"The Source" - Student Organization Handbook, Washburn University

"The Source" - Student Organization Handbook
Preface About Us About Student Life Policy on Student Organizations Registration Sponsored, Non-Sponsored & Law School Organizations Privileges of Registration Registration Process Fraternities & Sororities Failure to Meet Responsibilities Advisor Qualifications & Roles How to Organize a Student Group Constitution Sample Meeting Agenda	Advisor Guide How to Plan a Program How to Publicize Trademark Licensing Program Lottery & Raffle Law Financial Procedures Reserving a Facility Policy on Posters Student Travel Memorial Union Policies Student Government Funding Policy Web Site Policy Campus Phone Numbers Appendix - Forms

PREFACE While “The Source” is intended to be a summary of certain matters of interest to student organizations, its readers should be aware that: 1. It is not a complete statement of all procedures, rules and regulations of Washburn University; 2. The University reserves the right to change without notice any procedure, policy, and/or program which appears in “The Source”; 3. Divisions and departments may have their own procedures and policies which apply to student organizations. Sources and adaptions of this publication were generously provided by: “The Source,“ The University of Notre Dame "The Source,” Kansas State University SPECIAL THANK YOU The Office of Student Activities & Greek Life would like to formally thank the following individuals for their vision, hard work, and diligence in making this publication a reality: Vicki Baer (bba ‘05), SAGL office manager, for publication coordination Matt Sinovic (ba ’04) for layout design Dena Anson, director of University Relations, for editing assistance We would also like to thank all the students and advisors for their on-going ideas and suggestions to improve future editions of “The Source.” Back to Top OFFICE OF STUDENT ACTIVITIES & GREEK LIFE (SAGL) MISSION STATEMENT Student learning, development, and support is at the heart of the Office of Student Activities & Greek Life. We inspire involved, contributing citizens through student organization support, leadership experiences, and co-curricular opportunities. Dawn Shew - Director, Student Activities & Greek Life, dawn.shew@washburn.edu Vacant - Assistant Director, Student Activities & Greek Life Vicki A. Baer - Office Assistant, Student Activities & Greek Life, vicki.baer@washburn.edu CONTACT INFORMATION: Washburn University Phone: (785) 670-1723 Lower Level, Memorial Union FAX: (785) 670-1045 1700 SW College Ave. E-mail: getalife@washburn.edu Topeka, KS 66621-0001 Web sites: www.washburn.edu/getalife & www.washburn.edu/greeklife WEB SITE The Office of Student Activities & Greek Life Web site is a virtual office complete with resources to help student organizations succeed. A sampling of resources which you may find beneficial are: an activities calendar, organization resources, listing of organizations, online organization registration, online sorority recruitment application, and Greek life information and academic reports. SERVICES • Advisement to all registered student organizations • Campus Activities Board advisement and co-sponsorship • Conference room • Event and retreat consultation • Fraternity/sorority advisement • Helium for balloons • “The Getalife Gazette” (student organization newsletter published each semester) • Leader Bits information brochures • Leadership resource library • Parliamentary procedures information • Programming resources • Sorority recruitment sponsorship • “Student Organization Achievement Recognition” (SOAR) awards program • Student organization/advisor leadership workshops • Student workroom • Table check-out (four 6-foot tables available) • Who’s Who Among Students in American Colleges and Universities program • Washburn Student Government Association advisement Back to Top WHO’S WHO ON THE STUDENT LIFE TEAM Student Life enriches the educational experience of the Washburn community through an appropriate balance of challenge and support, with a commitment to learning, student development and advocacy. We value all students and strive to create environments which foster the sustained development of well-balanced, civic-minded individuals. Student Life Office, 670-2100, Morgan 104 Dr. Denise Ottinger, Vice President for Student Life, denise.ottinger@washburn.edu Mr. Meredith Kidd, Dean of Students, meredith.kidd@washburn.edu Jessie Smith, Administrative Secretary, jessie.smith@washburn.edu Multicultural Affairs, 670-1622, Morgan 110 Dona Walker, Director, dona.walker@washburn.edu Regina Mendoza-Vargas, Office Assistant, regina.mendoza-vargas@washburn.edu Multicultural Affairs promotes awareness of cultural diversity and multicultural issues. The office serves as a resource and referral center for University faculty, staff, students and local communities. In addition, this office enhances educational development about diversity and multicultural issues and advocates for students’ needs on campus. Residential Life, 670-1065, LLC Takama Statton-Brooks, Director, takama.statton@washburn.edu Ben McCabe, Assistant Director, ben.mccabe@washburn.edu (vacant), Complex Coordinator, @washburn.edu Dee Pierson, Office Manager, dee.pierson@washburn.edu Residential Living is an exciting option offered to full-time students at Washburn. Convenience to campus, the security of community living and the warm atmosphere of the halls are all reasons to live on campus. Student Health, 670-1470, Morgan 170 Iris Gonzalez, M.D., Director, iris.gonzalez@washburn.edu Carrie Werst, A.R.N.P., Nurse Practitioner, carrie.werst@washburn.edu DeAnne Dean, R.N., deanne.dean@washburn.edu Sandy Weibel, Administrative Assistant, sandy.weibel@washburn.edu WU Student Health Service exists to provide students with health care services in order to optimize their learning experience. We also provide minor medical care for faculty, staff and visitors. Student Recreation & Wellness Center, 670-1314 Joel Bluml, Director, joel.bluml@washburn.edu Becky Wilber, Assistant Director, becky.wilber@washburn.edu John Cummings, Program Coordinator, john.cummings@washburn.edu Marta Barnett, Secretary, marta.barnett@washburn.edu The Student Recreation and Wellness Center enriches campus life by promoting and offering opportunities for physical and mental growth as well as social interaction in healthy surroundings. Student Services, 670-1629, Morgan 150 Jeanne Kessler, Director, jeanne.kessler@washburn.edu Kim Sturgeon, Office Manager, kim.sturgeon@washaburn.edu The Student Services Office provides assistance to students with disabilities, veterans, and nontraditional students. Back to Top POLICY ON STUDENT ORGANIZATIONS Student Organization Recognition Student organizations are formed to further the common interest of the members of the group and the university community. Student organizations are an essential part of the co-curricular program at the university. Open to all students, these organizations provide students with opportunities for learning which supplement and complement classroom activities. Washburn University will grant official status, along with the rights and obligations attendant to such status as indicated in this policy and procedure document and any applicable university policy, to student organizations registered with the Office of Student Activities & Greek Life. Such status may be suspended or revoked for violation of any applicable University policy. Back to Top Registering Registering a student organization leads to official recognition of that organization by Washburn University. Current organizations need to register by the third week of September each year. New student organizations can register anytime they are ready to form. Registration forms The Washburn University student organization registration form is available online at www.washburn.edu/ getalife. Incomplete or illegible forms will be returned to the prospective organization. Organizations must abide by the stipulations outlined on the form as well as in the student organization policy. Back to Top Types of Student Organizations: Sponsored organizations must directly contribute to the educational mission of a specific academic or administrative department at Washburn. Organizations that fall under this classification must submit an additional form signed by their faculty advisor and their sponsoring department’s chairperson, director or dean. Sponsored organizations are allowed to use the Washburn University name, initials, logo, or official seal as part of their official name. In addition, there is no minimum number of students required to start the organization. Club sport organizations engage in athletic competitions with non-Washburn organizations outside the Washburn Student Government Association intramural program. Club sport organizations meet the same requirements as sponsored organizations. Club sports engage in activities that can be rigorous, and injuries can occur. The intramural and club sport safety committee reviews these organizations annually. The safety committee is composed of the director of student activities & Greek life, athletic director, physical education department chairperson, facilities services safety specialist, WSGA president, and the Dean of Students as chairperson. To ensure the safety of the participants, every year the safety committee will review the club sports operational documentation to see what activities, steps or programs each club sport is involved with. Non-sponsored organizations are not identified with a specific academic or administrative department at Washburn. Non-sponsored organizations may not use the Washburn University name, initials, logo, or official seal as part of the official name of the organization. Law School organizations are for law students only. POLICY ON STUDENT ORGANIZATIONS Privileges of Student Organizations: 1. Registering allows access to some university facilities and equipment. For example, reserving an on-campus meeting room or using an LCD projector. Many of these facilities are available at no cost to the organization. Some equipment or special set-up of a facility could incur a small charge. 2. Student groups will have the use of a mailbox in the office of Student Activities and Greek Life. 3. Access to the student organization workroom, located in the lower level of the Memorial Union. 4. Student organizations are eligible to request specified funding from the Washburn Student Government Association. Funding approval by WSGA is determined by its internal policies and is not guaranteed. 