office of student activities student activities manual

MARYMOUNT UNIVERSITY _____________________________________________________________________________________________________________

OFFICE OF STUDENT ACTIVITIES

Student Activities Manual

Revised

August 2011

M A R Y M O U N T U N I V E R S I T Y

Student Activities Manual

Vincent Stovall Director of Student Activities

Whitney Jorns Assistant Director of Student Activities

Rose Vick Gerry Gillespie Administrative Secretary Music Coordinator

Ainsley Worrell Tina Billingiere Manager of the Lee Center Assistant Manager of the Lee Center

Office of Student Activities 2807 North Glebe Rd

Arlington, VA 22207-4299 (703) 284-1611

(703) 284-3817 (fax) http://www.marymount.edu/studentLife/activities/student

Table of Contents

MARYMOUNT UNIVERSITY MISSION STATEMENT ......................................................................... 1

REGISTERED STUDENT CLUBS AND ORGANIZATIONS .................................................................. 1

CO-CURRICULAR COUNCIL ............................................................................................................................. 1 RIGHTS AND RESPONSIBILITIES OF CLUBS ...................................................................................................... 1

Rights .......................................................................................................................................................... 1 Responsibilities ........................................................................................................................................... 2

FORMING A NEW CLUB ................................................................................................................................... 2 Gaining Co-Curricular Council Membership ............................................................................................. 3

ANNUAL CLUB REGISTRATION ....................................................................................................................... 3 CLUB ELECTION PROCEDURES ........................................................................................................................ 3

Club/Organization Position Vacancies (Fall Semester) ............................................................................. 5 REMOVAL FROM OFFICE ................................................................................................................................. 5 STUDENT LEADER SCHOLARSHIP .................................................................................................................... 6

Vacant Student Leader Positions and Student Leader Scholarship ............................................................ 6 Student Leader Awards ............................................................................................................................... 6

STUDENT LEADER CONFERENCE ATTENDANCE POLICY ................................................................................. 6 THE ADVISOR ................................................................................................................................................. 7

Benefits of an advisor: ................................................................................................................................ 7

FUNDING POLICIES & PROCEDURES .................................................................................................... 8

ADDITIONAL FUNDING OPTIONS ....................................................................................................................10 Dues ...........................................................................................................................................................10 Co-sponsorship ..........................................................................................................................................11 Admission Fees ..........................................................................................................................................11 Vending ......................................................................................................................................................11 Fundraising ................................................................................................................................................11

AUTHORIZED FUNDING USES .........................................................................................................................12 ORGANIZATIONS MAY USE FUNDS TO PURCHASE IN WHOLE OR IN PART: ........................................................12 FUND RESTRICTIONS ......................................................................................................................................12 USING FUNDS .................................................................................................................................................12

5. PROGRAMMING ................................................................................................................................14

SPEAKERS/PERFORMERS/VENDORS AND CONTRACTS ...................................................................................14 FAITH/RELIGIOUS FOCUSED EVENTS .............................................................................................................14 TRANSPORTATION FOR STUDENT CLUBS .......................................................................................................15

Transportation Cancellations and Refunds ................................................................................................15 SPACE RESERVATIONS AND FACILITIES .........................................................................................................15

Off-Campus Organization Requests for Campus Space Reservations .......................................................15

PUBLICITY ....................................................................................................................................................16

Flyers .........................................................................................................................................................16

Banners ......................................................................................................................................................16 Table Tents .................................................................................................................................................16 Lee Center Poster Machine ........................................................................................................................16 FYI .............................................................................................................................................................16 MU Now .....................................................................................................................................................17 The Bark .....................................................................................................................................................17 Other Electronic Notifications ...................................................................................................................17 Axis TV .......................................................................................................................................................17 Campus Mailboxes .....................................................................................................................................17 Advertising Software ..................................................................................................................................17 Other Advertising Ideas .............................................................................................................................18

ADVERTISING POLICY ....................................................................................................................................18 Advertising and Alcohol .............................................................................................................................19 Publicizing at Other Colleges and Universities and in the Community .....................................................19

MEDIA POLICY AND PROCEDURES .................................................................................................................20 CLUB STATIONARY AND LETTERHEAD ..........................................................................................................21

ADDITIONAL POLICIES ............................................................................................................................22

STUDENT LEADER OFFICES ............................................................................................................................22 TELEPHONE POLICY .......................................................................................................................................22 MARYMOUNT UNIVERSITY ALCOHOL AND DRUG POLICY .............................................................................22

I. Introduction ............................................................................................................................................22 II. Alcohol and Drug Education .................................................................................................................23 III. Laws Regarding Alcohol and Drugs ....................................................................................................23 IV. Alcohol Use in the Residence Halls......................................................................................................23 V. Alcohol Sales at the University Center ..................................................................................................24 VI. Alcohol and Events ...............................................................................................................................24 VII. Additional Alcohol and Drug Violations .............................................................................................24 VII. Consequences for Violation ................................................................................................................24

CLUB REGISTRATION FORM ..................................................................................................................26

ADVISOR FORM ..........................................................................................................................................28

SAMPLE CLUB CONSTITUTION .............................................................................................................29

ARTICLE II PURPOSE OF ORGANIZATION .....................................................................................29

ARTICLE III MEMBERSHIP ..................................................................................................................29

ARTICLE IV OFFICERS .............................................................................................................................29 ARTICLE V ELECTIONS ..............................................................................................................................30 ARTICLE VI MEETINGS .............................................................................................................................30

ROSTER SHEET ...........................................................................................................................................31

PROGRAM PROPOSAL FORM .................................................................................................................32

FUNDRAISER/REVENUE APPROVAL FORM .......................................................................................33

SUPPLEMENTAL FUNDING PROPOSAL FORM ..................................................................................34

INDEX ……………………………………………………………………………………………………… 34

S T U D E N T O R G A N I Z A T I O N S

Marymount University Mission

Statement

s an independent comprehensive Catholic university offering programs at both the undergraduate and graduate levels, Marymount University strives to foster the intellectual, moral, spiritual, social, cultural, and physical development of each student through an education that combines the liberal arts tradition with career preparation.

Registered Student Clubs and

Organizations

arymount University encourages students to take an active role in student organizations, and supports a variety of clubs and organizations to meet the diverse needs and interests of its students. To register as an official Marymount University student organization, a club‟s purpose must be consistent with the University‟s mission to foster the intellectual,

moral, spiritual, social, cultural and physical development of each student. No organization may encourage or participate in any activity that is in conflict with the mission of the University or its Catholic heritage.

Co-Curricular Council

The Co-Curricular Council (CCC) includes a representative from each registered student organization and represents the co-curricular interests of the student body. The Council encourages its members to plan a wide range of activities to serve the student body. Members of the Co-Curricular Council also help plan major campus events such as Club Fair, Springfest, and participate in events such as Halloween Fest, Midnight Madness, and Homecoming.

The constitution for the CCC is available online.

Rights and Responsibilities of Clubs

Registered student organizations acquire certain rights and assume certain responsibilities

Rights

To use the name of the University in the title of the organization.

To be listed as a campus organization in university publications.

To be included in Marymount University publications such as the Student Handbook.

To use campus facilities for meetings and activities.

A

M


2

To have a mailbox in the Lodge.

To participate in the annual Club Fair.

To participate in the annual Student Leader Conference.

To petition the SGA for funding.

To receive a Student Leader Manual and other OSA publications.

To have the opportunity to meet with other members of the CCC once a month. Responsibilities

To update the organization‟s registration with the OSA annually and when new officers are elected.

To submit a current roster of the organization to OSA after the first meeting of the semester.

To maintain and update Club Constitution.

To maintain financial records of all spending and submit to the Assistant Director of Student Activities every semester.

To comply with all University rules and regulations as found in the Student Handbook and this Manual.

To adhere to the purpose of the organization as stated in its constitution.

To provide programs for the University that contributes to the educational, spiritual, recreational, cultural, and social environment of the University community.

To maintain close communication with the advisor, keeping him/her informed of the organization‟s progress towards its goals.

To keep the OSA informed of planned activities.

To attend OSA sponsored workshops and seminars where fiscal and programming procedures are explained and discussed.

To prohibit members from participating in any physical or psychological hazing.

To prohibit members from using their position or affiliation for personal or financial gain.

To have open membership policies for Marymount University students.

To hold regularly scheduled elections according to election procedures and the club‟s constitution.

To jointly plan and assist with the Club Fair, Springfest, and other CCC activities. To attend all meetings of the CCC. One absence shall result in a warning issued from the CCC Chair. A second absence will result in the revocation of the club budget for the current semester. A third Absence will result in the revocation of the club budget for the following semester. A fourth absence for the year will result in the removal from the Co-Curricular Council and the club will no longer be a recognized student organization.

