentorganizationalacademiceligibilityexpectationsforactivemembershipshouldbeoutlinedintheirapprovedconstitutionsand/orbylaws.OnceenrolledatBaylor,studentswillbeevaluatedonofficialBaylortranscriptsinordertodetermineeligibilityforactivemembership.

Membershipstatus GPALeadershipEligible Cumulative2.67orhigherand

Current2.00orhigherActive Cumulative2.33orhigherand

Current2.00orhigherInactive Cumulative2.329orloweror

Current1.99orlowerStudentsarenoteligibletoaffiliatewithalocalornationalcollegiatesocialsororityorfraternityunlesstheorganizationisrecognizedbytheUniversityandadherestoUniversitypolicies.TheUniversitywillnotrecognizealocalchapterofanyorganizationthatincludesstudentsfromotherschools.EligibilityforparticipationinintercollegiateathleticsisgovernedbytheBig12ConferenceandNationalCollegiateAthleticAssociationregulationsandnotbytheprecedingrequirements.

InactiveMemberStatusBasedonAcademicPerformanceTheDepartmentofStudentActivitieswillnotifyorganizationpresidentsandadvisorsofthenamesofallindividualswithintheorganizationwhohavebeendeclaredinactivemembersinbasedontheiracademicperformance.Students'gradepointaverageswillnotbedisclosedduetotheFamilyEducationalRightsandPrivacyAct(FERPA).Studentswhohavebeendeclaredinactivemembersbasedontheiracademicperformancehavethefollowingrestrictionsplaceduponthem.Inactivemembersmaynot:• Votefornewmembers,officers,orotherbusinessoftheorganization;• Representtheorganizationinanymanner,including:

a. Servingasanelectedorselectedofficer;b. Participatinginintramurals,sportevents,orcompetitions;orc. Participatingincampus-wideeventsincludingSING/Pigskin,Homecoming,etc;

• Participateinsocialactivitiesoftheorganizationexceptduringformalrushactivities.

Inactivemembersmay:• Participateinupto,butmaynotexceed,twohoursperweekforserviceactivitiesorgeneral

meetingsrelatedtotheorganization,includingpractices,work-outs,rehearsals,etc.• Paymembershipduesaccordingtothepoliciesoftheorganization.Organizationswithscholastic

committees/officersmaymakereasonablerestrictionsorofferspecialstudyskillassistanceinadditiontotherestrictionslistedabove.


GraduateStudentsGraduatestudentsmayparticipateinBaylorUniversitystudentorganizationsaslongastheorganization’sconstitutionand/orby-lawsdonotpreventgraduatestudentmembership.Graduatestudentswishingtojoinanorganizationmustbefull-timestudentsingoodacademicstandingasdefinedbytheGraduateSchool.Agraduatestudentmayparticipateaseitherastudentmemberofastudentorganizationorasasecondaryadvisor(ifhe/sheservesasagraduateapprentice/assistantandsatisfiesadvisorrequirements).Nograduatestudentmayserveasbothanadvisorandmemberinanystudentorganization.

AdvisorsStudentorganizationsarerequiredtohaveaminimumofonefull-timestafforfacultymemberemployedattheUniversityservingasanadvisor.DuetoFairLaborStandardsActregulation,non-exemptemployees(definedasrecordingworkhoursandpaidonanhourlybasis),cannotserveinavoluntarycapacityasastudentorganizationadvisor.Thatis,asafull-time,non-exemptemployee,allhoursdedicatedtothisstudentorganizationadvisorrolewillbeconsideredaspaid-time,includingovertimeandwillberecordedforthesepurposeswithintheemployee’sdepartmentalbudget.Assuch,writtenapprovalfromthedirectsupervisorisrequiredtobeprovidedtotheDepartmentofStudentActivitiespriortoservinginthiscapacity.Graduateapprentices/assistantswhohavefullycompletedallundergraduaterequirementsandwhoworkwithinauniversitydepartmentthathasaformalrelationshipwithaspecificstudentorganizationmayalsomayserveassecondaryadvisorsifonefull-timeemployee(stafforfaculty)istheprimaryadvisorofrecordandthegraduateapprenticesupervisorapproves.Agraduateapprentice/assistantmaynotserveastheonly(orprimary)advisortoanystudentorganization.Graduatestudentsmaynotapproveonlineeventregistrationrequests,studentorganizationrosters,ort-shirtorproductrequests,etc.forstudentorganizations.Graduateapprentices/assistantsmayattendoff-campusandovernighteventsasarepresentativeoftheUniversitypendingapprovalandcompletionoftheappropriatetrainingasdeliveredbytheDepartmentofStudentActivities.Further,graduatestudentsmayparticipateaseitherstudentmembersofastudentorganizationorasasecondaryadvisorbutnotbothatthesametime.

TheRoleofanAdvisorThestudentorganizationadvisor’sroleisasfollows:• ToprovideguidanceforunderstandingBaylorUniversitypoliciesandproceduresandtoprovide

leadershipfortheadherencetothoserulesbytheorganization.• Toreviewandapproverequestsfororganizationevents,activities,publicity,andt-shirts.• Toactasaconsultantintheareasofsettinggoals,problemsolving,policymaking,andupholding

guidelinesandpurposes.Thisincludesattendanceatorganizationandofficermeetingsasdeemedappropriate.

• Toattend,astheUniversityrepresentative,alloff-campusandovernightactivitiesprovidingguidanceandsupportandassumingleadershipintheeventofanemergency.

An‘AdvisorExpectations’agreementformwillbeincludedasanaddendumtothepolicyguideforallstudentorganizationadvisorstosignattheoutsetoftheirinitialtermofservicethatsummarizestheadvisorroleinamannerconsistentwithcurrentpolicypractice.Thesuggestedagreementdocumentoutlinesexpectationsofandsupportofadvisors.


ExceptionstoAdvisorAttendanceatOrganizationEvents• FloatbuildsitesandSING/Pigskinrehearsallocations:Advisorsarenotexpectedtobepresent

duringfloatconstructionorrehearsalsforSING/Pigskinatoff-campuslocations,thoughtheyareencouragedtogotothelocationoccasionallytocheckprogressandprovideencouragementtotheorganizationmembership.

SubstituteAdvisorsIfaprimaryadvisorisunavailabletoattendanoff-campusorovernightevent,oneormoresubstituteadvisorsmayattendinhisorherplacewithappropriatenoticetoandapprovalfromtheDepartmentofStudentActivities.SubstituteadvisorsmaybecurrentBaylorfacultyorstaffwithsufficientknowledgeandexperienceservinginanadvisoryrole.Graduatestudentswhohavefullycompletedallundergraduaterequirementsandwhoworkwithinauniversitydepartmentthathasaformalrelationshipwithaspecificstudentorganizationmayalsoqualifytoserveasasubstituteadvisor.AllsubstituteadvisorsmustalsocompleteappropriatetrainingpriortotheeventasdeliveredbytheDepartmentofStudentActivities.Appropriatenotificationincludessubmittingawrittenrequestoftheintenttohaveasubstituteadvisor48hourspriortotheeventandappropriateapprovalisthereceiptofawrittenresponsefromtheDepartmentapprovingtherequest.

OrganizationalConsiderationsforAdvisorsStudentorganizationsmustgivethefollowingconsiderationstotheiradvisors:• Theleadersoftheorganizationareexpectedtoconsultadvisorswellinadvanceofallactivitiesand

obtaintheirapprovalbeforeplansarefinalized.Advisorsmayrefusetoapproveanyactivitythattheybelieveisnotconsistentwiththeuniversitymission,policy,orprocedure,orisnotinthebestinterestoftheorganizationand/oritsmembers.

• Theorganizationisexpectedtokeeptheadvisorinformedofallorganizationbusiness.Acalendarofeventsfortheentiresemesteristobegiventotheadvisors;also,twoweeksbeforeanevent,apersonalinvitationistobeextendedtotheadvisor.Itisanexpectationthatadvisorsarewelcometoattendanymeeting(committeeorexecutivemeetingsincluded)atanytime.

• Theorganizationisexpectedtopaybabysittingfeesforadvisorswhoneedthisserviceinorderforthemtoattendanactivityfortheorganization;food,travel,andlodgingmustalsobepaidforadvisorsandspouseswhenattendingout-of-towneventsandoff-campusfunctionswiththeirorganization.

• Studentsareexpectedtorecognizethemajorresponsibilitiesofanadvisorandcoordinateallactivitiesoftheorganizationwiththeadvisors.

RemovalofanAdvisorTheDepartmentofStudentActivitiesreservestherighttoremoveanadvisorfromhisorherrolewithastudentorganizationshouldcircumstancesrequiresuchaction.Groundsforremovalofanadvisorincludebutmaynotbelimitedto:

• Inappropriatebehaviorand/orlanguage• BehaviorthatviolatesUniversitypolicyand/orprocedure• Directknowledgeofhazingincidentsand/orfailuretoreportsuchincidents• Directknowledgeof,advocacyfor,and/orparticipationinillegalactivitiesand/orbehavior• Behaviorresultinginunreasonableand/orunnecessaryriskforstudents


Studentorganizationsmayhavetherighttoremoveanadvisorfromhisorherrolewiththeorganization.Shouldastudentorganizationbelieveitisinthebestinterestoftheorganizationtoremoveanadvisor,thefollowingstepsshouldbetaken:

1. Studentorganizationleadershipmeetswiththeadvisortoaddressandexplainanyconcernsregardingtheadvisor’sroleintheorganization.

2. Studentorganizationleadershipandadvisoragreeonaspecifiedperiodoftimefortheconcernstobeproperlyaddressed.

3. Ifconcernsarenotaddressedadequately,thentheorganizationmustsubmitarequesttoremovetheadvisortotheDepartmentofStudentActivities.Formalrequestsmustincludereasonsandjustificationsfortheremoval.

4. OnlyafterapprovalfromtheDepartmentofStudentActivitiesmayanorganizationinformanadvisorthatheorshehasbeenremovedfromhisorherresponsibilitiesand/oraffiliationwiththeorganization.

InvolvementbyNon-BaylorStudents,Faculty,orStaffUnderlimitedcircumstancestheDepartmentofStudentActivities,inconsultationwithagivenstudentorganization,maydeterminethatoutsideinvolvementbymembersoftheextendedWacocommunity(i.e.,thosenotalreadyservinginofficialadvisingcapacities)willservetoenhanceBaylor’smissionandthemissionofthestudentorganization.StudentorganizationsdesiringsuchinvolvementbyoutsideindividualsmustseekwrittenapprovalbytheDepartmentofStudentActivitiesandcomplywithanyconditionsspecifiedbythedepartmentincluding,butnotlimitedto,thesigningofreleaseformsandacknowledgementofBaylorstudentorganizationpoliciesandprocedures.

Undernocircumstancesmayanoutsideindividualbeanofficer,votingmember,orhaveanyothermembershipstatus/authoritywithintheorganizationasBaylorstudentorganizationsaretoberun/governedbyBaylorstudentsonly.TheDepartmentofStudentActivitieswillholdthestudentorganizationresponsibleforallconductoccurringatitsmeetingsorevents,whetherbymembersoroutsideindividuals.OutsideindividualsareexpectedtoadheretoallUniversitypoliciesandprocedures,andarenottoperformrolesdesignatedforstudentorganizationadvisors.TheDepartmentofStudentActivitiesmayremoveanyoutsideindividualforbehaviorthatdoesnotalignwiththemissionoftheUniversityortheorganization.

