An Introductory Letter to Student Leaders
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STUDENT MANUAL FOR ORGANIZATIONS
2008-09
Office of Student Development G-206, Ext. 4205 ______
1 T able of C ontents An introductory letter to Student Leaders I. Characteristics of a Good Organization 4
II. Office of Student Development 5
Statement of Purpose, Role 5 Kinds of Organizations 6 Lists of Official Organizations 7 Procedures for Establishing/Registering Student Organizations 8 Evaluations of Organizations 9 Student Office Space/Student Office Usage/Electronic Publications 10 How to Write a Constitution and Bylaws 11
III. Funding and Expenditure Information 12
Review Status for Recognized Clubs/Decertification of Organizations 12
Students Joining an Unrecognized Student Group 13 Funding Eligibility and Limitations 13
Funding Procedures 14 Requests for Expenditures/Evaluations of Proposals/Obtaining a Check 15 Obtaining a Check/Depositing Revenue/Fund-raisers/Vendors 16
III. Program/Event Planning 17 Ticket Sales and Revenue/Scheduling Activities and Facilities 17 Scheduling Activities and Facilities 18 Office Space Fees and Rents 19 Fire Permit and Policy for Social Events Held at Stockton 19 Bidding Guidelines for Purchasing Supplies from Outside Vendors 22 Banner Process for Purchasing Supplies from Outside Vendors 23 Banner Process for Securing Performers’ Contracts 23 Banner Process for Hiring a Disc Jockey 24 Banner Process for Using Internal Food Services 24 Banner Process for Requesting External Food Vendor 25 Using the Print Shop 26 Using Alcohol/Producing a Program 27 Posting Policy 28 Event Cancellation, Use of Sound Equipment 29
2 IV. Travel Guidelines/Procedures 29
Travel Registration, Trip Coordinator Policy 29 Trip Coordinator Policy 30 Trip Coordinator Responsibilities, Trip Advisor Responsibilities 31 Travel Meal Reimbursement, Students Driving College Vehicles 31 Reserving College Vehicles, Ordering Buses, Using Personal Vehicle 32 Using Personal Vehicles 33
V. Advisors 33
Fall Term, 2008
Dear Student Leader:
The Student Manual for Organizations is an extremely important tool. It is designed to provide all the information necessary for a student organization to operate efficiently at The Richard Stockton College of New Jersey. As such, it contains some procedures that must be followed. Please familiarize yourself with these procedures so that you will be able to enjoy, as much as possible, the efforts that you invest in student leadership. Student activities are meant to be pleasurable, as well as worthwhile educational experiences. If the Office of Student Development can help add to your participation in any way, we would like to have that opportunity.
It should be noted that this manual is a combination of operating procedures from the Office of Student Development and the Student Senate. Therefore, either the Office of Student Development or the Student Senate may address specific questions or problems.
Obviously, not all of the possible problems that may occur are answered in this manual; but careful attention to the separate sections will be helpful. There are sections for characteristics of a good organization, the role of the Office of Student Development, funding and expenditure information, program/event planning, travel guidelines/procedures and the role of the advisor.
I would like to congratulate you on taking the first step to becoming an effective student leader. You accomplished that task by picking up this manual and reading this far. I would like to challenge you to continue and help us all to make a better living and learning environment for The Richard Stockton College of New Jersey.
Sincerely,
3 Lamott Moore Director of Student Development
I. Characteristics of a Good Organization at The Richard Stockton College of New Jersey
A. It has a clear sense of identity, purpose and direction. B. It communicates effectively both internally with the membership and externally with other organizations.
C. It maintains a competent leadership with good organizational skills, a strong value structure and the ability to work in concert with the organization’s membership.
D. It is durable and continuous, possessing the ability to recruit and train both members and leaders with respect to its purpose, and also in regards to the identity and direction of the organization. E. It possesses the vitality to grow, and renew and progress. F. It effectively manages its resources of time (the non-renewable resource), finances and people. G. It is responsibly responsive, meeting the needs of its membership and the institution of which it is a part. H. It accomplishes program objectives and evaluates programs on a regular basis. I. It has open access and has opportunities for those who wish to participate. J. It is cooperative and supportive of other organizations in that it seeks out and identifies opportunities to carry out inter-organizational activities.
4 II. Office of Student Development
A. The Office of Student Development, under the direction of the Dean of Students, will annually produce the Student Manual for Organizations, which reflects all regulations concerned with the development of organizations. This will be available for distribution to those groups interested in forming student organizations and to those groups that have been established.
B. Assistance will be available within the Office of Student Development for persons or groups seeking to establish college organizations, along with continued assistance to established organizations to help them meet their goals and to coordinate activities.
Statement of Purpose
The Office of Student Development is responsible for the recognition, classification, supervision, and evaluation of organizations identified with The Richard Stockton College of New Jersey. Every co- curricular organization that seeks official recognition and funds from the college must comply with the procedures in this manual. The purpose of the manual is to provide guidelines for the operation of organizations at Stockton. It is anticipated that a substantial range of different organizations will provide diverse and balanced co- curricular programs and will give the members of the college community opportunities to develop skills or interests of greatest importance to them. Role The Office of Student Development has a central responsibility for college organizations and their activities. Listed below are the functions of the Office of Student Development that relate to student organizations. The term “college organization” refers to those groups of students, faculty, and staff who comply with the procedures outlined in the manual for both recognition and operation.
A. Maintenance of a college-wide plan for the overall development of college organizations and determination of the nature of the relationship of organizations to the college.
B. Assistance to the Student Senate in the disbursement of the college activity fee.
C. Ongoing evaluation of college organizations to determine whether or not their “recognized” status should be continued. A listing of recognized college organizations shall be maintained and shall be published at least annually.
D. Financial procedures and records shall be maintained and provided for all college-sponsored organizations by the Office of Student Development.
5 E. Assistance to student organizations in the development of a balanced, co-curricular calendar designed to benefit the college community.
F. Promotion and development of effective student leadership through formal and informal training programs.
G. Coordination and maintenance of a comprehensive schedule of programs and activities and subsequent publication of it.
H. Act as a liaison with the Office of Event Services regarding appropriate space reservation and co-curricular program planning.
I. Provisions of total facility support for activities scheduled at the college including audio-visual equipment needs, room set ups, security, publicity, and food service.
Kinds of Organizations
Three facts must be emphasized. First, the college will regulate any organization using the name of the college or claiming an association with the college. Second, those organizations that come into being largely because the college exists and which draw their membership primarily from members of the college community will not be supported if they espouse or pursue goals that conflict with those of the college. Finally, although interaction with members of the local community is encouraged, it should be emphasized that organizations at Stockton should be primarily composed of members of the college. Any organization with more than ten percent of its members not affiliated with the college must receive special authorization in order to obtain recognition. At Stockton, provisions have been made for the development of four different types of organizations. These are described as follows: A. Sponsored Organizations offer membership and contribute directly to the functions and objectives of the college. A programming organization, a special interest group, or a service club may, for example, qualify as a sponsored organization. Sponsored organizations usually operate with funds obtained from or through the college; they also may use college facilities by completing a space request form with the Office of Student Development. All sponsored organizations must be Stockton-based organizations. B. Independent Organizations are much narrower in their focus than are sponsored organizations. Although comprised of students, faculty, and staff, an independent organization’s view or aim may not be representative of the institution as a whole. Religious, political, and social clubs may, for example, qualify as independent organizations because of restricted membership. These organizations receive no financial support from the college although they may use the college name and are eligible to apply for space. C. Off-Campus/Non-College Organizations are generally civic or private organizations with membership neither limited to nor dependent upon the college community. The college will not sponsor, certify, or support such organizations; nor will the college bar any students or staff from affiliation with these organizations. Off-campus organizations will request use of college facilities through the Office of Event Services. That office will coordinate all facilities and support services for these organizations. Off-campus organizations that conduct activities on campus will be subject to all appropriate regulations and will generally be subject to a charge for rental of college space. D. Non-Profit Corporations are usually organizations that have developed from one of the first three categories. These organizations develop services or products that can be purchased by the school. Examples are a cooperative or a newspaper. These organizations may rent space when it is available. Their conduct will be subject to all college regulations.
6
NOTE: Independent organizations, which sponsor events that are open to the college community and utilize college facilities, must submit a detailed plan (at least two weeks before the proposed event) to the Director of Student Development.