The Office of Student Activities may suspend, revoke, or deny any organizations’

registration at any time during the year for any abuse or violation of the outlined rights

and responsibilities.

Forming a New Club

To form a new club, students must: 1. Meet with the Assistant Director of Student Activities and discuss the purpose and

goals of the new organization.


3

2. Formulate a statement of purpose. 3. Complete a Roster Sheet with at least ten interested students (See Roster Sheet on

page 31) 4. Create a Constitution for the new organization that should include election procedures

(See Club Election Procedures and Sample Constitution on pages 3 and 30). 5. Elect officers (See Club Elections Procedures). 6. Identify a faculty/administrator or staff member of Marymount University to serve as

an advisor for the new organization and complete an Advisor Form (See page 29). 7. Submit items 2-6 and a Club Registration Form (See page 27 & 28) to the Assistant

Director of Student Activities. 8. Gain Co-Curricular Council Membership.

Gaining Co-Curricular Council Membership

1. A new student club or organization seeking to gain Co-Curricular Council (CCC) membership must submit a copy of its Constitution, a Roster Sheet with at least ten interested members, an Advisor Form signed by a faculty or staff member who agrees to serve as advisor, and a copy of its Club Registration Form to the Chair of the CCC and the OSA. All information must be submitted at least one week prior to the second CCC meeting of the semester.

2. After careful review of the required documents, the officers of the new club are invited to a CCC meeting to address the members. After the officers of the new club address the CCC members, voting occurs to determine whether to accept the new club as a member of the CCC.

3. Once CCC membership is granted, the club must abide by the CCC Constitution. The club also gains the added benefits of co-sponsorship of activities with other clubs and the ability to apply for funding from the University. However, new organizations are not eligible for funding until they have successfully completed one semester of active membership. Likewise, scholarships for club presidents will not be activated until the club has successfully completed one semester of activity.

4. Organizations may be denied membership to the CCC on the basis of a shortage of interested student members, lack of a faculty advisor, improper registration, or an improper constitution.

Annual Club Registration

All student clubs and organizations must submit an updated Club Registration Form annually after new officers are elected or during the academic year whenever a position becomes vacant or an officer is replaced.

Club Election Procedures

Elections for currently registered clubs and organizations for the next academic year are held annually, typically in the Spring Semester. All clubs are required to notify the OSA of election dates and must submit an Election Plan. All clubs are required to publish election dates at

least two weeks prior to election.Only students who intend to hold office for the full academic year are eligible for nomination to a club office. All officer nominees should be made aware of their obligation to attend the Student Leader Conference, should he/she be


4

elected to office. Information regarding the start date of the conference will be given to each candidate. Petitions for exception should be submitted to the OSA before the nomination can be considered for approval. The names, ID numbers, mailing and e-mail addresses of all officer nominees should be submitted to the OSA on an official Officer Nomination Form no later than two weeks prior to the date of a club‟s election for clearance by the Office of Student Development. These forms are available in the OSA and on-line. Clearance checks must be complete before

elections can occur. Those organizations that hold elections without clearance from the

OSA may be forced to redo their elections once all forms have been turned in and

clearance has been granted. Undergraduate students seeking club/organization officer positions should be full-time (12+ credits) degree-seeking Marymount students in good standing that have successfully completed one semester at Marymount University. Graduate students interested in starting a graduate club or organization should contact the Office of Student Activities. The establishment of graduate clubs and organizations is currently under review. All clubs and organizations are required to have the election procedure delineated in their club constitution (see Sample Club Constitution on page 27). All election procedures must be on file in the OSA. Any changes to the election procedures should be submitted to the OSA as soon as the changes are made. Election procedures must include:

Method of voting to be used (secret ballot, regular ballot, etc)

Method used to count votes and determine the winner (simple majority, two-thirds majority, etc.)

Tie-breaker policy

Voter eligibility

Identity of persons responsible for recording the number of eligible voters present A final report of the election results should be submitted to the OSA by the past President for current clubs and by the advisor for newly formed clubs in the form of a Club Registration

Form (see page 24). The Form should be filed with the OSA within 24 hours of the election. Candidates will have 72 hours from the closing of the election process to contest the election. To contest, a written statement fully explaining the allegation and rules violated must be submitted to the Director and Assistant Director of Student Activities. If an election is contested, the club advisor, the Director or Assistant Director of Student Activities, and the Chair of the CCC shall review the written contention. A simple majority vote of this group will declare the election valid or invalid. If the election is declared invalid, a re-election will be held within 10 class days after the ruling. If there is not adequate time remaining in the academic year then a re-election will be held within 15 class days of the first day of classes of the next academic year. This re-election will


5

be in accordance with the established and written election policies. If there is no contention of an election within the 72-hour timeframe, the election results will be declared final.

Club funds will be allocated to club accounts after all of the previously

mentioned election requirements have been met.

Club/Organization Position Vacancies (Fall Semester)

Clubs and organizations needing to fill vacant executive board positions can do so after the annual Club Fair that typically takes place during the first week of classes. Clubs and organizations must follow all elections guidelines that pertain to the formal spring election schedule as outlined in the previous section. All clubs and organizations should make every effort to have all their executive board vacancies filled within fifteen and no more than 30 days of the annual Fall Club Fair event.

Removal from Office

All Marymount University club and organization officers must adhere to University policies and procedures outlined in the Catalog, Student Handbook, and the Student Leader Manual. Violation of these policies can result in appropriate disciplinary action and removal from office.

A C A D E M I C

All undergraduate club and organization officers are required to maintain a minimum of a 2.0 cumulative G.P.A. to remain in office. All undergraduate Student Leader Scholarship recipients are required to maintain a minimum 2.5 cumulative G.P.A. to maintain their Student Leader Scholarship.

D I S C I P L I N A R Y

Any club or organization officer placed on disciplinary probation at Marymount University will be immediately removed from office. If the club or organization officer is receiving a Student Leader Scholarship, the amount of the scholarship must be returned to the University.

I N C O M P E T E N C E

To impeach an officer, a minimum of three active club/organization members may file a written complaint against a club/organization officer to propose impeachment. This complaint should be filed with an officer of the club, preferably the Secretary. At the next regular club meeting, the written complaint will be read to the membership. After appropriate debate, this complaint must be filed with the OSA. Based on the debate of the complaint, an impeachment vote by secret ballot or hand count will be taken at the next regular club meeting. A 2/3 affirmative majority is needed to impeach. The advisor must be present. The OSA reserves the right to remove any club or organization officer from his or her position or rescind his/her Student Leader Scholarship if it is determined that the individual is not meeting the basic duties of the position. Specific responsibilities are included in the Rights

and Responsibilities section of this booklet on pages 1 and 2.


6

Student Leader Scholarship

Student leader scholarships are awarded in recognition of the responsibility a student assumes and the commitment the student makes to the University and fellow students by accepting a leadership role. The amount of the scholarship is not intended to directly reflect the amount of work the position may require. A scholarship is awarded by semester based on fulfillment of the requirements for the position. Student leaders who receive a scholarship must be full-time (12+ credits), undergraduate degree-seeking Marymount students in good standing, however, in special circumstance considerations may be made. All student leaders who receive a scholarship are required to maintain a minimum 2.5 cumulative G.P.A. to maintain their student leader scholarship. Student leader scholarships are awarded to Club Presidents, Executive Members of the Co-Curricular Council, Executive Officers in the SGA, Executive Class Officers, APB Executive Officers, Chair(s) of the RHA, Editor-in– Chief of the Banner, Business Manager of the Banner, Layout Editor of the Banner, and Editor of the Literary Arts Magazine. Student leaders who hold a position and receive a scholarship may hold an additional student leader position in another student club or organization as long as no scholarship value is attached to the additional position. No student shall receive more than one student leader

scholarship.Presidents of new clubs/organizations will not be eligible for a scholarship until the club/organization has successfully completed one semester of activity. Vacant Student Leader Positions and Student Leader Scholarship

Students who receive student leader scholarships are required to attend the Fall Student Leader Conference. Therefore, any student who seeks a vacant position at the beginning of the Fall semester and did not attend the Student Leader Conference will receive a prorated amount for the Fall semester. The amount of the scholarship award will be prorated at the discretion of the Office of Student Activities and the Associate Dean of Students or the Dean for Student Development. The amount of the award will be based on the circumstances under which a person assumes a vacant position. This policy does not apply to the Freshmen Class officers. Student Leader Awards

All graduating Bachelor‟s degree students are eligible to be nominated for the Senior Leadership Awards, and are invited to attend the Recognition Day Ceremony in May. Students may be nominated by a fellow student, faculty, or staff member, or they may nominate themselves. Students must earn a minimum of 2.75 cumulative GPA, be in good judicial standing, and successfully complete their coursework in December, May, or August of their expected graduation year. Nominees must also have demonstrated that they uphold the values set forth in the Mission of the University, and that they have made positive contributions to the Marymount and/or local community.