NewMemberProceduresBaylorUniversitypoliciessupersedepoliciessetforthbynationalheadquartersorsponsoringentitiesforallorganizations.Anexceptionmaybemadeincircumstancesinwhichthenationalorsponsoringentitypoliciesaremorestringentthan,butdonotconflictwith,Baylorpolicies.Non-PledgingOrganizationsNon-pledgingstudentorganizationswhichdonotrequirerusheventsoractivitiesformembershipmustsubmitanonlinerosterandincludethenamesofnewmemberstotheDepartmentofStudentActivitieseachsemester.Newmembersmustmeetminimumrequirementsasspecifiedintheappropriateorganization’srecognizedconstitutionand/orby-lawsandthoserequirementsestablishedbytheDepartmentofStudentActivities.


OrganizationsParticipatinginaRecruitmentProcess(Pledging)NewmembereducationprogramproposalsmustbeonfileintheDepartmentofStudentActivitiesnolessthanfourweekspriortoimplementation.Changestotheorganization’snewmembereducationprogrammustbesubmittednolessthansevenworkingdayspriortothefirstnewmemberevent.Anupdated,comprehensivecalendarofnewmembereventsandactivitiesmustbesubmittednolessthansevenworkingdayspriortothefirstnewmemberevent.Nostudentorganizationshallmakeanyrequirementofanynewmemberwhichisnotlistedinthestatementfiled.

NewMemberEducationRequirements• Allnewmemberprogramsarelimitedtoamaximumoffiveweeksfromthebeginningofthenew

memberperiodthroughinitiation.• Newmemberactivitieswillbeconfinedtothehoursbetween8a.m.and10p.m.unlessotherwise

approvedbytheDepartmentofStudentActivities.• Newmemberactivitiesmaynottakeplaceinanyon-campusdiningfacility,normaytheybeheldin

conflictwithanyclassorclassactivityforwhichthenewmembersareregistered.• Nonewmemberactivitiesmayoccurinanyprivateresidenceswiththeexceptionofthefull-time

facultyorstaffadvisor’shomewhenhe/sheispresentattheevent.• Instancesofimproprietymustimmediatelybebroughttotheattentionoftheorganization’s

president,advisor,judicialofficer,ornewmembereducator,andtheDepartmentofStudentActivities.

• Asapartoftheeducationprogram,activemembersservealongsidenewmemberswithintheorganizationorclub,withadesignatedofficerprovidingoveralloversighttothenewmembereducationprogram.Examplesinclude,butarenotlimitedto:o Newmembersmaybegivenmembershipnotebooks.Thesenotebooksmayonlyprovide

referencematerialontheorganization’snationalandlocalhistory.Nonewmembershallberequiredtocarryamembershipnotebook.

o Newandcurrentmembersmayhaveone-on-oneorgroupinterviewstogettoknoweachother.o Newmemberswillnotberequiredtosecurethesignaturesofactivemembers.o Newmemberswillnotbeprescribedaformofgreeting.o Newmembersmaywearnewmemberpinsandribbonsiftheychoose.Theymaynotbe

requiredtowearsuchsymbolsofaffiliationunlessallmembersarealsorequiredtodoso.Wearingnewmemberjerseysisalsooptional.

o Newmembereducationprogramsmayincludeoptionalstudyhalls.Organizationstudyhallsmustbeopentoallmembers(newandactive).

o NewmembersmayparticipateinintramuralactivitiesbutareunabletoparticipateinAllUniversitySingorPigskinRevue.

CeremoniesEverystudentorganizationmustholdallinitiationceremonies,activationceremonies,pinningceremonies,andofficerinductions,etc.,inthepresenceoftheorganization’sadvisor(s)and/oralumniadvisors.

BAYLORUNIVERSITYSTATEMENTONHAZINGBaylorUniversityabidesbythestandardssetforthintheTexasEducationCodethatprohibitshazingataneducationalinstitutionandhaselectedtoapplythesestandardstostudentsinattendanceattheUniversity.FollowingisasummaryofinformationfromtheTexasHazingLaw.


DefinitionofaNewMemberA"newmember"isdefinedasanypersonwhohasbeenacceptedby,isconsideringanofferofmembershipfrom,orisintheprocessofqualifyingformembershipinanorganization.Participatinginanewmembereducationprocessmeansanyactionoractivityrelatedtobecomingamemberofanorganization.AtBaylor,theterm"newmember"isusedinplaceoftheterm"pledge.""Student"meansanypersonwho:(A)isregisteredinorinattendanceataneducationalinstitution;(B)hasbeenacceptedforadmissionattheeducationalinstitutionwherethehazingincidentoccurs;or(C)intendstoattendaneducationalinstitutionduringanyofitsregularsessionsafteraperiodofscheduledvacation."Organization"meansafraternity,sorority,association,corporation,order,society,corps,club,orservice,social,orsimilargroup,whosemembersareprimarilystudents.

HazingPolicy"Hazing"isdefinedasanyintentional,knowing,orrecklessact,occurringonoroffthecampusofaneducationalinstitution,byonepersonaloneoractingwithothers,directedagainstastudent,thatendangersthementalorphysicalhealthorsafetyofastudentforthepurposeofpledging,beinginitiatedinto,affiliatingwith,holdingofficein,ormaintainingmembershipinanorganization.Hazingincludesanytypeof:

• Physicalbrutality,suchaswhipping,beating,striking,branding,electronicshocking,placingofaharmfulsubstanceonthebody,orsimilaractivity;

• Physicalactivity,suchassleepdeprivation,exposuretotheelements,confinementinasmallspace,calisthenics,orotheractivitythatsubjectsthestudenttoanunreasonableriskofharmorthatadverselyaffectsthementalorphysicalhealthorsafetyofthestudent;

• Activityinvolvingconsumptionofafood,liquid,alcoholicbeverage,liquor,drug,orothersubstancethatsubjectsthestudenttoanunreasonableriskofharmorthatadverselyaffectsthementalorphysicalhealthorsafetyofthestudent;

• Activitythatintimidatesorthreatensthestudentwithostracism,thatsubjectsthestudenttoextremementalstress,shame,orhumiliation,thatadverselyaffectsthementalhealthordignityofthestudentordiscouragesthestudentfromenteringorremainingregisteredinaneducationalinstitution,orthatmayreasonablybeexpectedtocauseastudenttoleavetheorganizationortheinstitutionratherthansubmittoactsdescribedinthissubdivision;and

• Activitythatinduces,causes,orrequiresthestudenttoperformadutyortaskthatinvolvesaviolationofthePenalCode.

PersonalHazingOffenseApersoncommitsanoffenseiftheperson:• engagesinhazing;• solicits,encourages,directs,aids,orattemptstoaidanotherinengaginginhazing;• recklesslypermitshazingtooccur;or• hasfirsthandknowledgeoftheplanningofaspecifichazingincidentinvolvingastudentinan

educationalinstitutionorhasfirsthandknowledgethataspecifichazingincidenthasoccurredandknowinglyfailstoreportthatknowledgeinwritingtoDeanforStudentLearningandEngagementorotherappropriateofficialoftheinstitution.

OrganizationHazingOffenseAnorganizationcommitsanoffenseiftheorganizationcondonesorencourageshazingorifanofficeroranycombinationofmembers,newmembers,oralumnioftheorganizationcommitsorassistsinthecommissionofhazing.


ConsentNotaDefenseItisnotadefensetoprosecutionofanoffenseundertheTexasHazingLawthatthepersonagainstwhomthehazingwasdirectedconsentedtooracquiescedinthehazingactivity.

ImmunityfromProsecutionAvailableThecourtmaygrantimmunityfromprosecutionfortheoffensetoeachpersonwhoissubpoenaedtotestifyfortheprosecutionandwhodoestestifyfortheprosecution.AnypersonreportingaspecifichazingincidentinvolvingastudentinaneducationalinstitutiontoDeanforStudentLearningandEngagementorotherappropriateofficialoftheinstitutionisimmunefromcivilorcriminalliabilitythatmightotherwisebeincurredorimposedasaresultofthereport.Immunityextendstoparticipationinanyjudicialproceedingresultingfromthereport.Apersonreportinginbadfaithorwithmaliceisnotprotectedbythissection.

OffensesinAdditiontoOtherPenalProvisionsThisTexasHazingLawdoesnotaffectorrepealanypenallawofthisstate.Thislawdoesnotlimitoraffecttherightofaneducationalinstitutiontoenforceitsownpenaltiesagainsthazing.CopiesoftheentirehazinglawenactedbytheTexaslegislatureareavailablefromStudentConductAdministrationorthehazingbillmaybeviewedinitsentiretyatthe“TexasLegislatureOnline"websiteat:http://www.statutes.legis.state.tx.us/Docs/ED/htm/ED.37.htm.InformationabouthazingmaybefoundintheTexasEducationCode,Chapter37,sections37.151through37.157andChapter51,section51.936.

DEFINITIONOFSTUDENTORGANIZATIONALACTIVITIESANDUNIVERSITY-RELATEDACTIVITIES

TheDepartmentofStudentActivitiesrecognizeseventsandactivitiesthatmeetanyorallofthefollowingcriteriaasbeingstudentorganizationalactivitieswhichincludes,butnotlimitedto,eventsoractivities:• Paidforbystudentorganizationalfunds• EitherapprovedbyorrequiredtobeapprovedbytheDepartmentofStudentActivitiesviathe

onlineEventRegistrationform• UsingtheBaylorUniversityname,organizationname,ortrademarksintheeventoractivityname,

advertising,and/ormarketing• Servingasrecruitmentactivitiesforthestudentorganization• Publicizeusingchapterresources,includingbutnotlimitedto,Facebook,Twitter,Listserves,

announcementsinmeetings,and/orwebsitesStudentorganizationaleventsandactivitiesmeetingtheabovecriteriamustbeincompliancewithUniversityandDepartmentofStudentActivitiespoliciesandprocedures.Pleasenotethateventsandactivitiesthatmaynotmeettheabovecriteriamaybeconsidereda“University-relatedactivity.”Assuch,thoseeventsandactivitiesthatmaybeconsidered“University-relatedactivities”maystillbetheresponsibilityofthestudentorganizationasoutlinedbelow.


Baylordefinesa"University-relatedactivity"asanyactivitysponsoredbytheUniversityorbyanyorganizationrecognizedbytheUniversity.

Thedegreetowhichanorganizationisresponsiblefortheactivityofitsmembersisnotnecessarilydependentuponthenumberofmembersengagingintheactivitybutdependsuponwhethertheactivityisrelatedtotheorganizationasdescribedinthetwocategorieslistedbelow.Studentorganizationsmaybeheldresponsiblefortheactsofindividualmemberswhen:

• Theactsgrowoutof,oraredirectlyrelatedto,thestudentorganization'sactivitiesoranenvironmentcreatedorknowinglypermittedbytheorganization;or

• Amemberofanorganizationisviolatinglocal,state,orfederallaworUniversityregulations;andothermemberspresent,byfailingtodiscouragesuchactivity,tacitlycondonethebehavior.Inadditiontotheorganizationbeingheldresponsible,membersandofficersmayalsobeheldresponsibleasindividualsfortheirrolesinanyviolationofUniversitypolicy

EVENTPLANNINGUltimateresponsibilityforanyactionsataneventoranapprovedovernightfacilitybeingusedforaneventrestswiththeorganization.StudentsareatalltimesaccountabletotheUniversitywhileattendingon-campus,off-campusandovernighteventsandthereforeareresponsibleforconductingthemselvesinamannerconsistentwithUniversitypoliciesandproceduresaswellasrepresentingthemselves,theirorganization,andtheuniversityinapositivelight.TheofficialcalendarofeventsiskeptbytheDepartmentofStudentActivities.StudentsmayrequestanexceptiontopolicybycompletingtheExceptiontoEventRequestGuidelinesformwithintheConnectsystem.Exceptionsmaybeconsideredonacase-by-casebasisbytheDirectorofStudentActivities.