OFFICIALLY RECOGNIZED STUDENT ORGANIZATIONS Student Senate Accounting and Finance Society Master of Arts in Holocaust and Genocide Studies Admissions Ambassadors Masters of Business Administration Amnesty International Masters of Occupational Therapy Club Anime Club Masters of Physical Therapy Club ARGO (Student Newspaper) Multi-Cultural Connection Art Club Muslim Student Association Asian Student Alliance (ASA) NAACP Biology Society National Panhellenic Conference Books without Borders Newman Club/Catholic Campus Ministry Campus Crusade for Christ Occupational Therapy Club Campus Marketing Association Omicron Delta Kappa Campus Religious Council On the Go Student Organization Caribbean Student Association Order of Omega Certified Peer Educators Orthodox Christian College Fellowship CHANGE Philosophical Society Chemistry Club Physical Therapy Club Chess Club Political Science Student Association Circle K International Pride Alliance Class Council 2009 Psychology Club Class Council 2010 Public Health Society Class Council 2011 RSC Pre-Law Honor Society Class Council 2012 Stockton Action Volunteers for the Environment (SAVE) Coalition for Women’s Rights Social Work Club College Democrats Society for Future Health Professionals College Republicans Society for Physics Students Colleges Against Cancer Spanish Club Communications Society Speech and Hearing Club Computer Society S.T.A.N.D. Criminal Justice Society Step Xplosion Cyber Games Club Stockpot Literary Magazine Dance Club Stockton A Capella Deep Sea Fishing Club Stockton All Starz Economics Club Stockton Christian Fellowship Education Club Stockton Chorale Society Entertainment and Sports Association Stockton Entertainment Team (SET) Equestrian Club Stockton Gaming Guild FEMALES Stockton Instrumental Music Society Freethinkers Union Stockton Irish Dancers Free-to-Be Child Care Center Stockton Literature Club French Club Stockton Math Club Geology Club Stockton Mediation Club Graduate Student Council Stockton Metaphysical Society Greek Council Stockton Residents Association (SRA) Hellenic Heritage Society Stockton Rotaract Club Highest Praise Gospel Choir Stockton Student Television (SSTV)
7 History Club Stockton Surf Club Hospitality and Tourism Management Society Stockton Theatre Club Idols of the Tribe Stockton World Literacy Organization Inter-Club Council Teaching Outside the Box International Business Students “The Path” Yearbook IEEE Student Chapter UNICEF at Stockton Jewish Student Union/Hillel Unified Black Students Society (UBSS) LEAD Walt Disney World College Program Alumni Assoc Los Latinos Unidos Water Watch MALES Women and Geoscientists Marine Science Club Young Life Master of Arts in Criminal Justice GREEK LIFE ACTIVE CHAPTERS
Fraternities Alpha Phi Alpha Kappa Sigma Pi Kappa Phi Alpha Phi Delta Lambda Theta Phi Tau Delta Phi Iota Phi Theta Omega Psi Phi Kappa Alpha Psi Phi Beta Sigma
Sororities Alpha Kappa Alpha Lambda Theta Alpha Zeta Phi Beta Delta Delta Delta Mu Sigma Upsilon Zeta Tau Alpha Delta Zeta Sigma Sigma Sigma Establishing a new organization The Office of Student Development will be responsible for groups seeking recognition as a college organization. These groups must meet with the Director of Student Development or his/her designee. The director will review the policies and procedures that need to be followed to establish a new group on campus. The director is located in G-206, ext. 4205. After meeting with the director, the organization representative should proceed with the following steps: A. Submit a copy of the constitution, an updated membership list with at least 10 members, and activities and programs you would like the organization to hold. An example of a constitution can be found in the Student Manual for Organizations on page 11, “How to Write a Constitution and Bylaws.” B. Provide opportunities for membership without regard to race, color, creed, national origin, ancestry, disability, age, sex, affectional or sexual orientation, marital status, liability for service in the Armed Forces of the United States, or nationality. C. Secure an advisor for the organization, i.e., a faculty or staff member. D. Adhere to college regulations, as well as state and federal statutes. E. Upon approval, be placed on probation for two semesters. At the end of the probationary period, barring any problems, the organization will be formally recognized by the Office of Student Development and the Student Senate, and will be eligible for funding. F. Fill out a copy of the Office of Student Development Registration Form. Registration forms are available in the Office of Student Development in G-206. G. Provide the Office of Student Development with the names, addresses, and phone numbers of the two people who will be responsible for signing requisitions and keeping track of equipment controlled by the organization.
8 Club Registration All clubs and organizations must register each year in the Office of Student Development by October 15. The club must also provide the Office of Student Development with an updated membership list within the first three weeks of the spring semester. If the file is not completed by the deadline, the club will be placed on the inactive list and all privileges will be lost. Non-compliance for two consecutive semesters will result in the club’s loss of recognition. The Director of Student Development will then notify the Dean of Students, the Club Advisor, and the Club President about the loss of the club’s recognition.
The following information will be required for registration: A. A completed “Registration Report” B. An updated constitution C. An updated inventory of equipment, if any D. An updated membership list The registration file will be kept in the Office of Student Development. It is the responsibility of the organization to update its file during the semester if any significant changes occur, such as a change in leadership or substantial constitutional amendments. New members who join during the semester should be added by the officers of the organization. Only those students listed on the current membership list will be entitled to the benefits of the organization. Organizations that form during the semester will receive a “temporary” registration. In these cases, the Director of Student Development will conduct the registration as part of the recognition process. Evaluations of Organizations
At the conclusion of each academic year, the Office of Student Development will evaluate the merits of budget proposals for the ensuing year.
First, the office will assess the effectiveness of each organization in achieving the program objectives for which funds have been provided. This evaluation is contained in the budget recommendation made by the Office of Student Development. The office’s evaluation will reflect the reactions of the campus community to the recipient and an assessment of the extent to which these programs contribute to the purpose of the college. The evaluation report should include such information as attendance, effectiveness of administration, quality of planning, etc. Observations on the adherence of an organization to its own constitution and bylaws, plus suggestions for changes, are also appropriate.
Second, the office will evaluate each organization based on a financial audit of each organization receiving activity fee funds. The Office of Student Development will conduct the audit. The audit report will establish the extent to which an organization has met the fiscal control standards of the college and the requirements of its own spending plan.
An organization’s association with, recognition by, and financial assistance from the college are matters of trust and privilege. Thus organizations are subject to loss of these privileges for failure to maintain proper financial records. Specifically, a recipient is subject to disciplinary action if any of the following situations occur: A. Funds are used for purposes other than those for which they were originally budgeted and approved by the Dean of Students. The Director of Student Development may approve transfers from one category to another up to a total of $500. Changes cannot be made to support activities specifically denied by the Student Senate and by the Dean of Students. Modifications greater than $500 per item must be submitted to the Student Senate for approval. During the summer, the
9 Director of Student Development may approve any change in excess of $500 if the funds are requested for emergency purposes.
B. There is evidence that funds and/or equipment have been stolen by or in collusion with the recipients.
C. College regulations or policies have been violated.
D. Organization members have violated civil ordinances and/or state laws carrying out organization activities.
Any report of discrepancies and/or violations should be submitted to the Office of Student Development, which will evaluate the report and present its findings to the Student Senate for its review. Written complaints may also be received from other sources at the discretion of the Student Senate. The Student Senate will hear such complaints as a whole or by a committee of the Student Senate specifically charged to review such complaints. The Senate will consider these complaints, call appropriate witnesses, and recommend a course of action to the Dean of Students, who will impose sanctions as appropriate. All appeals from such sanctions must be submitted in writing to the Dean of Students within two weeks from the date of notification of the sanction. The Student Senate may recommend and the Dean of Students may approve the following sanctions singularly or in combinations:
A. Written reprimand to the violator
B. Probation for a specified time or until specified conditions are met
C. Reduction or suspension of allocated funds
D. Suspension of the right to apply for funds
E. Removal of recognized status of an organization
F. Initiation of an official complaint charging violation of the Campus Code of Conduct Student Office Space Application A. Office space is allocated on an availability basis. B. Student groups wishing to obtain office space will be put on a waiting list in the Office of Student Development. C. Priority for office space will be given to student groups who are designated Service Organizations, followed by Special Interest Organizations, and finally Independent Organizations. D. Groups must be active for at least one academic year to be considered for office space. E. The Office of Student Development will conduct an annual assessment of available office space, and if space is available, will notify the first student group on the waiting list, as per the above priority. Student Office Usage A. Office keys are to be signed in and out through the Office of Student Development, G-206.
10 B. Offices must be utilized for club/organization purposes only and kept neat. C. Each office is equipped with a local call restricted telephone. The Office of Student Development will review all phone bills. Any abuse or unauthorized use will result in the loss of the telephone. D. Recommendations for continued office usage will be reviewed at the conclusion of each semester.