Student Leader Conference Attendance Policy

Any student receiving a Student Leader Scholarship must participate in all scheduled student leader workshops, leadership conferences, and co-curricular council meetings throughout the academic year.


7

Any student receiving a Student Leader Scholarship who cannot attend the Conference will have their scholarship for the corresponding semester reduced by ½ of its original amount.

Any student serving in a leadership position for which a scholarship is not awarded is not required to attend the Conference. However, these students are highly encouraged to attend the Conference.

All sessions are required for all student leaders attending the Student Leader Conference.

The Co-Curricular Council will recommend appropriate sanctions to the Director and Assistant Director of Student Activities for any student club/organization lacking representation at the Student Leader Conference.

There will not be any special student leader orientation sessions held for those students not in attendance at the Conference.

A student may request an exception to this attendance policy due to extenuating

circumstances. The Office of Student Activities will review all requests on a case-by-

case basis.

The Advisor

Student organizations are required to have a full-time faculty or staff member as an advisor to assist with planning, organizing, and sponsorship of events and programs. The Director or Assistant Director of Student Activities will serve as temporary advisor to an organization until a permanent advisor can be found.

Advisors must register their status on the Advisor Form (page 26) each time it is submitted. If for any reason an advisor is unable to fulfill his/her responsibilities or must leave the university, the OSA must be informed of the advisor‟s absence.

An advisor must be a full-time Marymount University administrator, faculty member, or staff member. The advisor should not be simply a person who places their signature on the appropriate line. They serve as an integral part of the organizational structure and function. OSA can assist a student club or organization with selecting an appropriate advisor. Benefits of an advisor:

1. They serve as consultants to help student organizations‟ leaders grow and develop, as well as assist with goal attainment of the club.

2. Due to the transient nature of the student population, advisors provide continuity over time, contributing to the increased life span and quality of the club.

3. They act as liaisons between the club and the University and often provide assistance in moving things through the system in a timely fashion.

4. They enlighten students about University regulations and policies– promoting awareness and adherence to the various guidelines.

5. They promote the activities and needs of the club among their colleagues and outside contacts.

F U N D I N G

8

Funding Policies & Procedures

ll registered student club and organization expense accounts are established and maintained by the OSA and the University Business Office. Student Organizations are not permitted to open independent off campus checking accounts.

Activities, programs or projects for which funds are expended must have the prior approval of the OSA. They must also be consistent with the University mission, Student Development objectives and the goals of the student organization.

SGA Funding and By-Laws

BL-11-08 Semester Budgets and Supplemental Funding Requests Section I – Student Activity Fee The SGA will disburse funds collected through the Student Activities Fee. The SGA is free to make allocations for the benefit of the University Community, including capital improvements. Organizations may submit budget requests for each semester and apply for additional funding for specific projects or events. Section II – General Regulations The SGA, Marymount clubs and organizations recognized by the University, and all Marymount students are eligible to apply for funds collected through the Student Activity Fee.

All funding requests must be typed and emailed to [email protected] .

SGA takes into consideration the event or events and not the mission of the organization.

It is not necessary for a club or organization to deplete its funds before requesting supplemental funding from the SGA.

The SGA can question past expenditures (if applicable).

In the event that the funding rules and regulations are not upheld, the Vice President for Financial Affairs, in consultation with the SGA Advisor shall determine an appropriate course of action.

Section III – Semester Budget Requests (SBR) Budget requests shall be submitted to the SGA by each student organization at the end of each semester. The deadline date for SBRs shall be determined by the Financial Affairs Committee. The Financial Affairs Committee shall organize a Budget Workshop at least one week prior to the budget deadline in which all organizations are encouraged to attend however it is not mandatory in the budgeting process. After an organization has submitted its budget request, it shall schedule a Budget Hearing with the Budget Hearing Committee. The Budget Hearing Committee shall be comprised of members of the Financial Affairs Committee, Office of Student Activities staff, the SGA advisor, and the Co-Curricular Chair or their designees. After the Budget Hearing, the Budget Hearing Committee shall make a written recommendation for funding. The individual recommendation shall be sent to the organization which shall have one week to review and prepare a written statement detailing any changes they think should be made to the recommendation. The Budget Hearing Committee‟s recommendations as well as each organization‟s written rebuttals shall be made available to all SGA members prior to the meeting at which disbursement is to take place. The SGA will vote whether to appropriate funds to each organization based on the recommendations of the Budget Hearing Committee and the written organization rebuttals. After the budgets have been passed, each of the organizations who submitted a budget request shall be notified in writing concerning the amount of their budget.

A

mailto:[email protected]

F U N D I N G

9

SBR Regulations Any organization receiving funds through a Semester Budget Request shall be open for all students to join. Any club or organization that submits a Budget Request after the deadline will be subject to have their request decided upon after all requests submitted on time and therefore may be subject to received less funding. Semester Budget Requests must be made in accord with the SBR calendar, unless the organization was not an officially recognized club or organization at the time that SBR hearings took place. Should that occur, the new club/organization may apply for Supplemental Funding during the semester in question and participate in the SBR process to secure funding for the following semester. All clubs and organizations that do not attend a Budget Hearing or submit a Budget Request form will not be considered for funding however can still seek funds through supplemental funding throughout the academic year. For organizations receiving Semester Budgets, a report detailing expected and actual expenses must be provided at the end of the semester. The deadline for end of the semester reports shall be determined by the Financial Affairs Committee. At the conclusion of the academic year, any funds remaining in a club‟s account as part of a Semester Budget Request will be transferred back into the Activities Fee account to be utilized for the betterment of the Marymount University community as selected by the SGA. Supplemental Funding Requests (SFR) Supplemental funding requests shall be submitted by coordinating with the Vice President for Financial Affairs and appearing before the SGA. The President of the organization or his/her designee shall submit an SGA Supplemental Funding Request form to the Vice President for Financial Affairs at least two (2) days before the next SGA meeting and two weeks before the event unless the Vice President for Financial Affairs deems it necessary to relax the above deadline. The President of the organization or his/her designee may present his/her case for additional funding before the SGA, or the Vice President for Financial Affairs may present the case on behalf of the organization. The Vice President for Financial Affairs shall prepare an analysis of the funding request based on the past performance of the organization, the feasibility of the project in question, the regulations set forth in Section II, and in keeping with the best interests of the student body. A two-thirds majority vote of the SGA will be sufficient to appropriate and disburse funds. The SGA Vice President for Financial Affairs and the Dean for Student Development shall certify disbursement. Section IV – SFR Rules and Regulations Funded events must benefit the Marymount community as a whole and must be open to the Marymount community. An organization or club that requests funding through the SGA may charge an entrance fee at a reduced rate for its event. Intent to charge an entrance fee must be made known during the request process. The purpose for charging the entrance fee must be made known to the SGA during the request process. Money allocated to a club or organization must be utilized for the sole purpose of that event or activity, unless otherwise noted with the Vice President of Financial Affairs and/or the SGA general body.. The SGA reserves the right to make addendums to any and all appropriations before voting. The Vice President for Financial Affairs must immediately communicate any money transfers after a meeting to the SGA Advisor. If funding is supplied for an event through the Supplemental Funding process, an after-action report must be submitted to the Vice President of Financial Affairs to present to the SGA one week following that event. These after-action reports will be open to all clubs upon request.

F U N D I N G

10

Any unspent money and all receipts must be returned to the SGA immediately following the event. Section V – General Funding Rules and Regulations The following will outline those items that can and cannot be appropriated with the student activities fee unless deemed necessary by the Financial Affairs Committee, SGA Advisor, and SGA general body members.

T Shirts/Club Apparel – Unless otherwise noted with the Financial Affairs Committee and SGA general body the student activities fee will be used solely for set up fees and design fees, however not the apparel itself.

Parking – Unless otherwise noted with the Financial Affairs Committee and SGA general body the student activities fee will not be used to cover any form of payment towards parking charges including but not limited to garage fees.

Metro – Metro tickets can be purchased with student activities fee funding if and only if the event meets the following criteria:

- The club is open to all MU community

- The event is within walking distance to a metro station

- The total amount for metro tickets does not exceed $150

- The event has been approved through all necessary channels

Conference and Registration fees – All fees for registrations can be appropriated through funds from the student activities fee however the club or organization must be able to provide explanation as to why their event should be funded with the activities fee and how it will benefit the MU community as a whole, as well as provide advertisement for the event to the entire MU community where possible.

Hotel Fees – The student activities fee may cover the payment of up to two standard hotel rooms. The club or organization must be able to provide reason behind the request as well as how the event will potentially benefit the MU community. The fee may not under any circumstances be used to fund the payment of a hotel room for an advisor or non MU student.

