Ball State Student Organization Handbook

Student Organization Handbook 2017-2018

Revised August 2017

Office of Student Life Student Center 133 765-285-2621 [email protected] bsu.edu/studentlife bsu.edu/bennylink

IMPORTANT RESOURCE OFFICES

Department Phone Number Department Phone Number

Office of Student Life 765-285-2621 Multicultural Center 765-285-1344

Career Center 765-285-1522 Printing Services 765-285-8420

Counseling Center 765-285-1736 Recreation Services 765-285-1753

Disability Services 765-285-5293 Student Center Reservations 765-285-1850 Office

Emens Auditorium 765-285-1539 Student Legal Services 765-285-1888 Student Rights & Community Greek Life 765-285-4733 Standards 765-285-5036 Health, Alcohol, & Drug Title IX Coordinator / Education 765-285-3775 Associate Dean of Students 765-285-1545

Learning Center 765-285-1006 University Catering 765-285-3500

Student Organization Planning Calendar for 2017-18

Aug. 1-Sept. 30 Annual Org. Recognition Update Process Benny Link Fri. Aug. 18 Spiritual Life Organization Fair 11 a.m.–1 p.m. Atrium Sat. Aug. 19 Activity Fair 6-8 p.m. Field Sports Gym Weds. Aug. 30 Volunteer Recruitment Fair 10-6 p.m. SC Ballroom Sept. 6 Starting a New Organization Workshop 1 4-6 p.m. SC303 Sept. 7-8 Home Football Stadium Sept. 21,23,24 5k Weekend - Open Slots (online form) Sept. 25 Student Activities Committee Meeting 1 11 a.m. SC146 Oct. 2 Starting a New Organization Workshop 2 4-6 p.m. SC303 Oct. 20-21 Home Football Game Stadium Oct. 23 Student Activities Committee Meeting 2 11 a.m. SC146 Oct. 26 Home Football Game Stadium Oct. 26, 28 29 5k Weekend – Open Slots (online form) Oct. 30 Starting a New Organization Workshop 3 4-6 p.m. SC303 Nov. 9, 11, 12 5k Weekend – Open Slots (online form) Nov. 16 Home Football Game Stadium Nov. 27 Student Activities Committee Meeting 3 11 a.m. SC146

Jan. 8 Spring Semester Classes Start Jan. 9 Starting a New Organization Workshop 4 4-6 p.m. SC303 Jan. 29 Student Activities Committee Meeting 4 11 a.m. SC146 Sat. Feb. 2 All Campus Leadership Conference 8 a.m.-5 p.m. TBD Feb. 5 Starting a New Organization Workshop 5 4-6 p.m. SC303 Fri. Feb. 9 SGA Election Applications Due 4 p.m. SC 133 Feb. 13 SGA Nomination Convention 8 p.m. TBD Feb. 19 -March15 2018-19 Org. Signature Events Call Out Opens (Benny Link Form) Feb. 19 -March 15 2018-19 Org. Cubicle Space Call Out Opens (Benny Link Form) Feb. 26 Student Activities Committee Meeting 5 11 a.m. SC146 Feb. 26-27 SGA Elections 8 a.m.– 5 p.m. March 1 Starting a New Organization Workshop 6 4-6 p.m. SC303 March 2-10 Spring Break Week March 26 Student Activities Committee Meeting 6 11 a.m. SC146 April 12 Student Organization Award Reception 5 p.m. TBD April 18 SGA Inauguration 3:15 p.m. Student Center

TABLE OF CONTENTS

Section 1: Making Your Group Official – The Recognition Process pg. 7 Student Organizations and Their Relationship to the University pg. 9 Student Organization Recognition pg. 9

Section 2: General Information pg. 13 Communication Tools and Rules pg. 15 Office and Meeting Space pg. 16

Section 3: Planning and Hosting Events pg. 17 Risk Management pg. 19 Room and Outdoor Space Reservations pg. 21 Types of Events pg. 24 Serving Food on Campus pg. 29 Event Marketing pg. 30

Section 4: Managing Money pg. 35 Fundraising pg. 37 University Financial Fund Accounts pg. 39 University Tax ID Number pg. 41

Section 5: Traveling as a Group pg. 43 University Bus Service pg. 45 Driving in Your Own Car pg. 45

Section 6: Managing Members, Officers and Advisors pg. 47 Advisors pg. 49 Conduct Code for Student Organizations pg. 49 Diversity and Inclusion pg. 50 Hazing pg. 50 Medical Amnesty/Good Neighbor Policy pg. 51 Title IX Responsibilities pg. 51

Making Your Group Official – The Recognition Process

Student Organizations and their Relationship to the University

Ball State University supports the existence of student organizations on campus in recognition of their overall benefit to students and the university. Student organizations encourage students to express and act upon their ideas and ideals, enrich the vibrancy of student life, cultivate communities of belonging, and foster learning and development of valuable competencies through the act of self-governance.

Student organizations are considered to be independent entities, separate from the University, and as such student organizations may not represent themselves as being official bodies of the University, nor contract with third parties on behalf of the institution.

The University does not control or endorse the actions of independent student organizations, nor assume liability on their behalf. Independent student organizations are initiated by students, led entirely by students, and exist as self-governing independent entities, responsible for their own conduct and activities.

There are a small number of student-led organizations that are provided with professional staff advisors and funding from the University. These organizations are held to a higher level of accountability by the University.

The University makes certain resources available to all student organizations that participate in an annual recognition process, through the Office of Student Life. These resources are outlined on the following page.

Student Organization Recognition

Purpose of Recognition The annual recognition process allows the University to be aware of the organizations that are functioning on campus as well as the student leader(s) who are responsible for each organization and information on current members. Completing the annual student organization recognition process also enables your organization to access many resources and services.

Benefits of Recognition RECOGNIZED STUDENT ORGANIZATIONS RECEIVE BENEFITS Trainings, workshops, resource materials Participate in activity fairs and other university-sponsored events

Meeting and event space (Room rental fee waived in designated facilities) Site access in Benny Link organization portal and use of Communications Center for publicity A BSU Office 365 webmail account in the name of their student organization Campus agency fund account (must use campus agency fund if campus funding is used) Eligible to apply for funding from campus sources (must comply with University purchasing procedures if campus funding is used) Eligible to utilize campus bus services Eligible to apply for cubicle space in the Student Center Can use “at Ball State” at the end of the organization’s name only (may NOT be used at the beginning of an organization’s name, and may not use the initials BSU) Mailbox in Office of Student Life

General Requirements for Recognition RECOGNIZED STUDENT ORGANIZATIONS MUST EXPECTATIONS Complete the annual recognition process through Benny Link Maintain active membership roster and officer information on Benny Link Have a Ball State University faculty or professional staff advisor (staff, service staff and graduate assistant staff are not eligible) Limit membership to current Ball State students Attend an annual mandatory student organization orientation Update Constitution once every three years Comply with the Code of Student Rights and Responsibilities, University policies, and all local, state and federal laws

Detailed Recognition Criteria Advisor Recognized student organizations must have a Ball State University faculty or professional staff member serve as an advisor. Faculty/Professional Staff advisors must be full time, current employees of the University in either the Faculty or Professional Staff employment classifications (individuals employed as Service or Staff employees do not qualify to serve as advisors, nor do graduate assistants).

Conduct Student organizations and their individual members are expected to comply with the Code of Student Rights and Responsibilities (which governs both on and off-campus conduct by individuals and student organizations), the terms of this Student Organization Handbook and all university policies, and federal, state and local laws. Hazing is prohibited under the Code of Student Rights and Responsibilities. The University Hazing Policy defines hazing as any mental or physical requirement, request, or obligation placed upon any person (including but not limited to a pledge, associate member, affiliate, prospective member, guest, initiate, or team member) which could be harmful to the health and/or welfare of the person, or which is personally degrading to the individual involved, or which has an adverse effect on the academic progress of the person, or which violates any federal, state, or local laws or University policy. Individual acceptance of or acquiescence to any activity covered by the foregoing definition in no way validates or excuses the activity. Sexual misconduct, including harassment and discrimination, is prohibited under the Code of Student Rights and Responsibilities, and Sexual Misconduct policies. Possession or carrying weapons of any kind while on University property, regardless of whether an individual is licensed to carry the weapon or not, is prohibited. In addition, possession of weapons is prohibited from student organization activities on or off- campus.