Electronic Publication Guidelines The college’s Web site (www.stockton.edu) is an official publication of the college. The Web pages of students, faculty, and clubs and organizations of the college may be listed as links on the college’s official Web site. However, the linked pages of students, faculty, and clubs and organizations of the college are not official publications of the college and should have a statement to that affect prominently posted on their Web pages. An organization that has a formal relationship with the college and supports the legitimate educational, administrative and mission-centered programs of the institution, such as, for example, a vendor providing contracted services on campus, may be listed as a link on an official college Web page. How to Write a Constitution and Bylaws Each organization must have procedures that clearly define its methods of conducting business. A constitution and bylaws are an effective means of establishing those procedures. The constitution states the principles creating the organization. The bylaws contain a more detailed explanation of how the organization is governed. The following is an outline for information to be included in a constitution and bylaws. Preamble: Introductory statement that specifies why the club or organization was formed. Article I - Purpose
Section 1: Name of Organization Section 2: Purpose of Organization Article II: Organization
Section 1: Composition, listing all officers, committees, advisors and their duties. Section 2: Election of Officers; procedures for election, filling of vacancies, and length of term. Section 3: Meetings of the Organization, including frequency of regular meetings, procedures for special meetings and quorum. Section 4: Administrative or Advisory Council, which may be entrusted with any administrative authority, list of positions, nomination procedures and length of term. Section 5: Committees of the Organization, including process of appointment, responsibilities, reporting and length of term. Article III: Duties and Power
11 Section 1: Parliamentary authority of the organization with the name of the manual of parliamentary procedure to which questions can be referred. Section 2: Powers of each officer, committee, administrative or Advisory Council. Section 3: Procedures for amendments including length of notice and required vote for adoption. III. Funding and Expenditure Information Review Status for Recognized Clubs
To establish a procedure that enables recognized clubs/organizations to review and strengthen their organization and to maintain their certification.
In connection with the review and final approval of club budgets for the forthcoming year, an overall assessment of the effectiveness of clubs is carried out. As a result of this process, a club may be identified as needing strengthening to insure continued effectiveness of operations. Such clubs that may be so identified are placed in a review status.
Placement in a review status shall mean that a club has a specified period of time, normally 45 to 60 days, to carry out an in-depth review of its operations with its staff advisor and, subsequently, develop a detailed action plan to strengthen its operations. Funding requests for all clubs identified as in review status shall be held pending approval of a detailed action plan.
Clubs that do not satisfactorily complete this process shall be, except in unusual circumstances, decertified. For extreme violations of the Student Manual for Organizations, the Vice President for Student Affairs or the Dean of Students may at any time decertify a club without notification of review status.
Notification of review status by the Office of Student Development will be issued to the affected club, the Student Senate, the Dean of Students and the Vice President for Student Affairs.
Decertification of Organizations
An organization’s status as a sponsored or independent body recognized by the college will be reviewed on an annual basis. Decisions as to the continuance or decertification of an organization will be based upon the following criteria:
A. Have funds been expended according to the budget approved by the Dean of Students?
B. Is a copy of the organization’s registration on file in the Office of Student Development?
C. Does a list of all equipment owned by the organization exist in the Office of Student Development? Has it been properly identified and/or marked with a Stockton inventory tag?
D. Has the organization met all deadlines established by the Office of Student Development for both program and financial audits?
E. Does the organization meet on a regular basis?
12 F. Is the organization “active” in the sense that evidence of its existence is available to the college community, and does it provide programs that reflect its purpose?
G. Has the past performance of the organization, including its leadership, been consistent?
Students Joining An Unrecognized Student Group
Students are expected to know and abide by the regulations governing recognized student groups. Students who join, accept membership or affiliate in any way with a student group whose recognition has been withdrawn are thereby in violation of college regulations and are subjected to judicial referral to the Campus Hearing Board, which may result in disciplinary action. Students who assist in perpetuating these organizations are subject to the same disciplinary action.
Funding Eligibility
The following organizations, groups, units, or offices are eligible to apply to the Student Senate for funds from the college activity fee:
A. Sponsored organizations
B. Non-profit corporations, which provide a service to the college community on a contract basis
C. Other constituencies of the college, which propose and/or offer programs considered of benefit to the college community Funding Limitations The following organizations, groups, items, or individuals are not eligible for use of funds from the college activity fee: A. Independent, off-campus/non-college organizations, organizations that are not Stockton- based organizations are not eligible for funds. B. Organizations and activities that discriminate in regard to race, creed, color, national origin, ancestry, disability, age sex, affectional or sexual orientation, marital status, liability for service in the Armed Forces of the United States, or nationality.
C. Academic equipment or supplies, which should be purchased with monies allocated to academic affairs or the library.
D. Academic programs (Any program where credit is received)
E. Items that are not essential to the operations of the organization
F. Loans to students, faculty, staff or any person
G. Payment of personal membership dues, assessments, or other costs of an off-campus organization that could be transferred off campus
H. Rental of non-college facilities or payment of consultants without prior approval of the Office of Student Development
13 I. Social welfare donations (only profit from fund-raiser (revenue minus college activity fee used to fund the program may be donated to the charity)), bail bond, and similar activities that meet individual social goals and/or obligations
J. Closed social gatherings
K. Expendable supplies used by individuals for personal gain or benefit, except in contests or tournaments or recognition of service for which a prize or award may be given, are subject to the following regulations:
1. Money to pay for the prize must come from revenue, not from the fee. 2. Prize may not be in cash. 3. The nature of the prize and the method of judgment must be approved by the Student Senate. 4. Any prizes must be approved by the Office of Student Development. 5. A record of the identity of the winners must be filed with Accounts Payable.
L. Equipment with such narrow and specific uses that it cannot be easily “recycled” back into the campus community
M. Alcoholic beverages or support of a program where alcohol is present N. Sponsored organizations may not co-sponsor an event with an independent organization, off- campus/non-college organization or non-profit corporation where the college activity fee is used to support the event. Funding Procedures All organizations that require funds to achieve their stated objectives must prepare a complete financial statement delineating both projected sources of revenue and projected expenses. All budgets should be prepared for the entire school year except in those instances where an organization is formed during the year, in which case the budget should reflect plans for the balance of the year. Supplemental budget requests are also encouraged if college activity fee accounts permit. In preparing the budget, however, it should be noted that funds needed during each term should be totaled separately, as money can only be released as it becomes available through the collection of activity fees each term. All budgets must be submitted on a budget request form obtained from the Office of Student Development. The Student Senate shall review budgets for the next school year during the spring term. The Office of Student Development stands ready to assist organizations in preparing appropriate budgetary statements. Once this statement has been completed, one copy should be delivered to the Office of Student Development. The office will review the budget and make a recommendation to the Student Senate. The Student Senate will review the proposed budget and make recommendations to the Dean of Students or his/her designee. Each organization is encouraged to keep an accurate record of its finances separate from any accounting done by the Office of Student Development. This record should serve as an aid to groups in planning their activities. Information on how to set up financial accounts is available through the Office of Student Development. When a club is requesting to leave campus on a senate-funded trip, the following must happen as a budget supplemental is submitted: 1) a brief itinerary must be submitted for each of the days away from the campus, 2) any possible literature that can be obtained regarding the trip, and 3) complete Student Transport form.
14 Upon returning to the campus, the club must attend the next Student Senate Finance Committee meeting possible unless prior arrangements are made to submit the following: 1) a more detailed itinerary than the one originally submitted with attached literature of the events/places/conferences attended while away from campus, 2) answer any questions that the Finance Committee members may have for your group, and 3) original receipts for any travel advances are due immediately. Failure to comply with any of these procedures may affect any future supplemental requests and/or annual budget requests. Requests for Expenditures Requests for expenditures by organizations against their allocated funds will be made on a Student Organization Check Requisition form to the Office of Student Development. This office will review the expenditure request to ascertain that it is within the purpose approved in the budget and that it conforms to the spending plan. No requisition will be processed that is not accompanied by proper original supporting documents, i.e., receipt, contract, invoice, and quote.
All bills, payments, or contracts sent to the Office of Student Development must be addressed to the organization in care of the Office of Student Development. The office will facilitate the billing of the appropriate organizational account. Mail for organizations will be placed in boxes provided in the Upper G-Wing College Center.
If the office believes that the expenditure request is inaccurate, it will so advise the requesting organization. All expenditure requests should normally be processed in this office on the same day that they are received. THE OFFICE OF STUDENT DEVELOPMENT WILL NOT TAKE RESPONSIBILITY FOR ANY PURCHASE MADE WITHOUT THE PRIOR APPROVAL OF THE DIRECTOR OF STUDENT DEVELOPMENT OR HIS/HER DESIGNEE. The Office of Student Development maintains an accounting record, which distinguishes the accounts of each organization. This office shall process promptly (normally within 30 days) the requisition for an expenditure forwarded by the requesting organization. This procedure shall provide an appropriate record for the organization. Evaluation of Proposals
Proposals for funding will be evaluated with the following interests in mind:
A. Programs and activities that contribute to a balanced co-curricular calendar for the college will receive primary consideration. So that proposals may be fully evaluated, organizations should clearly explain their plans for using funds requested that includes identifying tentative dates for planned programs as well as projected revenues. B. Organizations that have provided activities and services in the past that meet the needs of the college community will receive primary consideration. Those that have established a good “track record” by conscientiously following through on their proposals will have an advantage in the competition for funds.
C. Organizations that have demonstrated effective leadership will also receive special consideration.
D. Organizations can supplement college-appropriated funds by their own efforts. All such additional funds must be fully recorded as revenues, fully accounted for as expenditures, and fully reflected in the accounts of the organizations. If materials, etc., use the name of Stockton, the plans for raising funds must be approved by the Office of Student Development.
15 E. The Student Senate has set up guidelines for the distribution of funds to several basic categories of Stockton-based organizations. They are the following: Special Interest Organizations: Groups that pursue programs with a narrow focus, primarily of interest to the club members only.