Food for Meetings – The amount appropriated to clubs for food during their meetings will be determined at the start of each semester when clubs submit membership rosters. The total amount will be determined by $5 per club member.

No club members may be reimbursed for any fees and charges with the Student Activities Fee. Section VI – Funding Stipulations Clubs who are listed as co-sponsors for events must be contributing at least five percent of the total cost into the specified event or other services deemed necessary by SGA. Clubs receiving funds from the Student Government Association must list „sponsored by the Student Government Association‟ on all advertising materials.

Additional Funding Options

The following are examples of additional ways to obtain funding. Dues

Student organizations, except academic classes, at Marymount University may charge dues of their members. However, many groups choose not to do this as it may result in limited membership and involvement. The amount charged for dues, admission to events and other fund raising strategies must have prior approval from the OSA.

P U B L I C I T Y

11

Co-sponsorship

It is often a good idea for two or more organizations to pool their ideas and resources to plan joint programs. The advantages to cosponsoring programs include: less financial input from each participating organization; more person power on planning, implementing, and evaluating the program; and greater diversity in attendance. Admission Fees

Student organizations may charge a reasonable admission fee to a program to raise funds for the group as long as the venue has a controlled entrance that can be monitored. The demand for and the popularity of a program should be considered when deciding whether or not to charge admission. All proceeds must be deposited into the organization‟s account and should not be used to pay for out of pocket expenses or for any services rendered for the event. Any

violation of this policy will result in a fine of $50 and 50% of the event proceeds levied

against the organization Ticket sales must take place in the OSA. Ticket sales outside

of the OSA must be approved by the Director of Student Activities.

Vending

Vending (i.e., bake sales, etc.) by recognized student organizations during the regular semester may occur in the Lee Center or the landing leading to the Dining Hall. Tables must be reserved in the OSA. Special arrangements must be made through the OSA for vending at Ballston Campus. Vending is prohibited in the Residence Halls. However, requests for exceptions can be directed to the Director of Residence Life. All requests for vending must be made in writing at least five business days in advance to the OSA. Proceeds from vendor

sales are deposited into the student club or organization accounts unless a charitable

contribution agreement has been made in advance. Student organizations may invite an outside vendor to campus and accept a percentage of the gross sales. Approval and scheduling for vendor sales as well as all on and off campus

advertising relating to on-campus vending must be approved by the Office of Student

Activities. This includes the posting of flyers, posters, newspapers and handbills. Fundraising

All club/organization expenses and fundraisers must be approved by the OSA. All funds raised through fundraisers will be available to the organization for its expenses. All funds raised or collected by an organization must be submitted to the OSA daily for deposit. Co-sponsored fundraisers will result in funds being allocated appropriately by the Assistant Director of Student Activities based on a pre-determined agreement. Each organization‟s treasurer should keep an account of all money deposited and withdrawn. Written proposals for donation drives/fundraisers must be submitted to the OSA at least three weeks prior to the proposed date of the program. See Fundraiser Approval Form on page 31 . After the OSA approves the donation drive/fundraiser, the proper procedure for documenting donations must include a log sheet and incorporate the following elements:

1. A list of all donors including: their names, addresses, phone numbers, student identification numbers and the amount of money donated.

P U B L I C I T Y

12

2. Signage or notification to all donors identifying the organization(s) that will be the beneficiaries of the donations.

3. Deposit arrangements with the Director or Assistant Director of Student Activities prior to the fundraiser.

OSA Supplemental Funding Student Clubs and Organizations who are officially recognized by the University may apply for additional funding through the Office of Student Activities. Student organizations must submit a funding proposal form to the Office of Student Activities no later than three weeks prior to the event. See Funding Proposal Form on page 32. Funding proposal will be reviewed by the Director of Student Activities, the Assistant Director of Student Activities and the Co-Curricular Council Chair.

Authorized Funding Uses

Organizations may use funds to purchase in whole or in part:

Food and refreshments for meetings and events (a maximum yearly spending amount is set by SGA for regular organization meetings)

T-shirt set-up fees (individual members must pay for t-shirts themselves)

Travel and entertainment expenses

Postage and mailing expenses

Publicity and advertising

Community service projects

Awards for member achievements

Other expenses as approved by the OSA and SGA.

Fund Restrictions

Organizational funds cannot be used to finance in whole or in part the purchase of drugs, alcohol, or any other substance or activity contrary to local, state, or federal laws or Marymount University policy. Organizations may not use funds to support or sponsor in whole or in part political candidates or high risk activities such as skydiving, white water rafting, skiing, contact sports, bungee jumping, etc.

Students cannot use university funds from a university sponsored event for

personal financial gain. Unauthorized use of university funds will result in

disciplinary action.

Using Funds

Reimbursements will not be given under any circumstances for purchased goods or services. The five types of approved payment transactions are as follows.

1. Purchase Order This is an electronic form that will allow for the purchase of supplies or service from a vendor or retailer who will then send an invoice to the organization for the amount due. All invoices must be promptly submitted to the Office of

P U B L I C I T Y

13

Student Activities for the vendor/retailer to be paid at least 5 business days in

advance

2. Petty Cash A cash advance of $50 can be issued in emergency situations or under special circumstances. A greater amount may be issued on a case-by-case basis. A weeks‟ notice is preferred.

3. Check request A check request form must be completed in order to issue a University check to pay performers, speakers, bands, etc. Check requests may be obtained from the OSA. All check requests should be submitted to the OSA upon completion. Campus accounting procedures require an invoice from vendors, a completed W-9 form and/or federal ID# and two weeks’ notice for organizations to receive funds for payment of services and/or reimbursements.

4. Interdepartmental Transfers Used to transfer funds from one department or organization account to another. Co-sponsorships usually require a transfer of funds.

5. Purchasing cards The OSA has access to University credit cards for A.C. Moore, Harris Teeter, Shoppers Food Warehouse, Target, and Home Depot. These cards are issued by the store to the University and work the same way as a store issued credit card. The cards must be reserved at least 48 hours in advance, though 5 business days in advance is suggested. Purchasing cards are available from the OSA on a first-come, first-served basis. Only officers may sign out a card and must present a tax exempt form and in some instances a purchase order at the time of purchase. The card and receipt(s) for goods purchased must be returned to the OSA before the end of the day.

P U B L I C I T Y

14

Programming

ny student club or organization planning a program should complete a Student Club and Organization Program Proposal form (see page 32). This form is available in the OSA.

In order to best meet the needs of a club or organization, the program proposal form should be submitted to the Office of Student Activities at least 30 days prior to the program. The Director or Assistant Director of Student Activities will assess the proposal, contact the club leadership for further discussion or questions if needed, and make appropriate decisions within a two-week period. Clubs and organizations should not proceed with planning a program until the Director or Assistant Director of Student Activities has granted official approval. Religious-focused activities and events require approval by the Director of CMA. All Club and Organization programming must be completed by the last day of classes each semester. No programming may take place during final exams.

Speakers/Performers/Vendors and Contracts

All speakers, entertainers, bands, and DJ‟s (hereafter referred to as speakers/performers) or vendors sponsored by student clubs and organizations must be approved by the OSA in

advance. This includes informal inquiry by email or phone. Once approval is granted, the club will draft a formal letter inviting the speaker/performer or vendor to Marymount. This letter may be co-signed by the Director or Assistant Director of Student Activities. The administration reserves the right to determine whether invitations should be extended to speakers, performers, organizations or vendors whose views may be contrary to the mission of the University. It also reserves the right to cancel any engagement of speakers/performers.

Student organizations are not permitted to enter into contracts or purchases with outside speakers/performers or their agents or vendors. Students should not make any written or verbal agreements with speakers/performers, agents or vendors. Such contracts must always have the signature of an authorized Marymount staff member.

The Director and the Assistant Director of Student Activities are authorized by the university to negotiate and sign contracts. Purchases or contracted services arranged by a student without written approval from the OSA may result in the student being held personally responsible for the payment of such purchases or services.

Faith/Religious Focused Events

All meetings, programs and events with a religious focus should be submitted to the Director of Campus Ministry for review and approval by initialing of a Program Proposal Form. The Office of Student Activities will approve all other logistics of the events. Space should be scheduled through OSA (see Space Reservations and Facilities below).

A

P U B L I C I T Y

15

Transportation for Student Clubs

Bus transportation may be contracted for day trips with the assistance and approval of the Director of Student Activities. Arrangements should be made at least (6) weeks in advance. Students who voluntarily drive themselves and/or others to club or organization activities off campus must be legally licensed drivers and must have adequate automobile insurance. Club or organization members who use their own vehicles for club or organization activities must be covered by their own auto insurance policies in the event of accident or injury. Marymount University accepts no responsibility for accidents or injuries to club or organization members‟ arising from use of private vehicles.