5. On-line access to the student organization handbook. Definitions: Student – An individual enrolled in a minimum of six (6) credit hours at Washburn University. Student Organization – A group of students formed together for a common purpose at Washburn University. All members in a registered organization (i.e., sponsored or non-sponsored) must be enrolled in a minimum of six (6) credit hours at Washburn University. Student Organization Officer – An individual enrolled at Washburn University who is taking a minimum of six (6) credit hours and has earned at least a 2.0 G.P.A. or better at Washburn. Organization Advisor – An advisor must be a full or three-quarters time faculty or administrative staff employee of Washburn University. The advisor cannot be on academic sabbatical or extended leave from the university while serving as advisor for a student organization. Back to Top Registration Process for Student Organizations: 1. Organizations must have at least one advisor who is a current employee of the faculty or administrative staff at Washburn University, and is employed at least three-quarters time. 2. Members must be currently enrolled students with a minimum of 6 credit hours in good standing with the university. 3. Organizations should maintain a membership of at least seven (7) students. 4. Individual officers of each organization are to have a cumulative G.P.A. of 2.00, and are not to be on academic or disciplinary sanction, and/or are not to have any type of enrollment hold. (Hold means, but is not limited to, an exclusion placed on the student’s ability to enroll in classes or receipt of official University records due to any outstanding financial obligation to the university or to non-fulfillment of any obligation imposed by the Dean of Students, or hearing panel under the Student Conduct Code.) Back to Top POLICY ON STUDENT ORGANIZATIONS 1. Organizations are to operate under a constitution and bylaws, an updated copy of which must be kept on file in the Student Activities & Greek Life Office. 2. The organization’s stated purpose must not be subversive to the United States of America, the State of Kansas, or Washburn University. 3. Organizations must comply with the University’s EEO policy and applicable federal, state, and local laws in all their activities, subject to the two following exceptions: (1) social fraternities and sororities exempt under Title IX of the Education Amendments of 1972 may discriminate on the basis of gender; and (2) organizations formed to foster or affirm the sincerely held religious beliefs of their members may adopt a nondiscrimination statement that is consistent with those beliefs. Organizations qualifying for one of these limited exceptions must comply with the University’s EEO policy in all other respects. 4. A copy of the membership roster, listing members’ school addresses, e-mail, and phone numbers must be provided annually to the Office of Student Activities and Greek Life. 5. All organizations receiving funding from the university must follow the fiscal policies and procedures of the university. In addition, all student organizations should have a current agency account at the university’s business office. Back to Top Social Fraternities and Sororities: Fraternities and sororities have special privileges and responsibilities above and beyond the privileges and responsibilities of other student organizations. Fraternities and sororities must be active members of the Greek Council, Interfraternity or Panhellenic Councils, respectively. Back to Top Failure to meet the responsibilities of student organizations: 1. If a registered student organization violates university regulations or policy, the university has the right to discipline that organization. The director of Student Activities and Greek Life is responsible for monitoring the compliance of student organizations with university regulations, policies and the student conduct code. Please refer to the student planner/handbook for the most current copy of the Student Conduct Code. Back to Top Advisor Qualifications and Roles Advisor Qualifications 1. An advisor must be at least a three-quarter time faculty or administrative staff employee of Washburn University. The advisor cannot be on academic sabbatical or extended leave from the University while serving as an advisor for a student organization. 2. Complaints or incident reports about a registered student organization should be forwarded to the office of Student Activities and Greek Life for consideration and action. 3. When a complaint or a report of a violation of a university regulation or policy is received by the director of Student Activities and Greek Life, it shall be forwarded on to the Dean of Students for further and final disposition. Role of the Advisor Advisors play an important role in the co-curricular experience. It is their guidance and participation in the organization that assists and encourages the students to become involved and to gain valuable experience in how to function in an organization environment. The University sees the advisor as serving a pertinent function to preserve the existence of the organization, including the following: 1. Advising the organization on university policy, including educating the members and assisting them in their work within the university structure. 2. Providing direction and planning for managing the organizational budget, (e.g., approving all expenditures). 3. Attending meetings and activities involving the organization. 4. Assisting the organization to annually set realistic goals and objectives, and helping the group to remain focused on those goals and objectives. Please direct any comments or questions concerning the policy of student organizations to the Office of Student Activities and Greek Life, located in the lower level of the Memorial Union or call 670-1723. Assistance, training and support for organization advisors is available through our office. Policy revised Fall 2002 Back to Top ORGANIZING YOUR STUDENT ORGANIZATION Like all organizations, student organizations involve people — people coming together to accomplish a task. Motivating people to work together in an organized manner is not an easy task, but it is essential for the success of your organization. The following are a few basic principles which may assist you in organizing your organization: 1. An organization needs to have a reason to exist. There should be a unity of purpose which the membership understands and can support. The entire membership should, therefore, establish the goals at the beginning of each academic year. This participation creates a sense of belonging. Both short-range and long-range goals should be determined. Long-range goals give the members an opportunity to look at the overall goals for the year. Establishing clear-cut goals helps to avoid mediocre involvement and accomplishment. 2. Effective leadership is essential to any organization. The officers should meet together between meetings to organize the next meeting’s agenda and to brainstorm ideas. A printed agenda distributed to members at each meeting helps to keep your members informed. It also saves time in meetings. 3. Officers should not make decisions for the group. Their job is to do the legwork, find the information, and report it to the group. The group should make the decisions. Persons involved in the decision-making process are more likely to be committed to the decision. 4. Appoint members to committees. This way, they feel a part of the organization and also gain valuable experience for future leadership roles. 5. Make it a point to welcome any guests at the beginning of a meeting. Friendliness and openness will encourage people to join and to help you accomplish your task. 6. ENTHUSIASM is a must. Enthusiasm is contagious, so is apathy. The officers set the tone. Do not be an officer if you don’t believe in your group and what it aims to accomplish. Encourage a “doing” atmosphere. 7. Regularity of meeting times and places is critical to the success of your organization. 8. Cooperate with other organizations and campus officers. It makes everybody’s task more pleasant. Back to Top CONSTITUTIONS What is a constitution? A constitution is a document that describes the organization and how it operates. An organization has the right to adopt a constitution and by-laws as members may agree upon, so long as they are not contrary to university policy or to the law. With a little time and attention you can write a constitution that will help prevent and/or minimize future problems within the organization. What are by-laws? These are the permanent body of legislative rules by which an organization operates. There is seldom any difference between the constitution and by-laws. Most organizations combine the two. Reminders and Suggestions for Building Your Constitution SETTING A QUORUM. A quorum is the minimum number of members who have to be present at a meeting in order for business to be conducted legally. A quorum for most clubs or social organizations usually consists of either the average attendance at meetings or the largest number of members who can be depended upon to come to regular meetings. The quorum should be stated in the by-laws for the protection of the group as a whole. DEFINING DUTIES OF OFFICERS. The duties of officers are self-explanatory in many cases: the president presides; the treasurer keeps the accounts; the secretary takes notes and handles correspondence. However, other officers can be defined to suit the needs of the group. The office of vice president is one that offers much flexibility. Yet, few groups take advantage of this. Why not assign the vice president a major responsibility for an important program or need? The vice president could be in charge of membership, programs or publicity. And your organization could have more than one vice president, or secretary, etc. Think about your group’s needs and programs and delegate responsibility to other officers. ELECTING OFFICERS. There is nothing quite so discouraging as holding an election and having no one interested in running for office. It’s also a good way to discourage new members from getting involved if they see no one else volunteering to do anything. The best way to handle this situation is with some advance planning. Select a nominating committee (your executive board will do) to recruit a slate of officers. This will ensure that you will have at least one willing candidate for each office. Nominations