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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 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. 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 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.) 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: 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 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. 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 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. SECTION ONE 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. SECTION ONE 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 SECTION ONE 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%) SECTION ONE 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 SECTION ONE 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 SECTION ONE 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 SECTION ONE 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. SECTION ONE 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 SECTION ONE 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. SECTION ONE If Parliamentary Procedures are used, the group should have a Parliamentarian who is well versed in the procedures. SECTION ONE 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. SECTION ONE 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). SECTION ONE 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. SECTION ONE