Student Organizations Handbook '13-'14

8/12/2019 Student Organizations Handbook '13-'14

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Student Organizations Handbook2013-2014

Updated 9/16/13


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Section 1Student Activities

Welcome & Contact Information... 3

Section 2General Information

Academic Requirements..... 4

Student Organization Categories ... 4Student Organization Classifications.... 5

Starting a New Student Organization. 5

Re-Registering a New Organization .. 7

Section 3Club Tier SystemRequirements of Club Tiers... 8

Characteristics of Club Tiers..... 10

Benefits of Club Tiers....... 11

Section 4Club AdvisorUniversity Club Advisor. 12

Affiliate Club Advisor 12

Section 5Program PlanningProgram Request Process....... 13Meeting/Practice Planning...... 13

Event Planning.... 14

Fundraiser Planning...... 15

Section 6Club Travel Planning

Club Travel Planning.. 16

Club Travel Request Process.. 16

Non Funded Club Travel.... 16

Funded Club Travel.... 17

Section 7 - Program & Club Travel Funding

Paying for Club Programs...... 17Budget Allotments.. 18

SGA Appropriations Information... 18

Event Appropriation Ranges... 19

Club Travel Appropriation Ranges..... 20

Section 8Internal Club Accounts .. 21

Section 9Contracts... 22

Section 10 - Purchasing Guidelines.... 22Purchasing Request Process... 23

Section 11Student Organization Logos..... 23

Section 12Posting Guidelines..... 24Section 14University Policies

Group Responsibility Policy and Group Conduct Review Process...... 24

Commencement Activities.. 28

Section 15Student Recognition Night ........ 29

Section 16University Information 29

Section 17Important Dates.... 30

TABLE OF CONTENTS


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This guide will help answer questions on student organization policies, outline the various processes, and explainhow clubs can work together and with various departments on campus to continue to enhance studentorganizational life at Johnson & Wales University. The handbook is a tool to be kept close at hand while serving ina club leadership role at the university. The information will also serve as an ongoing guide to the resources thatenrich your co-curricular education.

We hope you find this guide helpful. If you have any questions or would like further information about the topicscovered in the handbook, please feel free to contact us. We are here to help enhance your student life experience atJohnson & Wales University.

Department Information

Main Phone Line: (980) 598-1810Email:[email protected]: (980) 598-1895Department Location: Student Center235 South Cedar Street, Charlotte, N.C. 28202

Matthew Sharp Kendra Miller Nicole Saunders

Director of Student Activities

Assistant Director of Student

Activities for First Year Experience

Assistant Director of Student

Activities

Phone: (980) 598-1812Email:[email protected]



Student Activities On-Call Phone: 704-913-2555

JOHNSON & WALES UNIVERSITY STUDENT ORGANIZATIONS
mailto:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]


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Recognized clubs & organizations must abide by all club responsibilities. The university lends its name, supportand resources to recognized groups affirming their legitimacy. Student groups not having university recognitionand appropriate approval may not function in any capacity as a campus group.

Student organizations may not discriminate unlawfully with respect to membership, leadership or other

organizational opportunities. For more information please see the universitys Nondiscrimination Statement and itsProhibited Discrimination and Harassment Policy, which can be found in the student handbook.

All club officers (President, Vice President, Treasurer, etc.) are required to maintain a cumulative 2.0 GPA.Student Activities will periodically conduct annual GPA audits of any and all student organizations.

Student Activities also strongly advises club officers to monitor their term GPAs. Dropping below a 2.0 GPA fortwo or more consecutive academic terms has the potential to drastically impact a students leadership ability

within their student organization.

All club members must be full-time undergraduates, matriculating students. Organizations may set more stringentGPA requirements for their club officers and members.

Each active student organization will be placed in one of the below five student organization categories. If a clubfeels they have been placed in the wrong category, they can contact Student Activities to discuss alternate options.

Academic & Professional Development:

Organizations whose mission is related to a professional career or serve as a forum to explore issues in a particularacademic field or area of interest; many of which are nationally affiliated. These organizations enhance and

support students academic/ professional development in specialized studies and disciplines at the University,including academic honorary societies.

Cultural, Political & Religious:Organizations whose mission is to study or promote the culture of other nations and/ or ethnic groups, the interestof a particular church, faith, spiritual belief, or denomination, or to address political and governmental concerns.These organizations provide cultural, educational, social and service oriented events and programs which celebratevarious traditions, thoughts and beliefs.

