Handbook for Advisors of UNR/ASUN Student Clubs and Organizations

Handbook for Advisors of Associated Students of the University of Nevada (ASUN) Student Clubs and Organizations *some information listed in this handbook could change, please contact ASUN (784-6589) for the most current information

Participation in a University of Nevada, Reno ASUN student organization is an integral part of a student’s holistic university experience and an effective means of increasing the retention rate of students.

Your contribution in terms of time and commitment to the organization with which you are associated is certainly needed and is greatly appreciated by the university and ASUN. This handbook was created with the hope that it will make your job as a student advisor a little easier. Who can be an advisor? Advisors of ASUN clubs and organizations must be employed by the University of Nevada, Reno as faculty or classified staff members. Advisors are expected to contribute sound and mature judgment to the members in fulfilling the group’s educational and social goals. All undergraduate student organizations are encouraged to be recognized by the ASUN so they can be officially associated with the University of Nevada, Reno and gain access to a variety of resources. What are the responsibilities of an advisor? The advisor of an ASUN-recognized student organization should:  Be informed about the purpose and the programs of the organization they agree to advise.  Be aware of the university policies and procedures governing student activities and organizations.  Ensure that the officers are aware of these policies and procedures.  Attend meetings and activities whenever possible, thereby providing guidance and continuity to the organization.  Provide advice that will direct the group’s efforts toward meeting its long-term goals.

The members of each student organization are responsible for the smooth operation and fulfillment of the legal responsibilities of their organizations proceedings. Advisors are not intended to serve as police but should make helpful suggestions, such as pointing out neglected areas and discouraging unwise conduct. Advisors should be available and prepared to assist in an emergency, should one arise. Any strong disagreement between the advisor and the membership pertaining to interpretations of state or university regulations should be referred to the Assistant Director of Student Activities – Clubs & Organizations at 784-6589. Who is responsible for the club or organization actions? Student clubs and organizations are responsible for the actions of their members at official functions and are expected to conduct themselves in a manner that will reflect positively on the University. A student event is sanctioned by the University of Nevada, Reno when it is approved by the Student Events Advisory Board (SEAB), publicized correctly and held on campus. Activities not sanctioned by the university or recognized as university events include private parties attended by a group, or any off campus event. Advisers should address concerns about the possible violations of university policies to the Office of Student Conduct, Clark Administration Building, Lower Level, 784-4388.

1 What happens if the club or organization I advise is not following university policy? Student organizations, either recognized through the Associated Students, or university departments, are expected at all times to conduct themselves in accordance with university regulations and policies. A student organization suspected of misconduct or involvement in any of the activities identified in these regulations or policies may be reported to the Office of Student Judicial Services for an investigation of the activity in question. Subsection A: Procedure for Student Organizations The procedure for dealing with a complaint filed through Student Judicial Services against a student organization is as follows: 1. The complaint is made with the director of Student Judicial Services. 2. The director investigates the complaint. 3. After a review of the case, the director will determine whether the evidence supports the allegation of misconduct, and if so, may impose any of the sanctions listed below. 4. The student organization may accept the decision of the director or may request a hearing. 5. The hearing board will meet to make findings of fact and when appropriate, recommend sanctions. 6. All recommendations of the hearing board are made to the associate vice president for Student Life Services who has 10 working days to decide on the case. The associate vice president may: a. Dismiss the charge; b. Affirm the recommended sanction; c. Impose a lesser sanction than recommended; d. Impose a greater sanction than recommended e. Order a new hearing. Subsection B: Sanctions for Student Organizations may include: 1. Probation for up to one academic year; 2. Prohibition from recruiting and/or accepting new members. 3. Prohibition from participating in university events, including but not limited to orientation; 4. Restitution. The requirement to reimburse the legal owners for a loss due to defacement, damage, fraud, theft or misappropriation of property. The failure to make restitution shall be the cause for more severe disciplinary action. 5. Prohibition from participating in co-curricular activities, including but not limited to intramurals. 6. Denial of use of university facilities. 7. Loss of recognition. What are the legal liabilities of being an advisor? Typically, advisors of ASUN-recognized student organizations are not personally responsible for the activities of the group. However, advisors may assume the risk of being included in third-party complaints against the organization and the university. While the university cannot preclude third- party actions which might include the advisor, the university may or may not offer the services of legal staff in such instances. STUDENT ORGANIZATIONS AND CLUBS - Student organizations, clubs and their members including those organizations sanctioned or recognized as on campus organizations are not persons or entities entitled to defense and indemnification under NRS Chapter 41. This includes organizations and clubs with faculty