Transportation Cancellations and Refunds

Student clubs or organizations may rent a bus for day trips. A trip may be cancelled as long as the bus company is notified within the time frame as stated in the contract. Student clubs or organizations should cancel a trip if 50% of the seats are not sold prior to the cancellation deadline. Students may receive a refund before the cancellation deadline. No student will receive a refund after the cancellation deadline and the student club or organization will be financially obligated to pay the bus company the entire amount stated in the contract.

Space Reservations and Facilities

All student clubs and organizations must notify the OSA of any requests to reserve space. Reservations for the Lee Center, Library Auditorium, Barry Gallery, Ballston Auditorium,

Dining Hall, Caruthers Hall, Ostapenko Hall and Lawn or Field areas must be made through the OSA at least 30 days in advance to hold a space. Additional paperwork is necessary to reserve these rooms through other departments on campus. Staff members in the OSA can assist in completing these forms, but will not complete the final paperwork necessary to confirm reservations. Reservations for Classroom space should be made through the OSA at least two weeks in advance. Reservations can be made at the Office of Student Development for the Lodge Lounge,

Kitchen, and Conference Room. Rooms are available on a first come, first serve basis. Informal use of Lounge, such as studying, is allowed without scheduling on a first come, first serve basis. The Lounge, Meditation Room, and Kitchen are open 24 hours a day. Doors to lounges are to remain open and unlocked. Use of any Residence Hall Floor Lounges or Lobbies must be made with the Residence Life Office. All activities being held in the Residence Halls must comply with Residence Life policies including quiet hours.

Off-Campus Organization Requests for Campus Space Reservations

All requests by off-campus organizations for space reservations at Marymount should be directed to the Director of the Conference Center at Marymount University.

Publicity

ll forms of publicity and advertising used by student clubs and organizations must be approved by the OSA and be in accordance with

the Advertising Policy. In addition, all forms of publicity must be stamped by the OSA or Student Development in order to be posted. Flyers

Flyers are the least expensive form of advertising. They should be neat and attractive. Display of, or reference to alcoholic beverages is not permitted. Flyers must be submitted to the OSA on the second floor of the Lodge for approval at least one week prior to their posting date. Duplications can be made using Copy Request Forms available in the OSA and using the Copy Center in Rowley Hall. Organizations are limited to 30 flyers per event. Additional flyers may be requested and determined at the discretion of the OSA. Banners

Colorful banners are appropriate and recommended to advertise campus-wide events. On the second floor of the Lodge, the OSA provides banner paper, brushes and paints that may be used or borrowed for a limited time. The maximum size for a banner is a 20 ft. by 5 ft. ALL Banners must be approved and STAMPED by the OSA.

Table Tents

Notices may be placed on tables in the Dining Hall, the Lee Center and Ballston Dining Room. They should be no larger than one-half a sheet of 8 1/2” x 11” paper, be two sided, with the same or different information on each side. ALL Table Tents must be approved and

STAMPED by the OSA.

Lee Center Poster Machine

Simple black and white documents created in programs such as Microsoft Word can be printed out onto 24” x 30” paper. Email the document you wish to be printed to [email protected]. It is best to design your poster with a white background. You can print a maximum of 4 of these oversized posters per event. Please indicate in your email how many you would like printed and the color paper you would like them printed on: blue, white, canary yellow, gold, or red. Please allow at least 2 full days for printing requests to be processed (ex. requests submitted on Monday will be ready by Thursday). FYI

FYI is the monthly publication that is published by the OSA. Student clubs and organizations are encouraged to advertise their events in this publication. FYI also appears on the OSA

All resident and commuter students are invited to attend.

Please contact the Office of Student Activities (703-284-1611) at least one week prior to this event to request accessibility accommodations.

A


P U B L I C I T Y

17

website. Announcements can be emailed to [email protected], faxed to (703) 284-3817, or hand delivered to the second floor of the Lodge. MU Now

MU Now is Marymount University‟s online calendar. It is accessible from the Marymount homepage by selection MU Now from the Quicklinks drop-down menu. Selecting the Full Calendar tab will bring you to the main events calendar. Select “Student Activities” from the list of Calendar options on the right hand side of the screen. Clicking next on the gold “Add Event” button that appears below the drop down menu will bring you to a submission screen. Be sure to include a detailed description and hit the “Submit Event” button at the bottom of the page. You will receive notification of your event‟s approval from the system administrator. The Bark

The Bark is a weekly email digest delivered to all students coordinated by Student Development. The Bark serves as a substitute to mass emails. Mass emails are no longer permitted by Student Organizations and reserved for Administration in emergency situations only. The submission page for The Bark is available on the Student Life section of Marymount‟s website at: http://www.marymount.edu/studentLife/studentDev/

Other Electronic Notifications

Additional ways to reach the campus electronically include such networking tools as Facebook, MySpace, Evite, and Instant Messenger. Invitations through the internet are a cheap and far reaching alternative to publicizing events or meetings. However, these tools are not monitored or associated with Marymount University in any way and it is advised that they be used with caution and at one‟s own risk. Axis TV

Axis TV is a closed-circuit, on-campus communication system which uses a flat-screen plasma monitor to broadcast important information to MU students, faculty, and staff. The display is located in the lobby of the Lee Center. The Lee Center Manager‟s Office handles the system. If you are interested in advertising events on the display, please email the request to [email protected]. You can submit text only documents or publications you have already created (i.e. flyers or posters). Requests received by 1pm, Monday-Friday, will be posted the same day. Campus Mailboxes

On occasion flyers may be placed in campus mailboxes. Prior approval, at least two weeks in advance, must be given by both the OSA and the Mail Room supervisor. Advertising Software

The Student Club Office on the second floor of the Lodge has Microsoft Publisher software loaded on it for student use. Options in Publisher include creating “Publications for Print” from various templates. These can be utilized by selecting “Publications for Print” from the list on the left hand side when opening Publisher. A number of pre-designed “Flyers” require you to fill in pre-existing text boxes with your information.



P U B L I C I T Y

18

Other Advertising Ideas

Other forms of advertising include: door hangers, balloons with messages printed or attached, wire hangers with flyers trailing, flyers on restroom doors, sheet banners, singing telegrams, announcements in classrooms or dining halls, written messages on chalk boards, human billboards, the list is endless and limited only by your imagination.

Advertising Policy

Posters, flyers and table tents can be copied on campus in the Copy Center in Rowley Hall. All advertising materials to be copied must be submitted to the Copy Center along with a Copy Center Request Form, available in OSA, at least one week prior to the date the items are scheduled for posting. Advertising materials that are reproduced in the Copy Center are generally delivered to the club mailboxes on the second floor of the Lodge once the job is complete. A maximum of 15 posters or 30 flyers, with the approval of OSA, may be posted per event. Excessive copies will be charged to the organization.

Posters, flyers, etc. are permitted on bulletin boards in the following areas:

Lee Center

Dining Hall stairwell

Residence Hall floors

St. Josephs Hall - next to the computer center

Mail Room

Rowley Lobby - across from the elevators

Classroom bulletin boards

Lodge

Gerard Hall - next to elevator on ground floor

Caruthers Hall

Advertising should NOT appear in any of the following areas:

The exterior of buildings

Any painted surfaces

The inside or outside walls of the Lee Center

Inside any elevator

On any door window that obstructs the view of traffic

On car windshields

On the wooden pillar inside the gazebo outside Gerard

Masking tape or thumbtacks should be used for posting. The use of paste, sticky back substances, scotch tape, staples or spikes is prohibited. Advertising hung with these items will be removed and surface cleaning charges will be charged to the student club or organization in violation of this policy.

All advertising for an event must be removed the day after the event.

Anyone who willfully defaces notices will be subject to disciplinary action.

P U B L I C I T Y

19

Advertising may not make reference to alcoholic beverages (see Advertising and Alcohol below)

Banners should not be larger than 20 ft. by 5 ft.

Disregard for the advertising policy will result in loss of advertising privileges.

Advertising materials without an OSA stamp of approval and/or found in

unauthorized locations will be removed.

Advertising and Alcohol

In advertising an event, no reference may be made to alcoholic beverages being served. See the Marymount University Alcohol and Drug Policy section below or the Student Handbook for more information. Alcoholic beverages may not be served in cups, glasses, or any other type of container bearing the name of Marymount University. Also, the creation of special alcoholic drinks using any variation of the words Marymount University is not permitted. Alcoholic beverages must be sold at events that are approved by Student Activities. Free alcohol may never be

distributed. Publicizing at Other Colleges and Universities and in the Community

Any student club or organization that wishes to inform students from other area colleges and universities and/or the community about Marymount events or accomplishments may do so in a number of ways:

1. Contact the Student Activities Office of other colleges and universities to obtain information on advertising policies before posting flyers. Also, student clubs and organizations should obtain approval from the OSA at Marymount before distribution.