Service Organizations: Groups that provide such services as referral centers, community health needs, and environmental concerns.
Non-profit Corporations: Argo, the student newspaper.
Supplementals: This category exists to meet the needs of new organizations and augment the budgets of existing organizations. Obtaining a check from the Office of Student Development
A. After making or arranging for the purpose of the desired item(s), secure a quote. This should be done in advance of delivery of the item(s). A letter of agreement/contract will serve this purpose for a performance, lecture, etc. The Office of Student Development cannot process a requisition without the proper documentation, i.e., invoice, quote, contract, letter of agreement, a STAR Form, or receipt.
B. Complete an Organization Check Requisition in the Office of Student Development. C. The Office of Purchasing will either mail the check to the vendor or you may pick it up in the Office of Student Development upon special request. Note on the requisition where you want the check forwarded. Note: Only the two authorized representatives of each sponsored organization may sign organization requisitions. These names are kept on file in the Office of Student Development. Also, a person may not sign a requisition asking for a check to be made payable to him- or herself. Depositing Revenue in an Organization’s Account
A. Complete a deposit slip in the Office of Student Development (G-206).
B. The Office of Student Development will then record and deposit the money, and you will receive a copy of this deposit. Fundraisers/Vendors
The following procedures have been put in place to allow equal access and opportunities to all clubs and organizations and to ensure collection and accountability of funds while complying with College health and safety policies.
A. A club/organization is permitted two fundraisers per month in the gallery. Three consecutive days will be considered one fundraiser.
B. Table location is limited to Lower D and Lower I-J Galleries. A single vendor is limited to a maximum of two tables each day. Vendors may not bring in additional tables. The College reserves the right to limit the number and type of auxiliary displays used by a vendor.
C. Vendors may solicit between the hours of 9:30 a.m. and 6:00 p.m., Monday through Friday. 16 Exceptions to locations, days, and times may be made at the discretion of the Director of Student Development.
D. The same item or product may not be sponsored by more than one club/organization on the same day. A schedule of vendors and products will be kept for reference in the Office of Student Development, G-206.
E. Clubs/organizations will not be given permission to sell items that are sold by College contract vendors, i.e., food service, bookstore, or vending machines.
F. The Request for Gallery Table form must be approved by your Student Development advisor, at least two business days before the event to verify date availability. The Office of Student Development will give final authorization of the project and notify the club/organization representative.
G. The cost for vendor space is $45.00 per day for a maximum of two tables. An introductory fee of $25 per day may be offered for first-time vendors once each year. The vendor is responsible for paying the fee at the Office of Student Development, G-206, before setting up for the day. A permit to solicit will be issued to the vendor after payment is made. The vendor must display this permission while selling. Students are not to accept payments from vendors.
H. The Office of Student Development will collect fees and make deposits directly to the appropriate club/organization account. IV. Program/Event Planning
Ticket Sales and Revenue
When admission is to be charged at an event conducted by a sponsored organization, numbered tickets must be used to account for all sales. An organization may have its own tickets printed through the Performing Arts Center (PAC) or it may use tickets available through the Office of Student Development. There is a $.50/ticket printing fee and a fee of $1.00/ticket for printing plus providing box office services.
A daily record is maintained of all ticket sales transacted through this office. Any time tickets are sold outside the Office of Student Development, the club involved is required to complete a ticket statement at the time the tickets are released and again when the unsold tickets and revenue are returned. No petty cash expenditures may be made directly from cash sales made in advance or at the door. No checks should be accepted. Tickets sold through the PAC Box Office will be handled according to PAC procedures.
Immediately following the sponsored event, a representative of the organization must come to the Office of Student Development with the unsold tickets and money, and fill out a revenue form/deposit slip. The Office of Student Development will then make arrangements to have the money deposited in the organization’s account. Revenue from tickets sold through the PAC Box Office will be released according to PAC procedures.
Sponsored organizations may not deposit any funds in any account other than that set up for the college activity fee.
17 Independent organizations may contact the Office of Student Development to set up an account.
Sponsored organizations are required to account for their estimated revenue in the budget request that they submit each year. The Student Senate and the Office of Student Development will review the plan for this revenue and make recommendations on it. Each organization is required to spend its income in accordance with an approved plan. Any revenue that exceeds the total amount of funds allocated by the Student Senate, including supplementals, may be carried forward to the next academic year. Exceptions to this must be approved by the Director of Student Development.
Only two tickets per member for any program of a limited nature (such as a bus trip to a theater in New York where only 49 tickets are available) may be reserved in advance for members of the sponsoring organization.
Scheduling Activities and Facilities
The Office of Student Development will assist clubs in selecting dates and time for activities, which will promote a balanced program. Clubs planning performances or special campus events must check with the Office of Student Development so that their programs will not conflict with previously scheduled activities, conferences on campus, special test dates, etc.
A. Approval of space for all on-campus co-curricular functions by recognized student organizations at the college is requested through the Office of Student Development. Recognized independent student organizations must have signed permission by their advisor before requesting space from the Office of Event Services, N-110.
B. The Office of Events Services schedules space for all on-campus co-curricular functions at the college. In order to request space for a function, a Request for Use of College Facilities Form must be filled out containing all information pertinent to the planned event such as date, time, expected attendance, specific room request, etc. Only signed applications will be reviewed.
C. When space is reserved, arrangements can be made for audio-visual services, security, food services, and room set ups. Prior to scheduling space for the use of any purpose, the individual, group, club or organization desiring to use college facilities must agree to assume full responsibility for damages to property and to pay for damages incurred. Additionally, the college expressly disclaims any liability for any personal injuries incurred while using a college facility. The Office of Event Services will assist with arranging support services.
D. All paperwork should be completed three weeks prior to the date of the event so that appropriate arrangements may be made.
E. For events which are new, or determined to be high risk by the College, space reservations will be listed as tentative until the leadership of the sponsoring organization completes all planning and information gathering meetings as requested by the College.
F. Student organizations needing to cancel events, must do so by contacting the Office of Student Development no less than 48 hours in advance of the scheduled event. Student Development will immediately notify the Office of Event Services. Organizations not adhering to this cancellation procedure may incur administrative and labor costs relative to the event. Additionally, services requested for an event, which are not utilized during the event, may also receive charges to cover the costs associated with the service. Special Note
18 It is important to remember that space includes all college property, not just rooms in buildings. Thus, organized activities that require plazas, galleries, classrooms, athletic facilities, etc., must also be requested through the above procedures with the Office of Student Development.
Fees and Rents
It may be necessary to charge fees for the use of services, equipment/or labor to club and organizations not funded by the Student Activity Fee. Each case will be decided on its own merits. The factors taken into account will include clean up, security, furniture moving, and audio-visual equipment. Every effort will be made to avoid special fees for college organizations and activities; however, all space users not funded by the Student Activity Fee must be prepared to pay for special services. The college also reserves the right to charge rent for space in college facilities. The Office of Event Services, in conjunction with the Office of Administration and Finance, may establish the conditions for such rentals, including the rental charge. Therefore, all applications from such organizations for space should be forwarded to the office for review and preparation of a rental agreement, if approved. THE OFFICE OF EVENT SERVICES WILL WORK WITH THE APPROPRIATE DEPARTMENTS TO DETERMINE WHETHER OR NOT A FEE IS APPROPRIATE, THE SIZE OF ANY FEE, AND THE CONDITIONS FOR FEE PAYMENT, AND WILL SO ADVISE ALL PERSONS REQUESTING SPACE AT THE TIME A RESERVATION IS ACCEPTED.
It is the general policy of the college to assign space and time to activities on the basis of their importance to the central purposes of the college. This means that assignment priorities are in the following order:
A. Essential services reflected in the annual “space budget”
B. Educational activities, primarily classes, specified in the “master schedule”
C. College-sponsored co-curricular activities
D. Activities sponsored by college-recognized organizations with preference to those serving the widest audiences
E. Activities sponsored by independent and/or non-college organizations Barbecue/Campfire Permit
Under the supervision of the Chief of Police, and in cooperation with the State Fire Marshall and Forestry Service the process of getting a Fire Permit for a barbeque or campfire on campus is through this office of the police department. Any sponsoring organization or individual is required to apply for a Fire Permit at least one week before the scheduled event by filling out the necessary paperwork at Police HQ. No accelerants (lighter fluid, propane, gasoline, etc.) may be stored in residence halls or college offices.