2 advisors. However, faculty advisors, if sued as a result of their activities with clubs and organizations will be defended and indemnified. ** taken from Liability Insurance http://www.unr.edu/vpaf/hr/riskmanagement/liability.html Is the Organization insured? The University of Nevada, Reno currently has in place “Student Accident Insurance” that provides limited coverage for any registered student at the University who is injured while participating in any university sponsored and supervised off campus school activity. The coverage also applies to injuries incurred while traveling to or from these activities. The policy does not cover play or practice of intercollegiate sports (including club sports).

The benefits provided include reimbursement for medical/dental expenses, and payment for loss of life, limbs or sight. The maximum benefit provided is $10,000 and the medical/dental coverage is secondary to any other insurance the student may have.

In order to file a claim under the “Student Accident Insurance” a student should call the Controller's office at 784-6726 to obtain a claim form. ASUN has purchased a “Club Sport Catastrophic Insurance” that has limited coverage for ASUN recognized club sports. This is a secondary insurance and covers accidental death and dismemberment. For a claim please contact the ASUN Offices at 784-6589. What are the benefits of being recognized by ASUN? Clubs and organizations recognized by ASUN may use university facilities and equipment for meetings and scheduled activities. Such groups may be eligible to receive ASUN funding for certain events and activities. Official ASUN student organizations may also use the university’s name in connection with the group’s name in publicity about scheduled activities. Additionally, recognized clubs and organizations have access to a number of resources owned and rented by ASUN. How does an organization receive ASUN recognition? To receive official recognition, the group must have:  10 undergraduate students enrolled in 7+ credits  Constitution  One (1) Advisor: this can be anyone currently employed by UNR as administrative or academic faculty, or staff.  Appointment of two club members as President and Treasurer (minimum)  Signature Card signed by President and Treasurer and turned into ASUN Accounting Office To accomplish these tasks students must access the Club Portal, located at www.asun.unr.edu How should an organization handle bookkeeping? Organizations recognized by ASUN MUST establish an account with the ASUN Business Office. No off campus checking accounts can be created by a club member or an advisor. Board of Regents' policy on “Establishment of Checking Accounts” (Board of Regent's Handbook, Title 4, Chapter 10, Section 24, page 58) strictly prohibits off-campus bank accounts. If a club that you advise does have an account off campus, please close it immediately and deposit the money into the ASUN club account.

3 ASUN club accounts work exactly like a university department account, except ASUN has more latitude in the expenditure of funds. ASUN has purchasing cards that can be checked out within 24 hours of filling out the correct paperwork.

Remember only the students who are on the signature card can sign a request for a credit card, a check to be cut, a payment form for Costco or an Internal Purchase Order (on campus business) and Business Purchase Orders (off-campus business).

