Download August 2009 - Pittsburg State University

August 2009
To:
Registered Student Organizations
From:
Campus Activities Center
Welcome Back to PSU! Thank you for taking the time to register your
organization for the 2009-2010 academic year.
Registration is a yearly process to help us keep accurate records of active
student organizations and the contact people/officers for each group. If officers
or other information changes during the year, please let us know so we can
update our database if we receive an inquiry. You can obtain a Student
Organization Information Update Form available at the Campus Activities Center
to change organization information at any time during the year.
Each organizational President is encouraged to attend a short Organizational
President’s Training session. Each organization represented will have the
opportunity to schedule their rooms for the following semester one week before
the normal opening date
The dates for this training are: September 3, 8, 10, 14, 17, and October 5, 2009.
All sessions will be held in the Overman Student Center (Inaugural or Sunflower
Room) from 4 pm-5:30 pm. Organizational Presidents should sign-up for the
date that best suits their schedule. Sign-up will take place when your completed
Registration form is returned to the Campus Activities Center.
As a reminder, you must check your mailbox on a weekly basis. Many
informative flyers and other information are distributed through the mailboxes.
This is an easy way to keep your membership informed about what other
activities are happening across campus.
If you have any questions throughout the year, please feel free to contact the
Campus Activities Center (x-4795) or via e-mail at [email protected]. We will
be happy to help you!
Have a great year and good luck!
Sincerely,
Travis Smith
Program Coordinator for Campus Activities
Pittsburg State University
SECTION ONE
Table of Contents
University Guidelines, Policies, and
Regulations....................................................Yellow
Privileges of Organization Registration
Guidelines for Registration
University Alcohol & Cereal Malt Beverage Policy
Hazing and Pre-Initiation Activities Policy
Student Organization Web Page Guidelines
Overman Student Center Policies
Poster Guidelines - SGA
University Housing Poster/Solicitation Guidelines
Sidewalk Chalking Guidelines - SGA
Raffles and Drawings
Policy on Usage of Carpool Vehicles
Organization Mailbox Policies
Pittsburg State University Licensing Program Guidelines
Licensed Merchandise Vendors/Manufacturers
Allocation
Procedures..................................................................................................Green
Student Government Association Allocation Guidelines
Organization
Information............................................................................................Blue
Basic Organizational Recommendations
Constitution and By-Laws
Parliamentary Procedure
Sample Order of Business
Benefits of Being an Advisor
Organization Advisors
Responsibilities of Organizations to Their Advisors
Responsibilities of Advisors to Their Organizations
Campus Contact Information
Academic Programming
Calendar.............................................................................White
SECTION ONE
PRIVILEGES AND GUIDELINES OF STUDENT
ORGANIZATIONS
Privileges of Organization Registration
University recognition provides student groups the opportunity to enjoy the
privileges listed below:
1.
The use of the name of the University in the title of the Organization
(following all related licensing guidelines).
2.
The use of meeting rooms in the Student Center, bulletin boards, Quick
Print Services, and other University facilities.
3.
Request for allocations from the Student Government Association.
4.
The use of the Business Office for financial advising and banking services.
5.
To request approval of posters by the Student Government Association
and University Housing.
6.
Assistance from University staff members.
7.
Organizational mailbox at the Campus Activities Center.
8.
Inclusion in the online Directory of Student Organizations.
9.
Permission for maintenance of a web page attached to the University’s
web page
(Following all related guidelines).
Guidelines for Registration of Student Organizations
1.
The established policy of the Board of Regents of the State of Kansas
prohibits discrimination on the basis of sex, race, religious faith, national
origin, age or physical handicap within the institution under its jurisdiction.
All fraternal and campus related organizations shall follow this policy in
the selection of their members, except the prohibition against sex
discrimination shall not apply to social fraternities or sororities which are
excluded from the application of Title IX of the Education Amendments of
1972 (2 U.S.C. Sec. 1681 et seq.). The responsibility for compliance lies
with each organization. In discharge of this responsibility, each
organization shall acknowledge its understanding of this policy.
SECTION ONE
2.
Registration will not be granted to any organization whether national or
local in origin,
whose stated purpose, intent or likely consequence of
activities is anarchistic, subversive, or disruptive to University activities.
3.
Officers of organizations must have earned a minimum of 2.0 GPA during
the semester preceding their election to office and for the semester(s)
during their term of office.
4.
Organizations must register annually with the University, providing at least
a contact
person/officers, advisor, and a purpose.
5.
All organizations recognized by Pittsburg State University must abide by
the policies
contained in the Student Organization Handbook, the Code
of Student Rights and
Responsibilities and all local, state and federal
laws.
University Alcohol & Cereal Malt Beverage Policy
Board of Regents’ policy permits the service and consumption of cereal malt
beverages (3.2% beer or wine coolers) under authorized and appropriately
controlled conditions and regulations to be determined by the chief executive
officer of each university. The President of Pittsburg State University has
adopted the following policies on the sale and consumption of cereal malt
beverages at Pittsburg State University:
1.
The consumption of cereal malt beverages will be prohibited in all public
areas of the University except for designated food service areas and the
areas listed in the PSU Alcohol Policy, Section IV.
2.
No one under the age of twenty-one (21) shall be allowed to purchase,
possess, or consume cereal malt beverages on the campus of Pittsburg
State University.
3.
Sale of 3.2% cereal malt beverages by the food service contractor
recognized by the
University will be allowed in the Jack H. Overman
Student Center of Pittsburg State
University who shall be responsible for
compliance with state and local ordinances.
4.
Cereal malt beverages in individual containers greater than twelve (12)
ounces shall
not be allowed on the campus of Pittsburg State University.
5.
Cereal malt beverage possession and consumption is permitted during
home football game fundraising. Please see the PSU Alcohol Policy for
complete policies and regulations.
6.
Student groups are encouraged to obtain legal opinion concerning their
status as hosts at private locations as it relates to the potential liabilities
involved in serving alcohol to minor and intoxicated persons. The groups
shall adopt self-governing procedures, appropriate mechanisms to ensure