ApprovalforanOrganizationEvent• Eventsmaynotbescheduledmorethanonecalendaryearinadvance.• Everyevent,includingweeklymeetings,newmemberactivities,andoff-campusorout-of-town

events,mustbesubmittedforapprovaltotheDepartmentofStudentActivitiesthroughtheonlineEventRegistrationformwithintheConnectsystem(www.baylor.edu/baylorconnect)atleastoneweekinadvance.Anythingsubmittedlessthan72hoursbeforeaneventmaynotbeapproved.

• Eventrequestsinvolvingcontracts,insurancerequirements,outsidebusinessesoragencies,non-Baylorparticipants,alargenumberofparticipants,multipleBaylorresourcesand/ordepartments,orothercomplexactivities,oriftheeventisout-of-townorovernight,approvalistoberequestedonemonthinadvance.Eventswiththeaforementionedcharacteristicsmayrequireadditionalreviewandapprovalsfromadditionaluniversitypersonneland,basedontheeventreviewprocess,astudentorganizationadvisormayberequiredtobeinattendancethroughoutthedurationoftheevent.

• EventapprovalmayonlybegivenbytheDirectorofStudentActivitiesorhis/herdesigneeafteranEventRequesthasreceivedtheapprovalofoneoftheorganization’sfull-timeadvisors.

TimeRegulationsEventsmaynotbescheduledduringthefollowingtimes:

• Beforethefirstdayofclassesorafterthelastdayofclassesinthefallandspringsemesters• Sunday-Thursdaypastmidnight


• After1a.m.onFridayandSaturday• Sundaysbefore1p.m.• OfficialUniversityHolidays• DuringStudyDaysandFinalExams• Duringprotectedpriorityevents

o OrganizationsmayplaneventsduringappropriateanddesignatedtimesduringHomecomingWeekwithexpressedwrittenpermissionfromtheDepartmentofStudentActivities.

• Homefootballgamedateso Eventsareprohibitedtwohourspriortothestarttimeanduntilthreehoursafterthe

starttimeunlesstheeventisinconjunctionwiththefootballgame.

PriorityEventsBaylorUniversityreservestherighttorestricttheschedulingofeventsfordesignatedpriorityeventsasdeterminedbytheDepartmentofStudentActivities.Theeventsinclude,butarenotlimitedto,LateNight,HomecomingWeek(Thursday–Sunday),Christmason5thStreet,andDiadeloso.StudentorganizationsmayrequestexceptionstothepriorityeventpolicybysubmittinganExceptiontoEventRequestGuidelinesFormnolessthan14daysinadvanceoftheevent.

GeneralExpectationsforAllEvents• Noalcoholicbeverages,illegaldrugs,orharmfulchemicalsubstancesaretobepromoted,

possessed,orconsumedatanyactivitysponsoredbyanorganization.• Nocharteredorganization,includingsororitiesandfraternities,mayownorleaseanyformofa

facilityoffcampus.Exceptionsmaybemadeforstoragefacilities,floatsites,and/orpractice(i.e.,Sing/Pigskin,athletics)facilities.Ownersandmanagersarenotheldaccountable,buttheorganizationisresponsibletotheuniversity.Anysignidentifyingtheorganizationwithabuildingisprohibited.

• Inordertohaveamixeramongtwoormoreorganizations,atleastoneadvisorfromeachoftheinvolvedorganizationsmustbeinattendanceattheevent.

• Studentorganizationsandindividualmembersmaybeheldresponsibleforeventsprecedingandfollowingstudentorganizationevents.

• Thesponsoringstudentorganizationwillbeheldresponsibleforaddressingtheconductofallattendeesand/ornotifyinguniversitypersonnel.

ExpectationsforOff-CampusEvents• Priortoapproval,anoff-campusfacilityistobeidentifiedandanon-bindingholdplacedforthe

function.VenueswherealcoholorotherBaylor-prohibitedactivitiesarethemainattractionmaynotbeapproved.

• Afull-timestudentorganizationadvisororanapprovedSubstituteAdvisorwhocompletesStudentOrganizationAdvisorSummittrainingmustattendalloff-campusevents.

• Ifanadvisorisunabletoattendanyoralloftheevent,itistheresponsibilityofthestudentorganizationleadershiptosecureanapprovedSubstituteAdvisorwhocompletesStudentOrganizationAdvisorSummittrainingandhavethatindividualapprovedbytheorganization’sadvisorandtheAssociateDirectororDirectorofStudentActivities.

• Privateresidencesmaynotbeusedforoff-campusactivities/events.However,theresidenceofthefull-timefaculty/staffadvisormaybeusediftheadvisorispresentthroughouttheactivity/event.

• TheDepartmentofStudentActivitiesreservestherighttorejectanyoff-campusevent.


ExpectationsforOvernightorOut-of-TownEvents• Allovernightandout-of-towneventsmustberegisterednolessthanonemonthpriortothedateof

theeventusingtheonlineEventRegistrationform.• Overnighteventsmaynotinvolvenon-members.• Oneone-nightovernightretreatactivityperorganizationwillbepermittedeachsemester.

o ClubSportsmaytravel(includingovernightevents)forrecognizedathleticcompetitionsasoftenasdeemednecessaryandappropriatebytheAssistantDirectorofCampusRecreation.ClubSportsmayfindadditionaltravelexpectationsandproceduresintheSportClubManual,providedtheSportClubManualpoliciesdonotcontradictthepoliciescontainedwithinthisguide.

o Exceptionsmayberequestedandwillbeconsideredonacase-by-casebasisbytheDirectorofStudentActivities.

• Expectationsforstudentconductandbehaviorforthedurationofanoff-campuseventmaybeestablishedbytheorganizationadvisor.TheserulesshouldnotconflictwithestablishedrulesforconductandbehaviorsetbytheBaylorUniversitypoliciesandprocedures.

• Tripsbeyond125milesareprohibitedunlessallmembersandguestsoftheorganizationtraveloncommercialtransportationincludingcharteredbuseswithbondeddrivers,commercialairlines,orrentedvanswithUniversity-approveddrivers(i.e.,faculty,staff,orstudents)accordingtothemileagerequirements.ExceptionsmaybegrantedatthediscretionoftheDirectorofStudentActivities.

• Studentsmayprovidetheirowntransportation(personalvehicles)fortripsoreventsoccurringwithin125miles(oneway)ofcampusandfewerthan51participants.

• Forgroundtransportation**,organizationsmayusethefollowingcharttodeterminetheappropriateformoftransportationfortheirevents/activities:

MilesfromBaylorUniversityCampus 1-49Miles 50-125Miles 126-350Miles 350+Miles

NumberofOrganizationand/orGuestParticipants

1-25Participants Personalvehicles Personalvehicles Commercialand/or

charteredvansCommercialand/orcharteredvans

26-50Participants Personalvehicles Personalvehicles Commercialand/or

charteredvansCharterBusorCommercialAir

51+Participants Personalvehicles

Commercialand/orcharteredvans

Commercialand/orcharteredvansorbus

CharterBusorCommercialAir

**Pleasenotethatwhensecuringtheservicesofchartertransportation,theorganizationisdoingsoonbehalfoftheorganizationandnotBaylorUniversity.

• Advisorsmaydrivetheirpersonalvehiclestoandfromeventsandwillbeexpectedtotravelwiththe

organizationandremainwiththeorganizationforthedurationofthetrip.Iftheadvisorelectstotravelintheirpersonalvehicle,thestudentorganizationwillcontinuetocoverallexpenseswiththeexceptionofgasandmileage.

• BaylorUniversitytravelpolicysupersedesorganizationaltravelpolicy(includingnationaland/orregionalaffiliatepolicies)exceptwhenanorganization’spolicyismorerestrictivethantheBaylor


Universitypolicyindicatedabove.ToviewBaylorUniversitytravelpolicyinitsentirety,visitwww.baylor.edu/risk_management.

• AcompletedDomesticTravelFormandParticipantListmustbesignedbytheadvisorandsubmittedtotheDepartmentofRiskManagementtenworkdaysbeforeanevent.

• Afull-timestudentorganizationadvisororanapprovedSubstituteAdvisorwhocompletesStudentOrganizationAdvisorSummittrainingmustattendallovernightorout-of-townevents.ThenameandcontactnumberoftheattendingtripadvisormustalsobeincludedontheEventRequestformandsubmittedtotheDepartmentofStudentActivitiessothataparticipantcanbereachedifnecessary.

• Curfewsduringout-of-townovernighttripsshouldbesetjointlybytheadvisorsandthestudentleaders.

• Onecommercialfacilityshallbeapprovedastheofficialovernightfacility,andallmemberswillstayinthatfacility.ThenameofthisfacilityandanemergencytelephonenumbermustbeindicatedontheonlineEventRegistrationformforauniversityeventintheDepartmentofStudentActivities.

• Menandwomenareprohibitedfromcohabitatingduringovernighteventsandactivities.• Studentdriversmustsubmitacompleteddriverformforeventsoccurringoverthe50miletravel

limit.StudentsdrivingmustpassadrivingrecordcheckperformedbytheOfficeforRiskManagement.

DriverEligibilityChecksforPersonalAutos(morethan50miles)RiskManagementwillconductdrivereligibilitychecksonthedriversofpersonalvehiclesfortripsthataredirectedbyBaylorfaculty/stafftoconductthebusinessofBaylorUniversity.Studentorganizationsdrivingforthesolepurposeoftheirstudentorganizationwillnotberequiredtoobtainauthorizeddriverdesignation,unlessdirectedbytheDepartmentofStudentActivities.• Studentsarelegallyresponsible(andpossiblyliable)forallpassengersintheirvehicle.• Studentsmustcarrytheirowninsurancetocoverliability.CommercialCarrier(morethan126milesor51participants)Commercialtravelcarriersprovidetheirowninsuranceanddriversand,therefore,assumeliabilityfortransportation.Thismethodoftransportationismandatoryforstudentorganizationtravelwhenitinvolvesmorethan50studentparticipantsand/ortravelingdistancesgreaterthan125milesfromcampus.Formspertainingtotravelmaybefoundatthefollowingwebsites:

o BaylorTravelForm&ParticipantList(10daysprior)http://www.baylor.edu/content/services/document.php/72185.pdf

o AuthorizationtoReleaseandObtainInformationForm(DriverApprovalForm)(10daysprior)http://www.baylor.edu/content/services/document.php/17228.pdf

o DrivingPolicyhttp://www.baylor.edu/content/services/document.php/69747.pdf

ExpectationsforStudentOrganizationServiceand/orMissionTripsStudentorganizationswishingtoprovideamissionand/orservicetrip(eitherdomesticorinternational)opportunitytotheirmembersshouldfollowtheseguidelines:

• Forinternationalmission/servicetrips:

o CoordinateallministryeffortsandmissiontripobjectiveswiththeDepartmentofSpiritualLifeandtheDirectorforMissions

o Afull-timefacultyorstaffmembermustcommittoserveasdirectorforthetrip


o FollowingapprovalbytheDirectorforMissions,atripproposalmustbesubmittedtotheCenterforInternationalEducation(http:www.baylor.edu/cie)nolaterthansixmonthspriortodeparture.

o Thefull-timefacultyorstaffmemberappointedasdirectorforthetripmustcompleteaformaltrainingexperience,providedbytheDepartmentofSpiritualLife.Pleasenotethatinternationalmission/servicetripswillnotbeapproveduntilthedirectorcompletesthetrainingexperience.

o AllteammembersarerequiredtoattendanorientationprovidedbyBUMissionspriortodeparture.

o SubmitanonlineEventRegistrationformthroughthestudentorganizationConnectportalforthetripnolessthanthreemonthspriortothedeparturedate

o ComplywithallpoliciesandproceduresassetbyBUMissions,CIEandRiskManagement.