1. Purchasing Card The Club Portal includes a “Signature Card” on which up to four club members or advisors can sign. These members are the only people allowed to check out a credit card. (This is why a new form should be filled out and turned in after club elections.) It takes 24 hours to get the credit card after a request has been turned in. The request form is located in the ASUN Accounting Office, 3rd floor of the Joe Crowley Student Union and as well as on the ASUN Website. 2. Checks A check can be cut for reimbursements to a club member. A request for a check to be cut will take 10-15 working days and may be mailed to a club member or be picked up in the cashier’s office. An original invoice/receipt must be included. 3. An Internal Purchase Order (IPO) or Business Purchase Order (BPO) IPOs are for use with university departments that do not take credit cards. Both IPO’s and BPO’s require a 24-hour period to be issued. Completed PO’s will be placed in the club’s mailbox. 4. Transfer of Funds This allows clubs that receive funds from university departments to have those funds transferred directly into their ASUN account, or for money from a club account to be transferred to another club account or to a department. *All Accounting forms can be picked up in the ASUN Accounting office Monday-Friday, 7:30am- 7:00pm, or printed out from the ASUN website (www.asun.unr.edu). Receipts Receipts for purchases made with ASUN credit cards, checks or IPO’s must be turned in to the ASUN Accounting office within 24 hours. Any club that fails to submit receipts will not be allowed to request further services from the ASUN Accounting office, and will be charged $25 fee if a credit card was used for that purchase. Copies ASUN provides a copy machine for club use in the copy nook on the 3rd floor of the Joe Crowley Student Union in the ASUN/Student Activities Center. The machine requires a billing code be entered before the machine will operate. You may obtain a billing code for your organization from the ASUN Accounting office after your club has been officially recognized. Remember that any copies made with that code will be directly deducted from your club account, so keep the code secret. Mailing Any club mail that needs to be charged to the account can be taken to the ASUN Accounting Office. The staff will make sure the mail is charged to your club account and then be placed in campus mail. ***Keeping track of your account balance*** Clubs may request an account balance of funds so that their membership is kept abreast of club finances but remember your club treasurer should be keeping track of all funds. The balance sheet 4 will be put into your club mailbox and ONLY members on the Signature Card can request this information.

What type of Club Funding is available? There are three tiers that various requests fit into. The first is the White Tier which supports club infrastructure (t-shirts, signage, etc.) and is capped per academic year at $500. The second tier is the Blue Tier which is designated for professional, personal, academic, and athletic development as well as for purchase of consumable items, or in support of off-campus activities and travel; this tier is capped at $1000 for the academic year. Finally, the third is the Silver Tier which supports any and all events held on campus, that are open to the campus community and for the benefit of such; this tier is capped at $4000 per semester and not to exceed $8000 for the academic year. How does a Club or Organization get access to University rooms? Active ASUN recognized clubs or organizations may use university meeting facilities during normal operational hours. Special arrangements can be made for the use of rooms on the weekends and evenings, but there may a charge. Any rooms in the Joe Crowley Student Union, including the lawn, can be reserved by calling the Student Union Scheduling Coordinator at 784-6505. Any other rooms can be scheduled through the University Scheduling Office at 784-6837 or Knowledge Center front desk at 682-5657. What do I do if my club or organization wants to travel? If members of recognized student organizations travel to conferences, competitions or group trips out of Reno they must fill out University of Nevada, Reno travel paperwork if they are using University, ASUN or Club money. This paperwork must be turned into the ASUN offices at least 15 days before the travel date if you are paying for hotel, registration fees or transportation. (http://www.unr.edu/forms/#Travel) ***You MUST fill out the Travel Request Form (15 days before you leave) and the Group/Team Team Travel Expense Claim form (within 5 days after returning from your trip) for the members who went on the trip. The University of Nevada, Reno Administrative Manual (http://www.howler.unr.edu/controller/Travel_UAM.doc), contains established policy on Travel amounts of the University. The following are the Per Diem (Food) rates and Lodging rates to be adhered to when traveling In-State and out of Nevada (All amounts include tax): In-State or Out of Nevada Per Diem (If paid for by club) No Receipts needed $7.00 for breakfast $11.00 for lunch $18.00 for dinner Meal Time Frames Breakfast: 12:01 a.m. – 10:00 a.m. Lunch: 10:01 a.m. – 3:00 p.m. Dinner: 3:01 p.m. – 12:00 p.m. For lodging and travel per diem information, visit www.gsa.gov for national average information. BEFORE YOU TRAVEL PLEASE READ THE TRAVEL POLICY LOCATED at www.unr.edu/forms/#travel

5 The use of private vehicles is strongly discouraged. If private vehicles are used you must inform your personal insurance company to make sure the vehicle is properly covered, (see UCCSN policy below):