protection against individual or group liability as a result of the
irresponsible use of alcohol.
SECTION ONE
5.
Games which emphasize drinking alcohol or which place some kind of
social approbation on one’s capacity to “hold liquor” or to display certain
talents with respect to the consumption of alcohol will be prohibited at
social functions.
6.
All organizations will refrain from emphasizing alcohol in advertisements.
Posters and flyers that contain alcohol related advertisements are not to
be displayed or distributed on the PSU campus.
7.
Persons who violate these policies or other policies will be subject to
disciplinary
action whether or not they are under the influence of alcohol.
8.
Each registered University organization must submit a statement signed
by the organization president indicating intent to abide by the University
Alcohol & Cereal Malt Beverage Policy.
For a complete listing of the Pittsburg State University’s Alcohol Policy, please
check online at www.pittstate.edu/pres/alcohol.html.
SECTION ONE
HAZING AND PRE-INITIATION ACTIVITIES
POLICY
P.S.U. prohibits student organizations, fraternities or sororities from engaging in
hazing of another person for the purpose of initiation or admission into or
affiliation within any organization operating under the sanction of the University.
Hazing includes, but is not limited to, any action, activity or situation that
recklessly, negligently or intentionally endangers the mental or physical health,
welfare or safety of a person or exposes a person to extreme embarrassment. It
is presumed that hazing is a forced activity regardless of the apparent willingness
of an individual to participate in the activity.
Such activities and situations include paddling in any form; creation of excessive
fatigue; ingestion of unusual liquids or solids or the ingestion of liquids or solids
of unusual quantities; physical and psychological shocks, scavenger hunts, road
trips, or any other such activities carried on outside the confines of the house;
wearing apparel in public which is conspicuous and not normally in good taste,
engaging in public stunts and buffoonery; morally degrading and/or humiliating
games and activities; late work sessions which interfere with scholastic activities;
and any other activities which are not consistent with fraternal law, ritual or policy
or the regulations and policies of Pittsburg State University and Kansas statutes
on hazing.
SECTION ONE
Student Organization Web Page Guidelines
All registered PSU Student Organizations are entitled to have a World Wide Web
page on the PSU server. It is the responsibility of each organization to create
and maintain this page with the assistance of the Overman Student Center
Webmaster. The Overman Student Center Webmaster will not create web pages
for an organization, nor will the Overman Student Center Webmaster monitor
and/or update any organization’s web page.
Basic Rules for Organization Web Pages:
 Web pages cannot be larger than 1MB (this includes all images and
additional files).
 All web file names need to be in lowercase letters with no spaces. Each
file should also end in a code that describes the file (i.e. index.html,
logo.tif, picture.jpg).
 Web pages may not contain links to inappropriate or offensive sites.
 Web pages may not be used to sell merchandise or solicit information that
is not pertinent to the mission of Pittsburg State University.
How to Get Your WWW Page Uploaded onto the Server:
Once you have created your organization’s web page, bring it on CD or USB
drive to the Campus Activities Center, lower level of the student Center between
the hours of 8:00 am -4:30 pm. The Overman Student Center Webmaster will
upload the page onto the University server. The Overman Student Center
Webmaster and PSU reserve the right to refuse to publish any web page(s) for
reasons including but not limited to: inappropriate images or links, discriminatory
images or poor taste. If you are ever in doubt about the content of your page,
please use common sense, respect and discretion as your guide. After the
Overman Student Center Webmaster uploads your page, the Program
Coordinator for Campus Activities will review your page for any errors, technical
problems and for inappropriate content. Please be certain you leave a contact
name and number of the person responsible for your WWW page so we may
contact them if needed.
Making Changes to Your WWW Page:
Any future changes or corrections need to be taken to CAC during business
hours where they will be uploaded on the 15th of each month. All organizations
that wish to have changes/corrections/modifications made to their pages should
submit them on CD. Any CD received after the 15th of the month will be
uploaded on the 15th of the following month.
Suggestions for Student Organization Web Pages to help increase interest and
membership in your organization:
SECTION ONE
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The World Wide Web is a great place to advertise your organization’s
upcoming events.
A schedule of events and other important news about your organization is
great material for WWW pages.
List contact people and how interested students can reach your
organization.
SECTION ONE
Overman Student Center Policies
Student Center - Reservation Procedures
Reservations are taken from 8:00am to 4:30pm, Monday through Friday. To
make a reservation e-mail Barbara Barto at [email protected], call (620) 2354791 or stop by the Overman Student Center Administrative Office, Room 211. If
your reservation is a major event, please schedule an appointment with the
Scheduling Coordinator and the Catering Manager to discuss your needs.
To ensure first choices and equipment needs, make your reservation early.
Reservations are subject to space, room and equipment availability. Whenever
possible, observe the following guidelines:
1. Minor room set-up is 2 working days / need all information
2. Food Service requires all information 10 working days before event
3. Guarantees - 2 working days / must be before noon
4. Ballroom(s) or Major portions of the building - 10 working days
5. Beyond stated operating time 2 weeks
If you must cancel, please let us know as soon as possible. Cancellations within
48 hours of the event may result in a fee to the user, or denial of use at the
discretion of the Director of the Student Center.
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The organization and /or its officer(s) shall be held financially responsible
for any damages resulting from their event.
No candles, open flame or the burning of any substance is allowed. This
includes smoking or tobacco products of any kind. (Candles in globes
may be approved.)
No fog machines, dry ice or smoke machines are allowed.
The contracted Food Service (Sodexo) is the exclusive vendor of all
beverages and food items served in the building.
The Student Center does not assume responsibility for damages to or loss
of any materials or equipment left by groups.
Groups who abuse their usage of the facilities may be denied future use.
Oval / Plaza / Village - Reservation Procedures
Events that will take place at these areas will need to be scheduled through the
Overman Student Center Scheduling Office, (620) 235-4791.
Timmons / Gazebo
Timmons Chapel will be open from 8:00am to 5:00pm, Monday through Friday,
and closed Saturday and Sunday, unless a special event is scheduled, or by
appointment