• Fordomestic(continentalU.S.)mission/servicetrips:o Organizationstravelingforserviceand/ormissionexperiencesoverofficialUniversity

holidays(i.e.,springbreak,Christmasbreak,fallbreak,etc.)arerequiredtosubmitinformationpertinenttothetripincluding,butnotlimitedto:

§ Overviewofservice/taskstobecompleted§ Overnightaccommodations(includingcontactinformation)§ Emergencycontactinformationforindividualsleadingtrip§ Listofparticipants§ AdditionalinformationmayberequestedinordertoaidtheDepartmentofStudent

Activities.Theorganizationisexpectedtocomplywithallrequestsinatimelymanner.

o Pleasenotethatmission/servicetripsareexemptfromUniversitytravelpolicy.InlieuofUniversitytravelpolicy,theDirectorofStudentActivitieswillworkwiththeorganizationtodeterminetheappropriatemethodoftravelandanyotherconsiderationsasnecessaryandappropriate.

ExpectationsforBloodDriveEventsBlooddrivesmaybehostedonBaylorUniversity’scampusonceeveryfourweekstoensureasizablepopulationofpotentialdonorsareavailabletoparticipate.Onceablooddriveisscheduledoncampus,allstudentorganizationsareprohibitedfromhostingasimilareventwithinfourweeksoftheestablishedblooddriveeventdate.Third-partyvendorsparticipatingintheblooddrivemustalsoreceiveapprovalfromStudentActivitiesviaBaylorUniversityHealthServicespriortoperformingcollectionservicesoncampus.Additionally,blooddrivecollectionsareprohibitedfromoccurringwithincampusfacilitiesandshouldbestagedinamobilefacilityprovidedbythethird-partyvendor.

ExpectationsforEventsInvolvingPoliticalActivityInadditiontoreviewbytheDepartmentofStudentActivities,studentorganizationeventsopentopublicdisplayorparticipationwhichincludelevelsofpoliticalactivity(votingregistrationdrives,hostingpoliticalspeakers,etc.)willbereviewedindividuallybytheOfficeofGovernmentalRelations(http://www.baylor.edu/ogr)and/ortheOfficeofGeneralCounsel(http://www.baylor.edu/ogc)toensuretheUniversitywillnotbepoliticized.OrganizationswillbeaskedtocomplywithconditionssetforthbytheOfficeofGovernmentalRelationsandtheOfficeofGeneralCounsel.


ExpectationsforEventsInvolvingExpressiveActivityBaylorUniversityanditsDepartmentofStudentActivitiesvaluesopendialogueandtheexchangeofideasinamannerthatisconsistentwiththeUniversity’smissionforthepurposesofeducation.Withinthiscontext,arecognizedstudentorganizationmayengageinexpressiveactivityaslongastheactivitymaintainsthedignityofandisconsistentwiththemissionoftheUniversityanddoesnotinfringeontherightsofothers.Additionally,anyrecognizedstudentorganizationplanningtoengageinexpressiveactivitymustadheretothespiritoftheseexpectations:• StudentorganizationexpressiveactivitymustberegisteredwiththeDepartmentofStudent

ActivitiesthroughtheonlineEventRegistrationformwithintheConnectsystem24hoursinadvanceandfollowallguidelinesasrequestedbyStudentActivitiesintheeventapprovalnotice.

• OnlymembersoftheBaylorUniversitycommunitymayorganize,lead,orparticipateinexpressiveactivityoncampus;therefore,students,facultymembers,andstaffareencouragedtohavetheirBaylorUniversityIDcardintheirpossessiontoverifytheirabilitytoparticipate.

• Activitiesmustnotviolatelocal,state,orfederallaws,oruniversitypolicyandactivitiesmustnotdisruptBaylorUniversityfunctionsorimpedeaccesstooruseofcampusfacilities.Similarly,chantingorsustained,repeatednoisewhichsubstantiallyinterfereswithcommunicationduringaplannedactivityisnotpermitted.

• Participantsmaynotemployamplifiedsoundintheiractivitiesinordertoavoidsignificantdisruptionofuniversityfunctions.

• Signage,leaflets,orotherdistributableordisplayablematerialswillbereviewedpriortoexpressiveactivityforapproval.Signageshouldbeconstructedofsoftmaterialssuchascardboardorclothandshouldnotbeattachedtorigidsticksorpoles.

• TheUniversityreservestherighttocontroltime,place,message,andmanneroftheexpressiveactivity.

• Commercialactivityisoutsidethescopeofexpressiveactivityandmustadheretoestablishedsolicitationpolicies.

• TheDepartmentofStudentActivitiesand/ordesignateduniversitypersonnelmayinterveneasappropriateforviolationsthroughexpressiveactivity.

ExpectationsforStudentOrganizationTailgating• StudentOrganizationTailgatingisanalcoholandsmoke-freeenvironment.• AnypersondamagingUniversitypropertywillberesponsibleforthecostofrepair.• Allvehiclesrequireaparkingpass/hangtagtoaccesstheStudentOrganizationTailgatingparking

areas.• Delineatingperimeters,“stakinggrounds”,fortailgatesitesisprohibited.• Useofmotorizedrecreationalvehicles–fourwheelers,golfcarts,gators,andscooters–is

prohibited.• Allanimalsmustbekeptonaleash;animalsareprohibitedinsidethestadium.• Tents/canopiesortailgatingamenities(furniture,grills,generators,satellitedishes)maynot

obstructsidewalks,drivelines,orpedestrianwalkways.• Alltrashmustbedisposedofintrashreceptaclesandhotcoalsinthehotcoalbarrelslocatedinthe

tailgatingarea.Hotcoalsmaynotbedisposedofontheground.• TheDepartmentofStudentActivities,BaylorAthletics,oranyBaylorUniversityentityisnot

responsibleorliableforaccidents,damage,loss,ortheftofmaterials/items/personalpropertyleftinthetailgatingarea.

• Commercialactivityorsolicitationsarenotallowedonproperty;vendorspacesareavailableongamedaythroughBaylorIMG(254-710-3076).


FoodServicePolicyBycontract,BaylorDiningServicesshallprovide,orprovideandserve,allfooditemsontheBaylorcampus.StudentorganizationsarenotallowedtosellordistributeanyfooditemsonthecampusunlessspecialwrittenpermissionhasbeengrantedbytheDirectorofBaylorDiningServices.Ifservingfoodatapublicevent,pleaseknowthattheWaco-McLennanCountyPublicHealthguidelinesforfood/beveragehandlingmustbefollowedsincenon-membersareparticipating.Tocomplywiththeseguidelinesyoumayservepre-packagedfoodordrink,orprovidefoodordrinksuppliedbyanapprovedcaterer.EventplannerscookingandservingtheirownfoodneedtoapplyforaFoodEstablishmentPermitApplicationwiththeCityofWaco(254-750-5464)andidentifyallingredientsforfoodallergiesandpostthislistingatthepointofsale,alongwithinformationstatingwhetherornotthefoodwaspreparedinacommercialfacility.

OfficialCateringPolicyBaylorUniversity,inpartnershipwithBaylorDiningServices,hasextendedthecateringoptionsoncampustoincludeoff-campusandon-campusvendors.AlthoughBaylorDiningServicesstillremainsthepreferredproviderofallfoodandbeverageforthecampuscommunityandisstillrecommendedforanycateringfunctionoraffaironcampus,approvedoff-campuscaterersmaybeusedasdescribedinthispolicy.

• Baylor’sDepartmentofInstitutionalEventsmaintainsonitswebsitealistofUniversityapprovedoff-

campuscaterers.Visithttp://www.baylor.edu/events/index.php?id=97960forthisinformation.• Thereisnoexceptiontotheapprovedlistofoff-campuscaterersorserviceproviders(i.e.,youmay

notuseanyoff-campuscatererthatisnotontheapprovedlistforanycampuscateringneeds).• Off-campuscatererswillnotbeauthorizedtouseproductionfacilities,kitchens,orpantries

furnishedand/ormanagedbyBaylorDiningServices.Thosefacilitiesare:• BillDanielStudentCenter(1stfloorkitchen,2ndfloorproductionfacility)• Brooks,Memorial,EastVillageDiningCommons,andPenlandResidentialDiningFacilities• McMullen-ConnallyFacultyCenter,MaybornMuseum,andTruettSeminary

• Studentorganizationsusingoff-campuscaterersareresponsibletoensurecomplianceforthefollowing:

• BaylorUniversityPepsiCoBeveragecontract• Notusingproductionfacilities,kitchens,orpantriesfurnishedand/ormanagedbyBaylor

DiningServices(seetheInformationaboutOffCampusCatererssectionforspecificlocations)

• Baylor’sCampusSolicitationPolicy• Properclean-upanddisposaloftrash,etc.fromtheevent.Thesponsoringstudent

organizationswillbechargedhousekeepingfeesifthefacilityisnotproperlycleanedupbytheoff-campuscaterer

• Notselling,serving,orofferingalcoholicbeveragesoncampus• Facilitywheretheireventisbeingheldwillallowoffcampuscatererstocaterevents• Notifyingtheappropriatecampusunitsforthefollowingservices(ifapplicable):

§ Facilitylockandunlock§ Tableandchairorderandsetup/breakdown§ Audio/visualservicesandequipment§ HVACservices


LegalResponsibilitiesforEventsReleaseFormsThepurposesofageneralreleaseandinformedconsent(indemnification,holdharmlessagreement)aretoprotectasponsoringorganizationfromlawsuitsthatcouldarisefrompersonalinjuriesandtoinformtheparticipantsofthenatureoftheactivitiesandanyriskinvolved.Thesereleaseformsareappropriatewhentheeventcontainsaninherentamountofrisk(suchaseventsinvolvingminorsoncampus,university-wideevents,etc).Thisdoesnotmeanthathavingalltheparticipantssignaformremovestheresponsibilityoftheorganizationtoexercisepropercareandgoodplanning.Allparticipantsmustcompleteallrelevantandpertinentreleaseformspriortothestartoftheactivity.Ifaparticipantisunder18yearsofage,aparentorguardianmustalsosignhis/herform.

AssistanceandSupportforLegalResponsibilitiesTheGeneralCounselandtheOfficeforRiskManagementmayassistorganizationswithplanningtheeventandinpreparingtheproperforms.TheOfficeforGeneralCounselislocatedonthesecondfloorofPatNeffHall(254-710-3821).TheOfficeforRiskManagementislocatedinthebasementofPatNeffHall(254-710-3867).QuestionsaboutinsuranceandtheapprovalofdriversmaybeaddressedtoRiskManagementaswell.

ContractsThefollowingguidelinesareusedinreferencetolegalcontractstosecuretheservicesofperformingartists,vendors,and/orentertainmentsupplies(i.e.,inflatables,Ferriswheels,soundequipment,etc.).Organizationssigningcontractsdosointheirownname–notinthenameofBaylorUniversity.GuidelinesforConsiderationinaContractReview• HoldHarmlessAgreements:Contractsincludinghold-harmlessagreementsoftenputtheliability

foraccidents,damage,orinjuryontothestudentorganizationhostingtheevent,oftentimeseveniftheaccidentorthedamageiscausedbytheotherparty.Ifthevendorwillnotremovethissection,youmayaskthevendortoaddanadditionalsectionrequiringthevendortoholdBaylorharmlessforouractsofnegligence.Youmaywanttoremovethisand/orpurchaseadditionalinsurancetocoveranypotentialissues.