“The UCCSN does not have insurance coverage on the personal vehicle of an employee. Persons using personal vehicles for official business must obtain necessary insurance from their insurance agent. Students may not be transported in private vehicles. The use of personal vehicles is reimbursed in accordance with state regulations. An employee shall not use a personal vehicle for transportation of students on official trips without informing his/her insurance company and to verify that the vehicle is properly covered. In the event of an accident, the personal vehicle insurance is primary.” (http://www.unr.edu/vpaf/hr/riskmanagement/documents/AUTOMOBILEINSURANCE.3-30- 04.pdf ) University policy extends to off campus trips however distant or for whatever length of time. State, country, other university and city regulations must be adhered to by the students. What is SEAB? (Minimizing liability) The Student Events Advisory Board is designed to assist student organizations in better planning and preparing for their events. Any student organization wishing to hold an event on campus must obtain the approval of this board. SEAB is designed to assist the student group to put on the best event possible. We engage in discussion on issues such as number of attendees, whether alcohol will be part of an event, what type of publicity will be used, etc. This process is mandatory for all student events on campus but is easy and extremely beneficial to the student group. The steps include:

1. Completely fill out an SEAB online Event Scheduling Form www.unr.edu/stsv/studentactivities/seab/ 2. Make sure the student organization's advisor signs the form. 3. Reserve room, table and outdoor space with the Joe Crowley Student Union or University Scheduling Services.

Remember! The SEAB is designed to simplify the event planning and scheduling process. All of the board members are involved in event planning on a daily basis so please feel free to use us as resources. Questions should be directed at the board chair, Assistant Director of Student Activities – Clubs & Organizations, 784-6589.

How does a club get publicity posted on campus? Now that you’ve got your publicity, you must get it stamped by the ASUN/Student Activities Center, 3rd Floor of the Joe Crowley Student Union before it can be posted anywhere on campus.

WHAT MUST BE ON THE FLYER/POSTER?  Name of the sponsoring organization  Date, time and place of the event  Amount of admission charged, if any  Contact information with a phone number 6  Approval stamp

WHERE CAN I POST?  Inkblot Posting—A club can have your publicity posted by Inkblot! (To do this, you will still need any publicity to be stamped.) Simply drop off 5 copies of your publicity in the Inkblot box (which is located ASUN/ Student Activities Center) by 5PM on Mondays. (Inkblot posts only once a week.) Your publicity will be placed in the 5 kiosks around campus and will remain in the kiosks until after the event.  Residence Hall Posting—For publicity to be posted in the Residence Halls, it must be approved by the Residential Life and Housing Office (located on the lake side of Juniper Hall). That office will need to have the publicity at least two weeks in advance (of when you want it posted), and will need 61 copies.  Public View Bulletin Boards—There are many Public View bulletin boards on campus, in AB, CB, CSU, EJCH, FA, LP, LRC, MS, MSS, OSN, PE, RSJ, SEM, SFB and SLH. WHERE TO POST/GUIDELINES :  Postings are for the calendar month, all postings are removed at the end of each month.  Printed materials may be posted only on designated interior Public View Bulletin Boards, one announcement to a board.  Posting may not be affixed with staples.  Flyers may not exceed 8 ½” x 11”. Posters may not exceed 17” x 24”.  The information must be written in English, but may also be written in a language other than English.  The name of the organization and a contact telephone number on whose behalf the announcement is posted must be on the announcement.  Printed material may not be on, attached to, or written on any exterior structure or natural feature of the university facility such as the sides or doors of buildings, walls, windows, the surface of walk-ways, fountains, posts, monuments, trees, rocks, shrubbery, statues, trash receptacles, or the glass of the three-sided ASUN kiosks.  Printed materials may be posted on the exterior designated bulletin boards.  Printed materials may not be distributed directly onto vehicles in any campus parking lots.  Printed materials may not be distributed in classrooms.