2. Contact the Student Activities Office of the local colleges and universities to identify student clubs with similar interests in order to facilitate an exchange of ideas and information about programs.

3. Contact newspapers and radio stations at other schools. Radio spots could be free. Newspapers may offer a discounted rate to student groups.

4. Invite the local community to participate in some events, such as fundraisers, guest lecturers, comedians or other entertainment.

5. Contact local merchants and businesses about displaying flyers or posters for Marymount events. All off –campus advertising must be approved by the OSA.

6. Contact the University Communications Office at Marymount about coordinating press releases to local and hometown newspapers regarding the accomplishments of MU students and student clubs and organizations.

P U B L I C I T Y

20

Non Standard Marketing through Sidewalk Chalk and Window

Paint/Marker

Chalk or window art/writing publicity must be approved through the office of the Dean for Student Development. Chalking Guidelines:

Chalking may be done up to 6 days prior to an event. (i.e. if the event is on Wednesday

chalking can begin the Thursday before).

Chalking may be done on concrete and asphalt walkways and road areas in such a

manner that does not inhibit traffic patterns or traffic rules. Chalking cannot be

done on the Plaza between Caruthers and Ostapenko Hall or on any campus

surface that has pavers, brick or slate.

Chalking should be in good taste with appropriate spelling and grammar.

Chalking should be legible.

Chalking should be in locations that will be affected by weather and will naturally

dissipate and vanish.

Chalking may not be done on vertical surfaces or any surfaces that are under cover.

Chalking should be removed (by nature or human) no later than 3 days after the event

being advertised. This may require a brush and bucket of environment safe soap to

remove dated information. If students need these materials for cleaning they can

contact the Student Development Office for assistance.

Window Art and Writing:

Windows which can be accessorized with art or writing about events include the

follow:

o Lee Center lower level main entrance

o Berg Lobby

o Glass in the Dining Hall Landing

Window graphics must be done with water based removable ink/paint which is

intended for such use.

Approval Process:

University Offices may contact the Assistant Dean ([email protected]) for approval. Student Groups may contact Assistant Director of Student Activities ([email protected]) to forward requests to the Assistant Dean. In order to gain approvals please send the following information to either the Assistant Dean of Students or the Assistant Director of Student Activities as prescribed above:

Name of Office or Registered student organization

Title, Date and Time of even being advertised

Name and phone number of contact person in charge of and responsible for chalking.



P U B L I C I T Y

21

Media Policy and Procedures

Marymount University encourages student organization initiatives that might result in favorable press or television attention of University sponsored events. Publicity must follow University policy regarding media coverage. This policy, which helps ensure accuracy and consistency of information, states that all matters relating to media relations are to be coordinated through the University Communications office. Such information regarding press-worthy events should be forwarded to the University Communications office at least one month in advance of the activity. One month lead time is desirable to meet public service announcement and calendar deadlines, write and edit releases, take photos and get administrative approvals. Copies of such information should also be provided to the OSA. The University Communications staff encourages student organizations to consult with them and when possible to write news releases themselves. Final drafts would then be distributed by the University Communications office. All releases pertaining to student/organization involvement in community activities should have the MU news release headline and style.

Club Stationary and Letterhead

Clubs and organizations should not have individualized stationary. Official letterhead must be approved and produced by the Office of Student Activities and the University Communications Office. Clubs and organizations are permitted to include an individualized club logo on the letterhead.

A D D I T I O N A L P O L I C I E S

22

Additional Policies

Student Leader Offices

The SGA, APB and Editors-in-chief of campus publications are issued keys to their offices during Student Leader Conference week. Keys are issued to the individual student leaders and should be returned by the same student leaders in May of the following academic semester or when the student leader leaves office. Student leaders are responsible for lost or stolen keys that have been issued to them and are responsible for immediately contacting both Campus Security and the OSA to report the loss. Student leaders may be held financially responsible for lost keys and the replacement of locks.

Telephone Policy

Student club and organization offices in The Lodge have been provided with telephone service. This service is limited to local calls pertaining to the business of a specific club. Personal phone calls are prohibited. Students will be held financially responsible for all personal phone calls. All phone calls should be limited to short periods of time to allow for incoming calls. Long distance service can be established through the Office of Student Activities. In order to arrange for long distance calls to be made, a letter of request must be submitted to the Director of Student Activities requesting service and including justification. The letter should also include the names of the students who will be placing the calls and the students‟ ID numbers. Once long distance service has been established the individual will contact the campus switchboard, give his/her name and ID number and request an outside, long-distance line. Clubs will be charged for the placement of long distance calls.

Marymount University Alcohol and Drug Policy

I. Introduction Marymount University expects all members of its community, students, faculty and staff, to be familiar with and abide by applicable state, federal and local laws regarding alcohol and drugs. Students are responsible also for knowing Marymount regulations concerning alcohol use on campus. Violation of these laws or regulations may subject a student to disciplinary action. Use of illicit drugs and abuse of prescription drugs pose a serious threat to mental and physical health. Alcohol is a drug. Its use in even the smallest amounts may be harmful to some people, and when used to excess, alcohol is harmful to everyone. For this reason, responsible drinking is essential and is expected of those who choose to drink.


23

With the exception of the use of alcohol as permitted in designated residence hall areas (Sec. IV) or the sale of beer as permitted in the University Center (Sec. V), and at approved social events (Sec. VI), alcoholic beverages may not be served, sold, consumed or stored anywhere on campus without the written approval of the Vice President for Enrollment and Student Development.

II. Alcohol and Drug Education

1. During the fall and spring semesters, Marymount provides drug and alcohol education programs open to the entire University community. Marymount also participates in National Collegiate Alcohol Awareness Week. Programs are announced through F.Y.I., the campus calendar, and other means.

2. The Student Health Center, Center for Counseling and Career Services, and Residence Life staffs provide alcohol and drug education, referral information, and assistance.

III. Laws Regarding Alcohol and Drugs

1. Under Virginia state law, alcoholic beverages may not be served or sold to any person under the age of 21.

2. Alcoholic beverages may not be served or sold to any person who is intoxicated. According to the Alcoholic Beverage Control (ABC), “any person who has drunk enough alcoholic beverages to so affect his/her manner, disposition, speech, muscular movements, general appearance or behavior so as to be apparent to observation shall be deemed to be intoxicated.

3. State law prohibits drinking in public (e.g., on the street, in parking lots); possession of an alcoholic beverage by a person under the legal drinking age, falsely representing one‟s age for the purpose of procuring alcohol, and purchasing an alcoholic beverage for a person who is under the legal drinking age.

4. State law requires presentation of a driver‟s license (or comparable identification issued by the Division of Motor Vehicles for those who do not drive) each time an alcoholic beverage is served. Other forms of identification are not acceptable. Fraudulent use of a driver‟s license carries a penalty of mandatory revoking of the license for a period of thirty (30) days to one (1) year.

5. Any sale of alcoholic beverages requires an ABC license.

6. Ordinances of Arlington County forbid drinking in public. It is unlawful to have in possession or consume in public beer, wine, or alcohol in or on County property. It is also unlawful to be drunk or use profane language any place in the County.

7. Federal and state laws prohibit the possession, use, sale, and manufacture of illegal drugs.

IV. Alcohol Use in the Residence Halls

1. In certain designated residence hall areas (see current Residence Life Guidebook) alcohol is permitted for those ages 21 and over. In those areas, alcohol is limited to student rooms and is permitted as long as the rights and privileges of residents are respected and all applicable state, federal and local law regarding alcohol use are observed. Minors may not be present in rooms where alcohol is being consumed.

2. Private parties with alcohol may not be held in student rooms. A private party consists of six or more people in one room where alcohol is present.

3. In areas where alcohol is permitted, it may be served at parties in lounges with the advance approval of the Resident Director, who will provide guidelines for the event.

4. Open containers of alcoholic beverages may not be transported into common areas of the residence halls, e.g., bathrooms, hallways, lounges, elevators, lobbies.

5. Possession of large containers/quantities of alcohol (e.g., kegs, beer balls) or of drinking paraphernalia (e.g., beer bongs, funnels) is prohibited.


24

V. Alcohol Sales at the University Center

1. Marymount University is licensed to sell beer in the University Center in accordance with applicable laws and University regulations. No alcoholic beverages may be brought into or taken from the University Center.

2. Beer may be served by the manager or servers of legal drinking age approved by the Office of Student Activities. Direct access to the beer must be limited to the designated Server (s).