• CancellationClauses:Cancellationclausesoftenincludeweatherrelatedissues,illnessoftheperformer,orotherunforeseencircumstances.Payparticularattentiontoclausesthatallowthevendortocancelwithoutpenalty,reimbursement,orjustcause.Abandthatfailstoshowupforthenightofyourdancebutagreestocomeaweeklatermaynotbeofmuchvaluetoyourorganization.

• InsuranceRequirements:Baylorrequiresvendorstohave$1millionliabilityand$2millioninaggregateinsuranceandthatBaylorUniversitybenamedasanadditionalinsured.IfyourcontractdoesnotrequirethisandyouexpectthevendortoperformtheirservicesonBaylorUniversity’scampus,pleaseincludethisinyourcontract.Besuretoreadtheinsurancerequirementsofallyourcontractstomakesureyourorganizationispurchasinganyinsuranceyouarerequiredtohaveinplace.

InsuranceEventsutilizingoutsidecontractors,companies,orvendorsrequireinsurancecertificationbytheUniversity.EventplannersareexpectedtosubmitallrequireddocumentstotheCoordinatorofInsurance&RiskServicesforreviewaminimumofthreebusinessdaysbeforedateofservicesproposed.ItisimperativeforeventplannerstoidentifyvendorsandprovideBaylor’sinsurancerequirementstothemasearlyaspossible.ReferquestionsregardingBaylor’sinsurancerequirements


totheofficeofRiskManagement,locatedinthebasementofPatNeffHall,orbycallingthemat254-710-3867.

MOVIES,FILMS,ANDSPEAKERSONCAMPUS

PublicPerformance(fromwww.mpaa.org)Unauthorizedpublicperformancesrefertoanyshowingofamoviewithoutfirstobtainingtherequiredpermissionfromthecopyrightowner.Thisincludespublicperformanceswhereanadmissionischargedaswellasthosethataresimplyofferedasanadditionalserviceoftheestablishment.“TheCongressshallhavepower…topromotetheprogressofscienceandusefularts,bysecuringforlimitedtimestoauthorsandinventorstheexclusiverighttotheirrespectivewritingsordiscoveries…”ArticleI,Section8,TheUnitedStatesConstitution

CopyrightExceptionInsomeinstances,itisnotrequiredtoobtainamovielicensewhenexhibitingcopyrightedmaterialssuchasvideocassettesorDVDs.Thisface-to-faceteachingexemptionappliesonlyifateacherisinattendance,theshowingtakesplaceintheclassroomsetting,andthemovieisanessentialpartofthecurrentcurriculumbeingtaught.ExamplesofsituationswhereaMovieCopyrightComplianceSiteLicensemustbeobtainedare:

§ Publiclibraries§ Non-classroomentertainmentmoviesbeingusedatschoolforafterschoolactivities

Thislegalrequirementappliesregardlessofwhetheranadmissionfeeischarged,whethertheinstitutionororganizationiscommercialornon-profit,orwhetherafederalorstateagencyisinvolved.

PenaltiesforCopyrightInfringementWillfulinfringementforcommercialorfinancialgainisafederalcrimepunishableasamisdemeanor,carryingamaximumsentenceofuptooneyearinjailand/ora$100,000fine.Eveninadvertentinfringersaresubjecttosubstantialcivildamages,rangingfrom$500to$20,000foreachillegalshowing.

T-ShirtsandOtherProductsPermissiontosellordistributeproductsmaybegiventostudentorganizationsthatadheretothefollowingpolicyandcompletetherequestform:• Studentorganizationsmayreceivepermissiontosellordistributet-shirtsbycompletingtheOnline

StudentOrganizationT-shirtandOtherProductRequest.Requirementsfort-shirtapprovalinclude:• Detailedsketchoftheshirtdesign.Hand-drawnsketcheswillnotbeaccepted.• ApprovalfromCollegiateLicensingifdesignsincludetheBaylornameand/ortrademarks.• ApprovalfromtheSalesandSolicitationCommitteeifthet-shirtisbeingsoldtoanyoneoutside

thesponsoringorganization.TheSolicitationRequestformcanbefoundthroughtheonlineEventRegistrationFormandisrequiredtobesubmittedforapproval.

• AllaforementionedprocesseswillbehandledbytheDepartmentofStudentActivitiesaftercompletionoftheOnlineStudentOrganizationT-shirtandOtherProductRequest.Student


OrganizationsarenotresponsibleforseekingpermissionsfromCollegiateLicensingnortheSalesandSolicitationCommittee.

TrademarksandCopyrightsforT-ShirtsandOtherProductsStudentorganizationsdesiringtosellordistributet-shirtsorotherproductsoncampusarefirstrequiredtoobtainwrittenapprovalthroughtheDepartmentofStudentActivities.Permissiontosellproductsmaybegiventostudentorganizationsthatadheretothefollowingpolicyandcompletetherequestform.LicensingapprovalfortheuseofregisteredBaylormarksonanyproductforsaleordistributionbystudentorganizationswillbesubjecttothefollowingrestrictionsandrequirements:• WrittenapprovalisexpectedtobeobtainedthroughtheDepartmentofStudentActivitiespriorto

submissiontoCollegiateLicensingbyStudentActivities.• WrittenapprovalwillbesentfromtheonlineproductapprovalprocessbytheOfficeofCollegiate

LicensingandisrequiredfortheproductionofanyproductusingregisteredBaylormarks.• Productionorpurchaseofanyscreenprintingorembroideryworkontheproductrequirestheuse

ofacompanylicensedwithBaylorUniversity.Alistoflicensedscreenprintersandembroiderersisavailableonline:http://www.baylor.edu/licensing/index.php?id=46178.

• Useofthename(orletters)ofthestudentorganizationdisplayedontheproductisexpected.• Distributionoftheproductisgenerallyrestrictedtosellonlytotheirmembersanddatesfora

particularfunction.Basedontheeventandthecampus-wideimpact,exceptionscanbemadeforthesponsorsofeventssuchasHomecoming,FamilyWeekend,Diadeloso,Bearathon,ChristmasTreeLighting,orsimilarevents.

• UseofBaylormarksontheproductsmustbeconfinedtothestandardregisteredmarks.SuchmarkscanbeincorporatedintoacustomdesignontheproductwithappropriateapprovalfromtheOfficeofCollegiateLicensing.MarkstobeusedshouldnotcloselymimicofficialBaylormarksorrepresentationsthatwillcreateconfusionastotheoriginofthedesign.

• Useofanyindividualathlete,athleticsquad,athleticteam,orathleticeventthattheUniversityparticipatesinasacompetitiverepresentativeoftheBig12ConferenceunderNCAArulesandregulationsisprohibited.

• UseofproductsproducedforstudentorganizationscontainingorincludinganyregisteredBaylormarkstobewornbythemembersandtheirdatesforaspecificfunctionwillnotbesubjecttoanyroyalty.AllproductscontainingorincludinganyregisteredBaylormarksproducedforresaletothegeneralpublicbystudentorganizationswillbesubjecttoa5%royaltyofthegrosssalespriceofthelicensedproductsoldbythelicenseetothestudentorganization.TheappropriateroyaltywillbecollectedfromtheBaylorlicenseebytheOfficeofCollegiateLicensingonaquarterlybasis.

• CompliancewithBaylorUniversityGuidelinesforProduct/ArtApprovalwillapplytoallstudentorganizations.Formoreinformationgotohttp://www.baylor.edu/licensing

ViolationsofCopyrightandTrademarkGuidelinesViolatorsoftheestablishedpolicywillbesubjecttothefollowingsanctions:• Forunapproved,butapprovable,productdesigns,a10%fineonthecostoftheproductwillbe

imposed.Distributionoftheproductshallbestoppeduntilthedesignisapprovedandthefineispaid.AllfineswillbeusedatthediscretionoftheDepartmentofStudentActivities.

• Forunapprovedandunapprovableproductdesigns,theorganizationwillnotbeabletosellordistributetheproductandmustpaya10%fineonthecostoftheproduct.AllfineswillbeusedatthediscretionoftheDepartmentofStudentActivities.Inaddition,oneormoreofthefollowingsanctionsmaybeimposed:


o Iftheproductcanbecorrected(overprinted),theorganizationmaybeallowedtodistributetheproductoncea10%fineispaid.

o Fordesignproblemsthatcannotbecorrected,theproductwillbecollectedanddestroyedbyStudentActivities.

o Additionalfinesand/orbanonfuturet-shirtsandotherproductswillbeimposed.

SpeakersforOn-CampusEvents• Speakersinvitedtothecampusforanypurpose,includingspeakingengagementsatclosedmeetings

oreventsopenexclusivelytoanorganization’smembership,byanypersonorgroupofpersonsshouldbeselectedonthebasisoftheircontributiontotheoveralleducationpurposeoftheUniversity.

• Baylorhasnoobligationtoprovideaforumonitscampusforspeakersinvitedbystudentorganizations.ParticularconcernshouldbetakenthattheUniversitynotbepoliticized.

• SpeakerswhosepurposesandmethodsarecontrarytothepurposesandmethodsofBaylorUniversityshouldnotbeinvited.

• Theuseofprofanitywillnotbetolerated.• Itisrecognizedthattherewillbenoquestionastotheacceptabilityofmostspeakerswhocometo

theUniversityeachyear.InquestionablecasesthoseplanningtoinviteaspeakerwillconsultwiththeVicePresidentforStudentLifeorhisdesignate,whoshallbethefinaljudgeofsuchmatters.Theresponsibilityforproperclearanceshallbeupontheinvitingstudentorstudents,anddisregardofsuchresponsibilitywillbegroundsforUniversitydisciplinaryaction.

AnorganizationmustsubmittheonlineEventRegistrationformtotheDepartmentofStudentActivitiestohavetheactivityapproved.IncludeinthenotesboxthataSpeakerApprovalRequestformwillalsobesubmittedforapproval.(PleaserememberthattheeventmaynotbeapproveduntiltheSpeakerApprovalRequestformandaccompanyingriderhasbeenapproved.)

PUBLICITY

PrintPublicityOnlycharteredstudentorganizationsandUniversitydepartmentsareeligibletopostinformationincampusfacilities.EventsforwhichpublicityistobeusedmustbesubmittedusingtheonlineEventRegistrationformbeforeapprovalforpublicityitemsand/ormaterialswillbegranted.Improperlypostedmaterialswillberemovedanddiscardedandviolationscanresultinpostingprivilegesbeingrestrictedorremovedandothersanctionsasdeemedappropriate.FlyersandPosters

• ApprovalProcess:1. Submitadigitalcopyoftheflyer/posterforreviewtotheDepartmentofStudentActivities

throughtheonlineStudentOrganizationPrintPublicityformwithintheConnectsystem(www.baylor.edu/baylorconnect).Allow2–3businessdaysforcompletionoftheapproval.

2. Onceanapprovalhasbeengranted,bringinallcopiesoftheintendedposter/flyertotheDepartmentofStudentActivitiestobestamped.Thestampingprocesswillbecompletedupondelivery.Anyflyer/posterwithoutastampwillberemovedbybuildingmanagersacrossthecampus.


• Expectations:1. Anyimagesorlogosusedinprintedmaterialsshouldbeoriginalartwork,purchasedthrough

anapprovedservice,orusedwithexpresspermissionforthosepurposes.2. Flyersshouldbenosmallerthan8½”X11”andnolargerthan11”X17”.3. 8½x11or11”X17”:75posterlimitfornon-residentialcampusfacilities.4. 8½”X11”or11”X17”:173posterlimitforCampusLiving&Learningfacilities.