What other services does ASUN have?  Club Mailbox—Having your own club mailbox will allow you to have mail sent to your club without an officer or member giving out personal addresses. Mailboxes are assigned each semester. Your club mailing address is: ASUN “Your Club Name” Mail Stop 0058 Reno, NV 89557  Computer Use—The computers inside the ASUN/ Student Activities Center are available only to recognized clubs and organizations.

7  Free Room Use—Clubs and organizations can schedule events around the University at no cost during normal business hours and void of any need for Student Union event staff.  Club Listserves—Create a club listserve to make sending information to your members easier. Contact the Help Desk in the Library at 682-5000  Checking out Sound and Light Equipment- ASUN owns an up-to-date sound and lighting equipment that is available to Clubs and Organizations.  Other ASUN Resources—ASUN has many other resources that clubs can use: prep kitchen, ice chests, popcorn machine, coin counting machine, staging and ASUN is adding more every day. Please contact ASUN 784-6589 for the latest equipment. University policies your club or organization should know Policy for Sale, Service, Distribution or Use of Alcoholic Beverages In order to provide a safe and healthy environment for students, to comply with federal, state and local law, and to support the academic mission of the university, the following policy for the sale, service, distribution and use of alcoholic beverages has been adopted. This policy applies, but is not limited to, the following: receptions, banquets, dinners, picnics, or any cultural or social activity. Advance request and approval from the associate vice president for Student Life Services to serve alcohol at an activity is required for all student organizations, campus departments and individuals as follows. 1. A request may be made for alcoholic beverages at any activity sponsored by a student organization on university property or on property occupied by a student organization where all participants in attendance are 21 years of age or older. 2. A request may also be made for alcoholic beverages at activities sponsored by campus departments or guests using university facilities. Approval of alcohol requests will take into consideration the nature of the activity, number of underage participants, value of alcohol to the purpose of the activity, and security measures in place. 3. Alcoholic beverages must not be served in association with academic classes (e.g. in-class celebrations after final exams). For activities where alcohol is being requested, the following procedure must be followed: 1. All requests must be submitted to the associate vice president for Student Life Services at least 10 working days in advance of the activity. 2. The sponsoring organization must hire a Licensed Liquor Vendor (LLV), as approved by the City of Reno, to serve the alcohol. 3. A representative of the sponsoring organization or department must sign the request accepting responsibility for the activity as it pertains to the distribution and control of alcohol. Upon approval of the activity, sponsoring organizations and individuals must comply with the following: 1. There must be adequate food and nonalcoholic beverages available at the activity. 2. Individuals who appear to be intoxicated at an activity will not be served alcohol. 3. The designated organizational representative will be expected to intervene with the intoxicated person to ensure the safety of the individual (e.g. provide a “safe ride” home, call a cab, etc. at the cost of the sponsoring organization). 4. Drinking alcoholic beverages cannot be the primary focus or purpose of the activity. 5. Promotional materials may not make reference to the availability of alcoholic beverages at the activity, may not be directed to an underage audience, and may not display any alcoholic beverage signs, emblems or insignia. 6. No activity shall include any form of “drinking contest”, “all you can drink” promotion, or encourage any form of rapid consumption of alcoholic beverage. 8 7. Alcoholic beverages will not be provided as part of a performance contract, nor will alcohol be used on-stage.