Constitution All criteria for recognition, as outlined above, must be addressed in the organization’s constitution.

Mission and Purpose The organization’s purpose must support the educational mission of the University and the Division of Student Affairs and Enrollment Services. The organization’s purpose must not duplicate that of an existing recognized student organization. Student organizations may not be created for the purpose of providing access to campus resources to for-profit ventures, as a way of selling goods or services for commercial enterprises, or as a means of earning compensation from for-profit companies.

Membership Membership is limited to currently enrolled BSU students (high school students, including Indiana Academy for Science, Mathematics and Humanities students, may not be members). The organization must have a minimum of 8 active student members on its roster (organizations recognized prior to Fall 2017 are exempt from this requirement.) Student organizations must allow any currently enrolled Ball State University student to join as a member and participate, free from discrimination based on age, color, disability, ethnicity, sex, gender identity, marital status, national origin, race, religion, sexual orientation, or veteran status or any other basis prohibited by applicable law -- unless the student organizations’ membership restriction is shown to be specifically allowed by law, including social fraternities and sororities that are permitted to discriminate on the basis of gender, and religious qualifications which may be required by groups whose aims are primarily sectarian based on Title IX of the Education Amendments of 1972.

Organization Name Student organizations are not entities of the University, and are not to include the terms ‘Ball State University’ or ‘BSU’ in their organization name. However, it is acceptable to use “at Ball State” or “at Ball State University,” after the organization name. For example: Coffee Club at Ball State.

Maintaining Student Organization Recognition To remain in good standing, every year, student organizations are required to complete and submit the annual registration form on Benny Link, AND to update the following information to the organization’s Benny Link site: Constitution – upload updated version every 3 years or as changes are made. The constitution must include required elements as identified in the sample constitution which has been approved by the Student Activities Committee. The sample constitution can be found on page () and the Student Life Benny Link page under ‘Documents’. Roster of organization members and advisor(s) – upload to Benny Link by September 30th. To learn more about how to upload your constitution, the roster, or make changes to the organization’s Benny Link page, email [email protected].

New Student Organization Recognition Students interested in forming an organization not currently recognized can find more information about the process at www.bsu.edu/campuslife/studentlife/student- organizations/neworgs.

SECTION 2: GENERAL INFORMATION

Communication Resources

Benny Link – Benny Link is Ball State's online student involvement portal that helps students find information about the 400+ recognized student organizations on campus. Each student organization has their own page on Benny Link, where they can post the campus events they are hosting, manage their membership rosters, create forms, engage with prospective members, share social media links, and so much more! Benny Link also serves as the primary student engagement calendar for the University. In addition to student organizations, many campus departments and offices also share their involvement opportunities for students on Benny Link.

Bulk Mail – Student organizations can send large quantities of mail at the bulk rate through Central Mailing, as long as the organization has a University fund.

Copies and Printing Student organizations may utilize the Cardinal Copy Center located in RB160. Payment for copies can be made with cash, debit card, or charged to the organization’s University fund. Poster printing equipment is available in the Bracken Library

Email – Student organizations may obtain a Ball State email account by completing the BSU Username Request Form, in the Office of Student Life page on Benny Link.

Mailbox on Campus – To request a student organization mailbox free of charge (located in the Office of Student Life, 133 Student Center), please email [email protected] and a mailbox will be assigned to your group. Assigned mailboxes must be emptied once a week as space is limited.

Use of University Name, Logo and Branding Use of the University Name – Recognized student organizations may only refer to the University by using the words “at Ball State” at the end of the organization’s name. The University’s name must never appear at the beginning of the organization’s name, and the initials BSU must never be used to refer to Ball State University. For example, the Coffee Club at Ball State is acceptable, whereas the Coffee Club at BSU and the Ball State Coffee Club are not acceptable. The University’s name is not to be utilized within any graphic logo or identity mark by a student organization.

Use of the University Logo and Brand Marks – Recognized student organizations are independent entities, separate from the University and therefore may not represent themselves or their activities as agents of the University. Therefore, student organizations may not utilize the University’s name, logo or brand marks on organizational products, print or electronic media or social media handles. Student

organizations may not modify or combine the University’s logo or brand marks with the student organization’s logo or identity marks. If a recognized student organization is associated with or sponsored by a University department or office, that office may agree to permit use of its University Unit Mark in association with the student organization’s name or logo. Visit the Marketing and Communications website for additional guidelines on use of the University’s logo and identity marks. The Charlie Cardinal logo is only to be used by the Athletics Department. Recognized student organizations cannot use a distorted cardinal or benny as part of their logo.

Office and Meeting Space

Cubicles – Each year, the Office of Student Life assigns to student organizations a number of cubicle spaces located in the Student Center (first floor Student Life lounge). These spaces are assigned through an annual spring semester application process open to all registered student organizations. Organizations must reapply each year and must maintain the minimum number of required office hours weekly. Cubicles are equipped with a desk and locking file cabinet. Cubicle spaces offer: a secure location for organization’s printed materials and archives a readily accessible space for officers or members to work and meet with each other, with individual members or prospective members an inclusive space for officers or members to network with other student organization leaders

Recurring Meeting Space – Student organizations may reserve meeting space free of charge; all facility reservation requests for recurring membership meetings must be made through the Student Center Reservations Office, 765-285-1850 unless your organization is aligned with a department or office on campus that has their own assigned space to offer.

SECTION 3: PLANNING AND HOSTING EVENTS

Risk Management

It is important for you to understand that as a member of a student organization, you can be held liable, individually, for your group’s sponsorship of activities that harm others. Become aware of the risks involved for student organizations by reviewing the information below and visiting the Office of Risk Management website.

Contracts Student organizations are independent entities separate from the University. As such, recognized student organizations may not contractually obligate the University, and any agreement made between a student organization and an external entity should not create the impression or appearance of a relationship between the student organization and Ball State University. Student organizations entering into agreements with vendors, agents, performers or other service providers take on the sole financial obligation of those agreements, as stated in the contract they execute. Even when managing contracts through University processes because an entity of the University has contributed funds, student organizations are still solely responsible for upholding all terms of the contracts they enter into, with no expectation of University involvement. When planning to contract for services with vendors or agents, please be aware that even asking an agent or promoter to hold a date for a campus engagement without signing any papers can contractually obligate your student organization. Student groups utilizing SGA co-sponsorship funding for a campus event must use Ball State purchasing processes which are administered with assistance by the Office of Student Life. For your group’s protection, it is highly recommended that student organization representatives meet with Student Legal Services before signing contracts with vendors, speakers, bands, artists or other service providers.

Insurance When contracting with a vendor, speaker, entertainer or performer, student organizations may be required (by the University for on-campus events, or by external entities for off-campus events), to obtain a one-time event insurance rider for a specified amount of liability coverage. This chart is designed to help you understand when a contract requires insurance (red), and when a contract may be approved without insurance (green). If the yellow column applies to your event, you should contact the Office of Student Life for additional guidance. If your organization is attempting to host an event on campus that requires insurance, it is the responsibility of your student organization to obtain this coverage or to ensure that the vendor you have contracted with will provide this coverage to the University. If your organization is a local chapter of a national organization, your national headquarters may be able to provide guidance on how to obtain the necessary insurance rider.