can also be taken from the floor. OFFICER TRANSITION. Officers should be elected in the spring semester for the following fall. A spring election will allow time for a very important orientation to take place —officer transition. By holding a spring election, the former officers will still be around to train the new officers. Do not pick the last week of school for elections. Allow several weeks before the end of the semester. Elections should take place earlier and the actual officer installation could take place later in the semester. If your group is not on such a schedule, you should actively consider the benefits of changing to a spring election. REMOVAL OF OFFICERS. Although you might think, “It can never happen to our organization,” it can. Officers were elected last semester and have yet to call a meeting, or officers have misspent the group’s funds, or officers have not attended a semester’s worth of meetings, etc. Whatever the case, a group needs to have a way to remove incompetent officers from office and to elect new ones when necessary. This is not a provision to be taken lightly or ignored. Ask other organizations what their procedure is for such an occurrence. ADVISOR. Don’t forget your club needs an advisor. Each Washburn University student organization must have a Washburn University faculty or staff member who is employed at least three-quarters time to work with the group. Include them as much as possible. They are eager to assist you and they want to feel a part of your efforts. Remember, without an advisor, your organization could lose University recognition. Back to Top SAMPLE AGENDA 1. Call to Order. The chairperson says, “The meeting will please come to order.” 2. Roll Call. Members say “present” as their name is called by the secretary. 3. Minutes. The secretary reads a record of the last meeting. 4. Officers’ Reports. Officers give a report to the group when called on, usually limited to a time, if necessary. 5. Committee Reports. Standing or permanent committees report first, followed by ad hoc or special committees. 6. Special Reports. Consider important business previously designated for consideration at this meeting. 7. Unfinished Business. Consider items left from previous meetings. 8. New Business. Introduction of new topics. 9. Announcements. Inform the group of other subjects and events. 10. Adjournment. The meeting ends by a vote or by general consent. Back to Top ADVISOR GUIDE All registered organizations are required to have advisors. This Advisor Guide is intended to serve as a starting point to help advisors. It is a collection of resources, responsibilities, expectations, and suggestions. Please refer back to this guide often through the experiences of advising. Assistance, training, and support for organization advisors is available through the Office of Student Activities & Greek Life. Good luck and enjoy your opportunity to make a difference! UNDERSTANDING ADVISING Why be an Advisor? Advising is a unique opportunity to bond with the students of Washburn University outside of a classroom setting. The environment developed through an advisor-advisee relationship is one that touches student’s lives on a different level. This experience provides the students the opportunity to get to know faculty and staff as “real” people, and often leads to long term mentoring. There are many benefits involved in advising that include knowing you are making a difference, having fun, keeping abreast of campus events, building a community, receiving student appreciation, and personal satisfaction. Roles of an Advisor The role of the advisor is critical to the success of the organization. An advisor serves the group in an array of different capacities. These roles include but are not limited to the following: Being a motivator Being an enthusiast Being a troubleshooter Being behind the scenes Offering ideas and input Serving as a resource person Being a role model to students Giving direction when needed Refusing to do the organization’s work Playing devil’s advocate when appropriate Providing support and structure Encouraging personal development of the organization members Monitoring compliance with guidelines of a national organization when the student organization is a member of a national charter Responsibilities of an Advisor 1. Have a concern for the ongoing function and success of the organization. This can be accomplished in part by attending executive board meetings regularly, thus establishing continuity from year to year. 2. Be concerned about developing the leadership skills of the members, particularly the executive board, by discussing and helping to analyze group interactions and decision making, and through learning by experience. 3. Be aware of the goals and directions of the organization and assist the members in evaluation of their progress toward these goals. 4. Advise the organization’s president of University policies and procedures in the areas of scheduling, purchasing, organizing public events/broadcasts, etc. 5. Advise the organization officers regarding the operation of the organization. 6. Certify academic eligibility of all officers. 7. Advise the members on financial matters and work with the treasurer to assure that all organization monies are spent appropriately. 8. Stress the importance of delegating authority and seeing that the students accept this responsibility. 9. Teach students to use their judgment in decision-making. 10. Be fair, consistent, honest, willing to admit mistakes, and even-tempered. 11. Remember that people are individuals with different personalities, mental, and physical abilities. Judge people only by their efforts. 12. Listen to student’s issues concerning working conditions, personal treatment, etc. 13. Be sure to praise students for a job well done. 14. Attend events your organization is sponsoring. 15. Confront students who are not doing the job, and develop a plan of action to correct this. Roles and Responsibilities of an Executive Board Just as advisors have specific roles and responsibilities within the organization, so do the executive board members. It is important for advisors to understand these roles and responsibilities in order to help support, guide and encourage proper functioning of the organization. These roles include but are not limited to the following: President • Preside at organization meetings • Facilitate executive board meetings • Be aware of all money matters • Assist all executive officers • Provide motivation for the organization • Prepare for all meetings • Serve on various committees or task forces • Be open to all opinions and input • Provide follow-up to organizational tasks • Inform the executive board of other meeting information • Coordinate the executive board transition Vice president • Preside at organization meetings in the absence of the president • Serve as parliamentarian • Direct constitutional updating and revision • Serve as liaison to committees • Perform other duties as directed by the president Treasurer • Prepare organizational budget • Prepare purchase orders, requisition forms • Audit books twice per term with advisor • Maintain a financial history for the organization • Maintain a working relationship with institutional accounting • Inform executive board of all financial matters • Coordinate solicitations • Make monthly reports of all receipts and disbursements • Perform other duties as directed by the president Secretary • Record and maintain minutes of all organization meetings • Send minutes to all appropriate members and institutional staff • Prepare an agenda with the president for all meetings • Maintain attendance at all meetings • Keep the organization informed • Maintain a calendar of events • Maintain a phone and e-mail directory of all members • Reserve meeting rooms for the year • Perform other duties as assigned by the president Expectations of Club/Organization Members Here is a list of expectations that club members often hold for themselves, the group and their peers. The members are joined together for the betterment of the organization. The members take the initiative to set goals and have direction. The officers take their responsibilities seriously. The members are held accountable for their responsibilities. The members attend meetings regularly. The constitution and University policies are followed. The advisor is kept informed as to all organizational activities, meeting times, locations, and agendas. The organization makes no commitment for the advisor without his/her consent. EFFECTIVE ADVISORS Qualities of Effective Advisors Members of many student organizations describe an effective advisor through the possession and display of several characteristics, such as: Advocate Supportive Trustworthy Insightful Approachable Listener Challenger Resourceful Professional Problem Solver Encouraging Helpful Tips for Successfully Advising Student Groups Here are some suggestions that may be helpful when interacting with student organizations and individual group members. Do Allow others to fail Be consistent with actions Allow others to succeed Know personal/professional limits Be visible Keep a sense of humor Trust self with the group Learn when to speak/when not to speak Direct the group about where to find answers Teach the art of leadership Don’t Control the group Be afraid to try new ideas Take ownership for the group Manipulate the group Close communication Know it all Take everything seriously Be the leader Miss group meetings/functions Give the answers A Great Advisor as Viewed by other Advisors: Resource person....................................Help maintain direction and continuity Friend/counselor.....................................Stimulate creativity and motivation Assist in planning .................................Serve as a sounding board for chair Play devil’s advocate..............................Facilitator for group process Help set goals.......................................Pick-up the pieces when necessary A Great Advisor as Viewed by Student Leader: • Resource person • Positive reinforcement and support • Constructive criticism • Serve as liaison between organizations and University • Deal with legal and contractual matters • Attend organizational meetings • Advise on specific University procedures • Be available • Discuss ideas, but don’t dictate • Support events by attending • Play devil’s advocate when needed • Brainstorm • Realize leaders are volunteers Final Note Advising means challenging students to be better than they were