Policy for Social Events Held at Stockton by Student Organizations Section 1: Mitigating Risk In order to ensure the safest event possible for students, staff, alumni, guests and vendors, certain risk indicators and the likelihood of their potential effect on the event will be evaluated. This evaluation will be completed by the Offices of Student Development, Campus Police, Event Services and the facility 19 manager as appropriate. Proper health, safety and security procedures will be arranged according to the level of risk assessed for the event. These risk indicators include admission procedures, advertising, presence of alcohol and/or food, artist/lecturer/activity, cash management, concurrent events, construction, environmental impact, potential/expected attendees, sponsorship, venue, event history, nature of the event, scheduled time, number of attendees, parking, and other possible risk indicators. Events involving significant guests, door tickets sales and/or cash transactions and requiring two admissions points as described below will require representatives meet with the facility manager and complete a Responsibility and Procedure Checklist. Minimally, this should occur one week prior to the scheduled event date. Sponsoring organizations may be responsible for the cost of security measures and staffing. Section 2: Admission Points Proper admission procedures for events are crucial to the success of the event and the safety of students, guests and staff. All events held in College facilities must maintain an admission checkpoint(s) in compliance with the facility operational procedures. Student organizations hosting an event where tickets sales or cash transactions will take place at the door and significant numbers of guests (non-Stockton students, staff or alumni) are expected must maintain two separate admission points throughout the duration of the event. (The organization will be responsible for collecting admission fees or donations.) One admission point will be for Stockton student, staff and alumni, the other for guests. A College designee will be responsible for reviewing all attendee (student, alumni and guest) IDs and signing in the guests. It must be understood that the guest sign in process may take time and guests must display patience and proper behavior while waiting. Guests displaying inappropriate behavior, or failing to properly sign in prior to entering or attempting to enter the event may be removed from the facility. Section 3: Registration/Admittance Sponsors of events whose risk threshold (as determined by the Offices of Student Development, Campus Police, Event Services and the facility manager utilizing the risk indicators listed in section #1) dictates the need to register guests must use the following procedure. A. All guests who are not Stockton students, staff or alumni must display a photo ID and be registered with the facility staff to gain admittance to an event. The College reserves the right to deny guest privileges on a limited or permanent basis. B. Upon presenting a valid photo ID, proving 18 years of age or over, being signed in by College staff and paying the admission fee (if applicable), each guest will be issued a wristband that must be worn at all times while attending the event for which it was issued. C. Stockton students will also be issued a wristband after displaying their Stockton ID and paying their admission price (if applicable). They are required to wear their wristbands at all times while attending the event. D. Ticketed events with a “no re-entry policy” will not utilize wristbands and will display clear signage of the no re-entry policy. No re-entry typically means that once the attendee exits the facility they would not be permitted to re-enter without purchasing a ticket. Any visitors or guests found in violation of The Richard Stockton College of New Jersey’s policies and procedures or Code of Conduct will be immediately removed from campus.* Their privileges to visit the campus in the future will be reviewed, and they may be subject to criminal prosecution depending on the nature of the violation. For events where this procedure is to be used, the organization will be informed of the procedure and their leadership will need to meet with the facility manager. In the absence of a facility manager, organization leadership must meet with the Office of Event Services and/or Student Development advisor prior to the event. Failure to attend this meeting may jeopardize the organization’s facility reservation or future reservation privileges. Section 4: Cash Management In cases were an admittance fee is paid, the student organization is responsible for accurate and safe cash management procedures. Campus Police will provide a campus escort by request. Organizations funded 20 by the Student Activity Fee are required to deposit all revenues into the Student Activity Fund immediately, or as soon as possible after the conclusion of the event. For events occurring in the College Center the Office of the College Center maintains a safe box, which can be utilized upon request by both funded and non-funded organizations. This box can be utilized when events occur after regular College business hours (4:30 p.m.) and/or weekends. Should an organization wish to use the safe box, a representative of the organization must complete the proper form with all appropriate signatures prior to placing funds into it. This form is available from the on-site facility manager. A receipt of deposit will be provided. Section 5: Advertising Advertising (including print, radio, web and television) must include the following information: a minimum of 18 years of age (unless one is a Stockton student), personal I.D required for admittance, all guests will be required to register their attendance on site, specific amount of admittance fee, starting and ending time of the event. Advertising will not be permitted in any high school since the majority of those students are under the age of 18. All advertising must receive prior approval by the Offices of Student Development and Event Services. The minimum age requirement does not apply to organization sponsored events, in which area schools or other local agencies represent a majority of the invited guests. An invited audience is an individual or specified group that has received a personal, written or electronic invitation to attend the event. This should be discussed with the advisor at the beginning of the planning stage for the event. Section 6: Facility Manager in Attendance A facility manager or designee must be present in the facility or available on campus for the duration of a social event. Social events must end one hour prior to the agreed operational hours of the facility. Requests for the extension of operational hours must be made on the Request for Use of College Facilities at the time of submission (minimally two weeks prior to the requested event date) and accompanied by a written explanation for the request. Such requests must be reviewed by the Offices of Student Development, Campus Police, Event Services and the facility manager for adequate staffing patterns, facility and staff availability and overall risk. Should an extension be granted, the sponsoring organization may be responsible for any costs incurred as a result of the extension. Section 7: Behavior/Campus Code of Conduct Students and guests must adhere to Stockton’s Campus Code of Conduct.* Violations of the Campus Code of Conduct or other inappropriate behavior may result in any or all of the following: removal of individuals from the event, arrest by Campus Police, filing of Campus Hearing Board charges (students only), loss of visitation privileges (guests only), termination of the event, loss of sponsoring organization scheduling privileges for up to a year and/or other action deemed appropriate by the College. Any decision to terminate an event prior to the agreed upon ending time will be made by Campus Police in conjunction with the facility manager. Section 8: Damages/Crowd Management At the time of entering the facilities, the organization takes financial responsibility for damages that occur during their event. Should damages occur, charges will be sent to the organization within one week after the event. Sponsoring organizations are required to assist and comply with all directives given by Campus Police and/or the facility manager. Section 9: Member Minimum No student organization will be permitted to sponsor a social event unless they have a minimum of four members on their active roster that will be present to monitor the event. If due to illness a member cannot attend the event, an alumni member may act as a substitute. A request to use substitutes must be submitted in writing to the Director of Student Development prior to the planned event. Alumni members who are acting as substitutes for organization members must register with the College as overnight guests (whether or not they intend to remain on campus overnight) following the normal procedure, and the facility manager or Student Development advisor must be given a copy of that registration for each individual substituting prior to the beginning of the event.
Section 10: Sound Equipment 21 All requests for sound equipment must be included on the Request for Use of College Facilities Form. NOTE: All disc jockeys must provide their own sound equipment and speakers. Section 11: Vendors In order to sell merchandise, vendors must be properly registered and approved by the College one week in advance of the event. The Office of Student Development can assist with this process. Permitting vendors to sell or solicit at a registered event without proper approval by the College may result in termination of the event or loss of reservation privileges. A copy of the approved solicitation form must be displayed by the vendor. Section 12: Event Location The only space allocated for an organization event will be space that has been approved by the Office of Event Services. Failure of a sponsoring organization to maintain their event within the space approved may result in termination of the event. Section 13: Alcohol Alcohol is not permitted at any student organization sponsored event unless approved through proper administrative procedures. Requests for alcohol must be indicated on the Request for Use of College Facilities and accompanied by a letter of justification for the request. Should a request for alcohol be approved, it must be understood that it cannot be paid for with funds from the Campus Activity Fee. Section 14: Administrative Privilege The College reserves to right to implement additional procedures. Such decisions would be made at the discretion of Campus Police and/or the facility manager with the health and safety of attendees as the foremost concern. Section 15: Room Occupancies and Fire Codes Sponsoring organizations must comply with space and room occupancy limits and all NJ fire code safety regulations as determined prior to the event. Failure to do so may result in termination of the event. These limits and regulations should be discussed during the planning of the event. Should questions arise on site, the facility manager and/or Campus Police should be contacted.
*The Campus Code of Conduct can be found in the 2008-09 Student Handbook, published online and also available in print. Online, go to www.stockton.edu/studenthandbook-->community policies & student grievances-->student grievances-->campus code of conduct.
Note: This policy does not guarantee students, employees, guests, or visitors to the campus absolute safety. The Richard Stockton College of New Jersey is housed on an open campus that cannot be patrolled at all times in all places, and all employees, students, guests, and visitors are advised to exercise prudent preventative safety measures. Bidding Guidelines for Purchasing Supplies from Outside Vendors or Agents A. For all items less than $1,750, no bidding is required.
B. All items in the range of $1,751–$8,000 must receive prior approval of the Office of Student Development, and three telephone quotations must be obtained. Log sheets must be maintained and attached to the purchase requisitions.
C. All items in the range of $8,001–$13,000 require three fax or written quotes. The Office of Student Development will make all arrangements. D. For all items in the range of $13,001–$28,299 require three written quotations allowing 14 days from time of mailing and will be opened simultaneously, as determined by the Office of Student Development.