Insurance Requirements - Vendors, Speakers, Entertainers, and Performers 4/28/2017 This chart is designed to provide guidance to those that are coordinating with and finalizing contracts related to outside vendors, speakers, entertainers, and performers. It is subject to change as deemed necessary by the Office of Risk Management. A B C Green Yellow Red May be approved without standard Factors that may affect the need for Needs a minimum of $1M liability $1M insurance insurance

Amusements, small rides, mechanical bull, dunk Arcade games, video games rental Alcohol service (Non-BSU) tank Attendance over 5,000 (excluding graduation and Animal Acts - exotic animals, petting zoos, camel Arts & Crafts other ceremonies) encounter, rodeos Speakers or events that may require additional Disc Jockey - indoor safety or security measures Body piercing or tattooing Concerts, touring bands and other live music Exhibitors, product demos Minors (large # of participants age 12 and under) (agent represented) Entertainers - particularly those involving audience Magicians, balloon artists, clowns, caricature participation such as hypnotist or mentalist; also artists, ice sculptor, illustrator Televised includes fire performers Novelties - face painting, green screen Event services - concessionaires, caterers, food photography Widely attended by general public trucks, tent supply Solo performers, trios and small musical ensembles; includes local bands and musicians Fireworks or Pyrotechnics ($5M minimum) Speakers - academic, humor, motivational, leadership, historian, author, journalist, etc. Haunted attractions

Theatre groups In the air - climbing wall, zip line or bungee Interactive - inflatables, bounce house, obstacle course, bubble soccer, knocker ball, trampoline, paintball, laser tag, foam machine/party, wax hands Motorsports, go kart rental Aircraft (including balloons, drones)

Virtual Sports, Simulators Questions should be referred to Risk Management, AD 103, (Kim) 765-285-1109 or (Randy) 765-285-1110

Liability Waivers University Waivers – As you begin to plan events your organization wants to host, depending on the nature of the event, various offices, units or departments of the University may require your student organization president to sign a waiver on behalf of your organization, protecting the University from liability as a result of the event your organization is hosting. In addition, your organization may be asked to also collect a University liability waiver from each of the participants at your event. Once signed, those signed waiver forms must be returned to the office or unit that required them, for their archival files. These are documents of the University. Student Organization Waivers – In addition, any time your organization engages guests in activities with any potential for harm (personal injury, loss of property, etc.) it is a wise idea to ALSO take steps to proactively protect your student organization from liability by asking each participant to sign a second liability waiver for your organization, and then maintaining the signed waivers in your organization’s file archive for seven years. Student Legal Services can help you create liability waivers for your events.

Office of Risk Management – The University’s Office of Risk Management offers a helpful risk identification matrix and other resources and guidance for student organizations on their website. Please utilize these tools, but if you are in need of additional guidance please contact the Office of Student Life.

Student Legal Services – The Student Legal Services Office offers free legal counsel to student organizations; they will help prepare liability waivers for your organization when producing special events on campus, as well as review contracts with vendors before your organizations signs a contract, etc. The Office is located in the lower level of the Student Center, 765-285-1888.

Room & Outdoor Space Reservations

Student Organization Use of Campus Facilities – Student organizations may reserve space in many University facilities free of rental charges, with priority access determined based on the primary usage purpose of the facility and the needs of various constituents that utilize the facility regularly. Note: Additional charges may be incurred for events that require setup, extra staffing, weekend use of facilities, security, audio visual services and if admission is charged or tickets or merchandise are sold.

Making a Reservation The Student Center Reservations Office handles reservation requests for student organizations. You can begin the reservation process by submitting a request online. There are online forms for: Student Center/Academic Buildings/Pruis/Emens: Student Recreation Center/Outdoor Fields/Ball Gym/Worthen Arena/Athletic Facilities 5k Run/Walk Events Expressive Activities (Marches, Rallies, Vigils, Assemblies, Temporary Signs, Structures)

You can also stop by the Student Center Reservations Office at Student Center 224, Monday- Friday 8 a.m. to 4 p.m., or call 765-285-1850. It is a good idea to reserve space as soon as possible, since some facilities are requested frequently and book quickly. Reservations for any major activity on campus must be made at least one month in advance. To reserve space, the following information is required: Date of the event Time of the event Day of week of the event Set-up desired Number of people expected to attend Room preferred Admission charge (if any)

Nature of the event (speaker, educational workshop, etc.) Decoration plans must be reviewed at the time of reservation. (Note: Because of Indiana State Fire Regulations, candles and any open flames are not to be used as decorations in campus buildings).

Guidelines By Location Academic Buildings, Classrooms and Concourses (Atrium, AJ Concourse, Whitinger Business Concourse, Teacher’s College Concourse, LaFollette Concourse)

Emens Auditorium – John R. Emens College Community Auditorium, a full theatrical venue, seats 3,309, with 2,266 seats on the main floor and 1,043 in the balcony. This venue is appropriate for large-scale events (including concerts, popular speakers, etc.), calendar permitting. There are fees associated with the use of Emens, depending on the nature of the organization, the purpose of the event, etc. Student Center Reservations will coordinate your reservation request with Emens Auditorium facility staff. After you receive a verification of the reservation and estimate of expenses from Emens Auditorium staff, you will submit a requisition for the use of the Auditorium, and give a non-refundable deposit of twenty-five percent (25%) of the rental charges.

Pruis Hall – Pruis Hall is a fixed seat open auditorium offering a capacity of 600 seats. Student Center Reservations will coordinate your reservation request with Pruis Hall facility staff, who will confirm your reservation and technical needs with you.

Recreation Center, Athletic Facilities and Outdoor Spaces (Ball Gym, Student Recreation Center, Field Sports Building, Worthen Arena, the Quad, LaFollette Field, University Green, tennis courts) You can submit your request for recreation facilities online, go to the Recreation Center website. Student Recreation Center staff will confirm your reservation and all logistical needs directly with you. Student organization reservation requests are accepted at any time, however specific facility users (non-student organizations) receive priority scheduling until October 1 of each academic year. In certain situations, student organizations will be charged for the use of facilities. Check with the Student Center Reservations Office for a list of facilities and circumstances that apply.

Residence Hall Lobbies and Lounges Residence hall lobbies and lounges are reserved for residence hall students' use only. Student organizations may not reserve or meet in any residence hall lobby or lounge, nor may a resident of a residence hall reserve or meet in their hall lobby or lounge for the specific purpose of supporting a student organization.

All lobby or lounge programs or meetings must be sponsored by Housing and Residence Life staff (Resident Assistants, Multicultural Advisors, Academic Peer Mentors) or hall councils that are supervised and operated by Housing and Residence Life employees or hall council members. All lobby and lounge reservations must be requested and approved by the residence hall director.

Scramble Light – Sidewalks adjacent to public streets are public property and usable by anyone, so access to the Scramble Light area, at the intersection of McKinley and Riverside Avenues, may not be restricted to any person or group. For this reason, reservations are not required to make use of the Scramble Light. However, student organizations may request permission to set up a table at the Scramble Light by completing the reservation request process. Completing this form also lets us inform other student groups of who is intending to use the area on any particular day. We request that student organizations do not exceed a maximum of three days at the Scramble Light in one week.

Student Center The Student Center offers a variety of meeting and event rooms with capacities of 10-500. The Student Center reserves the right to assign space within the Student Center based on needs, rather than preference, or to move groups from previously assigned space, if necessary, to accommodate other requests. No-show policy: After one (1) no-show, the group will receive a written warning that states failure to cancel reservations at least 48 hours in advance may lead to charges for the rental equal to 50% of the normal rate and/or loss of scheduling privileges. After two (2) no-shows, the group will receive a second written warning. After three (3) no-shows, the group will be notified in writing that they owe a rental fee and/or have lost their scheduling privileges. Reservations must be completed at least seven (7) working days in advance for a regular meeting, and up to a month for a large event or program. After this time, set-ups cannot be guaranteed. Changes in your requests must also be made at least two (2) working days in advance. For weekend events: requests requiring set-up will be accepted until noon on the Thursday before the event. Requests not requiring set-up will be accepted until noon on the Friday before the event. Requests for events held on Mondays will be taken until 3:00 p.m. the preceeding Friday. Failure to comply with guidelines outlined in the Student Center Policy Manual and/or by Student Center staff may result in action by the staff to deny privileges and/or assess appropriate charges.