Reserving the Timmons Chapel for special events shall be scheduled
through the Overman Student Center Office.
SECTION ONE
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Only current or former students of the University, faculty and staff may
schedule special events in the Chapel unless special permission is
obtained.
Group use on a regular basis will not be allowed. (No continuous
scheduling)
Overman Student Center Policies (cont.)
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Scheduled events will be permitted during vacations.
A specific person must be designated as the responsible individual when a
group schedules an event.
No Food or Drinks will be permitted in the Chapel for any events.
Rice cannot be thrown or used in the Chapel.
No charge for the use of the Chapel will be made unless clean up of the
Chapel is required after the event.
Decorations may not be affixed to any area of the Chapel or Gazebo in
any manner that will mar the finish of the walls, structure etc. This
includes the use of nails, staples, tacks and some tapes. The person
responsible for scheduling the event will be responsible for removing any
and all decorations and a fee will be charged for any damages or repairs
that need to be made.
Display Case - Reservation Procedures
Two types of display cases are provided by the Overman Student Center. A
description of the display cases and the process to schedule these cases are as
follows. Scheduling of the display cases will be through the Overman Student
Center Scheduling Office (ext-4791).
General Usage of Display Cases
 Nine (9) enclosed wall display cases, with either wood-slat or tackable
background, are provided for scheduling by recognized student
organizations or University departments. These display cases are not
intended for the display of an individual. There is a one week time limit on
scheduling unless pre-approved by the Scheduling Coordinator.
 No display cases will be approved if it promotes profanity, discrimination,
alcohol or drug abuse, or illegal activities.
 Unauthorized or inappropriate displays will be removed without
notification.
 There will be no tacking done in the wood-slat display cases. The
appropriate hardware will be provided.
Damage to Display Cases
If an organization or University department damages the display cases,
the Overman Student Center will have the unit repaired and the organization or
SECTION ONE
department will be charged to reimburse the Overman Student Center for any
costs incurred.
SECTION ONE
Poster Guidelines
All posters must meet the following criteria.
A. Posters must follow the guidelines of the building in which they are
displayed.
B. Posters must be placed inside the buildings. They may only be hung on
bulletins boards. This means they may not be taped on the paved portions
of the Oval, on glass, marble, or painted and/or varnished surfaces. Note:
some bulletin boards are for departmental use only. Posters may not be displayed on
these boards unless approved by the department.
C. Posters must be sponsored by a registered student organization or a
currently enrolled student. Poster’s content must include sponsoring
organization’s or student’s name and phone number or email address.
D. Posters larger than 16” x 20” must be approved by a SGA cabinet
member, a member of the Campus Affairs Committee, or the SGA
administrative assistant.
E. All posters with non-English language, words, phrases, writing or symbols
must provide the English translation on the same poster.
F. Posters may not be displayed for more than 60 days.
G. Posters must be taken down by sponsoring student or organization within
24 hours after the date stamped on the poster.
H. All posters must be approved by a member of SGA.
I. No more than 40 of the same poster will be stamped by the SGA. Any
more than this will have to be used as fliers. All 40 posters must be
stamped individually.
J. Any posters that are to be hung in the residence halls must be taken over
to the University Housing Office in Horace Mann. See Resident Hall
Poster Guidelines.
K. Posters submitted by the following groups do not have to be stamped:
RHA, SAC, SGA, PALS, Kanza, Collegio, departmental organizations, and
University departments.
If in the case that any of the above guidelines are not strictly followed, the SGA
Campus Affairs Committee reserves the right to penalize the sponsoring student
or organization in the following manner:
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On the first offense, written warning will be sent to the sponsoring
student or organization along with a copy of the poster guidelines.
If a second offense is committed within the same academic year, the
sponsoring student or organization will have poster privileges revoked.
The length of this revocation will be subject to the judgment of the SGA
Campus Affairs Committee.
In the case of a third offense by an organization within the same
academic year, the sponsoring organization will lose their privileges of
requesting allocations for the following semester. In the case of a third
SECTION ONE
offense by a student, that sponsoring student will lose their poster
privileges for the following two semesters.
* The Student Government Association reserves the right to refuse to stamp any poster for any
reason, including, but not limited to, conflict with the Educational Mission of the University. The
Student Government Association also reserves the right to take appropriate action against
organizations and/or students who hang posters that have not been approved or stamped.
Posting Guidelines
Pittsburg State University Residence Halls
Bulletin boards are required for use by University Housing staff and the
Residence Hall Assembly. All materials from the University Housing Office or its
staff, and Residence Hall Assembly may be posted or distributed in a variety of
locations in the residence halls. Other students and groups must abide by these
policies:
1.
University Departments and materials stamped by Student Government
Association
must be counted and labeled one (1) per hall. (The
residence halls are: Trout Hall,
Tanner Complex, Bowen Hall, Dellinger
Hall, Nation Hall, Willard.)
2.
These materials must be brought to the University Housing Office (209
Horace Mann) between the hours of 8:00 am - 4:30 pm Monday through
Friday. Materials will be distributed to the appropriate hall and posted in
the designated locations by hall staff.
o Hall staff will remove any posters not distributed in this manner.
o Materials other than posters must be brought to the University
Housing Office and will be placed at the hall desk for students to
pick up if they choose.
3.
Posting on individual doors may be done only with the resident’s
expressed permission.
4.
Alcohol related posters and flyers are prohibited.
5.
Posting deemed tasteless/offensive by the Residence Hall Assembly
executive committee or University Housing staff will be removed by
residence hall staff.
6.
Individual/group postings will be removed if date cited on posting is past.
7.
Individual/group material may not be distributed under doors of residents.
8.
Bulletin boards are intended for general interest information, commercial
advertising is prohibited.
9.
Postings deemed tasteless or offensive by the Residence Hall Assembly
or University Housing staff will be removed.
10.
Posting on individual floors or doors may be done only with special
permission from
University Housing staff.
Policy subject to change
SECTION ONE
Sidewalk Chalking Guidelines
All guidelines must be followed when chalking sidewalks on campus.
A. All sidewalk chalking needs to be approved by an SGA member or the
SGA administrative assistant by paper and stamp.
B. All chalking must be sponsored by a currently enrolled student or
registered student organization. Chalking content must include sponsoring
student’s or organization’s name and phone number or email address.
C. Chalking under over-hangs, on buildings, sculptures, brick, tile, trees, and
rocks is prohibited.
D. Any chalking within the Oval is prohibited. “Oval” refers only to the circular
cement slab, not the entire area between the buildings.
E. Any profanity or sexually suggestive drawings are prohibited.
F. All chalking with non-English language, words, phrases, writing or symbols
must provide the English translation in the same chalking vicinity.
G. Any religious or racial slander, sexual libel, and language deemed strongly
offensive is strictly prohibited and will be reviewed by the Student
Government and proper actions will be taken.
H. All chalking messages or displays over 30 feet must be approved by a
SGA cabinet member, Campus Affairs Committee member or the SGA
administrative assistant.
I. Chalking to advertise for an event should take place no more than 3
weekdays prior to the event (unless approved by a SGA cabinet member,
a member of the Campus Affairs Committee or the SGA administrative
assistant).
J. Chalking submitted by the following groups does not have to be stamped:
RHA, SAC, SGA, PALS, Kanza, Collegio, departmental organizations, and
University departments.
If in the case that any of the above guidelines are not strictly followed, the SGA
Campus Affairs Committee reserves the right to penalize the sponsoring student
or organization in the following manner:
 On the first offense, written warning will be sent to the sponsoring
student or organization along with a copy of the sidewalk chalking
guidelines.
 If a second offense is committed within the same academic year, the
sponsoring student or organization will have sidewalk chalking
privileges revoked. The length of this revocation will be subject to the
judgment of the SGA Campus Affairs Committee.
 In the case of a third offense by an organization within the same
academic year, the sponsoring organization will lose their privileges of
requesting allocations for the following semester. In the case of a third
offense by a student, that sponsoring student will lose their sidewalk
chalking privileges for the following two semesters.
SECTION ONE
* The Student Government Association reserves the right to refuse to approve or stamp any
chalking for any reason, including, but not limited to, conflict with the Educational Mission of the
University. The Student Government Association also reserves the right to take appropriate
action against organizations and/or students who engage in chalking that has not been approved.
RAFFLES AND DRAWINGS
Any student organization that wishes to hold a raffle or drawing as a charitable
fundraising activity must follow one to the following criteria listed below to make
sure that your organization is in compliance with the State of Kansas legal statute
on illegal lotteries.
1.
Any collection of funds must be clearly labeled and referred to as a
voluntary donation such that potential participants may fully
participate in the event whether or not they choose to pay a
suggested minimum donation. All written
advertisement of
the event must contain language such as “No Purchase Necessary
to Participate, $ (dollar amount) Donation Suggested or
Encouraged”. Individuals recruiting participants for the lottery must
clearly indicate in verbal exchanges that there is “no purchase
necessary to participate, but that $ (dollar amount) donations are
suggested, encouraged or appreciated”.
2.
Eliminate the “game of chance” aspect by making it a game of skill
(i.e., awarding a prize for winning a contest). The organization may
charge an established “entry fee” but award prizes based on
performing a task better than other participants according to
established criteria or rules or by the decision of a panel of judges.
If you have any questions regarding this policy and its implications for your
organization please feel free to contact the Campus Activities Center at 2354795.
SECTION ONE
Policy for Use of Carpool Vehicles
1. VEHICLE AUTHORIZATION FOR CARPOOL VEHICLES
 Priority for use of vehicles will be the order in which the authorization
forms are received in the Vehicle Maintenance Garage. The Vehicle
Maintenance Garage is located in the Physical Plant, Room 109B. Please
call extension 4786 for further information or questions.
 The request is to be made on the Carpool Vehicle Authorization Form
(located at http://www.pittstate.edu/office/physical-plant/carpool.dot). Print
out the Authorization Form, fill it out, and send it along with an additional
copy to the Physical Plant Carpool or Garage. Separate authorizations
are required for each trip. The additional copy will be returned to the
department with a notation either confirming or denying availability of a
vehicle. If we do not receive the additional copy at the time of request,
you will not receive the notification of availability.
2. CHARGES
 Mileage charges are listed on the "Vehicle Maintenance / Carpool" page.
These include gas, oil, tires and repairs. Tolls, washing, parking fees, etc.
must be paid by the user. Late returns will be charged the daily minimum
rate for any time beyond the requested period. Daily charge period is from
midnight to midnight, or any portion thereof.