yesterday, and supporting them when they find themselves unprepared to perform the task set before them. We have provided suggestions, tips and information that will hopefully assist both the beginning advisor and the veteran advisor to increase communication and learning opportunities for their student organizations. Two books available for check-out from the Office of Student Activities & Greek Life are Advising Student Groups and Organizations by Norbert W. Dunkel and John H. Schuh and Advice for Advisors edited by Norbert W. Dunkel and Cindy L. Spencer. Here is one final checklist for an advisor to utilize during and after the entire advising process. Self Evaluation Questions Just as a student expects quality in teaching from their professors, student organizations also expect high quality counsel and advice from their advisors. Here are some questions that may provide a framework for self evaluation in regard to the role of advisor: What are your accomplishments? What are your current strengths? What are your uncertainties? What obstacles are in your way? Are there any specific goals or action steps that you would like to formulate as a result of your self-appraisal? Back to Top PROGRAM PLANNING So you Want to Plan an Event at WU…Now what do you do? Review the Programming Checklist in the Forms Appendix. Possible Meeting or Program sites: SAGL Conference Room. To reserve contact 670-1723 Bradbury Thompson Center. Review their web site www.washburn.edu/services/alumni-friends for costs and regulations. For reservations, call 670-1303. International House. To reserve, call 670-1051. Memorial Union. Review their policies under the Memorial Union section. To reserve, call 670-1725. Academic & Community Event Scheduling Office. To reserve other campus locations, go to MyWashburn, University Services tab, then ACES Facility Reservation form (under Frequently Used Forms). Questions to ask when scheduling an event: What size of meeting space do I need? Will I need tables, chairs, stage if not provided in the meeting room? Will I need audio/visual, flip chart, or power point capabilities? Will I need special electrical, stage area, tables & chairs, garden hose if an outdoor event, parking lots barricaded, police department traffic control or late hours extra security, use of the lawn, etc.? Be aware that: Charges may be assessed by Petro Allied Health Center and Whiting Gymnasium for the setting up and taking down of tables and chairs, lighting, and maintenance personnel to be available, etc. Facilities Services also charges for their services, such as electrical power hook-up. Ticket Sales Process If your student organization is planning an event for which you want to sell tickets, the Business Services office located at the Memorial Union office, upper level, has set the following requirements in order to meet university audit standards: Tickets need to be numbered, with the number on the ticket body as well as on the stub. Complete information should be printed on the ticket: event name, location, date, time, sponsors, age restrictions, etc. A different color should be used for each type of ticket, (i.e. adult, student, general admission.) Tickets must state “Price includes Kansas sales tax”. Only one type of complimentary ticket should be used, (i.e. students and all others to get in free should use same complimentary ticket and these tickets should state “Complimentary” on them). Once printed, tickets must be delivered to the Memorial Union Office to be counted/audited, before any tickets are distributed. Allow two weeks for this audit. A representative of your student organization must sign a ticket issuing report (prepared by Union office) verifying that the specific number and type of tickets are being taken for distribution and that each ticket number will be accounted for following the performance. Your organization representative will be given a ticket and receipt report which must be completed and returned to the Union office after the event. At the event, students must sign in. This sign-in sheet should be attached to the ticket and receipt report. Stubs must be torn from tickets of those attending the event, counted by type, and turned in with the ticket and receipt report to the Union office. The ticket and receipt report requires breakdown of ticket sales and sales tax, total sales by ticket type, and number in attendance by type. Attach copies of the business office deposit receipts and record total income from ticket sales. This report, ticket stubs, any tickets not sold, and student sign-in sheets must be returned to the Union office for verification on the day following the event. Additional Information If you have more than one distribution outlet for your tickets, it is wise to track the tickets distributed to each outlet by number. It is also helpful to record ticket numbers on a log as tickets are sold. This is helpful in completing the reports required by the director of business services who is responsible for reporting ticket sales to the State of Kansas. A student organization may accept payments with credit cards through a manual process. To do this, record the credit card number including the three-digit security number, credit card type, name as shown on the credit card, credit card expiration date, and dollar amount. Take to the business office Cashier in Morgan at the end of ticket sales. See sample Credit Card Processing form in Appendix. Tickets can be printed, numbered and cut by University Mail and Printing Services in Morgan 113 when submitted as a Microsoft Word document on paper and diskette. Allow several days for processing. Back to Top PUBLICITY BASICS Submitted by University Relations, Morgan 129, 670-1154 Publicity How To’s Effectively publicizing events is one of the most important components of successful programming. Below you will find general information for frequently used publicity outlets at Washburn University. 1. The Washburn Review, located in the lower level of the Memorial Union. See section by Washburn Review. 2. WSGA Electronic Message Board, located on the southeast side of the Memorial Union. Student organizations can request messages at the WSGA office, located in the lower level of the Memorial Union, or by calling 670-2320, and speaking with WSGA’s Public Relations Director. 3. Posters/Fliers—Posters are approved in the office of student life, Morgan 104. See poster policy section. 4. Table tents & information tables in the Memorial Union can be arranged through the union office, located on the upper level of the union. 5. Student Organization Workroom, located in the lower level of the Memorial Union. Butcher paper, markers, a letter maker, and many more supplies are available for use by all registered student organizations. 6. Targeted Announcement requests may be submitted by choosing “Submit Targeted Announcement” on the WU Today page of MyWashburn, or by e-mailing vicki.baer@washburn.edu. One of the areas that can greatly enhance the image of your student group is publicity. Whether it be a full-color poster, table tent, newspaper ad or simply a flier on bright paper, your group will be evaluated on the appropriateness and effectiveness of its publicity. In order to answer the Five W’s (Who? What? When? Where? Why?), all publicity should include: 1. Title of event 2. Brief description of event (if not a recognizable event, include a one sentence description) 3. Date (include day of the week and month/date) 4. Time (if attendance is required, include an ending time, too) 5. Location 6. Admission fee (if applicable) 7. Sponsoring organization(s) (include all pertinent logos for co-sponsors) 8. Contact information (direct people with questions to Web sites, phone numbers or offices) Hints to making publicity successful when using posters: People won’t look at the poster for a long time. Make it eye-catching and the information brief. The poster should take no longer than 5 seconds to read. Take a look around campus. What catches your eye? Incorporate other designs into your poster. Avoid using too many fonts on the posters. Never use more than three fonts. Do not use script fonts or all capital letters. They are difficult to read. Use clip art. Most computer programs have some form of clip art already installed. Images are more memorable than words. Add a border to the entire poster (or essential, important elements) to keep the eye focused. Test the poster before making copies. Put it on a bulletin board and stand back 10 feet. If it is noticeable from this distance, you have accomplished your goal. If not, see which other posters stand out the most, and incorporate some of their graphical elements. Color can make the poster unique. If you can’t afford color printing, use a colored paper. Submitting news releases to the University Relations Office, Washburn University The most effective way to promote an event or program is to submit the information to the University Relations office. This office will then issue a news release to area newspapers, television stations, radio stations, community calendars and cable news channels. The information will also be entered on the university events calendar. Submitting information: 1. Submit the information at least 10 days in advance. If there is a registration deadline for the event or program, it’s important to submit the information in time to allow for responses. 2. To submit information, go to the WU Today page of MyWashburn.edu and click on “Submit News Releases” in the left column. 3. Make sure to include the basic details of who, what, when, where and why. It is important to include a contact name and phone number. 