Types of Events

Student organizations contribute a great deal to the vibrancy of student life on campus, in large part through the wide variety of events they host on campus throughout the year. There may be specific policies or processes that must be attended to, depending on the kind of event your organization is hosting, such as Tabling, 5k Run/Walk, Expressive Activities, Special Events, High Risk Events, Prohibited Events. Before planning any event, be sure to review the University's Code of Student Rights and Responsibilities. This document sets forth expectations for conduct by students and student organizations to ensure they do not endanger the health, safety and welfare of individuals or disrupt the University's academic programs. The Code of Student Rights and Responsibilities does not replace, but supplements applicable federal, state and local laws and regulations.

Expressive Activities (assemblies, rallies, demonstrations, marches, temporary structures and signs and other means of expressing thoughts and ideas) In fulfilling its educational mission, Ball State University recognizes the importance of free speech, which includes the right to engage in “expressive activities” such as assembling, demonstrating, marching, constructing temporary structures and signs, distributing or posting materials, and other similar means of expressing thoughts and ideas, so long as such expressions are conducted in an orderly manner that respects the rights of others in the campus community. If your organization is planning an expressive activity that either takes place in an indoor space OR takes place out-of-doors AND is reasonably expected to involve more than 50 people, you must submit the online Expressive Activity Request Form at least three (3) business days in advance of the activity. Outdoor events that are not reasonably expected to involve more than fifty (50) people are not required to submit a request for scheduling and approval, but are strongly encouraged to do so, as the review process will help your event organizers in planning for a safe and effective event. In conjunction with completing the request form, event planners should review the University's Use of University Property for Expressive Activities Policy. This policy sets forth the rules and procedures governing the time, place and manner for engaging in expressive activities on University property, to ensure they do not endanger the health, safety and welfare of individuals or disrupt the University's academic programs. This policy applies to all students, employees, visitors and other individuals while on the Ball State University campus. This policy does not replace, but supplements applicable federal, state and local laws and regulations.

5K Run/Walks – For Fall Semester 2017, three weekends have been designated for 5k events. Requests for available time slots for each of these dates will be accepted on a first- come, first-served basis. 5k Events must be requested through the online 5k Run/Walk request form. Please note that requests for competitive, timed events and events with 200 or more anticipated participants, must be received 60 days in advance, due to the necessity for road

24 closures to accommodate the crowd size. Road closure requests must also be made through the City of Muncie a minimum of 60 days in advance. Requests for all other 5k events must be received at least 30 days in advance in order to facilitate appropriate staffing by University personnel. Your organization will be charged for staff costs of University police as necessary on site to ensure participant safety. The route you select and the size of your event may have a significant impact on these staffing costs. You will be invited to attend a 5k Review Committee planning meeting upon submission of the request form. Your event is not to be considered scheduled and approved until you meet with the 5k Event Review Committee and receive final authorization to proceed with planning. Events should not be publicized until final authorization is received.

Fundraisers – A non-profit organization may engage in fund raising in an out-of-doors area if the activity is either: (1) for the benefit of the non-profit organization conducting the fund raising and the funds raised will be used for the activities of the organization or (2) the non- profit organization is raising the funds for the benefit of another, clearly identifiable non-profit organization. If the fund raising will require the use a table, booth or similar apparatus, the organization is required to schedule the activity with the Student Center Reservations Office, [email protected]. Student organizations are not permitted to send solicitation letters to faculty and staff for fund raising purposes. Ball State prohibits the use of lotteries and raffles. For more information refer to the Use of University Property for Distribution, Solicitation, Fund Raising, Sales and Commercial Activity Policy.

Outdoor Events & Amplification – Amplification and loudspeaker devices can only be used from 6 p.m. to 9 p.m. on Fridays, from 9 a.m. to 9 p.m. on Saturdays, and from 12 p.m. until 9 p.m. on Sundays.

Special Events A Special Event can be any event that occurs outside the day-to-day operations of the University. These can be events open to the entire campus, or for select audiences, and they generally include features that create elevated risk. Some examples are events that include: contracted performers or speakers, costly equipment, physical challenge, animals, water, fire, extended duration of time, cash on site, large crowds, off-campus guests, etc. These types of events must be scheduled a minimum of 30 days in advance. Prior to the event, the sponsoring organization must meet with the appropriate advisor, as well as the facilities planning and staff management (i.e. Emens Auditorium, Ball Gym, Student Center, etc.) to finalize event details and discuss any additional event guidelines for that facility. Every attempt should be made to avoid scheduling two major events of the same nature for the same date. Special events may not take place on campus during Admissions Preview Day events, on home football game days and on the Friday preceding Saturday home football games.

Major events and activities, which are significantly time-consuming, may not be scheduled during the final exam period. Special Events are usually short-term, and they can expose your student organization to risk either directly or indirectly. Below are guidelines designed to help you prepare for special events which may pose a heightened liability or increased risk for the University and begin planning for the possible exposures involved. Fireworks and Pyrotechnics Displays: There are significant insurance requirements and procedures that must be followed when producing events of this nature. Please see the policy for further information. Inflatable and Amusement Devices: There are significant insurance requirements and procedures that must be followed when producing events of this nature. Please see the policy for further information. Professional Artists/Speakers: Recognized student organizations may invite speakers/professional performers to campus, subject only by the following provisions: the speaker shall not urge the audience to take actions which are prohibited by the Ball State Code of Student Rights and Responsibilities, or which are illegal under federal or Indiana law. Advocating or urging the overthrow or destruction of the government of the United States or of the State of Indiana by force or violence, or by the assassination of any officer of any such government is specifically prohibited.

Sales and Solicitation Recognized student organizations may function as agents or representatives of commercial firms only if: (1) the commercial activity involved is merely incidental to a larger scheduled event of a recognized student organization and is provided under contract with the recognized student organization merely for the convenience of those attending the event, e.g., the Watermelon Bust food sales. AND (2) the sale by the recognized student organization of goods or services of the commercial firm is conducted in the name of the recognized student organization, without promotion of the name of the commercial firm or the trade names of the commercial firm’s goods or services. Such fundraising shall not be used to evade the restrictions of the University’s Use of University Property for Distribution, Solicitation, Fund Raising, Sales and Commercial Activity policy, which would otherwise be applicable to a commercial firm. Student organizations cannot be used by a commercial firm as a way to sell goods or services, such as credit card sales or phone card sales. Commercial activity is permitted in the lobby area of residence halls, ONLY if it is a (1) demonstration of goods or services sponsored by the hall government that does not involve sales or, (2) a fund raising activity of the hall government that otherwise complies with the Use of University Property for Distribution, Solicitation, Fund Raising, Sales and Commercial Activity. During the seven (7) calendar days preceding the fall, spring and first summer semesters, non-profit organizations, commercial firms, and other persons may engage in distribution, solicitation, fund raising, sales or commercial activity, including the use of tables, booths or other apparatus between 7 a.m. - 11 p.m. in a designated area on

campus. The space is available on a first-come, first-served basis, by registering with the Student Center Reservations Office, [email protected]. Amplification devices are prohibited in the designated area.

Tabling – Tabling is a great way to increase your visibility with the general student population. When engaging in tabling activities, it is important to understand the University’s Solicitation and Commercial Activity Policy (see appendix) and the Residence Hall Policy on Solicitation and Fundraising (see appendix). Popular locations for tabling include the Student Center Tally, the Atrium dining room area, the concourses in Arts and Journalism Building, LaFollette, Whitinger Business Building, and Teacher’s College and the scramble light. These spaces may be reserved through the Student Center Reservation Request process.