22 E. More than $28,300, formal advertised bid will be coordinated through the Office of Student Development or a bid waiver will be required. F. For all entertainment and performers less than $19,000 no bidding is required. A bid waiver is required for bids in excess of $19,001. G. Purchase of used equipment is not permitted without original vendor receipts. All college purchasing must be done in accordance with appropriate State laws, regulations, policies and procedures, which include laws related to Small, Women, and Minority Businesses, and New Jersey Business Registration. Banner Process for Purchasing Supplies from Outside Vendors or Agents A. Student initiates expenditure and meets with the Office of Student Development advisor for permission to host an event. B. Determine whether the vendor is registered with the state. If not, work with vendor and the Office of Purchasing to record registration. C. After receiving a quote from the vendor, the Student Development staff enters a requisition in Banner for approval. D. The Office of Purchasing converts requisition to a purchase order number and sends it to the vendor. E. Vendor receives the purchase order number and then ships the goods. F. Receiving Department delivers items to the addressee. G. Student Development staff does electronic receiving. H. Accounts Payable processes payment then mails the check to the vendor or to the Bursar’s Office for pickup.
Banner Process for Securing Performer’s/Presenter’s Contract
A. Student initiates expenditure and meets with the Office of Student Development advisor for permission to host an event.
B. Determine whether the vendor is registered with the state. If not, work with vendor and the Office of Purchasing to record registration.
C. Secure preliminary information about the performance, e.g., approximate costs, possible dates, possible site.
D. Submit and receive approval for necessary college space and resources for anticipated dates, i.e., space, equipment and setup needs.
E. Secure a contract from the performer/presenter, inclusive of rider/performance requirements. This contract will be reviewed by the College's Risk Management staff. Once it has been reviewed, it must be returned to the performer/presenter for signature. The performer/presenter will return it to the College for final signature by the Vice President of Administration and Finance. A copy of the fully executed contract will then be mailed to the performer/presenter by
23 the Office of Student Development. If the performer/presenter does not supply a contract, copies of the College's authorized contract are available in the Office of Student Development. All performers/presenters must sign a contract (even if they are not receiving compensation). Only staff designated by the College are permitted to sign contracts. F. After the performance, unless directly stipulated in the contract, Student Development staff enter Direct Pay on Banner Electronic for approval. G. Accounts Payable processes payment and mails the check to the vendor or to the Bursar’s Office for pickup. Banner Process for Hiring a Disc Jockey
A. Student initiates expenditure and meets with the Office of Student Development advisor for permission to host an event.
B. Determine whether the DJ is registered with the state. If not, work with the DJ and the Office of Purchasing to record registration.
C. All DJs in which the College procures services either directly or through other organizations are required to provide proof that they have a New Jersey Business Registration. Information regarding the Business Registration is located in the State of New Jersey Department of Revenue website.
D. Selected DJs should have proof of comprehensive general liability insurance of $1/$3M, automobile liability and workers compensation insurance. Approved DJs should also be able to provide sufficient proof that they have addressed anti-piracy laws regarding copyrights, royalties, etc through licensing agreements and/or insurance.
E. After receiving a quote from the DJ, secure a contract from him/her, inclusive of rider/performance requirements. This contract will be reviewed by the College's Risk Management staff. Once it has been reviewed, it must be returned to the DJ for signature. He/She will return it to the College for final signature by the Vice President of Administration and Finance. A copy of the fully executed contract will then be mailed to the DJ by the Office of Student Development. If he/she does not supply a contract, copies of the College's authorized contract are available in the Office of Student Development. All DJs must sign a contract (even if they are not receiving compensation). Only staff designated by the College are permitted to sign contracts on behalf of the college.
F. The DJ must have a signed agreement in place prior to the event indicating that he/she will be responsible for indemnifying and holding harmless the College from all risks, losses or claims arising out of their performance of the contract. The College is not permitted to indemnify any of the DJs, and these provisions will be removed during review.
G. The DJ should provide his/her own equipment and check in with the campus police before transporting his/her equipment on campus.
H. It is suggested that any groups procuring a DJ plan ahead and allow at least 30 business days prior to the event to ensure that the contract is reviewed and signed by the College’s authorized
24 contracting person, Robert D’Augustine, the Associate Vice President of Administration and Finance.
I. After the performance, unless directly stipulated in the contract, Student Development staff enter Direct Pay on Banner Electronic for approval. J. Accounts Payable processes payment and mails the check to the DJ or to the Bursar’s Office for pickup. Banner Process for Using Internal Food Services to Cater an Event A. Student initiates expenditure and meets with the Office of Student Development advisor for permission to host an event. B. A student from the organization meets with the Director of Chartwells’ Food Services or his/her representative to develop a tentative menu with a corresponding price list for a specific event. C. The student must bring that Catering Request Form to his/her advisor for approval. D. The advisor reviews the form and determines if it is appropriate, or not, and if funds are available. The advisor then submits a STAR Form for approval. E. If approved, the advisor will sign the Chartwells contract and have it returned to food services. The advisor’s signature on the contract guarantees payment of food services for that amount. Food services must receive this signed contract at least seven days prior to the scheduled event. F. A check requisition will not be completed until the organization receives a bill from food services following the event. G. If charges are made at a later date, payment cannot be guaranteed for any extra amount unless the advisor approves it. H. All bills from food services for student organizations should be sent directly to the Office of Student Development. I. Make arrangements with the Office of Event Services if food serving tables or a special setup is necessary. J. After the event, unless directly stipulated in the contract, a Check Requisition is to be completed and then the Student Development staff will enter the Direct Pay on Banner Electronic for approval. K. Accounts Payable processes payment and mails the check to the vendor or to the Bursar’s Office for pickup. Banner Process for Requesting the Use of an External Food Vendor A. Student initiates expenditure and meets with the Office of Student Development advisor for permission to host an event. B. Determine whether the vendor is registered with the state. If not, work with vendor and the Office of Purchasing to record registration. C. Student organizations must present the following information to the Office of Student Development when requesting the use of an external food vendor:
25 1. A copy of the vendor’s current insurance, which would cover product liability for the coverage of the delivery of food off premises for this event. 2. A copy of a current certificate covering the vendor’s status as approved by the state and county health department. 3. A legal waiver absolving the organization’s students association and the college of all legal responsibility in reference to the preparation and the service of the food for this event.
D. After receiving a quote from the vendor, a STAR Form must be approved by Administration and Finance.
E. Presentation of a contract that must be reviewed by the college’s administration and the Attorney General’s Office for appropriate legal advice. F. Documents may be obtained in the Office of Student Development, G-206. G. After the performance, unless directly stipulated in the contract, Student Development staff will enter the Direct Pay on Banner Electronic for approval. H. Accounts Payable processes payment and mails the check to the vendor or to the Bursar’s Office for pickup. Using the Print Shop A. Complete a printing request form, available in the Office of Student Development, on which details of the job are to be listed.
B. The completed printing request will then be evaluated and approved by the Director of Student Development.
C. Return the printing request to the Print Shop so the work can be done.
D. When the work is completed, the Print Shop will send the printing request to Purchasing where the price for the work will be entered. Purchasing will then return the printing request to the Office of Student Development.
E. When the printing request form has been returned, the Accounting Office will deduct the cost of the request directly from the organization’s account.
F. All publications of student organizations, at the minimum, should contain a statement, prominently displayed, which clearly identifies the relationship of the student organizations to the college, i.e., similar to the one the Argo is using. For example, the statement should be one such as the following:
The (name of publication) is not an official publication of The Richard Stockton College of New Jersey, but is published by (name of organization), a student organization funded from the college’s activity fee. The views expressed do not necessarily reflect the opinions of The Richard Stockton College of New Jersey.
G. With respect to letterhead stationery for student organizations, there should be a statement, prominently displayed, under the organization’s name clearly defining the relationship of the group to the college, i.e., a sponsored student organization of The Richard Stockton College of New Jersey funded by the college’s activity fee.
26 The Argo has a different relationship, and should continue displaying the information contained in the masthead of the February 21, 1988 issue. Argo stationery should clearly display the same information to avoid any possible misunderstanding of their relationship to the college.
Using Alcohol at Sponsored Events
A. Alcohol is NOT permitted at any club/organization-sponsored event.
B. The club/organization sponsoring an event is responsible to assure that no alcohol is present. Producing a Program/Event
A. Consult the Office of Student Development in order to set a tentative date and place for your program. Try to avoid conflict with other events.
B. When you have selected a date for the event:
1. Reserve space with the approval of your Student Development advisor and with the Office of Event Services in N-110 by submitting a completed Request for the Use of College Facilities Form.
2. Request sound equipment on the Request for Use of College Facilities Form under the section titled audio-visual requirements.
3. When a firm date for the event has been approved and booked, process contracts with the performer/presenter and the Office of Student Development.
4. Arrange for tickets to be sold from the Performing Arts Center Box Office.
5. Complete organization requisitions for checks that need to be written before the event takes place, e.g., fees to the performer/presenter.
6. Arrange for publicity.
a. Computers are available for developing fliers in the Club/Organization Resource Room. b. Contact the Argo for newspaper stories. c. Contact WLFR and the Office of Student Development for off-campus media publicity (newspaper and radio). d. Submit a college Message Center Request Form with your advisor’s approval to the Office of Event Services for an announcement on Channel 2 of the campus TV monitors. e. Submit a LED message sign request form with your advisor’s approval to the Office of Event Services for an announcement on the electronic signs located at both of the college’s entrances on College Drive. f. Contact the Office of Student Development for any other publicity needs or assistance.