3. Only one drink per person may be sold at a time. Beer may not be dispensed by the pitcher. Only one glass or cup may be given with a can or bottle of beer. No extra cups may be taken from the beer sales area.

VI. Alcohol and Events

1. Student organizations may request approval for the sale or service of alcoholic beverages at student events from the Office of Student Activities. It is the responsibility of the sponsoring organization to comply with Alcoholic Beverage Control (ABC) regulations and those of the University when permission to use alcoholic beverages is granted.

2. Alcohol served at events in the University Center must be purchased in that facility. Servers are responsible for checking IDs and administering wrist bands.

3. The sale of alcoholic beverages at dances or outdoor events requires a Special Events license issued by the Department of ABC. For events sponsored by student organizations, the Student Activities Office applies for such licenses. Students who reserve University facilities for private parties are responsible for ensuring compliance with the alcohol and drug policy.

4. At any event where persons are of varying ages, both legal and under age, proper age identification must be shown upon entrance to the event and/or upon being served or sold an alcoholic beverage.

5. Adequate nonalcoholic beverages and food must be available at all events where alcoholic beverages are served.

6. In advertising the event, no reference may be made to alcoholic beverages being served.

7. Events sponsored by student organizations may not be “open bar”, that is unlimited drinks for a flat fee, since such arrangements tend to promote excessive drinking.

8. The student chairperson, president or any other person designated as the sponsor of the event may not consume alcohol before or during the event. Any student working in any capacity at the event may not consume alcohol until his/her last shift has ended.

9. Alcoholic beverages may not be brought into any event by a student or guest. “Bring Your Own” parties are not permitted. Alcoholic beverages may not be taken from the premises of the event.

10. Drinking contests and drinking games are not permitted.

11. Alcohol sales must end one hour before the party is scheduled to end.

12. Any student or guest who appears to be intoxicated may be refused admission to the event. See Section III, 2 for ABC Board definition of intoxication.

VII. Additional Alcohol and Drug Violations

1. Underage possession or consumption of alcohol.

2. Intoxication – see ABC Board definition in Sec. III, 2.

3. Disruptive behavior linked to alcohol or drug use.

4. Students who appear to be intoxicated may be directed to the Student Health Center by an RA, RD or other University official. Refusal to comply with such a direction is a violation of the alcohol policy.

5. Possession of drug paraphernalia (e.g., papers, pipes, bongs, etc.) is prohibited.

VII. Consequences for Violation

1. Students are subject to University discipline for violations of federal, state or local law or university

regulations regarding alcohol and drugs. The current Student Handbook defines University disciplinary procedures and sanctions, which include #2-6 below.


25

2. When a student gives evidence of the existence of a drinking or drug problem, the primary concern of the University is to assist the student to obtain help to overcome the problem. When a student is unwilling to accept assistance or acts in ways that affect the welfare of the others adversely, the University may take disciplinary action such as suspension or dismissal.

3. Drinking or drug use accompanied by excessive noise, vandalism or other violations of University regulations on or off campus will be judged by the appropriate disciplinary board or University personnel. If the student remains enrolled, the student will be required to attend alcohol or drug information sessions and may be required to participate in programs related to the appropriate use of alcohol. Disciplinary sanctions may also be imposed.

4. Purchase or passage of illegal drugs from one student to another or any use of the mail with respect to illegal drugs warrants dismissal.

5. In accordance with the Drug Free Schools and Communities Act Amendments of 1989, federal financial aid recipients convicted of violating federal, state or local laws governing drug use may lose federal financial aid. Pell Grant recipients who violate the certification required by the Drug Free Work Place Act are subject to the suspension or termination of the grant.

6. Virginia law extends enhanced penalties for a conviction related to the manufacture, sale, distribution or possession of drugs on or near any institution of higher education. Violations of this law, commonly known as the “Drug Free School Zone” law, are considered felonies punishable by imprisonment of no less than one year nor more than five years and fines of up to $100,000.

F O R M S

26

Club Registration Form

________________________________________________________________ Name of Club

____/____/____ ____________________________ Today’s Date Estimated number of members

Constitution on File: Yes / No ____/____/____ Last Update of Constitution

Purpose of the Club: _________________________________________________________________ _________________________________________________________________

Month that new officers are chosen: _____________________

Address of national affiliation (if any): ____________________

OSA is authorized to check on academic and disciplinary standings of all registered student organization officers. A listing of all student leader

names, positions, e-mail addresses, and local telephone numbers is compiled and distributed each semester to all clubs and University offices.

President _________________________________________ Print Name _________________________________________ Signature Student ID#_________________ Phone _____________________ Local Address____________________________ E-mail Address__________________________ Vice President _________________________________________ Print name _________________________________________

Signature Student ID#_________________ Phone _____________________ Local Address____________________________

E-mail Address__________________________

F O R M S

27

Treasurer _________________________________________ Print name _________________________________________ Signature Student ID#_________________ Phone _____________________ Local Address____________________________ E-mail Address__________________________ _____________ _________________________________________ (Position title) Print Name _________________________________________

Signature Student ID#_________________ Phone _____________________ Local Address_____________________________ E-mail Address___________________________ _____________ _________________________________________ (Position title) Print Name _________________________________________ Signature Student ID#_________________ Phone _____________________ Local Address_____________________________ E-mail Address___________________________ _____________ _________________________________________ (Position title) Print Name _________________________________________ Signature Student ID#_________________ Phone _____________________ Local Address_____________________________ E-mail Address___________________________

Please list any additional officers on a separate sheet.

F O R M S

28

Advisor Form

All registered clubs and organizations at Marymount University are encouraged to have a full-time faculty or staff advisor. Advisors should complete the form below and submit it to the Office of Student Activities.

Having met with the leadership of the above organization, and having become familiar with its purpose, I am willing to serve as their advisor for

the ensuing year, and am aware of an advisor’s responsibilities which include:

1. Promoting student/staff/faculty cooperation. 2. Working with the Office of Student Activities to provide constructive

programming and support for the organization. 3. Promoting student awareness of and adherence to the standards of

conduct at Marymount University and other University policies.

4. Attending club meetings and activities.

ADVISOR_______________________________________________________ Print Name

_______________________________________________________

Signature

Department____________________________________

Title___________________________________________

E-mail_________________________________________

Phone_________________________________________

Club Name_____________________________________

F O R M S

29

Sample Club Constitution

Organization Name Drafted On: 10/10/2011

Article I NAME OF ORGANIZATION

State the full name of the organization as well as the acronym if applicable. For example, “The name of this organization shall be…”

Article II PURPOSE OF ORGANIZATION

State the purpose of the organization. You may also include the mission, goals, objectives, etc.

Article III MEMBERSHIP

Highlight requirements for recognition as an active member (i.e. meeting attendance, participation, etc…) and the privileges that come with being an active member (i.e. voting rights, awards, etc…)

State the types of membership available. For example: student (currently enrolled Marymount students who attend meetings/functions and pay dues if applicable); faculty (may include members of faculty/staff); honorary (alumni or community members).

State what rights and privileges go along with each level of membership. For example: Only student members may vote on matters (official or not) including amendments, elections, and other motions brought forth in meetings.

State why and how membership privileges may be revoked

Section I Student Membership Section II Faculty Membership Section III Removal of Members

Section IV Non-discrimination clause The constitution MUST include this clause: “Membership in this group will be open to all persons without regard to race, color, religion, national origin, sex, disability, veteran status, sexual orientation, or age"

Article IV OFFICERS

State the titles and duties of the officers to be selected by the membership and explicitly list out what is expected of each officer

State any minimum qualifications officer candidates must have such as class standing, minimum GPA, etc.

State the length of the officer‟s term and term limits, if any

State why and how an officer may be removed from their duties

At minimum, you should have a President, V. P., and Treasurer, however, if you would like to have more officers, you may do so but only the aforementioned are required.

State how the advisor will be selected

State why and how the advisor may be removed from their duties

F O R M S

30

State that the advisor may offer guidance and support for the organization, but MAY NOT have a vote

Section I Titles and Duties of every Officer Section II Election of Officers, including procedures and requirements Section III Removal of Officers Section IV Advisor

Article V ELECTIONS

State approximately when elections will take place (usually March/April)

Explicitly state details of the nominating procedure including the length of time allowed for nomination, who is allowed to submit nominations, and the method for submitting nominations.

State how nominees will present their qualifications.

Explicitly define the method that will be used for voting (usually secret ballot) and who will be responsible for tallying votes (usually a group of members).

State procedure for runoffs in the event of a tie (if applicable)

State the procedure for transitioning of current and new officers (usually involves a short shadow period in which new officers are familiarized with operating procedures and necessary paperwork)

Article VI MEETINGS

State how often the group will meet (weekly, monthly, etc.)