The department will be charged for any damages incurred while using the
vehicle. The University carries only limited liability insurance.
 An additional charge will be made for excessive debris found in the vehicle
at the time it is returned. Please keep the vehicles neat and clean.
3. CANCELLATIONS
 No charges will be made for last-minute cancellations due to illness or
inclement weather if the Garage is notified as soon as possible.
 If a vehicle is scheduled, but not cancelled or picked up, the daily
minimum charge will be assessed.
 Vehicles not picked up within two hours after their scheduled time will
automatically be cancelled and the daily minimum charge assessed.
 If, for any reason, it is necessary for the Garage to withdraw a scheduled
vehicle, the requesting department will be notified as soon as possible.
Normally, the last vehicle scheduled will be the first withdrawn.
4. PICK UP AND RETURN
 Vehicles are to be picked up at, and returned to, the Vehicle Maintenance
Garage in the Physical Plant, room 109B. If a scheduled vehicle will be
picked up after hours, contact the Boiler Room personnel at the Physical
Plant to obtain the keys.
 Return the vehicle to the designated parking area located at the southeast
corner of the Physical Plant. Check the vehicle and remove all personal
SECTION ONE
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belongings. Remove keys and lock the vehicle. Leave the keys in the
garage, or, if it is after hours, in the key slot located in the Physical Plant
lobby or in the key drop slot located in the middle overhead door of the
garage in the back of the Plant.
A lost and found service is located at the Vehicle Maintenance Garage.
Any items not claimed will be disposed of after two weeks.
Vehicles should not be scheduled for pick up before the time of use. This
enables better scheduling of the vehicles with other departments.
Vehicles should be returned to the Garage at the time the trip is completed
and not held until the driver returns to campus at a regular work time. This
permits more efficient scheduling of the vehicles.
An authorized driver may park his or her personal vehicle in the carpool
vehicle parking lot while using a carpool vehicle.
Do not release the vehicle to any other person or office.
5. IN CASE OF ACCIDENT
 In case of an accident, the Physical Plant Office (620-235-4779) or the
Vehicle Maintenance Garage (620-235-4786) shall be notified. If the
vehicle breaks down while on the road, it is the driver's responsibility to
arrange for repairs and to ensure the security of the vehicle. In addition,
the driver is responsible for ensuring that passengers reach their
destination.
6. PURCHASING GASOLINE
 VISA procurement cards are issued to the driver with the vehicle's keys.
 The procurement card may be used anywhere VISA is accepted.
 Purchase self-service gasoline whenever possible to save on costs.
 Make sure to get a copy of the gasoline receipt. The receipt should be
left in the key pouch with the procurement card at the end of your trip. All
procurement card receipts must be turned in when returning the vehicle.
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VISA cards are to be used for carpool vehicles only. Use of these cards
for personal items, food, or other department vehicles is prohibited!
 Vehicles do not have to be returned with a full gas tank.
7. EMERGENCIES
 Minor repairs, including road service and tire repair, may be charged on
the VISA card at participating service stations.
 Major repairs are not authorized without clearance from the Director of
Custodial & General Services (620-235-4776) or the Garage Supervisor
(620-235-4786). If such clearance is not obtained, the individual may be
liable for the cost of such repairs.
8. RESTRICTIONS
 Van drivers must be full-time or part-time employees of the University or
have an appointment as a graduate assistant. Undergraduate students
may not be van drivers. (An exception is granted for on-campus use and
trips less than 25 miles from the University main campus).
SECTION ONE
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Prior to driving a van beyond the actual streets of the City of Pittsburg,
drivers must complete a National Safety Council class on Van Driving and
Safety offered through University Police and Parking Services.
No driver should operate a van more than 10 hours in any 24-hour period.
The van driver must take a mandatory 30 minute rest break every four
hours. Trips requiring more than 10 hours driving time to reach a point of
destination will require overnight lodging.
Only those individuals on official University business may travel in a
carpool vehicle.
The operators of carpool vehicles need to ensure that the number of
occupants does not exceed the number of seatbelts in the vehicle.
Operators should also require that each occupant use a seatbelt while the
vehicle is in operation.
No pets are allowed to ride in the vehicles. An exception will be made for
dogs used by persons with disabilities.
All carpool vehicles are tobacco-free.
9. INSURANCE COVERAGE
 The State of Kansas/Pittsburg State University carries only limited liability
insurance on carpool vehicles.
SECTION ONE
POLICY FOR USE OF THE UNIVERSITY PEOPLE
MOVER