Social, Performing Arts & Special Interest:

Organizations whose main purpose is to provide various types of social environments and/or activities to thecampus and its membership. These organizations may focus on visual arts, musical performances, drama, danceperformances, and any other activities that keep students active and engaged.

Sports & Recreation:Organizations whose mission is to encourage development of skills, knowledge, competition or support of aparticular sport or recreational/leisure activity.

Student Governance & Programming:The Student Government Association (SGA) and Campus Activities Board (CAB) are dedicated to helping thestudents at Johnson & Wales University connect, develop and thrive in the campus culture through acting as theofficial voice for the students and the voice for entertainment.

GENERAL INFORMATION

Academic Requirements

Student Organization Categories


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Petitioning Club:

A new student organization that is going through the recognition process. A petitioning club may stay in thepetitioning process for no more than three months. Once three months has expired, the club must reapply tobecome an active student organization. The dates between Commencement and Convocation will not counttowards the three months (i.e. summer months).

Active Club:A student organization in good standing with Student Activities, which means the club has followed theresponsibilities listed in the Student Organization Handbook; including registering on Involvement Network,updating club constitutions and having a current faculty/staff member as an advisor.

Frozen Club:A student organization that has not settled internal account issues, failed to respond/communicate with StudentActivities, or has failed to complete additional requirements set forth by Student Activities or the club advisor willtemporarily become frozen. If issues persist, the club could become Inactive.

Club on Probation:

A student organization that is unable to complete all requirements from the previous term will be on probation forthe following term. If the requirements set forth for the following term are not completed, the club will becomeinactive during the next term (i.e. If requirements were not completed during the Fall Term, the club will be onprobation during the Winter Term. If the Winter Term requirements are not completed as well, the club will beturned inactive for the Spring Term.).

Inactive Clubs:A student organization that is unable to complete all requirements outlined in the Student Organization Handbookwill become inactive. In addition, any student leaders who decide to dissolve a club can do so and the club willthen become inactive. When a club becomes inactive, this means that any student at Johnson & Wales Universitymay re-activate the club on the Involvement Network under new leadership. The club must then go through thepetitioning club process. (To reactivate a former active club, please set up a meeting with Student Activities)

Any student or group of students may organize a club or organization. Starting an organization is rewarding andcan be a positive contribution to your college experience. If you decide to start an organization, you shouldremember that it does consume a great deal of time and energy to get it off the ground and to keep it active oncampus. In order to establish your group on campus, there is a three-phase process.

The university reserves the right to deny recognition to any student organization whos stated aims and/orobjectives are not consistent with those of Johnson & Wales University. The act of recognition implies that a

student organization obligates itself to abide by all the rules and regulations of the university pertaining to studentorganizations. In addition, members and officers agree to comply with all academic rules and regulations of theuniversity and recognize that a violation of university policy and/or interference with university functions isgrounds for disciplinary action against the organization and its members.

Registration or the ability to use the name Johnson & Wales University does not imply or indicate Johnson &Wales sponsorship or approval of the activities of the organization. Petitioning status is given to those groups whoare currently going through the process of being recognized.

Student Organization Classification

Starting a New Student Organization


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Process for starti ng a new student organization

1. Log onto JWU Link

2. Click the Involvement Network Logo in the top right of the page3. Click the Organizations link4. Click the Register a New Organizationbutton5. Follow the application instructions to fully complete and submit the request

a. Make sure to upload all supporting documents

b. Forms must be submitted by 8:00am the Saturday before the SGA Student OrganizationOversight Committee meeting to ensure review that week.

Phase One - Registration

To create a new student organization, a minimum of five enrolled students with the same interest are needed tobegin the process. The application for starting a new organization can be found on the Involvement Networkfollowing the below path:

Phase Two- Student Organization Oversight Committee Application Review

Once the application is received, Student Activities will verify completion. If all steps have been fully completed,the application will be sent to the SGA Student Organization Oversight Committee. At least one club

representative must attend a SGA Student Organization Oversight Committee Meeting before a decision is made toapprove or deny the club petitioning status.

All potential clubs must meet with the SGA Student Organization Oversight Committee (SOOC)in order to beapproved as a petitioning club. This committee is charged with the task of reviewing the proposed clubdescription, mission and impact on the JWU committee. The committees goal is to ensure that all potential clubsare unique, are not duplicating any current active clubs, and that the proposed club aligns with Johnson & WalesUniversity values.