• PostingProcess:

Flyersandpostersmaybepostedonpublicbulletinboardsincampusbuildings.Flyersandpostersmaynotbepostedonfurniture,walls,windows,doors,parkingfacilities,bathroomstalls,classroomspaces,orothercampuslocations.

• PostingProcessforResidenceHalls:

Onceflyers/postersareapprovedandstampedthroughtheDepartmentofStudentActivitiesstudentorganizationsmaybringupto173copiestotheCampusLiving&Learningoffice(locatedinPenlandHall)atleastseventotendayspriortotheevent.Residencehallstaffwillpostoneachfloor,wing,orbuilding.Nopostingisallowedbypersonsotherthanresidencehallstaff.Allflyersthatarepostedinviolationoftheseprocedureswillberemovedanddisposed.

Handouts,MailboxStuffers,andTableTents

• ApprovalProcess:1. Submitadigitalcopyoftheflyer/posterforreviewtotheDepartmentofStudentActivities

throughtheonlineStudentOrganizationPrintPublicityformwithintheConnectsystem(www.baylor.edu/baylorconnect).Includeinformationdescribingtheintendeddistributionmethod(campusmailbox,informationtable,informationdistributionevent,etc).Allow2–3businessdaysforcompletionoftheapproval.

2. TabletentsplacedinanyofthecampusdiningfacilitiesmustalsobeapprovedbytheBaylorDiningServicesafterreceivingapprovalfromtheDepartmentofStudentActivities.

• Expectations:

1. Anyimagesorlogosusedinprintedmaterialsshouldbeoriginalartwork,purchasedthroughanapprovedservice,orusedwithexpresspermissionforthosepurposes.

• DistributionProcess:

1. OncehandbillsareapprovedbyStudentActivitiesthematerialsmaybedistributedintheapproveddistributionmanner.

2. BaylorDiningServiceswillpermitnomorethantwotabletentstobedisplayedindiningfacilitiesatanygiventime.Approvalswillbegrantedonafirst-come,first-servedbasis.

GeneralChalkingGuidelinesChalkingispermittedforrecognizedstudentorganizationsasamethodofon-campuspublicity.OrganizationsdesiringtopublicizeaneventoractivitythroughchalkingshouldindicatetheintenttochalkinthemarketingsectionoftherelevantonlineEventRegistrationform.Allcampuschalkingshouldadheretothefollowingguidelines:


• Allchalkingmustincludethenameofthesponsoringorganization.Unidentifiedchalkingmayberemoved.

• PlacemessagesonBaylorsidewalksandstreetsbywritingwithwhitechalkonceapproved.Coloredchalkisnotpermitted.Violatorswillbebilledfordamagescausedbycoloredchalkstains.

• Chalkingonwalls,steps,orsidesofanybuildingisnotpermitted.• Spraychalkmaynotbeusedunderanycircumstances.• Chalkingisstrictlyprohibitedinareasthatareprotectedfromrainincluding,butnotlimitedto,

theBrooksarch,theBaylorSciencesBuilding(BSB)Towers,andthestepsandwalkssupportingtheBSBplazaandfountainsandpatio.

• Organizationsmaybeginchalkingnomorethansevendayspriortoascheduledevent.

Door-to-DoorDistributionofPromotionalItems,Flyers,and/orNoticesCampusLiving&Learningdoesnotallowdoor-to-doordistributionofflyers,notices,orpromotionalitemsforresidentprivacypurposes.

StudentOrganizationTechnologyUsagePolicyPoliciesregardingstudentorganizationuseofwebsites,electronicmail(email),webpublishing,Baylorinformationsystemsusage,andsanctionsforinappropriateusagesmaybefoundonlineatwww.baylor.edu/its/policies.Beadvisedthatthesepoliciesaresubjecttofrequentchange,anditistheresponsibilityofthestudentand/orstudentorganizationtobefamiliarandincompliancewithcurrentpoliciesandprocedures.

CopyrightsandTrademarksAtrademarkisasymbolorwordusedbyamanufacturerororganizationtoidentifyitsgoodsorservicesanddistinguishesthemfromitscompetitors.Atrademarkconveystoconsumersthedesirabilityoftheproductbearingthemarkandhelpstopromotethegoodsitisidentifiedwith.

UseofCopyrightedorTrademarkedMaterialBaylorUniversitywillnotallowstudentorganizationstousecopyrightedmaterials,trademarks,orparodiesofcopyrightedmaterialsortrademarkswithouttheexpressedwrittenpermissionfromthecompany,agency,ororganizationthatcreatedand/orownstheintellectualpropertyintendedtobeused.PrinterswillnotprintBaylorstudentorganization t-shirtsorotherpromotionalmaterialswithout firstreceivingappropriatedocumentationandwrittenapproval fromtheDepartmentofStudentActivities.Studentorganizationsusing inappropriateor copyrightedmaterialsorprinting theirmaterialswithoutappropriatedocumentationandapproval fromStudentActivities beforehandwill forfeit their right tohavet-shirtsand/orotheritemsprintedandapproved.BaylorUniversitystronglyrecommendsthatstudentorganizationswishingtousecopyrightedmaterialor trademarks begin the design process early in order to have sufficient time to secure the requiredwritten permission from the intellectual property owner, as well as securing approval from theDepartmentofStudentActivities.TheDepartmentofStudentActivitieswillconfiscatet-shirtsorothermaterialsprintedwithouttherequiredapproval.


Pleasenotethatthispolicyregardingtheuseofcopyrightedmaterials,trademarks,logos,etc.appliestot-shirts,andallprintedmaterialsincluding,butnotlimitedto,:flyers,posters,tabletents,Homecomingfloats,andotherpromotionalandadvertisingmaterialsthatareusedbyanystudentorganization.

UseofBaylorTrademarkedSymbolsBaylor'svisualidentitydistillsthequalitiesthatmaketheUniversityunique,anditconveysthis"brand"totheworld.Thepromiseofacademicexcellence,Christiancommitment,anddevelopmentandgrowthofacaringcommunity-theseandotherattributesoftheUniversitycomealiveinaveryrealandmeaningfulwayforthousandsofpeoplearoundtheworldwhentheyseetheUniversityseal,theBaylorUniversitywordmark,andotherBaylor"marks."Consistencyinthewaytheseiconsarepresentedisimportantforathrivinginstitutionthatisgrowinginbothqualityandstature.AstrongandconsistentvisualidentityhelpsshapethewaykeyconstituentsviewBaylor,bothnowandinthefuture.

ApprovedLicenseesStudentsandstudentorganizationsarerequiredtousecurrentlicenseesforthereproductionofBaylorlogos,marks,andindiciaonproductsthatwillusedinadvertisement,promotion,andresale.ForsamplesofBaylormarksapprovedforreproductionont-shirtsandotherproducts,pleasevisittheCollegiateLicensingwebsiteatwww.baylor.edu/licensing/logos.

SALESANDSOLICITATIONStudentorganizationsdesiringtosolicit,advertise,orsellaproductorserviceoncampus,inthecommunity,orthroughthecampusmailservicemustcomplywiththeCampusFacilitiesUseandCampusSolicitationPolicyandobtainapprovalthroughtheDepartmentofStudentActivities.AnonlineEventRegistrationform(andinsomecases,aStudentOrganizationSolicitationRequestform)mustbesubmittedandapprovedbeforetheactivitymaybeheld.

FundraisersandBakeSalesInordertohelpstudentsraisefundsforstudentorganizations,suggestionsareofferedtohelpfacilitatetheuseofBaylorDiningServicesoncampus.Forhealthsafety,foodsforfundraisingeventswillmeetthefollowingstandards:

- Shelfstableproduct(cookies,brownies,candy,popcorn)- Notbearefrigerateditem- Beservedwithproperutensilsorindividuallywrappeditems- ApprovedthroughBaylorDiningServices- Requestsubmittedatleasttwodayspriortoevent

Itisanexpectationthatingredientsaretobepostedonthepackaging,andtheDepartmentofStudentActivitiespreferenceisforitemstobestore-boughtorcommercially-produced.Additionally,ifhomemadegoodsaresold,thenidentificationoftheingredientsforfoodallergiesneedtobepostedat


thepointofsale,alongwithinformationstatingwhetherornotthefoodwaspreparedinacommercialfacility.AllbakesalesmustbeapprovedbyBaylorDiningServices,inconjunctionwiththeSalesandSolicitationCommittee,throughtheOnlineEventRegistrationformwithintheConnectsystem(www.baylor.edu/baylorconnect).

GamblingandGamesofChanceUnlawfulgamblingisstrictlyprohibitedonBaylor’scampus.Unlawfulgamblingisdefinedas“unlawfullyconducting,organizing,orparticipatinginanactivityinvolvingagameofchance,includingbutnotlimitedto,casinoorsportswagering.”Unlawfulgamblingincludesanyactivitiesorgamesofchancethatincludetheexchangeofcashresultinginachanceofafinancialreturngreaterthanthatpaid.Mockcasinoand/orgamblingeventsmaybepermittedbytheDepartmentofStudentActivitiesincircumstancesinwhichnocashchangeshandsormaybewonbyparticipants.

OutsideVendorsVendorsmaybeinvitedtocampusbyanapprovedstudentorganizationorotherBaylorUniversityentity.HostingorganizationsmustsubmitaSolicitationRequestforminorderforvendorsandpromoterstosellmaterialgoodsoncampusforapprovedeventsandactivities.TheSalesandSolicitationCommitteewillmakesolicitationdecisionsonacase-by-casebasisforeachorganization’srequest.

STUDENTORGANIZATIONFINANCE,TAXES,ANDLAW

FederalIncomeTaxRegistrationwithandofficialrecognitionbyBaylorUniversityasacharteredstudentorganizationdoesnotexemptastudentorganizationfrompayingfederalincometax,nordoesitallowthestudentorganizationtoshareintheUniversity’staxexemptstatus.Ifthestudentorganizationisachapterofalargernationalorganization,thestudentorganizationshouldcheckwiththeparentorganizationtodetermineifitiscoveredbytheparentorganization’stax-exemptstatusandabletousetheparentorganization’staxexemptidentificationnumber.Astudentorganizationmaywishtoapplyfortax-exemptstatusastofederalincometax;however,applyingforsuchexemptionisacomplexandverytechnicalprocess.Shouldtheorganizationdecidetoapplyfortax-exemptstatus,thefollowingpublicationandformsshouldbereferenced:Publication557,Form1023,andForm1024,ontheInternalRevenueService(IRS)websiteatwww.irs.gov.Asproceduresandlawsconstantlychange,astudentorganizationshouldconsiderconsultinganattorneyspecializinginthisareaifitwishestoapplyfortax-exemptstatus.