Unaccompanied Minors – If your organization is planning an activity that involves interaction with unaccompanied minors, you are required to comply with the University’s Unaccompanied Minors Policy. The only exception to this requirement is if the activity is volunteering for community service at an external agency where your work will be directed by that agency. The policy requires the “activity leader,” the person in charge of an authorized activity involving unaccompanied minors, to complete the following three steps prior to the beginning of the authorized activity: STEP I: Registration of Authorized Activity: Pre-register the authorized activity with the Office of Risk Management, within 30 calendar days of the first day of the authorized activity. To register an authorized activity, the activity leader shall complete and submit the BSU Registration Form for Authorized Activities Involving Unaccompanied Minors found on the Office of Risk Management website. STEP II: Background Checks for ALL Personnel/Individual Participants: In collaboration with the Office of Risk Management and University Human Resource Services, the activity leader must facilitate and verify the successful completion of Ball State University individual background checks of all faculty, staff, students and/or volunteers who are involved in authorized activities. To begin the individual background checks, the activity leader shall provide the full name and email address of each faculty, staff, student and/or volunteer who will be involved in an applicable authorized activity to both the Office of Risk Management and University Human Resource Services. STEP III: Required Targeted Training Procedure: In collaboration with the Office of Risk Management, the activity leader must coordinate, verify and record required completion by all participants of EduRisk Online training and required review and receipt of BSU Guidelines for Authorized Activities Involving Unaccompanied Minors. You will receive a link for the training when you register the event with the Office of Risk Management. (Please note: For those participating in multiple activities per year, the online training & background check must be completed within the past 365 days.) For additional assistance, please contact the Office of Risk Management, Administration Building Room 103, 765-285-1104, [email protected].

Prohibited Events & Activities

The main objective of the following prohibitions is to uphold the mission of Ball State University, ensure a safe environment for students, and reduce risk for the University. Student organizations may not sponsor, coordinate or participate in the following events. Student organizations or individual students found to have engaged in these activities may be held responsible for violations of the Code of Conduct and, when appropriate be subject to disciplinary action. Student organizations are also expected to follow federal, state and local laws at all times.

Alcohol and Alcohol Sponsorship The possession or consumption of alcoholic beverages at any student organization event on campus is strictly prohibited. The possession, consumption or serving of alcohol to and by minors at off-campus events is strictly prohibited. Student organization events taking place on campus may not be sponsored by establishments that sell/serve primarily alcohol (i.e. beer distributors, liquor stores or bars/restaurants). Sponsorship includes financial support and/or free services provided. No alcohol serving establishment should be featured on tickets, t-shirts, advertisements, or anything associated with the event or the sponsoring student organization. All advertisements for large scale student organization events open to the entire campus will indicate that no alcoholic beverages or containers will be allowed at the event. Please refer to the University’s Alcohol Policy for additional information.

Chalking – Chalking is not allowed anywhere on campus property.

Date Auctions – Student organizations may not coordinate, sponsor, or participate in philanthropic events or activities that involve the “sale” of people or services (e.g. date auctions). Events or activities of this nature can have social and physical implications which include, but are not limited to: sexism, racism, association to slavery, date rape, violence, or other unwanted physical harm.

Food Eating Contests – Food eating contests pose a choking risk to participants; recognized student organizations may not host these events.

Gambling, Raffles, Lotteries – Gambling, including games of chance such as raffles, lotteries, guessing games, is prohibited.

Hazing – Hazing by students, student organizations, groups or teams of Ball State University is prohibited. Hazing is defined as follows: Any mental or physical

requirement, request, or obligation placed upon any person (including but not limited to a pledge, associate member, affiliate, prospective members, guest, initiate or team member) which could be harmful to the health and/or welfare of the person, or which is personally degrading to the individual involved, or which has an adverse effect on the academic progress of the person, or which violates any federal, state, or local laws or University policy. Individual acceptance of or acquiescence to any activity covered by the foregoing definition in no way validates or excuses the activity. Student groups may be required to certify in writing that they are in compliance with this policy. Individual members of organizations, groups or teams who violate this policy are subject to disciplinary action as provided in Section V of the Code of Student Rights and Responsibilities. Any organization which violates this policy is subject to sanctions which may be imposed by the coordinating body of which the organization is a constituent member, the Vice President of Student Affairs or a designee, and/or the Student Activities Committee.

Human Simulation Games on Open Grounds – Due to risk of significant disruption to the operations of the University, simulation games, particularly those involving toy weapons of any kind, may only occur in reserved, enclosed rooms or enclosed outdoor spaces that prevent non-participants from crossing paths with the activity.

Solicitation – Selling tickets or conducting any other door-to-door solicitation in the residence halls is prohibited. Student organizations are also not permitted to send solicitation letters to faculty and staff for fund raising purposes. For more information regarding solicitation, refer to the Use of University Property for Distribution, Solicitation, Fund Raising, Sales and Commercial Activity Policy.

Weapons – Weapons are not allowed on campus. Please refer to the University’s Weapons Policy.

Serving Food on Campus

Food Service Policy – Refreshments may not be provided directly by student organizations; all arrangements for serving food and beverages of any kind must be made through the University Banquet and Catering Office. An online Food Service Request Form may be submitted to begin this process, or call 765-285-3500.

Food Sales/Bake Sales – Organizations are strictly prohibited from entering into arrangements with outside vendors for sale of their products on campus. Food sales are not permitted on campus unless a temporary food service permit is obtained. Please review the Food Service Policy (see appendix) for more information.

A student organization may only obtain a temporary food service permit for food sale events twice each semester. No food sales or other fundraisers are permitted in the Student Center, Atrium, Arts & Journalism Building, etc.

Temporary Food Service Permits If your organization desires to obtain a temporary food service permit to allow for food obtained and prepared off campus to be served on campus, please indicate so on your Student Center Reservation Request Form. You will receive additional information about this process as a follow up to that request. All temporary food service establishments operated on University property will comply with the applicable requirements of the Indiana State Department of Health including Rule 410 IAC 7-24, Retail Food Establishment Sanitation Requirements and 410 IAC 7-22, Certification of Food Handler Requirements. The University’s Director of Environmental Health may: a) impose additional requirements to protect against health hazards related to the conduct of temporary food service establishments; b) prohibit the sale of some or all potentially hazardous foods; and, c) when no health hazard will result, may waive or modify specific requirements of Rule 410 IAC 7-15-1. Temporary Food Service Permit allows for only pre-wrapped, store bought items.

Food Service in the Student Center University Catering is the exclusive catering service of the Student Center. Organizations that sponsor events or hold meetings which involve food in the Student Center are required to use University Catering, 765-285-3500. Restaurants in the food court will not deliver food and/or drinks within other areas of the Student Center. The Student Center has the right to charge a set-up and cleaning fee for an event where food and drink were present. Failure to comply with these rules may result in loss of privileges.

Event Marketing

Listed below are some ideas of how and where to publicize your event. All printed materials (advertisements, flyers, banners, posters, etc.) must contain the name of the student organization and contact information (e-mail or phone number). Some of the information below is excerpted from the Ball State Code of Student Rights and Responsibilities, from the Office of Student Rights and Community Standards.

Advertisements (paid) – Your organization can purchase advertising. Daily News Student Center – The Student Center offers opportunities for student organizations to promote themselves via table tents, digital display boards/electronic screens, bowling alley and posters.

Banners – Banners are limited in size to 48 inches by 8 feet, and must include at least size (6) grommet locations. Material must be canvas, heavy plastic or heavy material. DO NOT use paper or water-soluble materials. Use acrylic, oil paints, or ink. For more information, see Banner Policy. Banner Locations include: Fly Swatter: (center of campus – by North Quad) - This space may be reserved through the Student Center Reservations Office for up to three (3) consecutive days and is reserved on a first-come, first-served basis. Only one side of the banner space may be used for an organization at a time. Student Center Reservations Office staff are responsible for the hanging of banners. After the three-day period has ended, organizations are responsible for picking up the banner within two weeks. Banners left longer than two (2) weeks will be disposed of. Student Center: This space may be reserved through the Student Center Reservations Office for up to three (3) consecutive days, but no longer if there are other requests for the space. Reservations on a first-come, first-served basis. Atrium, 2nd floor balcony: Banners must hang below the top handrail and are not to cover the HVAC vents.

Benny Link Events – Student organizations can post event notices on their organization page in Benny Link. Those events also appear on the event image carousel on the Benny Link www.bsu.edu/bennylink home page. For more information, email [email protected].