4. News releases issued by the university are posted online and may be viewed by going to the MyWashburn.edu page and clicking on “View WU news releases” in the box WU News & Events in the middle column. Also noteworthy: Before setting a date for an event, always check the university events calendar to see what else is planned on campus at the same time. Calendars are found at www.washburn.edu/calendars/. If the program or event is cancelled, notify the university relations office immediately. Hometown newspapers are interested in the activities and accomplishments of students. To provide details on student accomplishments, honors and activities, urge members of your group or organization to complete the student profile form found under the Students tab of MyWashburn.edu. Click on “Announce your Achievements” in the center column. Questions? E-mail the University Relations office at wurelations@washburn.edu Call 670-1154 Stop by Morgan 129 Dena Anson, Director of University Relations, 670-1711, dena.anson@washburn.edu Amanda Millard, Assistant Director of University Relations,670-2153 Vickie Waters, Office Assistant, 670-1154; vickie.waters@washburn.edu Peggy Clark, Photographer, 670-2151; peggy.clark@washburn.edu Submitted by Washburn Review Editor in Chief, 670-2506 The Washburn Review wants to cover your organization’s events. Advance notice is required. Please contact the editor in chief three weeks prior to the event by: Stopping by the Review office, lower level, Memorial Union Calling 670-2506 E-mailing review@washburn.edu. Organizations may also submit information at www.washburnreview.org by filling out the event information form. Advertising: Specific information regarding Review ads should be directed to the Washburn Review advertising manger at 670-1173. Student organizations who advertise with the Review will receive a discounted rate. The advertising manager will have current rates along with suggestions and helpful information about getting your organization noticed. Student Classified Ads: Free classified ads are awarded for students who want to sell items such as computers, books, electronics, an auto or to find a roommate. The ads must be 25 words or less and will run for one week. Students can fill out an application form in the Review office or online at www.washburnreview.org. Back to Top TRADEMARK LICENSING PROGRAM The Washburn University trademark licensing program is the University’s response to demands for the use of Washburn products displaying Washburn’s marks, symbols, and logos. Washburn University represents a rich history and a bright future. The Washburn name and its colors, symbols, and logos communicate proud heritage and future promise. This tradition and spirit shared by Washburn University’s students, faculty, alumni, friends, and fans has created a growing demand for products. The number of manufacturers who want to produce such products is also growing. The Washburn University trademark licensing program fills the responsibility to actively promote quality products while seeing that Washburn University is appropriately represented. It assures that all merchandise bearing Washburn marks promotes and protects the image of the University while fulfilling the needs of consumers. Following are questions you may have. What qualifies as a trademark? Any mark, logo, symbol, nickname, letter(s), word or derivative that can be associated with Washburn University and can be distinguished from those of other institutions or entities qualifies as a trademark. What are examples of Washburn University trademarks? Trademarks may be any graphic representation of: Washburn University, Washburn, Washburn Ichabods, Washburn Lady Blues, Ichabods, and Lady Blues. Trademarks may be any other designs, symbols, drawings, or verbiage that have become associated with Washburn University. What products can be licensed? Washburn University will consider most products. All products must be approved by the Washburn licensing director. Products that do not meet minimum standards of quality and good taste, or that are judged to be dangerous or carry high product liability, will not be approved. Who needs a license? Any manufacturer of products bearing any Washburn marks must be properly licensed by the University before offering such goods for sale. Companies approved to manufacture items with Washburn trademarks can be found at www.washburn.edu/ur/licensing. Who to contact? The Washburn University trademark licensing program is under the direction of Kay Farley, Director, Washburn Bookstore, Memorial Union lower level, 670-1049. Look for the “Officially Licensed” label. Every time you buy officially licensed Washburn University merchandise, the manufacturer returns a portion of that money to the University. The distinctive “Officially Licensed Collegiate Products” label assures you that the merchandise you buy has been approved by Washburn University. Back to Top LOTTERY AND RAFFLE LAW Each academic year, many student organizations begin to plan fundraisers to supplement their operating budgets. While fundraising is highly encouraged by our office, the Office of Student Activities & Greek Life wants to inform you of a little-known fact about fundraising in the state of Kansas... ...”lotteries” and “raffles,” by definition, conducted by student organizations are illegal. The key to hosting a lottery-like or raffle-like event is to avoid meeting the definition of these events. A definition of a lottery is “anything that offers a chance for a prize for a price.” Therefore, the simplest way to do this is to eliminate any price, cost or donation to participate. Here’s how to do it: Create two sets of tickets; one set designated for “donations” and one set designated for “non-donations.” Do not print the price, cost or donation amount on either set of tickets. For those who donate, give him or her the appropriate ticket. For those who do not donate and want to participate, give him or her the appropriate ticket. That’s it! Having said all this, please note the conduct of others is not a measure of whether such conduct is lawful, moral, appropriate or correct. While it may appear that law enforcement on the lottery question is lax - like the Great American Duck Race and other similar events happening in our city and state - student organizations should seek to adhere to the law as we understand it. We realize this law may be confusing as well as counter-intuitive. Therefore, please contact Ken Hackler, University Counsel, at 670-1712 for further clarification. Back to Top ORGANIZATION ACCOUNTING PROCEDURES Submitted by Director of Business Services, 670-1454 and the Director of Budget Planning & Analysis, 670-1745 The university maintains agency accounts in the University Restricted and Agency Fund 1) for the convenience of recognized University organizations, including student organizations, and 2) to help give sound accounting and fiscal controls. Agency accounts continue from year to year. Your advisor may have your agency account number. If the number is not known, contact the university Purchasing Manager, Morgan 235. This is a statement of procedures to be followed in obtaining goods or services for the student organization. Any questions regarding these procedures should be directed to the Purchasing Office, Morgan 235. Requests for new agency fund accounts are to be made to the university Purchasing Manager. The Purchasing Manager will need to know (1) the name of the student organization (2) the requested name for the account (3) the name of the organization sponsor (4) the names of the organization officers who will be authorized to request payments from the account. The signatures of the sponsor and the officers will be required on a signature authorization card which will be provided by the Purchasing Office. The Purchasing Manager will request the university controller to assign an account number, and that number will be noted on the signature authorization card, before the signatures are obtained. All Washburn Student Government Association and Washburn Student Bar Association agency accounts are to follow the purchasing procedures, as set forth in the Business and Financial Affairs Handbook. Any organization that has deposited funds with Washburn University must have on file with the Purchasing Manager a signature authorization card prior to the time a check will be drawn by the Purchasing Office. In most instances, two or more signatures are required to draw funds from an agency account. The campus sponsor and at least one officer of the organization, normally the president and/or treasurer, must sign the signature authorization card. The signatures appearing on the signature authorization card are the only ones that will be recognized by the purchasing office in drawing checks for commitments assumed by the organization or agency. Reimbursements to officers of student organizations must also be signed by two other people: another officer and the faculty sponsor. Any receipts for dues, etc. must be deposited with the business office, Morgan 205, and placed in the appropriate agency fund account. In the case of selling tickets for any occasion, the director of business services must be consulted well in advance of the function for the routine of preparing tickets, state sales tax requirements, and ticket reporting. See Programming Planning Ticket Sales section. Receipts from such sales should be deposited at least weekly (daily deposits are strongly recommended) with the business office for safe keeping. All transactions involving the agency account, both receipts and expenditures, must be processed through the Business Office to maintain the integrity and accountability of the fund. The advisor and authorized officer of the organization are responsible for having adequate funds deposited in the agency account to cover any financial commitment made by the organization. Any financial commitment made by any member of the organization which is not approved for payment by the officer and advisor or for which the funds available are inadequate will be the personal responsibility of the person who created the obligation. This includes reimbursing the University in event the funds available are inadvertently overdrawn. Therefore, the membership of the organization should be informed that all financial commitments must be approved in advance by the advisor and the organization’s designated officer. The organization’s treasurer is responsible for keeping the financial records of the organization in a businesslike manner. Monthly agency account activity statements will be sent to the organization’s advisor. The campus advisor is responsible for forwarding this statement, or a copy of the statement, to the student organization’s responsible officer. Any commitment made by the organization should be processed for payment through the Purchasing Manager with an online purchase requisition, or the Director of Finance with the department claim voucher when paying from an invoice, promptly after the obligation is created and within the payment terms of the vendor. The finance office prints checks on Tuesdays and Fridays with the properly completed and approved documents. When a requisition is approved, a purchase order will be created and the advisor will receive a copy. Hold this purchase order until an invoice is received Then, sign and send it and the invoice to Purchasing Office after the