All reservations for using the University People Mover (UPM) must be
made through the Physical Plant Vehicle Maintenance / Carpool
Department. Vehicle Maintenance / Carpool is responsible for keeping a
master calendar of reservations, providing ongoing maintenance and
repairs for the UPM and providing access to the UPM during evenings,
weekends and holidays.

Use of the UPM is for University-related purposes only and will not be
provided to outside entities without the express permission of the Vice
President for University Advancement.

The UPM has been purchased to provide PSU with a higher level of
transportation for visiting dignitaries, donors and special guests than was
previously available using vans. For that reason, the interior and exterior
appearance of the UPM should be maintained at the highest level
possible. No group will be allowed to reserve the UPM when Carpool
employees believe dirt, mud sweat, excessive wear, etc. will damage the
interior or exterior appearance of the vehicle. Questions regarding the
appropriateness of the group requesting the reservation may be forwarded
by Carpool employees to the Vice President for University Advancement
for approval.

All drivers of the UPM must be current employees of Pittsburg State
University and have successfully completed van driver training provided
by PSU University Police and Parking Services.

Groups reserving the UPM will be required to reimburse the University at a
mileage rate billed at 1 ½ times the mileage rate for 12-passenger vans
operated through University Carpool. In addition, the group reserving the
UPM will provide a University account number where extensive cleaning
and/or damage to the UPM incurred during the trip may be billed.

No food or drink is allowed in the UPM with the exception of water
provided to guests for their comfort during a trip.