Violations of the Policy for Sale, Service, Distribution or Use of Alcoholic Beverages may result in penalties as follows: 1. Student organizational officers will be subject to sanctions outlined in the University of Nevada, Reno Student Code of Conduct. 2. Sanctions for student organizations may include, but are not limited to, warning, probation, denial of use of university facilities, and withdrawal of organization recognition. 3. University departmental representatives will be subject to sanctions as outlined in Chapter 6 of the Board of Regents Handbook. 4. Guests of the university will be subject to denial of future use of university facilities. Hazing Hazing has no place within a community of scholars. The Board of Regents of the Nevada System of Higher Education (NSHE) affirms its opposition to any form of hazing. NSHE institutions advocate civility in society and an adherence to the fundamental principles of honesty, integrity, respect, fairness, development of the individual character, and sensitivity to the dignity of all persons. These principles should be fostered and nurtured in a broad spectrum of activities that yield social, intellectual and physical benefits. Therefore hazing of any nature is unacceptable at any public institution of higher education in the State of Nevada. POLICY 1. No member or alumnus of the NSHE community acting as an individual or part of a group shall conduct or condone hazing activities. 2. Hazing is defined as any method of initiation into or prerequisite to becoming a member of the community college or university community, or any group associated therewith, engaged in by an individual that intentionally or recklessly endangers another individual. Any activity upon which the initiation into or affiliation with an organization or group is directly or indirectly conditioned shall be presumed to be forced activity, the willingness of a individual to participate in such activity notwithstanding. Hazing may occur on or off the premises of the organization and/or educational institution. Hazing is most often seen as an initiation rite into a student organization or group, but may occur in other situations. 3. Hazing activities may include, but are not limited to: a. Any physical activity, such as whipping, beating, branding, forced calisthenics, exposure to the elements, forced consumption of food, liquor, drugs or other substance or any other brutal treatment or other forced physical activity that is likely to adversely affect the physical health of the person. b. Any situation which subjects the individual to extreme stress, such as sleep deprivation, forced exclusion from social contact, required participation in public stunts, or forced conduct which produces pain, physical discomfort, or adversely affects the mental health or dignity of an individual. c. Any expectations or commands that force individuals to engage in an illegal act and/or willful destruction or removal of public or private property. 4. Each institution within NSHE shall develop clear procedures for dealing with hazing, requirements for reporting hazing, clear reporting lines for infractions, investigation procedures, and potential discipline. Each institution shall apply a reasonable person standard, and the discipline shall be proportionate to the infraction.

9 All disciplinary actions or sanctions shall be congruent with Chapter 6 of the code and appropriate bylaws. Both individuals and organizations committing an offense under this anti-hazing policy may be found in violation and be subject to appropriate disciplinary sanctions. 5. An allegation of hazing, reporting of a suspicion that hazing may have occurred, or a request for an investigation of hazing may be initiated by anyone. Campus policies shall designate the appropriate place and method of reporting. Each campus is encouraged to develop an educational program about the serious danger and risk involved in any hazing activity and the subsequent harm that can occur to both the individual subjected to hazing and those engaged in hazing. 6. Each campus shall develop procedures and policies to report cases of hazing that fall under Nevada Revised Statutes. To report an allegation of hazing, please contact the Office of Student Judicial Affairs, Clark Administration Building, Lake Level, 784-4388. All investigations of hazing and procedures for adjudication shall follow Section II of the University Code of Conduct. Who Should I Contact For More Information?

ASUN CONTACTS ASUN President 784-6589 Director of Clubs and Orgs 784-6589 Director of ASUN 784-6589 Asst. Director Student Activities - Clubs and Orgs. 784-6589 ASUN Accounting Office 784-6589 Programming Office/Flipside 784-6589 Publicity/Inkblot 784-6589 Student Events Advisory Board 784-6589 Insight-Magazine 784-7775 Brushfire-Lit & Arts. Mag. 784-6131 The Nevada Sagebrush-Newspaper 784-4033 Wolf Pack Radio- www.wolfpackradio.org 784-7074

UNIVERSITY OF NEVADA, RENO CONTACTS B & G (Equipment Movers) (Tables & Chairs) 784-8041 (Sprinklers) 784-8020 (Custodial Contact) 784-6051 Campus Catering (Silver & Blue) (Food, Beverages) 784-6143 Knowledge Center (Multimedia Center) 682-5413 Joe Crowley Student Union Scheduling Services 784-6505 Parking & Transportation Services 784-4654 Scheduling Services (Campus Wide –Room Reservations) 784-6837 Teaching & Learning Technology (Equipment) 784-6085 University Police Services 784-4013 Student Judicial, Mediation, and Advocacy Services 784-4388 BCN Risk Management/Workers' Compensation Office 784-6139