State who presides at the meeting

State whether the executive board has separate meetings and if so, how often

State attendance policy, if any

State what the quorum is (usually a simple majority of the active membership plus one officer; or two-thirds of the active membership plus one officer)

State the procedure for calling special meetings

State parliamentary rules of order that will be used (usually the latest edition of Robert‟s Rules of Order)

Section I General Meeting Structure/Time

Section II Order of Meeting Section III Quorum (minimum number of members present in order to proceed with

business/voting)

Article VII FINANCE

State procedure for determining amount of dues and when they should be collected if any. For example: The amount of dues and the method of collection will be decided by a majority vote of the executive officers at the beginning of each semester for semi-annual dues or the beginning of each school year for annual dues.

Article VII AMENDMENTS AND RATIFICATION

State procedure for proposing and approving amendments to the constitution

State how the constitution will be ratified

The constitution MUST include this clause: This constitution shall become effective upon approval by a ¾ vote of the membership of the organization and the approval of the Co-Curricular Council.

F O R M S

31

Roster Sheet

Current Members

__________________________________ Organization

As of ____/____/______

Name Email Address Class Year

F O R M S

32

Program Proposal Form

Form must be submitted a minimum of 2 weeks before event

Event Date: Start and End Times:

Title of Event:

Sponsoring Organization(s):

Event Contact Name: Email: Phone:

Set up time: Break Down Time:

Location Requested: Alternate Location:

Estimated Marymount Attendance:

Will this event be open to the public? □ No □ Yes, estimated outside guests:

Event Type: □ Meeting □ Lecture/Speaker □ Dance □ Dinner □ Concert/Show □ Film

□ Reception □ Fundraiser (Fundraiser Approval Form Required) □ Other___________________

Admission Fee: □ No □ Yes, Amount $ ________ (Fundraiser Approval Form Required)

Program Description and Diagram of set up: (Include detailed description of all departmental

assistance needed. Use Back of Form if Necessary)

Facility needs (specify number requested):

__ Tables

__ Chairs

__ Trashcans

__ Campus Safety/Arlington

County Police

__ Lee Center Event Staff

__ Guest Parking

__ Microphone (Type:______)

__ Digital Projector

__ Projection Screen

__ Laptop

__ Portable Sound System

__Television and DVD Player

__ Video Camera

__ Flip Chart and/or Easel

__ Stage (Dimensions: _____)

__ Lighting (Type:_______)

__ Other:______________

Food:

□ None

□ Catered by Sodexho (Details on back of form)

□ Dominos (Details on back of form)

□ Non Catered, Harris Teeter or other _______

□ Other food or entertainment vendor:

Name of other vendor: ____________________

SSN/Federal ID #:________W9 Form □No □Yes

Phone: ________________________________

No student may enter into contracts.

Program Agreement By signing below, I agree to abide by all Marymount University regulations as outlined in the Student Handbook and the

Student Activities Manual. I agree to verify that my request for space, technology, food, vendors, and any other needs

are received and approved prior to my event. I agree to submit all requests for purchase cards, checks, petty cash, and

other forms of payment at least five business before my event. I will return all purchase cards, receipts and unused petty

cash the same day of purchase or the next business day if approved. I agree to arrive early to the program for set up and

to remain until the cleanup is complete and the room is restored to its previous condition. I understand that I am

responsible for the behavior and general welfare of both the members of my organization and their guests. I also

recognize that this form is a program proposal and not a confirmation. I understand that I should not advertise for this

event until approved by the Office of Student Activities staff. I also realize that programming at Marymount is a

privilege, and not a right, and if I do not meet the above requirements and expectations future programming requests

may be denied to me and my organization. Finally, within two weeks of the completion of my event I agree to submit an

after action report to the Office of Student Activities.

_______________________________ ___________________________ _________

Org. Representative Name and Position Org. Representative Signature Date

F O R M S

33

Fundraiser/Revenue Approval Form

Fundraiser Date(s):

Starting and Ending Times:

Location:

Sponsoring Org.(s):

Student Leader Contact: Email:

Phone:

Organization(s) receiving profits Name: Address of Organization:

Types of donations accepted: (i.e. cash, check, food, clothing)

Name(s) of Person in charge of collecting donations: Email: Phone:

Do you require anything additional from OSA for setup (i.e. tables, chairs, cashbox, and tickets? Include amount and location):

OSA Director or Assistant Director‟s Approval: Date:

After the OSA approves the donation drive/fundraiser, the proper procedure for documenting donations must include a log sheet and incorporate the following elements:

1. A list of all donors including: their names, addresses, phone numbers, student identification numbers and the amount of money donated. 2. Signage or notification to all donors identifying the organization(s) that will be the beneficiaries of the donations. 3. Deposit arrangements with the Director or Assistant Director of Student Activities prior to the fundraiser.

F O R M S

34

MARYMOUNT UNIVERSITY 2011 - 2012 STUDENT

ORGANIZATION

SUPPLEMENTAL FUNDING PROPOSAL FORM

NAME OF ORGANIZATION ____________________________________________

PREPARED BY ____________________________________________

NAME OF PROPOSED PROGRAM/ACTIVITY__________________________________________________ PRIORITY LEVEL______ EXPECTED ATTENDANCE______ DATE OF EVENT________ SGA FUNDING AWARDED FOR THIS EVENT______

JUSTIFICATION OF REQUEST (Please consider how this request supports the overall mission of Marymount University and/or the mission of your organization and why other funding is not adequate) _________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

PLEASE LIST BELOW ESTIMATED PROGRAM COSTS, INCLUDING ALL SUPPLIES AND SERVICES.

$

$

$

$

$

$

TOTAL AMOUNT REQUESTED FOR PROGRAM/ACTIVITY

$

TOTAL AMOUNT APPROVED BY PFRC COMMITTEE

$

FOR COMMITTEE USE ONLY REASONING BEHIND DECISION

__________________________________________________________________________________________________________________________________________________________________________ DATE________________ SIGNATURE_______________________

I N D E X

35

Additional Policies, 21 Admission Charges, 11 Advertising and Alcohol, 19 Advertising Ideas, 18 Advertising Policy, 18 Advertising Software, 18 Advisor Form, 27 Advisors, 7 Alcohol and Drug Education, 22 Alcohol and Drug Policy, 21 Alcohol and Drug Violations, 23 Alcohol and Events, 23 Alcohol Sales at the University Center, 23 Alcohol Use in the Residence Halls, 22 Annual Club Registration, 3 Applying for OSA Funds, 11 Applying for SGA Funds, 11 Authorized Funding Uses, 12 Axis TV, 17 Banners, 16 Benefits of an advisor, 7 Campus Mailboxes, 17 Chalking and Window Paint Policy, 20 Check Requests, 12 Club Election Procedures, 3 Club Registration Forms, 25 Club Stationary and Letterhead, 20 Club/Organization Position Vacancies (Fall Semester), 5 Co-Curricular Council Membership, 3 Co-Curricular Council, 1 Consequences for Alcohol Violation, 23 Contracts, 14 Co-sponsorship, 11 Dues, 10 Electronic Notifications, 17 Faith/Religious Focused Events, 15 Flyers, 16 Forming a new club, 2 Fund Restrictions, 12 Funding Uses, 12 Funding, 8 Fundraiser/Revenue Approval Form, 32 Fundraising, 11 Funds for Programs, 10 FYI, 17

Graduate Student Clubs and Organizations, 4 Interdepartmental Transfers, 12 Laws Regarding Alcohol and Drugs, 22 Lee Center Poster Machine, 16 Marymount University Mission Statement, 1 Media Policies and Procedures, 20 MU Now, 17 Nonstandard Marketing, 20 Off-Campus Organization Requests for Campus Space Reservations, 15 OSA Funds, 11 OSA Supplemental Funding Proposal Form, 33 Performers, 14 Presidential Leadership Award, 6 Program Proposal Form, 31 Programming, 14 Publicity, 16 Publicizing at Other Colleges and Universities and in the Community, 19 Purchase Orders, 12 Purchasing Cards, 13 Registered Student Organization, 1 Removal from Office, 5 Rights and Responsibilities of Clubs, 1-2 Roster Sheet, 30 Sample Club Constitutions, 28 SGA By-Laws, 8-10 SGA Funds, 11 Space Reservations and Facilities, 15 Speakers, 14 Student Leader Awards, 6 Student Leader Offices, 21 Student Leadership Conference Attendance Policy, 7 Student Leadership Scholarships, 6 Table Tents, 16 Telephone Policy, 21 The Bark, 17 Transportation Cancellations and Refunds, 15 Transportation for Student Clubs, 15 Using Funds, 12 Vacant Student Leader Positions and Student Leader Scholarship, 6 Vending, 11 Vendors, 14

office of student activities student activities manual

Documents