The University President's Office and each of the three vice presidents
have the right to supersede any reservation held by another University
office or program, or an entity outside the institution. Should the
President's Office or one of the three vice presidents need to "bump" a
previous reservation, the Vehicle Maintenance / Carpool Department will
assist that group with identifying alternative means of transportation.
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
The UPM is considered property of the President's Office and any
exceptions to these guidelines will require the approval of a representative
of the President's Office or the Vice President of University Advancement.
For more information contact the Physical Plant (620) 235-4786.
BASIC RECOMMENDATIONS FOR MAILBOX
USAGE
1.
Use the organizational mailbox assigned to you. Use the address and box
number for all mail on- and off-campus, and groups requesting your
address.
2.
You must check your mailbox weekly. Besides mail, there may also be
program flyers.
(Stuffing the mailboxes will be an easy way to
advertise an event, with permission).
3.
Decide who should pick up and check the mail.
4.
If mail is not picked up on a regular basis; the president of the organization
and/or advisor will be notified. If the situation continues, mailbox
privileges may be revoked.
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PITTSBURG STATE UNIVERSITY LICENSING
PROGRAM
The PSU licensing program is designed to protect the use of the University’s
name and insignias. To accomplish this, the University has established formal
licensing procedures that will also enable the institution to share in the benefits
derived from the commercial use of both its names and symbols.
What is a licensing program?
The licensing program is designed to administer and control the
commercial use
of trademarks or registered marks of the University.
What are PSU’s trademarks?
The most popular university trademarks are the split face gorilla, the
letters “PSU,”
the word “Gorillas” and any form of the name
“Pittsburg State University.”
Additional marks include, but are
not limited too, the seal, the centennial logo, the
football helmet
design and the words “The Jungle.”
How does this affect my organization?
Only licensed vendors will be able to produce merchandise using the
Pittsburg State
University name and logos. All artwork must be
approved through the Office of
Licensing.
All University club and student organization fund-raising activities using
the
University’s name and/or logos on specialty merchandise
must be approved and will
be considered on a case-by-case basis.
Where to get a list of licensees?
A complete list of licensed manufacturers can be obtained through the
Office of
Licensing.
What happens to income received?
The net income from the licensing program will stay within the University
for worthwhile projects.
For more information, contact
Office of Licensing, 236 Weede
(620) 235-4148 Fax: (620) 235-4661
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Pittsburg State
University
1701 S. Broadway
Pittsburg, KS 66762
University Colors
Pantone Matching System (PMS)
Official Colors
Red: PMS # 186
Process Color: (C 0%, M 100%, Y 75%, K 4%)
Yellow: PMS #116
Process Color: (C 0%, M 12%, Y 100%, K 0%)
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PITTSBURG STATE UNIVERSITY LICENSING
PROGRAM
List of Approved vendors as of August 17, 2009
Bleacher Gear
Button Man
Camp David, INC
Campus Crystal (Glass Graphics)
Campus One Sportswear
Carson Specialties
CC Products (Champion)
Charles River Apparel
Church Hill Classics
CI Apparel/CI Sport
Club Colors/ Campus Casuals
College Collectables
College Concepts
College Kids
College Magnet
Collegiate Camo, Inc.
Collegiate Pacific/ Wool Felt Products
Colosseum Athletics Corp.
Community National Bank
Cotton Gallery, LTD
Country Acres Crafts
Craftique Manufacturing
Creative Knitwear
CSI International, INC
Cunningham Graphics
David Peyser Sportswear (MV Sport)
Eglomise Designs
EM Group
Embroid Me
ExperTees LLC
Fine World LLC
First Edition
First Federal Savings & Loans
Fisher Rock, INC
For Bare Feet
Four Point Products
Framing Success
From the Heart Enterprises
Gear for Sports, Inc.
Gecco Graphics
Gelscrubs (Walrus Brands)
Grandstand Sportswear & Glassware
Haddad Brands
Hanna's Handwork
Headmaster, INC
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Heartland China
Herff Jones (LogoArt)
Herrington & CO
HistoryTube, LLC
Holloway Sportswear
Impact Sports
It's All Greek to Me
J. American/Titan J Headwear
Jadon Ltd. INC
JanSport(VF Services)
Jaxxon Promotions
Jayhawk Signs
Jester Company INC
Jock's Nitch, INC
Jones & Mitchell Sportswear
Jostens, INC
Julie Hammer, Artist
K2 Licensed Products
Ketch the Spirit
Knights Apparel, INC
Lakeshirts (A Step Ahead)
Laser Magic
League Collegiate Wear, INC
Legacy Athletic Apparel
Legendary Games
Little King Manufacturing Co. INC
Logo Chairs INC
M&A Designs
MatAdore Co.
Mead Westvaco Corporation
Merge Left, INC
MGI, Inc. (Midwest Graphics)
Midwest College Marketing Group
MJ Soffe Co.
Mundi Westport Corp.
National Pen Company
New Era
Next INC/Lil Fan INC
Nordic Co. INC
North Star
Northwest Company
OT Sports
Ouray Sportswear/Skicountry
Patterson's Artwork
Pawnee County Stoneworks
Peregrine Corporation
Photographix
Pine Decals
Prarie Graphics, INC (Step Ahead)
Premier Agendas
Raise the Roof
Ramsey Media Works, LLC
Renaissance Imports, INC
Russell Corporation
S & P Specialties
Schroeder Signs
SDS Design Associates
Seven K Company
Sewing Concepts
Signature Announcements, INC
Sir James Outerwear
Specialty House Apparel (SI)
Spirit Products Ltd.
Sport Licensing Div. of Adidas
Sports-Aholic, Inc.
Stadium Club Boutique
Stockdale Technologies
Storm Duds Raingear
Strand Art
Strategic Marketing Affiliates
Sunflower Coffee Roasting
Sutter's Mill Specialties
Tchotchke's
Team Beans, LLC
Team Dynamics
Team Edition
Team Golf
Tervis Tumbler
The Game, LLC
Thermo-Serv/Aladdin
Thornton Graphics
Toegoz, INC
Top of the World
Top Sox (Four Star Hosiery)
Topline Screen
Tribeca Flash (Flash Ventures)
T's Custom Embroidery
T-Shirt International
Twins Enterprise INC
Uncle Matt Designs
Under Armour
VESI, INC
ViaTran
Wallcrashers (Spar Productions)
Wilbert Engraving
Wincraft, Inc.
Winning Streak Sports, LLC
Wright Enterprises (Contour This)
Zephyr Graf-X
Zouire
The most current list of licensed vendors can be found at:
http://www.pittstategorillas.com/home/licensing-marketing/
For More information Regarding Licensed Merchandise Manufacturers call the
Office of Licensing at 620/235-4148
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ALLOCATIONS PROCEDURES
If requesting allocations from the Student Government Finance Committee, your
organization must pick-up a copy of the Allocations Handbook, 2009-2010, from
the Student Government Association. Below is a very brief outline of the
procedures and important things to know about allocations, but this information is
NOT all-inclusive.
The Allocations process is a way for registered student organizations to partially
recover expenses incurred from group trips, programs and special projects.
Organizations designate a representative to attend an Allocations Workshop, a
Treasurer Interview, Finance Committee meeting. The Finance Committee
recommends the amount to be given to each organization according to the
guidelines in the Allocations Handbook. If your group is interested in applying for
Allocations, please contact the Student Government Association Treasurer in the
Lower Level of the Overman Student Center, or at x-4810.
Allocation Tips
 Make sure that your organization is registered through the Campus
Activities Center prior to beginning the allocation period. The CAC office
is located in the lower level of the Overman Student Center. All
Organizations must be registered in order to receive allocations.
 Keep all receipts! Original receipts are required for reimbursement!
o No exceptions!
 Plan ahead. It is important that the organization’s events are well outlined