TexasSalesTaxBaylorUniversityisexemptfrompayingsalestaxonitspurchases;however,studentorganizationsarenottouseBaylor'stax-exemptstatuswhenmakingpurchases.RegistrationwithandofficialrecognitionbyBaylorUniversityasacharteredstudentorganizationdoesnotgivethestudentorganizationTexassalestaxexemptionstatus.AstudentorganizationmayavoidpayingsalestaxbyapplyingandattainingexemptstatuswiththeStateofTexas.Salestaxexemptstatusonlyallowsanorganizationtoavoid


payingsalestaxwhenbuying,leasing,orrentingtaxableitemsthatarenecessarytotheorganization’smission.Generally,allstudentorganizationsmustobtainasalestaxpermitandcollectsalestaxoneverytaxableitemsold,andthenremitthismoneytotheState,ifthestudentorganizationisthesellerofmorethantwosalesoftaxableitemsduringany12monthperiod.Anexceptiontothesalestaxpermitrequirementexistsifthesalesaremadebyaqualifiedstudentorganization.QualifiedstudentorganizationsareexemptfromcollectingandpayingsalestaxtotheStateComptrolleronthefollowingsales:•First$5,000inSales–Thefirst$5,000intotaltaxablesalesheldinacalendaryearthatarenotexemptedasoutlinedinthefollowingbulletpoint.•One-DayTax-FreeSale–QualifyingstudentorganizationsaffiliatedwiththeUniversitycanholdaone-daytax-freesaleonceamonthiftheprimarypurposeofthesaleistoraisefundsfortheorganization.Onedaymeansa24-hourperiod.Thestudentorganizationitselfmusthaveaprimarypurposeotherthanengaginginbusinessorperforminganactivitydesignedtomakeaprofit,andthepurposeofthesalemustbetoraisefundsfortheorganization.Ifanitemissoldformorethan$5,000,theexemptiondoesnotapplyunlesstheitemwasmadebytheorganizationortheitemwasdonatedandnotsoldbacktothedonor.Whenbuyingtaxableitemstoresell,thestudentorganizationmaysupplythevendorwitharesaleexemptioncertificate,showingthestudentorganizationasthepurchaserandstatingthereasonfortheexemptionisthattheitemsarebeingpurchasedforresaleduringsuchaone-daysale.Tobedesignatedasaqualifiedstudentorganization,theUniversitymustfileaUniversity-issuedcertificationwiththeTexasStateComptrollershowingtheorganizationisaffiliatedwithBaylorUniversity.ThiscertificationisobtainedbysendingarequesttoStudentActivitiesforreviewinconjunctionwiththeTax&ComplianceDepartment.Thecertificationisvaliduntilthestudentorganizationisdecertified,suspended,orotherwiselosesitscampusprivilegesoraffiliationandtheUniversitynotifiestheStateComptroller.

BankAccountsOutsideBaylorUniversityIfastudentorganizationopensanoff-campusbankaccount,thebankwillaskfortheorganization'staxidentificationnumber,alsocalledtheEmployerIdentificationNumber.Iftheorganizationhasbeendeemedtax-exemptbytheIRSortheorganizationisabletousethenumberofaparentorganization,thenthetax-exemptnumbershouldbeused.RegistrationwithandofficialrecognitionbyBaylorUniversityasacharteredstudentorganizationdoesnotgiveastudentorganizationtherighttouseBaylor'staxidentificationnumber.OnlyUniversityofficesanddepartmentsmayuseBaylorUniversity'staxidentificationnumber.Ifthestudentorganizationneedstoapplyforataxidentificationnumber,itwillneedtocompleteaSS-4formfortheIRS.TheorganizationcanobtaintheformontheIRSwebsiteatwww.irs.gov.

GiftReceiptsforDonationsThosestudentorganizationsthathavereceivedadeterminationof501(c)(3)statusfromtheIRSmayreceivetaxdeductiblecontributionsdirectlytotheorganization,meaningthatdonorsmayreceivegiftcreditfortheirgifts.However,variousreportingobligationsexistwiththerighttogivegiftcredittodonors.Thisinformationisnotintendedaslegal,tax,oraccountingadvicetoanypersonorstudentorganization.Theinformationprovidedisintendedtobegeneralinnature;andindividualsorstudent


organizationsarestronglyrecommendedtoconsulttheirownprofessionaltax,accounting,andlegaladvisorsontaxmatters.

STUDENTORGANIZATIONCONDUCTEXPECTATIONSANDPROCEDURES

PolicyonAlcoholandOtherDrugsBaylorUniversitypolicyprohibitstheunlawfulmanufacture,possession,use,sale,transfer,orpurchaseofacontrolledsubstanceoranotherdangerousdrugsuchasacontrolledsubstanceanalogue(designerdrug)onoroffthecampus.ItisalsoaviolationofUniversitypolicyforanyonetopossess,use,orbeundertheinfluenceofanalcoholicbeverageonthecampusorataUniversity-relatedactivityoffcampus.Anoff-campusUniversity-relatedactivityisdefinedintheprocessforstudentorganizationviolations.Anyoneviolatingthesepoliciesissubjecttodisciplinaryactionrangingfromwarningtoexpulsion.

TheUniversitybelievesthatspiritual,intellectual,emotional,physical,andsocialdevelopmenthastheirgreatestgrowthfreefrommind-alteringchemicals.Itsgoalistoprovideanenvironmentwheretheentirecampuscommunityischallengedandmotivatedtoliveachemical-freelifestyle.

Asafirststeptowardreachingthatgoal,theUniversitymakeseveryefforttoseekfullcompliancewithUniversitypolicyandfederal,state,andlocallawsandordinances;todiscouragebyeverymeanspossibletheuseofalcohol;topromotesobriety;toprovidesocialandrecreationalalternativestotheuseofalcoholandotherdrugs;andtoofferconfidential,effective,andredemptiveassistancetoemployeesandstudentswhoseekhelpforsubstance-abuseproblems,whilefocusingonthedevelopmentofacomprehensiveprogramofnon-residentialservices.

BecausetheUniversityiscommittedtoacaringrelationshipamongitsstudents,staff,faculties,administrators,andregents-acaringthatischaracterizedbyunderstanding,forgiveness,andrespectforindividuality-itsdisciplinaryproceduresareintendedtobeconstructiveandredemptive.Forstudentswhoseekhelpforsubstance-abuseproblems,completeconfidentialitywillbestrictlyobservedtothelimitofthelaw.Insofarasfederalandstatestatutesandprofessionalethicalstandardspermit,noprofessionalontheBaylorcounselingormedicalstaffwillinanywaynotifytheadministrationofthenameofaspecificstudentwhocomesforassistanceforsubstanceabuseoranyothertypeproblem,andnorecordswillbeforwardedtotheadministrationregardingtheservicesortheproblem.

MinorInfractionsTheDepartmentofStudentActivitiesischargedwiththeresponsibilitytoensurestudentorganizationcompliancewithUniversitypoliciesandproceduresaspresentedinthisdocument.TheDepartmentofStudentActivities,therefore,hastherightandresponsibilitytoinvestigateinfractionsandviolationsbystudentorganizationsandtheirmembers.Majorviolations(i.e.,alcoholviolations,hazing,etc.)maybeinvestigatedandpursuedbytheStudentOrganizationJudicialBoard.Minorinfractions(i.e.,failuretoregisteranevent,lackofapprovalonpostingsort-shirts,etc.)willbeinvestigatedexclusivelybytheDepartmentofStudentActivities.MinorinfractionsmayresultinlossoforganizationalprivilegesorothersanctionsasdeemedappropriatebytheDirectorforStudentActivities.


Multipleminorinfractionscommittedbyanorganizationwithinoneacademicyear(fallandspringsemester)mayresultintheorganizationbeingreferredtotheStudentOrganizationJudicialBoardforsuspensionorexpulsion.TheDepartmentofStudentActivitiesreservestherighttorevokeorganizationprivilegesshoulddemonstratedorganizationalbehaviorwarrantsuchaction.RecordofminorinfractionswillbemaintainedfornolessthanfoursemestersbytheDepartmentofStudentActivities.TheDepartmentofStudentActivitiesreservestherighttoappropriatesanctionsasnecessary.StudentorganizationsdemonstratingextremenegativeorinappropriatebehaviormaybereferreddirectlytotheStudentOrganizationJudicialBoardforappropriatesanctioning.OrganizationswishingtoappealsanctionsforminorinfractionsmaydosoinwritingandmustsubmittheirappealdirectlytotheDeanforStudentLearningandEngagementforreview.

StudentOrganizationPolicyViolationsProcessI. ScopeofAuthority

TheDepartmentofStudentActivitiestypicallyhandlesminorstudentorganizationviolationsorconflicts;however,certainviolationsmaybehandledbytheStudentOrganizationJudicialBoardduetothenatureoftheviolation.Forexample,incidentsthatinvolvehazingoralcoholrelatedallegationsarereferredtotheStudentOrganizationJudicialBoard(SOJB).TheSOJBisresponsibleforhearingseriousallegationsofstudentorganizationviolationsaftertheDeanforStudentLearning&Engagement(SL&E),orhis/herdesignee,hasreviewedandacceptedthecase.TheSOJBthenreceivesevidenceofallegedviolationsfromtheDeanforSL&E.WhatConstitutesStudentOrganizationalMisconduct?Thefollowingcriteria,takenindividuallyorasawhole,suggestgroundsonwhichtoproceedwithanorganizationalconductcase:1. Wouldareasonablepersonunderstandthebehaviortofallwithinthescopeofthe

organization’sactivity?2. Thebehavioriscommittedbyoneormoremembersofanorganizationandmorethanone

memberoftheorganizationisawareofit.3. Thebehavioriscommittedbyoneormoremembersofanorganizationduringthecourseof

anactivityfinancedbytheorganizationand/orapprovedbytheorganization.4. Theofficersoftheorganizationhadpriorknowledgethattheincidentwouldtakeplaceor

werenotforthcomingtotheUniversityaboutthebehaviorsthatoccurred.

II. MembershipTheStudentOrganizationJudicialBoardiscomposedof:

a. NinestudentrepresentativesontheBoard:

1. OneStudentCourtJustice2. FourmembersfromtheGreekCouncils,eachstudentrepresentingadifferentCouncil:

a. InterfraternityCouncil(IFC)organizationb. PanhellenicCouncil(PHC)organizationc. NationalPan-HellenicCouncil(NPHC)organizationd. MulticulturalGreekCouncil(MGC)organization

3. FourstudentswhoaremembersofstudentorganizationsnotrepresentedbytheGreekCouncils

b. FourfacultyandstaffrepresentativesontheBoardincludingtheDeanforStudentLearning

&Engagementandtwoorthreestudentorganizationadvisors.TheDeanforStudent


Learning&Engagement,orhis/herdesignee,willserveasChair;andastudentservesastheSOJBVice-Chair.

III. PreliminaryProcedures

a. ReportofChargeApersonwishingtoreportanallegationshallnotifytheDepartmentofStudentActivities.StudentActivitiesshallevaluatethereportbyexaminingthefactsregardingtheallegedviolation.Iftheinitialevidencesuggeststhataseriousviolationmayhaveoccurred,theDepartmentofStudentActivitieswilleitherrequestthatthestudentorganizationprovideaninitialreportinregardstotheallegationorsendtheallegationdirectlytotheDeanforStudentLearning&Engagement.

b. Organization’sInvestigationandReportOrganizationsareadvisedtoincludethefactsregardingwhatactuallyoccurred(failuretodiscloseinformationcanresultinadditionalchargesormoreseveresanctions).1. Thestudentorganizationleaderwillconductaninternalinvestigationintothematter

andsubmitareportindicatingthefindingsoftheinvestigationtotheentitywhorequestedthereport.Theinternalinvestigationwillbeconductedwithintenbusinessdays.

2. Ifaviolationoccurred,theorganizationwilldiscusswhatactionhasbeen,orwillbe,takenwithintheorganizationtopreventsuchanincidentfrombeingrepeatedinthefuture.Organizationsshouldmakecertaintolistthenamesofallindividualsinvolved.