service or goods have been received in satisfactory condition. Department claim vouchers must be used when you are in receipt of an invoice and are send to the accounts payable office for payment. When student organization accounts receiving funds directly or indirectly from the student activity fee or any university sponsored activity in the agency fund are used for travel, the activity is subject to all regulations contained in Chapter IV, Sections 8 and 9 of the Business and Financial Affairs Handbook. See Student Travel section. All bills are payable by the student organization. If your organization has an open account with any firm, be sure the account is in the name of the organization and not Washburn University. It is recommended that any long term arrangements or requests involving large sums of funds be processed through the purchasing office in advance of a commitment. Any contracts signed must also be approved by the Purchasing Manager. Employing Speakers, Performers, and Other Contractual Arrangements The Purchasing office must be notified in advance of the engagement of speakers or performers who are to be remunerated. The Purchasing Manager working with the person responsible for engaging the speaker or performer will determine the procedure to be followed in making payment. If the person engaged is an employee of the University, the person’s social security number will be required. If the person engaged is an independent contractor, the person’s social security number or the firm name and tax identification number will be required. If the engagement is with a corporation, the firm name and tax identification number of the corporation will be required. If there is any question about whether the person engaged is an employee of the University or an independent contractor, contact the Director of Finance. If a contract is to be signed, it is to be reviewed with the Purchasing Manager prior to the time a commitment is made. If the contract is equal to or exceeds $50,000 and if it is a WSGA or WSBA contract, it also requires WU Board of Regents approval prior to the time a commitment is made. University policy regulates business functions that occur at or on behalf of the University. The policy regulating how purchasing, cash handling, retail sales, and food services follows. Approval for retail sales or food sales at or on behalf of the University by parties other than Business Services may be approved for special circumstances. The criteria for considering requests for these exceptions are as follows: (1) the appropriateness of the activity for the University, and whether or not the activity should properly be conducted by Business Services; (2) whether risks and liabilities of the University are being properly managed; (3) whether appropriate taxes will be remitted and/or licenses and permits secured; (4) whether purchasing policies are being followed; and (5) whether appropriate cash handling procedures are in place. Approval requires a minimum 14 day advance notice of the activity for which approval is sought, however, practical consideration may require a longer approval period in order to allow for adequate planning for the retail or food sale activity. See Forms Appendix for Approval for Conducting Retail Sales, Serving, or Selling Food form. Back to Top FACILITY RESERVATIONS Submitted by Academic & Community Events Scheduling Office, 670-1301 Information required to request facility use: 1. Date(s) 2. Time - include total time for set up and breakdown 3. Name of organization (must be a registered student organization) 4. Purpose of use ( meeting, informative speaker, etc.) 5. Contact person name, address, telephone, e-mail address 6. Expected attendance 7. Type of room 8. Special needs 9. Set Up (additional tables, microphone, etc.) Procedures for reserving a facility: Most facilities are reserved through the Academic & Community Events Scheduling Office (ACES) except as follows: Washburn Memorial Union facilities 670-1725 (includes Bianchino Pavillion and Carole Chapel) Mabee Library facilities 670-1179 Bradbury Thompson Center 670-1051 International House 670-1051 An on-line facility reservation request form is now available on MyWashburn under School Services. Complete the form on-line and submit. The ACES office will confirm your reservation. Student organizations, and specifically the officers of the organizations, are responsible for use of the facilities and for the behavior of participants. Individual officers are advised that the group will be charged for any damages incurred during the course of facility use. In case the group refuses or is unable to make restitution, the individual officers will be charged for the damages and a hold will be placed on their records until such time as the bill is paid. Individual officers will also be held responsible for any bills for services not paid in a timely manner. University facilities cannot be contracted out by student organizations for another organization’s use. Organizations wishing to sponsor events for the benefit of another organization may do so as an event open to the public. Student organizations cannot enter contracts that commit any University resources, including facilities, without approval from the Purchasing office. No advertising or ticket sales for an event may occur until a confirmation for facilities use has been received. Back to Top POSTER POLICY Submitted by the Student Life Office, 670-2100 See Memorial Union and Residential Living policies as well as the following. The Washburn University policy on posters and bulletin boards has been adopted in order to promote the effective use of postings within University buildings. Posting is only allowed on designated walls and bulletin boards. 1. Posters displayed in buildings on campus must be date stamped in the Student Life Office located in Morgan 104. Date stamping does not constitute University approval of the contents. 2. Maximum number of posters per organization or event allowed: 20 per building. WSGA student election fliers are exempt from the 20 per building limit. 3. Posters will be date stamped according to the following: ? Non-university groups advertising products or services-2 weeks; ? Community service organizations or University groups-up to 30 days, if needed; University academic or administrative departments-up to 1 semester or longer, if needed ? Special events held on a specific date-through the date of the event or the appropriate posting period, whichever is less. 4. The maximum size poster allowed on a bulletin board will be 11 x 17 inches. 5. Postings outside of buildings on the University campus are allowed only on bulletin boards or other locations designated for that purpose. 6. To minimize the risk of fire and the impeding of quick and safe egress from buildings in an emergency, posting is not allowed: a. In stair enclosures or on stair railings b. On doors or windows, including translucent glass block windows c. On lights or heaters d. In or on elevators e. On floors f. On furniture g. Attached to or covering fire extinguishers, hose cabinets, exit markers, or any other safety equipment; h. In any other location where they might constitute a safety hazard. 7. Posters must be placed in such a manner that they do not overlap or interfere with the viewing of adjacent posters. 8. Posters on bulletin boards must be attached with thumb tacks. Staples are not permitted. Postings are limited to 1 item per bulletin board. When utilizing University public area bulletin boards, stamped posted messages are limited to 1 posting per bulletin board. Posters on walls must be attached with masking tape. Scotch tape and other tapes are difficult to remove and may damage painted surfaces. 9. Notices which require only a one-day posting period, such as to announce changes in previously scheduled events, to provide directional information for groups visiting campus, or to announce a class cancellation, may be posted for a one-day period without a date stamp. The effective date of the announcement must be clearly visible on such notices, and they must be removed by the person or organizations placing the notices no later than the next day. 10. The Dean of Students, after consultation with the university counsel, may refuse to date stamp posters which are considered to be obscene or which constitute harassment of a student or a class of students. 11. Custodial staff will remove postings on as timely a basis as possible, consistent with their other duties. 12. One copy of each poster must be left in the Student Life office, Morgan 104, with the name and phone number of the individual that will be posting the item. Failure to abide by the rules of this policy may forfeit your right to post fliers in the future. POSTER POLICY Submitted by Residential Living Office, 670-1065 Residential Living Office Posting Policy ? All posters/fliers/banners/and other posting materials to be posted in the three residence halls and Washburn Village must be stamped by the Student Life Office (Morgan 104). ? Bring material to the Residential Living Office, located in the Living Learning Center, where it may be approved and authorized with the residential living office stamp. ? The Residential Living Office will post all materials left for approval. ? Signs posted in the residence halls that do not have both the residential living stamp and the student life stamp will be removed. ? Student groups or other departments are not permitted to post materials on any surface (table, light fixtures, walls, etc.) other than the bulletin board, located on the first floor of the Capitol Federal Center for Learning. ? Any damage from posting materials without the consent or knowledge of Residential Living will be billed to the organization in which the materials were generated. ? Mailbox stuffers: The following requirements must be met: ? The event must be sponsored by a registered student organization. ? The mailbox stuffer must be for a specific, advertised event. ? Each mailbox stuffer must be stamped by both the Student Life Office and Residential Living. ? Residential Living staff will be responsible for distributing the mailbox stuffers. ? Due to the small size of the U.S. Postal boxes, Residential Living encourages registered student organizations to limit their advertisements to no larger than half of an 8.5” x 11” sheet of paper. ? Residential Living sponsored postings (which include Resident Assistant, Faculty in Residence, Residence Halls Association, Freshman Interest Groups, Faculty/Staff