Note: The Office of Event Services reserves the right to edit any LED or Axis TV request.
27 7. Make a firm list of personnel needed to work before, during and after the event. Check this with the Office of Student Development to ensure that nothing has been omitted.
8. After the event, arrange for the return of all borrowed equipment. 9. Deposit all revenue in your organization’s account.
10. Complete any needed requisitions in the Office of Student Development. 11. Activities on or off campus requiring participants to sign a waiver will be denied funding and approval by the College. Note: A more detailed list of steps involved in producing a “performance type” event is available in the Office of Student Development.
Posting Policy
A. Advertisement for club/organization events must be approved for posting by the Office of Student Development prior to being delivered to Event Services for posting on the gallery kiosks or scrolled on the television monitors. B. Gallery television monitors should be the primary source of advertising your event. Ads will run for no more than two weeks, unless special permission is received from the Director of Student Development. C. Clubs/Organizations wishing to have advertisements posted on the gallery kiosks should have 19 approved copies delivered to the Office of Event Services located in N-110. Kiosk postings will be limited to two weeks. D. Clubs/Organizations wishing to have advertisements posted in the campus housing facilities should deliver 78 approved copies to the Central Housing and Residential Life Office located in A-100 of the Housing II complex. Housing will distribute 50 copies to the residence halls and TRLC and 28 copies to the apartments, Lakeside Center and Housing IV commons. E. Gallery wall postings are limited to upper-lower J-, upper H- and lower A-wings. A wall posting request form must be approved by the Office of Student Development. The form, plus the approved copies, should then be delivered to the Office of Event Services in N-110 with a diagram or drawing indicating the manner in which the advertisements should be posted. Club/Organization members are welcome to assist Event Services staff with this process. Requests should be received a minimum of two weeks prior to the event. F. Table tent advertisements can be used on a limited basis. Clubs/Organizations wishing to place table tents in the N-Wing or G-Wing cafeterias must have Chartwell’s approval. Once approved, the following numbers table tents should be delivered to Event Services for distribution: 60 for N-Wing; 50 for G-Wing. Table tents will be removed at the end of the day. G. Advertisements may not be placed on windows, doors, poles or any unapproved wall space. Clubs/Organizations found in violation of this policy may face disciplinary action. H. Sponsored vendors, independent groups and clubs/organizations approved for table space in the I/J gallery may post only on the walls directly behind their assigned tables. Blue painter’s tape is the only approved method for posting materials on the walls. Event Cancellation Policy
28 A. Cancellation of scheduled programs or activities should be made no later than three days prior to the scheduled event for which the Office of Event Services has reserved space. This will allow the Event Services staff time to notify all parties involved in preparation for the program.
B. Notification of cancellations should be made to the Office of Student Development and the Office of Event Services between 8:30 a.m. and 5:00 p.m., Monday through Friday. Any cancellation of a weekend event should be made to the Office of Student Development and the Office of Event Services by 5:00 p.m. the Friday prior to the event, at the latest.
C. In the event an emergency forces cancellation of an event scheduled for the weekend, the person or organization scheduling the event must consult the Stockton Campus Police at extension 4390. Use of College Center’s Sound Equipment
A. Availability: Certain sound equipment is available from the College Center for use on campus by any sponsored organization. Request for sound equipment should be indicated on the Request for Use of College Facilities Form, which provides a detailed list of available equipment. Upon approval, an operator will be assigned. The operator will be responsible for delivery, set up, operation, and return of all equipment.
B. Capabilities: This equipment can be used for speakers, dances, coffeehouses, and small groups of performers. It is not intended for high volume, such as rock bands, DJs or other large acts, and such use will not be approved or permitted.
C. Operation: A trained operator must be assigned whenever possible. These operators will be trained and assigned by the Office of the College Center. If an operator is not available, the equipment will be delivered and set up. In such cases, use and return of the equipment is the responsibility of the group. Use of the College Center's full sound system will not extend beyond 10:30 p.m. on any night unless previous arrangements have been approved. IV. Travel Guidelines/Procedures
Travel Registration
A. Student organizations are encouraged to have an advisor accompany them on any trips to destinations more than 25 miles from the college or that requires an overnight stay. Generally, student organization advisors are full-time faculty or administrative staff members of The Richard Stockton College of New Jersey. Support staff or Graduate Assistants who are the advisor of record for a student organization may serve as the advisor for a trip.
B. All persons participating in the trip must sign a Conference Delegate Contract prior to departure on the trip.
C. All persons participating in the trip must stay within the approved locations throughout the duration of the trip.
29 D. All persons participating in the trip are to conduct themselves in such a manner that reflects positively on the college and in accordance with the Campus Code of Conduct.
E. Students who are not yet 18 years of age must have a parent/guardian sign a waiver prior to participating in activities that require a waiver.
F. Please note that all international travel must be pre-approved by the President of the college.
G. Activities on or off campus requiring participants to sign a waiver will be denied funding and approval by the College
Trip Coordinator Policy
A. For liability reasons and other college interests, responsible Stockton faculty or professional staff members or other college employees over 21 years of age MUST accompany the student delegations when students leave campus on official college business or programs.
B. This rule applies for any overnight trips OR any day trip farther than 100 miles from campus. A trip will be cancelled if no trip coordinator has been approved by the Office of Fiscal Affairs and Risk Management. The ratio of trip coordinator/students will be determined by the sponsoring college department and the Office of Fiscal Affairs and Risk Management.
C. The leader of the student delegation or faculty/staff club advisor is responsible for obtaining the services of the trip coordinator(s).
D. The student group or club/organization will be responsible for any costs associated with the trip coordinators (travel, meals and lodging, conference fees, phone calls to the college, or other items negotiated prior to departure).
E. If the trip requires a college employee’s absence from work, prior approval must be obtained in writing from the employee’s supervisor.
F. Expectations of the trip coordinator (sharing driving responsibilities, active participation in the objectives of the trip, medical or personal emergencies, etc.) are to be outlined by the sponsoring college department in writing prior to the trip.
G. College expectations of trip coordinators include developing and maintaining a list of emergency contacts for each student, assuring that insurance information has been obtained, verifying that each student has proof of medical insurance coverage with him or her, and verify that each student has a valid passport and applicable visas. Exceptions to this policy may be considered by the Office of Fiscal Affairs and Risk Management. Appeals will be handled by the Dean of Students or Vice President for Student Affairs.
H. The Registration Form for Stockton Sponsored Student Trips, which can be obtained in the Office of Student Development, must also be completed and a copy must be filed with the sponsoring department, the Dean of Students, and the Campus Police prior to departure for the trip.
30 I. Alumni cannot be trip coordinators or participants, unless criteria set by the Office of Fiscal Affairs and Risk Management have been met.
J. In the event transportation is required to depart from or return to campus trip coordinators or faculty/staff club advisors are responsible for finding a driver meeting the criteria set by Office of Fiscal Affairs and Risk Management.
Trip Coordinator Responsibilities
A. Trip Coordinator will meet with the President and Advisor to be briefed on the details of the trip and to determine his/her responsibilities in planning and implementing the travel plans.
B. Trip Coordinator will carry out responsibilities agreed upon in planning the trip.
C. Trip Coordinator will meet with the Advisor to discuss details of the trip, outline expectations for participants and to draw up the Conference Delegate Contract.
D. Trip Coordinator will complete and return the Travel Registration Form to the Office of Student Development.
E. Trip Coordinator will meet with members participating in the trip to explain details and that all persons traveling will be subject to the policies of the college while on the trip.
F. Trip Coordinator will go on the trip to coordinate trip details. Trip Advisor Responsibilities
A. Advisor will meet with the Trip Coordinator to discuss details of the trip, outline expectations for the Trip Coordinator and to draw up the Conference Delegate Contract. The contract will outline the expectations for participants and the consequences of not fulfilling these expectations.
B. Advisor will meet with members participating in the trip prior to departure to outline expectations, to reinforce that all participants will be subject to college policies while on the trip and to have each participant sign the Conference Delegate Contract.
C. If the Advisor accompanies the group on the trip, the Advisor will assist the Trip Coordinator in coordinating the details of the trip and will respond to any emergencies that occur on the trip and will make whatever contacts are necessary to address the situation. A list of the participants must be sent to the Campus Police prior to departure.
Travel Meal Reimbursement
A. Students attending a conference will be reimbursed per IRS guidelines for meals not covered by the conference registration and necessary, reasonable ground transportation. Reimbursements will not exceed actual expenditures. Original, itemized receipts must be provided. Documents may be obtained in the Office of Student Development, G-206.