3. Ifitisdeterminedthatadditionalinvestigationiswarranted,thestudentorganizationleaderwillbenotifiedwhatadditionalevidenceorwitnessesarerequested.

c. ChargeLetter

TheDirectorofStudentActivitiesandDeanforStudentLearning&Engagementreservetherighttomakeinquiriesofastudentorganizationpriortoofficialchargesbeingleviedorformallyaddressed.Anactivity(officialorunofficial)whereaseriousviolationmayhaveoccurred,ahearingletterwillbesenttothestudentleaderoftheorganization,theadvisor,andthenationalorganization,ifapplicable.Inthehearingletter,thestudentorganizationleadermaybeaskedtoconductfurtherinternalinvestigationintothematterandreportthosefindingstotheChairwithinaspecifiedperiodoftime.

d. ReviewandDecisionbytheJudicialBoardTheChairoftheStudentOrganizationJudicialBoardwillcallameetingoftheBoard.TheBoardwillreviewinformationregardingtheallegedcharge(s)andtheevidencethathasbeencollectedby,orprovidedto,StudentActivitiesortheChairandhis/herdesignee,andtheinvestigativereportsubmittedbytheorganization.TheBoardwilldetermineoneofthefollowing:1. Theallegedviolationisunsubstantiatedandnofurtheractionisnecessary.

Iftheallegedviolationisdeterminedtobeunsubstantiated,theBoardwilldeliveralettertothestudentorganizationleader,theadvisor,andthenationalorganization,ifapplicable;indicatingthecharge(s)hasbeendismissed.

2. Theallegedviolationissubstantiated,andtheactiontakenbytheorganizationisdeemedtobesufficientbytheBoard.TheBoardwilldeliveralettertothestudentorganizationleader,theadvisor,andthenationalorganization,ifapplicable,statingthattheBoardbelievesthatthestudentorganizationhastakensufficientactiontoaddresstheissue(assumingsufficientfollowthrough).


3. TheallegedviolationissubstantiatedbytheBoard,andtheinternalactionsappearinsufficientandtheBoardbelievesthatadditionalspecificsanctionsarenecessary.TheBoardwillsetsanctionsanddeliverthesanctionlettertothestudentorganizationleader,theadvisor,andthenationalorganization,ifapplicable.Ideally,sanctionswillbeeducationalordevelopmentalfortheorganization.

IV. CorePrinciples:Thisisaneducationalendeavorwhereweprotectstudenthealthandsafetyand

administerthehearingimpartiallyandfairly.Everyoneinvolvedinthehearingshouldbeobjective,professional,andcourteous.

V. ProceduresfortheStudentOrganizationJudicialBoard

a. Recusal/DisqualificationAmemberoftheStudentOrganizationJudicialBoardshallrecusehimself/herselfifhe/shefeelsthat,inreachingadecisionastowhetherornotaviolationoccurred,he/shecannotactontheweightoftheevidencewithoutbiasorprejudice.IfthestudentorganizationisawareofsomefactthatwoulddisqualifyamemberoftheSOJB,itsrepresentativeshouldnotifytheChairoftheBoardpriortothestartoftheproceeding.IftheChairdeterminesthatthemembershouldbedisqualified,theChairshallappointareplacementwiththesameorsimilarmembershipqualificationsasthedisqualifiedmember.

b. StudentOrganizationJudicialBoardRulesTheSOJBmayadoptspecificproceduralrulesforhearings,providedsuchrulesinclude1)makingsurethattheofficersarenotbiased,2)providingnoticeofthechargestotheaccusedorganization,3)allowingtheaccusedpartiestoheartheevidence,4)allowingaccusedpartiestoprovideanexplanationoftheconduct,and5)providingnoticeofthedecisionandabriefexplanationofthebasisforthedecision.TheBoardreservestherighttoremovefromreportsidentifyinginformationsuchasthenamesofreportingparties,witnesses,orotherstudents.TheserulesmayprovidefortherecessofahearingiftheChairfeelsthatabreakisneeded,duetothelengthoftimethehearinghasproceeded.

c. StudentOrganizationJudicialBoardHearingDateTheStudentOrganizationJudicialBoardwillmakeareasonableefforttomeettohearthecasewithintenbusinessdaysafterthestudentorganizationhassubmitteditsinvestigativereportorwithinareasonableamountoftimeifthehearingtimeframewouldfallduringaUniversityholiday,breakinthesemester(s),duringthesummermonths,oruntilaquorumoftheBoardisavailable.

d. QuorumAquorumforahearingistwofacultyand/orstaffmembersandfourstudentmembers.Alldecisionsmustbebyamajorityvote.

e. ConfidentialityAllmembersoftheStudentOrganizationJudicialBoardmustsignaconfidentialityagreementatthebeginningofeachacademicyearinordertoserveontheBoard.AllproceedingsconductedbeforetheBoardmustbekeptconfidential.Attheconclusionofallproceedingsregardingaspecificmatter,theChairoftheBoardisthesolespokespersonandispermittedtocommunicateregardinganyfindings,conclusionsandsanctions,oranyothermatterashe/shedeemsappropriatewithinthescopeofhis/herroleandinaccordancewithUniversityandfederalstandardsrelatedtotheprivacyofeducationalrecords.


f. WhoMayAttendOnlymembersoftheBoardmayattendthehearingunlesswitnessesorotherinvolvedpartiesareaskedtoappear.WitnessesorotherinvolvedpartieswhoareaskedtoappearbeforetheBoardmayonlybepresentduringtimesdeterminedbytheChair.Studentorganizationadvisorsaretypicallyallowedtobepresentwhenthestudentstheyadvisearealsopresent.Lawyersrepresentingthestudentorganizationandindividualstudentsareprohibitedfromattendinganyportionofthehearing.

g. TheHearingTheSOJBispresidedoverbytheChair.TheChairisinchargeofthehearingandhasbroaddiscretion.TheChairshallexercisecontrolovertheconductofallpersonsparticipatinginthehearing.TheChairshallactasahearingexaminerbydevelopingthefactsandevidencenecessarytoenabletheBoardtomakeadecisionastowhetherornotastudentorganizationviolationoccurred.Insodoing,theChairmayexcludeirrelevant,immaterial,andundulyrepetitiousevidence.Inordertoclarifyissues,resolveinconsistenciesorconflictsininformation,ortoascertainfacts,eachmemberoftheBoardmayaskquestionsofanypersonappearingbeforetheStudentOrganizationJudicialBoard.

h. Often,theUniversitywillonlytakeactionagainsttheorganizationasawhole;however,dependingontheviolation(s)theUniversityreservestherighttoproceedwithanindividualdisciplinaryactionbyreferringindividualstudentsforprocessingundertheStudentConductCode.

VI. AppealProcess

a. Ifthestudentorganizationbelievesthatthereissubstantialevidencethatthedecisionrenderedwasarbitraryorcapriciousorthatthesanctionsimposedareinappropriate,thestudentorganizationleadermayappealtotheVicePresidentforStudentLife.TheVicePresident,orhis/herdesignee,shallconsidertherequest.Therequestshallbemadeinwritingwithinthreebusinessdaysoftheorganizationreceivingthedecisionandshallcontainspecificinformationsupportingtherequestforanappeal.

b. TheVicePresidentforStudentlifeshallreviewtheappealandmayconferwiththeChairof

theStudentOrganizationJudicialBoardandwithanypartyorwitnesshe/shedeemsnecessary.IftheVicePresidentfindssubstantialevidenceexiststhatthedecisionrenderedregardingwhetheraviolationoccurredwasarbitraryorcapricious,he/shemayreversethedecision.Otherwise,theVicePresidentshallaffirmthedecision.Inreviewingtheappealofsanctions,theVicePresidentshall,baseduponthereviewwiththeChairoftheBoard,decideto1)affirmthesanctions;2)modifythesanctionsorimposedifferentsanctions;or3)suspendthesanctions.ThedecisionoftheVicePresidentforStudentLifeisfinal.

Probation,Suspension,&RevocationofCharterofStudentOrganizations

Thefollowinginformationoutlinesthedefinition,status,expectations,andproceduresforstudentorganizationssanctionedbytheStudentOrganizationJudicialBoardorDepartmentofStudentActivities.SanctionsbytheDepartmentofStudentActivitiesmaybeappealedtotheDeanforStudentLearning&Engagement.SanctionsgivenbytheStudentOrganizationsJudicialBoardmaybeappealedtotheVicePresidentforStudentLife.ProbationStatus:Writtennoticeexplainingtheseriousnatureofmisconductandoutliningthetermsofprobation.Itispossibleforthetermsofprobationtoincludeotherrequirementsorrestrictions


including,butnotlimitedto,communityservice,fines,educationalclassesorinitiatives,and/orprohibitionfromparticipationinsocialandco-curricularactivities(StudentOrganizationPolicy&ProcedureGuide).Suspension:Terminationofthestudentorganization’sstatusattheUniversityforaspecifiedperiodoftime(StudentOrganizationPolicy&ProcedureGuide).Thiswillallowtheorganizationtimeawayfromcampustoconductasystematicreorganizationinanefforttoaddressitsdeficiencies.RevocationofCharter:Terminationofthestudentorganization’sstatuswithBayloronapermanentorforaspecificperiodoftimeassanctionedbytheStudentOrganizationsJudicialBoard.ThissanctionmaybeappealedtotheVicePresidentforStudentLife.ExpectationsforSuspensionandRevocationofCharter:Behaviorofindividualspreviouslyassociatedwithoractingonbehalfoftheorganizationwithinthisperiodwillbenotedandconsideredasapartofthedecisiontoallowtheorganizationtoreorganizeandreturntocampus.Thepublicimageoftheorganizationduringthistimewillalsobenotedandusedinthedecisionprocess.Whenplacedinthisstatus,allactivitiesoftheorganization,bothformalandinformalunlessotherwisespecified,mustcease.Attemptstooperatetheorganizationwhetherovertlyorcovertly,suchasselectingofficers,conductingsocials,etc.willnegativelyaffectthedecisiontoallowtheorganizationtoreorganizeandreturntocampus.ProcessforReorganization:Ifanorganizationiseligibleforreorganization,aplanoutliningtheorganization’sintentionsmustbesubmittedtotheDirectorofStudentActivities.Theplanshouldincludethefollowing:

1. Compositionofthesteeringcommitteecoordinatingthereorganizationprocess.Detailsregardingthefrequencyandlocationsofthesteeringcommitteemeetingswillalsobeprovided.

2. Stepsthatwillbetakentoinsuretheproblemscausingthesuspension/revocationofcharterwillbeeliminated.Iftheproblemsareindividualsintheorganization,howwillthisbeaddressed?

3. Timelineforthereorganizationprocess.4. Useofalumni/alumnaeandalumni/alumnaeadvisoryBoards.Thecompositionofanyadvisory

Boardsmustbesubmitted.5. UtilizationofotherUniversitygoverningorganizations(Interfraternity,Panhellenic,National

Pan-Hellenic,orMulticulturalGreekCouncil).Alumni/alumnaeCommunication:Duringtheperiodofprobation,suspension,andrevocationofcharterstatus,allcorrespondencewithalumni/alumnaemustbeapprovedbytheBayloradministrationpriortodistribution.ThereorganizationplanmustbesubmittedtotheDirectorofStudentActivities,reviewedbytheDeanforStudentLearning&Engagement,andapprovedbytheVicePresidentforStudentLifebeforeimplementation.Ifapproved,thesteeringcommitteemayrequestthatmeetingsincampusfacilitiesbescheduledtodisseminateinformationtomembersandtogarnersupportforthereorganizationplan.RequestformeetingsmustbeforwardedtotheDirectorofStudentActivitiesinaccordancewithUniversitycalendarguidelines.Thesemeetingsmustbebusiness-relatedonlyandmaynotincludesocialevents.

baylor university student organizationstudent activities, dean for student learning and engagement,...

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