Mentors) will have access to posting in the halls without the required stamps. These groups may post on walls using only masking tape. Postings should not exceed 10 days. Back to Top STUDENT TRAVEL When it is deemed to be in the best interest of the university, a student 18 years of age or older who has a valid driver’s license without restrictions may drive a University rented or leased vehicle for approved University business travel. Arrangements for rental/leasing are to be made through the University’s Purchasing office. A certificate of insurance will be provided by the Purchasing office. The university encourages the use of the university rented vehicles whenever possible. The University will, however, consider the use of personal automobiles of students of the University for performing official and representative functions for the university. Only personal vehicles owned by the student driver or a member of the driver’s immediate family may be used. The owner must have insurance coverage on the vehicle in amounts at least equal to the State of Kansas required minimum which currently is $25,000/$50,000/$10,000 plus personal injury protection benefits per K.S.A. 40-3107. The university’s position is that such minimum coverage is inadequate to provide meaningful protection. Further, the student is cautioned that when a mileage allowance is received the automobile insurance coverage may be affected. When use of an individual student’s automobile is approved, it becomes the student’s responsibility to provide the primary insurance protection. Each student organization may set their own reimbursement policy and mileage rates, ranging from no reimbursement up to the University-allowed maximum which currently is 40.5 cents per mile. Students 18 years of age or older may drive a University employee’s vehicle provided the University employee authorizes the student to drive, that such request was stated and approved on the travel form, and the university employee is a rider in the vehicle at the time the student is driving. All other provisions of the university travel policy apply to vehicles driven by students. Students must request approval for out-of-town travel with the on-line travel request form. Access this form on MyWashburn, School Services, AIS Forms Revised for FOAPL. The form must be completed, approved by the organization sponsor and the department head, and submitted to Accounts Payable at least ten days prior to departure. Students who are allowed to drive vehicles on university business must be 18 years of age or older and must have a valid driver’s license, with no restrictions. The student and sponsor must indicate the following information on the request for travel form in the comments section: a. Name and birth date of driver. b. Driver’s license number, state and expiration date. c. Ownership of vehicle to be used and whether a passenger car, station wagon, or van. The original will be returned when approved. Request for reimbursement of travel expenses is made by completing the travel expense report form available at the same MyWashburn location as the travel request form. Original receipts are required for all meals, lodging, transportation and other expenses for which reimbursement is authorized. These receipts must give full detail as to date, place, itemized description of expenditure, and must be marked paid. See copies of the Out-of-Town Travel Authorization form and the Travel Expense Report form in the Forms Appendix. Checklist for Travel Arrangements: 1. Make sure your organization is registered with the Office of Student Activities & Greek Life. 2. File a completed out-of-town travel authorization form with the Accounts Payable office (through office mail or Morgan 225) a minimum of 10 days prior to taking your trip. List all students who will be traveling. Make sure that the appropriate department head and your organization advisor have signed the Travel Form. Upon approval, the original will be returned to you. 3. Complete a purchase requisition online at MyWashburn.edu for lodging, registration fees and other travel purchases, such as airline tickets or van rental. 4. Keep all travel receipts (meals, turnpike tolls, parking, etc.) and a record of mileage if your organization reimburses for travel expenses, or if you need to report them to Washburn Student Government Association. 5. Following the travel, complete the travel expense report, attach all receipts, sign, get advisor signature, keep a copy for your file, and send to the Business Office. Back to Top MEMORIAL UNION POLICIES Submitted by Memorial Union Office, 670-1454 The Washburn Memorial Union Offices are located on the upper level of the Memorial Union. Office hours are 8:00 a.m. to 5:00 p.m., Monday through Friday. Memorial Union Director: Kathy Reser, 670-1726 Memorial Union Scheduling Coordinator: Val Pinick, 670-1725 Memorial Union Receptionist/Secretary: Rene Akin, 670-1454 Washburn Dining Services Interim Director: Jerry Comstock, 670-1456 Washburn Dining Services Catering: Shelley Hamilton, 670-2221 All requests for the use of any space in the Washburn Memorial Union must be made in advance bycontacting the scheduling coordinator in the union office. Major events may require extra planning and should be done well in advance of the event date. The union scheduling coordinator is available to meet with student groups to assist with planning. If an event includes food service, contact dining services catering. The Memorial Union director or a designee shall determine the following for each request: Is the Washburn Memorial Union an appropriate location for the function/event? Is adequate space available? What room or space is to be reserved? What use time is involved and what are the set-up requirements? Identify if any charges are applicable. When these things have been determined, the union scheduling coordinator will issue written confirmations and record the reservation in the building schedule. Fee structure: Washburn registered student organizations are exempt from facilities use fees but may be subject to special service charges. The Office of Student Activities & Greek Life shall supply updated lists of all registered student organizations at Washburn. Special service charges could include but are not limited to such things as requesting the building be open beyond normal operating hours, special clean-up services, excessive moving of equipment, laying the dance floor, use of some audio/visual or other equipment. Charges for special services will be billed immediately following the event and are payable upon receipt of statement. When an organization has defaulted on a payment or has not complied with the conditions for use, the organization shall be required to make full restitution prior to any future reservation requests. Student organizations may not charge students an admission fee for events held in the Memorial Union, likewise, no room usage fee will be assessed. If an event is cancelled, the student group is requested to notify the union administrative office as soon as possible so the space could be made available for another event. Events that are cancelled less than 48 hours prior to an event may be subject to special charges as a result of actual expenses the Memorial Union has incurred to date. Late night events: Requests for late night events in the Memorial Union must be made well in advance on a first come first served basis. In an effort to assure successful programming and safety to participants at these events, each request will be considered separately. In some instances there may be additional requirements for use of union facilities for a late night event. Any special or additional requirements will be mutually agreed upon by the student organization and the director of the Memorial Union. The ending time for all events shall be no later than midnight with all equipment and participants out of the building by 1:00 a.m. A violation of the time restrictions could result in denial of the use of facilities for six months or one full semester whichever is shorter. Special service fees will be assessed for keeping the building open beyond established operating hours. Late night events cancelled less than 48 hours prior to the beginning time of the event may result in fees being assessed for actual expenses incurred to date. All policies and procedures relative to any use of Memorial Union facilities by student organizations apply to late night events. Dining and Catering Services: Washburn Dining Services is capable of providing a wide variety of items for any event from simple refreshments to large banquets. The dining service staff is always available to discuss special needs and to help plan any event. Arrangements for catering may be made with Shelley Hamilton, 670-2221 To make arrangements in person, office hours are 8:00 a.m. to 5:00 p.m. Monday through Friday, or telephone 670-1725. Washburn Dining and Catering is the exclusive provider of all food and beverage service in the Washburn Memorial Union. Groups are not allowed to bring food or drink into the building as part of an event and could face denial of use of union facilities in the future if this policy is violated and, in some cases, special fees could be assessed for clean-up and trash removal. Individuals may bring food into the building for their own consumption, and food is allowed to be brought into offices within the Memorial Union for private, non-public celebrations. Arrangements for food, beverage, and banquet catering services should be made at least 10 days prior to the event. A guarantee of the number of people food is to be prepared for is due 72 hours prior to the event. Groups will pay for the amount of food prepared but not less than the guarantee. Dining Services will send a statement after the event and payment is required upon receipt. Audio-Visual and other Equipment: The union has a limited number of TV/VCR, overhead projectors, data/video projectors, dry erase boards, flip charts, (paper not provided), easels, table-top podiums, podiums with self contained PA system, projection screens, microphones, microphone stands and cords. This equipment is available on a first come, first served basis. Washburn Rooms A and B have room sound systems plus a CD player and wireless microphone capabilities, (hand held or lavaliere microphone available). A portable dance floor is available and special service charges will be assessed for installation. Union Market also has a room sound system. There are two 36" televisions