Communications Center Messaging – The Office of Student Life can help you publish a message about your upcoming event on the University’s Communications Center. The Comm Center will allow you to send an organization-sponsored e-mail to the student body or a particular subset of the student body. Submit your posting request and event information online on the Benny Link home page.

Distribution of Leaflets, Handbills, Flyers – Any person may distribute printed material by hand directly to other persons, at any time, in an out-of-doors area of BSU if such distribution is done without tables, booths, or other similar apparatus. Printed material may not be placed on motor vehicles on BSU property. In addition to the information above, recognized student organizations may reserve tables based on availability for distribution both in- and out- of-doors (see Tabling for more information). Residence Hall Distribution Policy o No door-to-door distribution, solicitation, fund raising, sales, commercial activity or door-to-door visits for any other purpose are permitted within offices or residence halls.

o Occupants of offices and/or residence hall rooms may invite an individual or organization to the occupant’s office or residence hall room for distribution, solicitation, fund raising, sales or other commercial activity within the privacy of the occupant’s office or residence hall room, provided however, that there is no distraction of other interference with an employee’s performance of job duties where applicable. o Non-profit organizations may engage in distribution in designated areas of buildings, if such use is scheduled with the Student Center Reservations Office in accordance with the existing BSU policies. Such use may be limited to a particular time, place or manner, or to particular types of organizations in a content-neutral manner. o Lobby bulletin boards may be used by residents and the hall government only. o Printed material may be distributed in residence hall lobbies only on specific tables designated for that purpose by BSU.

Posters and Posting Policies General Policy: Materials may be posted on bulletin boards based on the posting policy for each particular building. Materials that are out-of-date, that cover the entire bulletin board, or that violate any University policy may be subject to immediate removal. Student Center: Posters to be displayed within the Student Center must be brought to the Student Center Reservations Office, SC 224, to be registered and stamped. Student Center personnel will then post them. Housing and Residence Life Posting Policy o Access to residence hall facilities is restricted to residents and their escorted guests, and individuals conducting official University business. For those recognized Ball State University student organizations and activities, non-profit organizations, and commercial enterprises who wish to advertise in the residence halls the following guidelines have been established to assure our residents a safe and comfortable living environment as well as some degree of privacy. o Ball State University student organizations, non-profit organizations, and commercial enterprises who wish to publicize events, services or products in the form of a poster or flyer should send their materials to the Secretary to the Associate Director of Housing and Residence Life, in LaFollette N-13 for official approval. Approved flyers and posters will be distributed to the residence halls and posted by hall staff. It is recommended that an organization send two flyers or posters per hall for a total of 70. If the advertisement is in the form of a coupon or souvenir, it is recommended that the organization provide 50 for each hall for a maximum of 1750. Organizations are responsible for bundling coupons or souvenirs in packages of 50 for easy distribution. o Organizations may also drop off flyers, posters, coupons or souvenirs at the front desk of each residence hall for approval and posting by a hall staff. Again, it is recommend that organizations bring a maximum of two flyers or posters and a maximum of 50 coupons or souvenirs per hall. o Only one posting per event is allowed. All ads or flyers received from commercial enterprises will be placed in a designated space reserved for such organizations. All 32

ads or flyers received by campus affiliated organizations will also have a designated space in which publicity may be posted. All flyers and ads taken from commercial enterprises and campus affiliated organizations will be posted in their designated space within the common areas of the halls only. HRL will not post any information for non-residence hall affiliated events or activities on residence hall floors. o Posting priority in the common areas will be given to all Student Life affiliated and recognized groups. HRL reserves the rights to not post ads or flyers that are not in accordance with the mission statement of the Office of Housing and Residence Life or Ball State University policies. Please note that items cannot be placed in student mailboxes that are not specifically addressed to an individual. Markings or postings on exterior surfaces of residence halls and complexes also are prohibited; this includes but is not limited to writing messages on sidewalks using chalk or tape. For more information refer to the Residence Hall Policy for Hall Solicitation, Posting and Lounge Usage.

Social Media and Word of Mouth – Many organizations forget that a posting or sending a personal invitation is THE most effective way of promoting an event. Talk about the program and build excitement for it. Use every chance you get to invite someone, including your organization’s and members’ personal social media accounts.

SECTION 4: MANAGING MONEY

Fundraising

Offering Charitable Gift Donation Receipts to Donors Student organizations are considered to be independent and separate from the University, operating of their own volition as not for profit entities. Student organizations are not able to utilize the University’s tax ID number to offer charitable gift contribution receipts. Your student organization must have official 501c3 non-profit organization status as granted from the IRS, in order to offer your own tax deductions to donors for charitable contributions. For further guidance on how to establish an exempt organization see IRS Pub. 557. This is a complex process and unless your organization is a local chapter of a national organization, it is highly unlikely that your group has obtained 501c3 status. All questions regarding tax exemptions can be directed to [email protected].

Selling Merchandise – Here are a few things to keep in mind when considering selling merchandise as a way to raise money for your organization. Paying Sales Tax: Student organizations with agency funds conducting sales to members or non-members become a retail merchant and must collect sales tax on these sales. The State of Indiana sales tax of 7% must be collected by the student organization when conducting sales activities. The proceeds from these sales must be deposited into the student organization’s agency fund held with the University. Sales Tax Exemption: Student organizations holding agency accounts may use Ball State’s tax exempt form to be exempt from paying sales tax on items purchased for the organization or for re-sale. For example, if a student organization is buying t-shirts in bulk from a vendor for the purpose of selling, the organization would follow the rule of charging 7% sales tax when selling the shirts, but would be able to avoid paying sales tax when purchasing the shirts. Selling on The Web: Student organizations with a Ball State organization fund can set up a University website to sell products (albeit with a credit card fee). Before setting up a storefront, the first step is to complete the eMarket Setup Questionnaire. Please note that Ball State is not equipped to provide receipts for donations. University Trademarks: Ball State University trademarks are any marks, letters, nicknames, or words associated with Ball State University. These trademarks are used to identify the university, it's athletic programs, documents, publications, and products. Ball State University trademarks may not be utilized by independent recognized student organizations without permission from the department whose unit mark is being utilized. Student organizations that have items produced bearing the Ball State University marks are required to buy them from licensed vendors. All uses of the Ball State University logo and trademarks require approval of the artwork and/or samples.

For more information or assistance, refer to the Trademarks Policy in the appendix, go to the Business and Auxiliary Services website, or contact the Business and Auxiliary Services Office at 765-285-2838.

Prohibited Fundraising Activities Date Auctions: Student organizations may not coordinate, sponsor, or participate in philanthropic events or activities that involve the “sale” of people or services (e.g. date auctions). Events or activities of this nature can have social and physical implications which include, but not limited to: sexism, racism, association to slavery, date rape, violence, or other unwanted physical harm. Food Eating Contests: Food eating contests pose a choking risk to participants; recognized student organizations may not host these events. Fundraising Websites: Student organizations are not allowed to use fundraising donation websites, such as GoFundMe. Gambling, Raffles, Lotteries: Gambling, including games of chance such as raffles, lotteries, guessing games, is prohibited. Gift Cards/Gift Certificates/Incentives/Prize: The use and purchase of gift cards and gift certificates for any reason is not allowed. Gifts and prizes are treated as compensation, subject to all applicable taxes from withholding. The value of a prize is reported by the originator of the prize on the Prize Reporting Form.

University Financial Fund Accounts

Student organizations that have been recognized by the Student Activities Committee have the option of opening an account/financial fund at the University free of charge. If you choose to open a Ball State financial fund, please note that all finances must be handled through the University-assigned fund. All income and expenditures must be transacted solely through the student organization’s agency fund, and the organization is required to comply with the policies for holding a Ball State fund. If you are interested in opening a financial fund, visit http://www.bsu.edu/studentlife/student-organizations/faqs to obtain an Account Request Form, which must be completed and returned to Student Life. The process of opening a fund can take up to a week before a fund number is assigned to an organization. When opening a financial fund, it is understood that if disbursements exceed the source of funds in the financial fund, the organization must make up for any deficit in the financial fund. Once a University fund has been created, the organization is required to adhere to the University’s Cash Handling Procedures.