in the allocation application process. Funding will not be distributed for an
event other than the one originally recognized by the Finance Committee.
In many funding scenarios within the allocations process, dates of events
must be set prior to the Finance Committee Interview.
 Absences from any of the required meetings will result in loss of
allocations for that period.
 The Finance Committee itself will make a recommendation to the Senate.
Prepare an appropriate presentation for the committee. This is an
important factor in the decision making process.
If any Allocation dates are not met Allocations cannot be awarded to your
organization. Any exceptions to this can only be given if a representative of the
organization meets with the Student Government Association Treasurer in
advance and is given an extension. For a complete listing of all Allocation dates,
please stop by the SGA office.
All dates pertaining to the Student Senate meetings (that will be required),
individual organization meetings with SGA, and all meeting times will be
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distributed in the form of a pamphlet after the start of the Fall 2009 semester.
The pamphlets will be in the Student Government Office, in the lower level of the
student center, where they can be picked up at your convenience.
Thank you for your cooperation and good luck to your organizations in the 20092010 school year!
BASIC ORGANIZATIONAL RECOMMENDATIONS
1.
Meet on a regular basis, in the same location.
2.
If possible, plan a retreat for the executive board, or entire group. The
success of this event will determine the course of the organization for the
next year.
3.
Set goals with the group, and review them on a regular basis.
4.
Delegate duties and responsibilities to other officers and members.
Sometimes adopting a “job description” for each executive board position
is a good way to establish duties for each officer. This provides each
person with a set of expectations and provides guidance.
5.
Plan activities with other groups, whether it’s a joint meeting or something
social.
6.
Do not plan regular meetings, executive meetings, or activities during
finals week. If possible, allow your members the week before finals off to
finish papers, and to study.
7.
Review the organization’s constitution and by-laws regularly to keep them
up-to-date. If you need assistance with this process, the Program
Coordinator can assist you. Remember, a student organization’s
constitution is a set of rules to work by and with, be flexible.
8.
If you need assistance or guidance in goal setting, leadership
development, meeting protocol, or other issues related to your
organization, the Program Coordinator could point you in the right
direction. The Campus Activities Center has numerous booklets, videos
and other materials that can assist with your organization’s needs.
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CONSTITUTION AND BY-LAWS
All registered student organizations at Pittsburg State University are required to
have the most recent Constitution for that organization on file at the Campus
Activities Center, Overman Student Center. Constitutions will be reviewed
periodically, and should be updated on a regular basis. If assistance is needed
in this process, please make an appointment or contact Travis Smith, Program
Coordinator for Campus Activities, x-4795.
What are Constitutions and By-laws?
A constitution is the document that contains general statements about the
organization. A constitution provides for consistency within an organization,
clarifies expectations for its members, and contains the basic structure and
procedures that the organization will follow. By-laws are an addition to a
constitution and contain specific rules and policies not included in the
constitution. The vote needed to change the by-laws of an organization is
usually lower than the vote needed to change an organization’s constitution.
Constitutions should include...
The basic structure of the organization
The following outline (for example purposes)
Article I.............................Organization Name
Article II............................Purpose
Article III...........................Membership Requirements
Article IV...........................Officers and Elections
(and removal of officers and members)
Article V............................Meetings
Article VI..........................Quorum
(only if different than 50%+1)
Article VII.........................Affirmative Action Statement
Article VIII........................Amending the Constitution
Article IX...........................Ratification Date
By-laws should include...
The details of the organization, procedures and policies
The following, as suggestions:
Memberships - requirements, selection, rights, duties
Dues - amount, collection, payment procedures
Duties of Officers - job descriptions, authority, eligibility
requirements, removal from office
Executive Board - structure, composition, authority
Committees - standing, special, chairperson election and duties
Parliamentary Authority - provisions for rules of order
Amendments - methods for amending, and vote needed
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Other Rules or Policies as the organization sees fit
Parliamentary Procedure
Parliamentary Procedure is an effective way for a meeting to proceed. The most
commonly used procedures are in Robert’s Rules of Order-Newly Revised, a
copy is, or will be, available to borrow in the Campus Activities Center.
Basic Principles to Remember
o Members may speak only when recognized. No one may interrupt
a speaker who has been recognized.
o Motions made are entitled to full and free debate.
o Every member has rights equal to every other member.
o The will of the majority must be carried out and the rights of the
minority should be respected.
Motions
A motion is a proposal for the group to consider. Once a motion is made
and seconded, the motion is debated and the group makes a decision
whether to adopt or reject the motion. The way this works is:
o A member raises his/her hand to be recognized by the chair.
o Once recognized, the member proposes the motion by stating “I
move that...”
o Another member then must second the motion.
o If the motion is seconded, the chair re-states the motion to the
group.
o The motion is then debated. Only one person at a time may speak
on the merits of the motion. All discussion must be limited to the
subject of the motion. Discussion must end when the motion is
called to a vote.
o The chair calls for the vote, either by voice, a show of hands or by
balloting.
The members can vote three ways:
 In favor of the motion
 Opposed to the motion
 Abstention-in which case the member’s vote is neutral
o Motions may be amended at any time before the motion is called to
a vote or after the motion has been approved. An amendment
changes the motion in some way and must be proposed and
approved of in the same manner as the main motion
Note:
Parliamentary Procedures need to be understood by all members of the
organization.
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If Parliamentary Procedures are used, the group should have a Parliamentarian
who is well versed in the procedures.
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Order of Business
Sample
1. Call Meeting to Order
2. Roll Call
3. Reading and Approval of Minutes
a. The minutes are a record of what was done in the previous
meeting, not of what was said.
4. Officer Reports
a. President
b. Vice-President
c. Treasurer
d. Secretary
e. Other officers as delegated
5. Committee Reports
6. Chapter Reports
7. Unfinished Business
8. New Business
9. Announcements
10. Adjournment
At the end of your meetings always announce the time and place for your next
meeting!
This helps your members plan ahead.
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THE BENEFITS OF BEING AN ADVISOR
An organization advisor has a unique relationship with the group he/she advises.
Being a faculty/staff advisor to an organization provides the following
experiences for the advisor.