located in Memorial Union lounges for leisure viewing. Wireless networking is available throughout the building. Most meeting rooms in the Union are equipped with data ports, telephone jacks, and teleconference capabilities. Equipment needs should be discussed and requested at the time room reservations are made. If equipment is not available from the Memorial Union, groups should contact the university ITS Department. Meeting rooms are equipped with tables and chairs. Some rooms are furnished with conference tables that cannot be moved, while others allow for flexible arrangements. Room set-ups should be discussed at the time reservations are made. The Memorial Union staff will be responsible for arrangement of room equipment as requested and routine cleaning before and after each event. All Memorial Union equipment is to be used in the Memorial Union building and is not available for use in other buildings on or off campus. If equipment is needed in other buildings or outside on campus grounds, the requester should contact the Academic & Community Event Scheduling Office at 670-1301 or Facilities Services Office at 670-1149. General Policies: Registered student organizations may request tables inside the Memorial Union for recruitment and other appropriate events pertaining to the organization. Space is limited and will be reserved on a first come first served basis. As requested by the Washburn Student Government Association, credit card application and similar solicitations are not allowed in the Memorial Union building. Bulletin boards are provided for posting notices of interest to the Washburn community. All posters must be approved by the office of Vice President for Student Life and date stamped before being posted in the Memorial Union. Posters and other materials may not be placed in the following locations: restrooms, elevators, on any painted or wood surfaces, on any windows (other than student offices) or exterior doors in the Union. Student organizations may request permission to hang banners from the railings in Union Market, the railing overlooking the lower level lounge, and outside balconies. Space is limited and requests will be granted on a first come, first served basis. Banners must be hung with plastic straps or twist ties. Please, no tape. Banner size should not exceed 6’ x 3’ and must have a professional appearance with an appropriate message. It is the responsibility of the student organization to properly hang the banners and remove them after a mutually agreed upon time period. The union scheduling coordinator will process all requests and confirm dates for banners to be displayed. Information of interest to the Washburn community may be published in the form of small flyers, brochures or table tents and placed or displayed on building tables and counters. Space availability and the possibility of building clutter will be taken into consideration when allowing groups to distribute materials in this manner. Organizations reserving use of space in the Memorial Union are ultimately responsible for the actions of their guests or participants and the proper use of facilities, furnishings, and equipment. The organization and/or its officers shall be held financially responsible for any damages resulting from their event. Payments for services associated with use of Memorial Union facilities shall be paid within a reasonable amount of time. If unpaid balances exist, student organizations will be denied use of building facilities until full payment has been made. The Washburn Memorial Union does not assume responsibility for damages to or loss of any material or equipment left in the building by groups. Decorations in the Memorial Union must have approval by the union administrative office. Nothing may be affixed to drapes, blinds, vinyl, painted or wood surfaces, or ceilings. All decorations must be fire retardant and not pose a safety threat. The organization will be responsible for removing all decorations and property immediately following the event. Candles may be used as centerpieces for banquets and receptions but the flame must be contained. No flammable liquids or other substance can be substituted for candles. In order to keep the campus safe and to minimize the chances of damage to sprinkler systems and the grounds, vehicles are not allowed on lawns or sidewalks. In the event materials or equipment need to be delivered to the Memorial Union, the most convenient places for load in would be from the bell tower circle at the east side of the building or from the circle drive at the west tower entrance of Union Market. Groups and organizations should furnish their own cart or other means of conveyance. Student organizations are subject of all University and Memorial Union policies, rules, regulations, and procedures as well as all applicable federal, state, and municipal laws and ordinances associated with use of facilities. Groups who abuse their usage of facilities will be denied future use. Washburn University of Topeka will not allow its facilities to be used by any organization or for any purpose where the effect would be to permit discrimination on the basis of race, sex, color, creed, age, national origin or handicap. Ichabod Service Center: The Ichabod Service Center, a centralized office for students to obtain their iCard (student ID), is located on the main level of the Memorial Union. The iCard is your official Washburn identification and is used for the all-campus card system. You can report your card lost/stolen here, obtain a replacement, request statements of your account, and deposit money on your iCard. Your iCard may be used for purchases of: Dining services at Stauffer Commons, Corner Store, and Libation Station Bookstore items Ichabod Service Center photocopies, printing, faxes Select Pepsi vending machines Self-service copiers at Mabee and Law Libraries Laundry facilities at residence halls Paying fees and fines at Washburn Police Department, Registrar, Libraries University Service Area printing Concessions Additional services include library circulation, recreational services in Petro Allied Health Center, attendance at special music, theatre and athletic events, and door access for Living Learning Center residents. The Ichabod Service Center also provides copy and fax services. Monday-Friday 8:00 a.m. - 5:00 p.m. Telephone 785-670-1188 icard@washburn.edu Toll Free 1-866-309-8557 www.washburn.edu/icard (Extended hours offered at the beginning of each semester.) Back to Top WSGA FUNDING POLICY Submitted by Washburn Student Government Association, 670-1169 The Washburn Student Government Association is pleased to present the following “Funding of Organizations Policy.” This policy is designed to financially support the educational development of Washburn University student organization members. By following the guidelines below, student organizations will be eligible to receive up to $3,000 per year from WSGA. An organization’s activities and/or projects that may be funded include: Conventions, lectures, and any organizational trip Bringing speakers to campus Competitions in which the organization will represent WU Other projects that benefit the students of WU as approved by the WSGA Allocations Committee Funding Caps: No organization will be funded more than $3,000 per year. -Of this amount, $1,000 must be spent for on-campus activities and/or projects. No more than $4,000 shall be allocated to attend any specific off-campus event, regardless of how many student organizations request funding for that event. WSGA may fund up to $150 for the purpose of advertising for each specific activity and/or project. For activities and/or projects off campus: -WSGA may fund up to three-quarters (¾) of the total cost to be incurred by the student organization. -WSGA may fund travel expenses up to three-quarters (¾) of a total allocation to any student organization. -Travel expenses for privately owned vehicles: 1) WSGA may fund up to the University’s mileage charge 2) WSGA may fund for only one vehicle per excursion -WSGA may fund a maximum allowance of $15 per day per student for meal costs 1) The maximum amount that any student organization can receive for meals for one trip or conference shall be $240. Limitations: All money allocated to student organizations by WSGA must be spent on students only. WSGA funding “is to supplement, not fully support, an organization’s request.” Therefore, it will be in the student organization’s best interest to do fundraising. Senators usually ask student organizations if any fundraising has been done to help fund the event. “WSGA will not fund any activities and/or projects that discriminate on the basis of race, sex, religion, creed, age, national origin, sexual orientation, academic major, or level of undergraduate study.” Student organizations may request funding for the following fiscal year once the budget is approved by the senate. To be eligible for funding, a student organization must: Register with the Student Activities & Greek Life Office - Current student organizations must re-register by the third week of September each year. - Current student organizations must be recognized at least three (3) weeks prior to WSGA funding requests. - New student organizations must wait thirty (30) days after recognition to be considered for WSGA funding. Attend a Student Organization Funding meeting held by WSGA. -Two meetings will be held each fall semester, prior to October 15. Establish an active agency account through the Purchasing Manager, Morgan 235. To receive funding, a student organization must: Obtain an allocation request form and a copy of the Allocations Committee calendar from the WSGA Budget Director Submit eight (8) copies of the funding request to the Budget Director by 5 p.m. on the Monday of the week allocation committee meets. The request must be heard by the allocation committee no later than fifteen (15) days prior to the date for which funding is requested. (Please note: Since Allocations meets bi-monthly, student organizations should pay special attention to the date their request is submitted) Send a representative of your student organization to the Wednesday allocation meeting – following the Monday that your copies were submitted – in order to present the request and answer questions. Send a representative of your student organization to the WSGA senate meeting held on the Wednesday following the allocation meeting – the senate body will then hear the request and make a final decision Funding requests are appro