Benefits of Holding a University Fund University fund services are free of charge. An annual audit of your financial records is a free service from the Ball State Office of the Controller. A review of accounting records by auditors protects the organization and ensures the accuracy of the fund. Annual audits are strongly encouraged. Accounting advice is available by appointment for organization treasurers having difficulty with records. Contact the Controller’s Office at 765-285-8444 to make an appointment with an Accountant Financial Analyst or email [email protected] to make an appointment with a Student Life staff member.

FOAPAL Guidelines for University Fund Accounts – For student organizations that have fund numbers (FOAPAL) beginning with 830xxx, the following applies: For deposits, use FOAPAL 830xxx-151070-591090-1014 For reimbursements, use FOAPAL 830xxx-151070-733500-2010 For student organizations that have account numbers (FOAPAL) beginning with 142xxx, check with a support staff member in Student Life regarding deposits and reimbursements.

Cash Handling Procedures – All income received by the organization should be deposited promptly for credit to the organization’s fund account to avoid the possibility of misappropriation. The full amount received should be deposited; no expenses are to be paid out of cash receipts. To maximize cash flow and safeguard assets, deposits should be processed within three (3) days of receiving the funds. Prior to the deposit, funds should be held in a secure manner (i.e. in a locked safe or cabinet). 39

Depositing Funds Complete a Cash Receipts Voucher and submit it along with the cash or checks to be deposited to the Bursar’s Office in Lucina Hall OR deliver the deposit directly to the Office of Student Life where a support staff member will process CASHNet deposit on your behalf. For a Cash Receipts Voucher, log into Benny Link, then go to Organizations, Student Life, Documents. Checks to be deposited should be written to Ball State University. Endorse the back of the check with “Ball State University – for deposit only”. If a check is written specifically to the organization or an individual, endorse with the organization name or individual’s name and include “for deposit only”. If a payment is made by an individual directly to the organization’s Treasurer, a receipt for the transaction should be provided. Receipts should include the date, customer name, and amount. If your organization is in need of a receipt book, visit Student Life in SC 133 to request one. If a deposit is in excess of $1,000 in cash, arrangements must be made with Student Life to have a locked bag made available and a campus police escort to transfer the funds across campus. If the amount of funds to be deposited is more than $1000.00 in cash, bring the Cash Receipts Voucher and cash to the Student Life Office. The money will be placed in a locked bag and a police escort will be contacted for the deposit to be made at the Bursar’s Office. If an organization holds onto cash or checks for more than three days before making a deposit, a reminder to deposit funds in a timely manner and will be issued. If a check isn’t deposited within a timely manner, then there is a risk that the check will become stale dated or cancelled. If an organization consistently forgets to make deposits in a timely manner has received multiple reminders of the procedures, the group’s status as a recognized organization at Ball State may be revoked.

Disbursing Funds – All payments and reimbursements are processed electronically using a SciQuest Non-PO Payment Request Form (as a Direct Pay). For Sports Clubs Only – follow procedures outlined by Recreation Services regarding sport club accounts. See Recreation Services for more information. To locate a Reimbursement/Payment form, log into Benny Link, then go to Organizations, Student Life, Documents. If your organization is associated with a specific department, the Administrative Coordinator has the ability to process the reimbursement through the SciQuest system using your organization fund number. If you are not associated with a department, you may bring your original receipts or invoice along with a Reimbursement/Payment form to be processed to the Office of Student Life. The receipt or invoice will be attached to the payment request in SciQuest. The organization advisor’s signature must be included on the form.

Getting a Reimbursement – In order to be reimbursed from your organization’s fund account for purchases you made on behalf of your student organization using personal funds, you must submit detailed original receipts. A detailed receipt includes a list of items purchased. A receipt that indicates a purchase was made using a charge card will not be accepted if individual items are not listed on the receipt. The receipts should be submitted along with a Reimbursement/Payment Form, to the Office of Student Life, or to the administrative coordinator in the unit with whom your organization is associated. Every effort should be made to turn receipts in for reimbursement in a timely manner. If a reimbursement is to be paid based on the receipt submitted, the purchase date listed on the receipt must be no older than 60 days. Based on IRS regulations, the Accounting Office cannot reimburse a purchase based on a receipt that is over 60 days old.

Paying a Vendor from an Invoice – To request a direct payment from your fund account to a vendor for items to be purchased, you can submit an invoice from the vendor, along with a Reimbursement/Payment Form, to either the Office of Student Life, or the office with whom your organization is associated. For example, if an organization is ordering t-shirts from a local vendor, you would obtain an invoice from that vendor and submit it along with the Reimbursement/Payment form. A check will be generated directly from the University, using funds from your organization’s fund account, and sent to the vendor. Please allow at least one week for processing from the time a Reimbursement/Payment Form is submitted to the time a check is received. If the vendor is not in the Ball State Accounting system, then you will be required to obtain a W-9 tax form from the vendor.

University Tax ID Number

Student organizations are considered to be independent and separate from the University, operating of their own volition as not for profit entities. Student organizations are not able to utilize the University’s tax ID number; the one exception is that student organizations may use the University’s tax ID number to be exempt from paying sales tax on items they purchase.

Allowable Use of University Tax ID Number – Student groups are independent and autonomous from the University and therefore do not have access to the University’s tax- exempt status EXCEPT when purchasing goods, even when they are intended for resale in raising funds. Purchases & Sales Tax: To be exempt from paying Indiana sales tax on purchases, a student organization must be: o Recognized by the University o Connected with the University o Under the supervision of the University o Held as an agency fund with records maintained by the University A student organization that is registered with and under the control of the University will not be required to register with the Indiana Department of Revenue as a nonprofit organization and will be considered a part of the University for these purposes. As such,

recognized student organizations may be eligible to make tax exempt purchases. If a student organization engages with a vendor requesting a tax exemption certificate please contact the University’s Tax Director for assistance ([email protected]) as these purchases will be reviewed on a case-by-case basis to ensure compliance.

Prohibited Uses of University Tax ID Number For Donors to claim Charitable Gift Tax Exemption: Student organizations may not use the University’s tax ID number for charitable donations. If your organization is a local chapter of a national organization, your national headquarters may be able to provide your chapter with their tax ID number to be used for this purpose.

To Receive Funds for Working at External Vendors A common practice for student organizations to raise funds is to volunteer to work at a booth or event to earn funds which are then donated to your organization by the vendor your group worked for. There is a duty to report individual income tax earned to each participant associated with the event, and that duty rests with the vendor. Utilizing the University’s tax ID number shifts the reporting duty to the University, therefore, your organization may not utilize the University’s tax ID number to the external vendor for this purpose. If your organization is a local chapter of a national organization, your national headquarters may be able to provide your chapter with a tax ID number for this purpose.

SECTION 5: TRAVELING AS A GROUP

Travel

The Office of Student Life recognizes that student organizations occasionally travel for organization functions. It is important for you to understand that as a member of a student organization, you can be held liable, individually, for your group’s sponsorship of activities that harm others. Become aware of the risks involved for student organizations by reviewing the Risk Management website. (Sport clubs must complete travel paperwork through the Office of Recreation Services, SRWC 201A.)

Faculty/Professional Staff Travel – Ball State faculty and professional staff members traveling with student organizations are required to have an electronic Authorization for Travel generated by the department in which they are employed.

Field Trips – No field trips involving absence from class on the part of the participants may be scheduled during the final exam period.

University Bus Service

It is highly recommended to work with Student Legal Services to prepare a liability waiver for all participants to sign. Keep the signed forms for your Organization’s records. Obtain a packet of University Bus Request forms from the Office of Student Life website. Bring your completed forms to the Office of Student Life at Student Center 133. A support staff member will request the buses from the Office of Transportation. Buses are reserved on a first come, first serve basis. At least three (3) days prior to your event, complete and submit the following forms to the Office of Student Life. Forms can be found on the Student Life website. (1) Student Travel Notice – only one form per travel date needs to be completed. (2) The Office of Student Life will forward copies of the Student Travel Notice form to the Department of Public Safety and the Office of Risk Management. A copy will be retained in the Office of Student Life. (3) Travel Participation Agreement – all participants must complete this form. (4) Travel Participant Form – all participants must complete this form.