31 B. Students may request advances for travel meals per IRS guidelines and necessary reasonable ground transportation. Original, itemized receipts and unspent funds must be provided to the College Center within 72 hours upon returning to campus. Items where receipts are not available, such as soda machines, etc., you must keep an accurate itemized list. Students Driving College Vehicles A. Students may drive a college vehicle only under the following circumstances: 1. A student is a paid employee of the college (e.g., a TES or student worker) and operating a college vehicle is part of his/her job responsibilities. Example: A student works for the mailroom and is required to use a college vehicle to collect mail at the post office. 2. A student (paid or unpaid) is driving in the place of a full-time employee who is also in the vehicle. Example: A faculty member is chaperoning a van of students on a trip. The student is driving in the place of a full-time employee under the supervision of the employee. 3. A student (paid or unpaid) is driving a vehicle in a caravan of vehicles chaperoned by a full-time employee. Example: An athletics team is traveling to an event and requires two vehicles. The coach drives one vehicle and the student drives another vehicle. This is permissible as long as the vehicles travel together to and from the event. 4. In certain cases, a club or organization would like to hire a student driver through the college to drive a college vehicle to a particular event. This circumstance is permissible as long as there is a college employee accompanying the group. Permission to transport students can only be granted to a college employee. Student cannot be expected to transport and chaperone other students. B. Procedures for Student Drivers 1. All individuals who drive college vehicles must have a copy of their current driver’s license and insurance card on file with the Travel Office in the Parkway Building. No one is permitted to drive a college vehicle without having these items on file. 2. If the student will be driving with a chaperone (a full-time employee) and other students, a Request to Transport Students form must be prepared and approved. This form must be processed at least 14 days before the event. 3. When a student is hired to drive a college vehicle to a particular event, this student must be paid through the college. The student may not be paid directly by any individual, club or organization. Reserving College Vehicles A. All transportation of students, when the college is in any way involved, requires approval by the respective Budget Unit Manager and Administrative Services Travel Officer(s) with a class list attached. Before a vehicle can be reserved by anyone in the Stockton community, they must have on file a copy of their driver’s license and insurance card in the Administrative Services Office and Plant Management. Vehicles may be reserved by calling the Office of Plant Management 14 working days before contemplated travel. B. All forms require signatures of the Budget Unit Manager, the Travel Officer(s) of Administrative Services, and the driver(s). If an AART form requires travel expenses, please make sure all necessary information is attached to the form, including the VP signature. Administrative Services requires at least 14 working days notice before each trip.
32 Ordering Buses for Trips
A. Secure information about the trip: date, time of departure and return, specific destination, mileage, areas to be toured (if applicable), and the number of passengers.
B. Contact one of the transportation companies approved by the College. Provide them your trip details (date, pickup point, destinations, time schedule, number of passengers, etc.) and request an invoice. Review the invoice for accuracy.
C. After the trip is approved and confirmed, a deposit is required. Complete a check requisition in the Office of Student Development for payment. Each company may have different payment deadlines and requirements, which must be adhered to.
Important Note: Please pick up “Policies on Student Organization/Extra-Curricular Travel” from the Office of Student Development in G-206. Use of Personal Vehicle/Reimbursement for Club-Connected Travel
A. When using personal vehicle for travel, you must complete the proper authorization form in the Office of Student Development prior to departing. You are personally liable for any accidents that may occur, as well as any persons traveling with you.
B. Complete a Student Organization Check Requisition available in the Office of Student Development. A check for the amount will be sent to you or you may pick it up in the Office of the Student Development.
C. Reimbursement will be at the rate of $.505 per mile. It is necessary to keep an exact amount of your mileage plus any receipts you might accumulate for tolls. Without prior approval, all travel will be initiated from Stockton. If travel expenses have not been budgeted, no reimbursement will be made without prior approval of the Director of Student Development. Reimbursement for fuel costs will he honored provided the total is less than would be provided through a mileage reimbursement and original receipts are submitted. V. Advisors
Purpose of Advisors
Student involvement in campus organizations allows the student the opportunity to develop organizational and leadership skills. Students can complement their educational objectives through important out-of-class activities that allow them the chance to exercise basic freedoms and learn about human behavior. In support of these objectives, it is important that persons with experience in organizations be available to assist students in their organizational endeavors. While the range of student activities and group purposes are diverse, advisors can be a valuable resource to the organization in terms of help with procedural matters, college regulations and policies, and financial concerns. Attaining advisors who are committed to student learning through out-of-class activities is crucial. Registered Student Organizations are requested to have an advisor. All advisors should be Stockton faculty or staff members. This guide is intended to help advisors. Advisor Responsibilities
33 It is important that advisors understand the responsibilities involved before making a commitment to a student group. Those responsibilities include: A. Assist officers in understanding their duties, administering programs and plans, organizing projects and making appropriate transitions. B. See that continuity of the organization is preserved through a constitution, minutes, files and traditions. C. Encourage use of parliamentary procedures and that meetings are run in an orderly, efficient manner. D. Encourage students to understand and apply democratic principles, including recognition of minority opinions and rights. E. Attend as many organization meetings and events as possible. F. Articulate campus policies and procedures and help cut through red tape when necessary. G. Be a sounding board, especially for officers, and be supportive of all members. H. Maintain the ability to deal with the same issues each year, and remain fresh. I. Be a facilitator both among officers and between officers and members. J. Be familiar with national structure and services, if relevant. K. Be a resource for the students especially in regard to understanding college policies, regulations and services. L. Consult on programs. M. Consult with individual students, when necessary. N. Be generally available to assist the organization. O. Consult with other college divisions when problems arise with the student organization. P. Sign all appropriate forms, i.e., check requisitions and space requests. ADVISORS WILL BE REQUIRED TO SIGN AN AGREEMENT OF ACKNOWLEDGMENT AND UNDERSTANDING OF THEIR RESPONSIBILITIES. Suggestions for Effective Advising A. The maturity/skill of the organization and its leadership should dictate your style of advising. If the leaders have low skill levels, you may need to be more actively involved with the group. As the leaders’ skill level matures, you can then decrease the amount of direction you need to provide the group. B. Express sincere enthusiasm and interest in the group and its activities. C. Be open to feedback from the group. Talk with them regarding your role as advisor. Be willing to admit mistakes. D. Give the group and the leaders feedback regarding their performance. Raise questions with them regarding their goals. 34 E. Be aware of college policies and procedures so that you can be a knowledgeable resource for the group. Be familiar with the College Bulletin and this manual. F. Get to know members. Be available and accessible to them. They will feel more comfortable with you and be more open to your input if they know you. G. Meet with the officers before group meetings. Assist them in setting an agenda. H. Following group meetings, discuss with officers and problems encountered during the meeting. Offer suggestions/feedback for how meetings can be improved. I. Be careful of becoming too involved with the group. You are not a member. Advise, assist, facilitate; not lead or do. Resources for Organization Advisors The Office of Student Development staff provides the following resources to registered clubs and organizations and their advisors: A. Registration of all clubs and organizations B. Leadership development programs for individuals and groups C. Assist in planning club/organization events D. Advising for student clubs and organizations E. Information on fraternities and sororities F. Space for Greek Fair G. Space for Club Fair H. List of registered organizations I. Student financial accounts advising J. Consultation on various issues related to leadership development
The Organization’s Responsibilities to the Advisor A. Notify the advisor of all meetings and events. B. Consult him/her in the planning of projects and events. C. Consult him/her before any changes in the structure of the group or in the policies of the organization are made, and before major projects are undertaken. D. Understand that although the advisor has no vote he/she should have speaking privileges. E. Remember that the responsibility for the success or failure of the group project rests ultimately with the group, not the advisor. F. Talk over any problems or concerns with the advisor. G. Acknowledge the advisor’s time and energy is donated and express appreciation. H. Be clear and open about your expectations for your advisor’s role. I. Periodically, evaluate your advisor and give appropriate feedback.
35 Obviously, a guide such as this cannot be all-inclusive. Hopefully, it will help make the advisor more comfortable and confident and will add to the enjoyment of being an advisor to a student organization. Working With My Advisor
An advisor plays a vital role in the productivity of a student organization. It is important for the members of a club/organization to understand several points about their advisor.
Advisors Are: A. College employees who volunteer their time to work with the organization because they want to and feel they can make a contribution to the organization’s success. B. Employees of the college; their first responsibility is to their jobs. C. HUMAN! The advisor/organization relationship is one of “give and take.” Therefore, it is the responsibility of both parties to keep each other informed of issues, policies, problems, and successes. It is important that the organization take the initiative to communicate with the advisor.
Organizations should: A. Sit down with the advisor and share expectations of the advisor’s role, arriving at a mutual understanding of his/her involvement.
B. Keep the advisor informed of the organization’s plans, problems, and successes.
C. Make use of the advisor’s background and experiences.
D. Work out tentative solutions to problems before going to the advisor.
E. Observe lines of responsibility; don’t go “over the advisor’s head” or by-pass him/her entirely.
F. Take the initiative in arranging for regular executive committee meetings with the advisor.
G. Invite the advisor and his/her family to all events, don’t take his/her attendance for granted, and be understanding of possible prior commitments.
H. Make the advisor feel like a part of the organization.
I. Extend appropriate courtesy to the advisor and his/her guests at special functions such as classes, banquets, and meetings that involve important speakers.
J. Show an appreciation for the advisor’s services through letters, by appropriate comments at meetings and other occasions, and personally.
Find the year’s Academic Calendars on the college’s Web site at www.stockton.edu à Campus Calendars
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