A unique chance to get to know and work with students outside of the
classroom or office setting. Barriers to effective and productive
communication are often times hindered by the student/faculty relationship
and its limitations.

The rewards of watching the group develop to its fullest potential.

The reward of watching students develop their individual skills and talents
outside the classroom and providing incentive to use these newly
developed skills and talents in the classroom.

The chance to informally share your working knowledge and expertise on
relevant topics.

An opportunity to feel satisfaction and accomplishment through making a
special contribution to the students, their development and the campus
community through your service as an advisor.
For more information on your role as advisor contact the Campus Activities
Center- we’re here to help!
If your organization does not have an advisor and would like to have one contact
the Campus Activities Center and talk to us about how to find an advisor!
SECTION ONE
Organization Advisors
Organization advisors are important, not only because they are role models for
students, but also because their involvement in the organization provides a
learning experience that provides life lessons beyond the college experience. In
addition, an effective advisor helps provide a pleasant, constructive atmosphere
for an organization. In order to assist the advisor and organization in
understanding the roles of an effective advisor, we suggest the following
responsibilities for advisors and organizations.
Advisor Responsibilities to the Organization:
 Serve at the discretion of the organization-know your boundaries.
 Assist officers in understanding their duties, administering programs and
plans when needed, organizing projects and making appropriate
transitions.
 Preserve the continuity of the organization through the constitution,
traditions, files and minutes.
 Encourage the use of parliamentary procedures to ensure that meetings
are run in an orderly fashion.
 Encourage students to understand and apply democratic principles,
including the recognition of minority opinions and rights.
 Attend as many organization meetings and events as possible.
 Support the officers and offer your evaluations of their ideas as needed.
 Facilitate discussions among officers and between the officers and
general members of the organization.
 Be familiar with national structure/affiliations if relevant.
 Assist the organization as necessary.
Organization Responsibilities to their Advisor:
 Notify the advisor of all meetings and events.
 Confer with the advisor on plans, projects and events as needed.
 Consult with the advisor before making structure or policy changes.
 Understand that although the advisor has no voting rights in the
organization, he/she
should be allowed to have speaking privileges.
 Remember that the responsibility for the success or failure of the
organization, its events and projects rests ultimately with the organization
and not the advisor.
 Acknowledge the advisor’s time and energy donated and express your
appreciation appropriately.
 State clearly and openly the expectations of the advisor in writing. This
eliminates communication breakdown.
 Evaluate the advisor and periodically provide constructive feedback.
 Declare the advisor’s length of service to the organization (one semester,
one academic year).
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Respect the advisor for his/her insights, talents and willingness to serve in this
role. Advisors are usually busy individuals that have other jobs and
responsibilities. Always be respectful.
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