Providing Your Own Transportation

At least three (3) days prior to your event, complete and submit a Student Travel Notice. This form can be found on the Student Life website. Travel Waiver for each participant – although the organization is not using University transportation, it is still strongly recommended that you prepare a liability waiver for your organization and ask each participant to complete the waiver in case of an accident. Travel waivers for organizations are generated by Student Legal Services, Student Center L-17.

SECTION 6: MANAGING OFFICERS AND MEMBERS

Advisors

Recognized student organizations are required to find a professional staff or faculty member who is willing to serve your organization in an advisory capacity, outside the scope of their formal position responsibilities with the University. There are four broad classifications of employment at Ball State University; these are: o Faculty o Professional Staff o Staff o Service Student organization advisors must be employed in the faculty or professional staff classifications – employees in the staff and service staff classification are not able to serve in this capacity. Please contact the Office of Human Resource Services if you need additional information. In cases where a student organization’s purpose and subject matter is closely tied to that of an operating unit of the University, or where the operating unit initiated the recognition process for a particular student organization, the department or unit may, entirely at their discretion, assign student organization advisor responsibilities for that organization to the formal position description/job responsibilities of a professional staff or faculty under their supervision.

Ball State Conduct Code for Student Organizations

Recognized student organizations and their members collectively or individually (when acting as part of the organization), may be held responsible for violations of the Code of Student Rights and Responsibilities and, when appropriate, be subjected to disciplinary action. When a student organization is accused of committing a violation of University policy, (including but not limited to any violation of published University policies and procedures) or local, state or federal laws, a complaint may be filed with Office of Student Life. Upon receipt of such a complaint, the Director of Student Life (or their designee) shall conduct an investigation and determine if a hearing will be held regarding the complaint. Please refer to the Code of Student Rights and Responsibilities in the Appendix for further details.

Diversity and Inclusion

Diversity Statement – Ball State’s Statement on the Importance of Diversity and Inclusion applies to recognized student organizations; as important contributors to the campus culture and senses of community, student organizations are expected to be committed to this policy. Following is the full statement:

“Ball State University aspires to be a university that attracts and retains a diverse faculty, staff, and student body. Ball State is committed to ensuring that all members of

the campus community are welcome through our practice of valuing the varied experiences and worldviews of those we serve. We promote a culture of respect and civil discourse as evident in our Beneficence Pledge.

At Ball State, diversity is an integral part of our identity. Our success depends on our efforts to cultural inclusivity within our pedagogical, scholarly, and creative pursuits. Community is an inherent and crucial aspect of such efforts at local, national and international levels. As we recruit and retain a diverse administration, faculty/staff and student body, we strive to ensure that our students are prepared to engage and succeed in increasingly diverse environment. Our recruitment efforts will continue to include historically underrepresented populations to create the cultural milieu that promotes participation by all.

We are committed to the pursuit of excellence by being inclusive of individuals without regarding to race, religion, color, sex (except where sex is a bona fide qualification), sexual orientation, gender identity/gender expression, physical or mental disability, national origin, ancestry, or age. Ball State will be a place recognized for its positive climate-one where all stakeholders know that their contributions to the mission of the university are essential to our success.”

Reporting a Bias Incident – A bias incident is defined as conduct, language, or expression motivated by bias on a persons’ actual or perceived race, color, ability, ethnicity, gender, gender identity and expression, national origin, religion, sexual orientation, and veteran status. It differs from a hate crime in that no criminal activity is involved. If you witness, directly experience or find evidence of a bias incident on campus, you are encouraged to report the incident immediately through one of the following ways: Use the Bias Reporting Form found on the Bias Response Team website; Download the B3 Breaking Bias at Ball State app and report through the app; Contact the Multicultural Center at 765-285-1344; or Contact the Department of Public Safety at 765-285-1112.

Hazing

Hazing by students, student organizations, groups or teams of Ball State University is prohibited. Hazing is defined as follows: Any mental or physical requirement, request, or obligation placed upon any person (including but not limited to a pledge, associate member, affiliate, prospective members, guest, initiate or team member) which could be harmful to the health and/or welfare of the person, or which is personally degrading to the individual involved, or which has an adverse effect on the academic progress of the person, or which violates any federal, state, or local laws or University policy. Individual acceptance of or acquiescence to any activity covered by the foregoing definition in no way validates or excuses the activity. Student groups may be required to certify in writing that they are in compliance with this policy. Individual members of organizations, groups or teams who violate this policy are subject to

50 disciplinary action as provided in Section V of the Code of Student Rights and Responsibilities. Any organization which violates this policy is subject to sanctions which may be imposed by the coordinating body of which the organization is a constituent member, the Vice President of Student Affairs or a designee, and/or the Student Activities Committee.

Medical Amnesty/Good Neighbor Exception

Students are always encouraged to call for emergency assistance as needed, even at the risk of disciplinary action for one’s own conduct. When another person is in need of critical care or when a situation otherwise warrants emergency response, call 911 immediately. The Good Neighbor Exception, articulated within Ball State’s Alcohol Policy, provides students the opportunity for University disciplinary action to be waived if he/she risked revealing one’s own violation of the Code of Student Rights and Responsibilities in order to seek medical or other emergency assistance to another person in distress. The decision to provide the exception shall be the judgment of the designated hearing officer. Note: The Good Neighbor Exception does not apply to any criminal charges that might be incurred as a result of an offense. The State of Indiana may similarly provide immunity from some alcohol-related criminal charges under the Indiana Lifeline Law.

Title IX Responsibilities

Equal Opportunity and Non-Discrimination in Membership Ball State University provides equal opportunity to all students and applicants for admission in its education programs, activities, and facilities without regard to race, religion, color, sex (except where sex is a bona fide qualification), sexual orientation, physical or mental disability, national origin, ancestry, or age. Inquiries concerning the specific application of Title IX at Ball State should be directed to the Title IX Coordinator in the Division of Student Affairs and Enrollment Services Office, Frank A. Bracken Administration Building, room 238, 765-285-1545. Persons can also contact the U.S. Department of Education Office for Civil Rights Washington, D.C. 20202-1328, 1-800-421-3481.

Sexual Harassment, Sexual Violence, Stalking and Intimate Partner Violence Ball State seeks to foster a climate that is free from sex discrimination through clear and effective policies, a coordinated education and prevention program, and prompt and equitable procedures for resolution of complaints. University policy prohibits sexual harassment, sexual violence, stalking, and intimate partner violence against Ball State community members of any gender, gender identity, gender expression, or sexual orientation. Policies also prohibit gender- based harassment that does not involve conduct of a sexual nature, including hazing and stalking. These offenses create a hostile environment that interferes with your ability to participate in or benefit from University programming or activities. A hostile environment may emerge after a series of incidents or arise after a single, isolated incident. The University is committed to taking all appropriate steps to eliminate sexual harassment and misconduct, prevent its recurrence, and address its effects.

University policy also prohibits retaliation against individuals who seek investigation or other forms of resolution of a complaint. For more information or assistance with filing a complaint, contact the Title IX Coordinator in the Division of Student Affairs and Enrollment Services Office, Administration Building Room 238, 765-285-1545.

Student Life Directory

Organization/Program/Area Staff Member Email

Alternative Breaks Steven Scally [email protected]

Angel Tree Steven Scally [email protected]

Asian American Student Association Emma Mentley [email protected]

Jacob Nguyen [email protected]

Benny Link Maggie Ernst [email protected]

Black Student Association Emma Mentley [email protected]

Jacob Nguyen [email protected]

Excellence in Leadership Lauren Berger [email protected]

Kelly Winters [email protected]

Bridget Webster [email protected]