SGA Student Organization Oversight Committee Meeting Dates:

September 17 October 15

November 12 December 17

January 14 February 11

March 18 **April 15

**Last Opportunity to Meet with the SGA Student Organization Oversight Committee

Phase ThreePetitioning Status

Once approved by the SGA Student Organization Oversight Committee, the club is now petitioning. Thepetitioning club will be required to complete the following items within a 3 month timeframe. Once 3 months hasexpired, the club must reapply to become an active student organization. The dates between Commencement andConvocation will not count towards the 3 months.

Phase Three Requirements

Select a full time staff or faculty member to assume the club Advisor roleoMust be completed before any official club business can beginoThe Advisor Agreement Form must be submitted via the Involvement Network.oMore details on Advisors can be found in the University Club Advisor section

Yes No

Create a constitution and upload it on to the Involvement NetworkoThe constitution is the most important step to becoming a successful organization. It is

in the groups best interest to model your constitution after your own needs. Youradvisor is also an essential component to a successful organization.

oSample constitutions and a constitution outline is available in Student ActivitiesYes No


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Process for re-register ing a student organi zation1. Log onto JWU Link

2. Click the Involvement Network Logo in the top right of the page3. Click on the Organization Tab at the top left of the page4. Then click on your Student Organization5. Click on the Re-Register Button underneath your student organization6. Complete the following Re-Register Form

Re-Registering a Student Organization

Upload minutes from one executive board meeting to the Involvement NetworkoMeeting must be scheduled through the Involvement Network Yes No

Upload minutes from a second executive board meeting to the Involvement NetworkoMeeting must be scheduled through the Involvement Network Yes No

Upload minutes from one general member meeting to the Involvement NetworkoMeeting must be scheduled through the Involvement Network Yes No

Plan and execute one campus wide eventoEvent must be scheduled through the Involvement Networko

Funding will only be available for one campus wide event up to $50

Yes No

* It is highly recommended for new clubs to attend our Involvement Network Training Sessions. Details can befound in the ImportantDatessection.

Phase Four - RecognitionAt each SGA Student Organization Oversight Committee meeting, the group will review currently petitioninggroups. Once they confirm completion of all Phase Three requirements, Student Activities will be notified and theclub will receive a letter from Student Activities stating the requirements their club is now responsible for and thenext steps their club will need to take. Once a club has gone from petitioning to active, they must stay a Tier I clubfor at least 2 consecutive terms until they can choose their own tier.

Clubs that were active the previous year need to re-register their club at the beginning of each school year. Clubs

Starting Monday, August 5, all active student organizations must re-register their club to continue as an activeclub for the 2013-2014 academic year. If student leaders fail to re-register an active club from the 2013-2014academic year by Friday, September 20, any full time undergraduate student will be able to reactivate and takeownership of the club.

Throughout the years, some student organizations have gone from being active clubs to inactive clubs. StudentActivities encourages students to go on the Involvement network and review the Currently Inactive Clubslistlocated in the Documentssection of the Student Activities page. If a student would like to reactivate any of theclubs they must first contact Student Activities and then submit a re-activation form on the Involvement Networkfor Student Activities and the Student Organization Oversight Committee to review.

Re-Activate a Student Organization


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The club tier system has been created to facilitate the proper support that each active organization requires. Allactive clubs are given the opportunity to select the tier that properly reflects the needs of the clubs goals andmission. Characteristics and benefits of each tier are below to assist student organizations select the proper tier tofit their needs.

Each student organization must indicate which tier level they plan to follow for the 2013-2014 academic yearduring the Student Organization Re-registration Process. All clubs transitioning from Petitioning to Active statuswill automatically be categorized as a Tier I organization for two consecutive terms.

Once a tier has been selected, the club cannot change the tier unless the club decides to move up in the tier system(i.e. Club X is currently a tier II club. They can move up to a tier III club, but cannot move down to a tier I club).

The timeframe for clubs to update a club tier level is Friday, November 22Wednesday, December 11.After this timeframe, clubs will remain in their current tier level for the remainder of the academic year.

Club requirements have been developed to more accurately assist student organizations in their leadership growth,student organization development and Wildcat pride. Each requirement is now linked directly to one of the threebelow categories. Club leaders will have the ability to complete a Club Verification & Evaluation Format the endof each term to confirm club which club requirements have been accomplished.

Leadership -Leadership requirements are meant to assist student organization leaders develop the skills and abilities

needed to successfully manage a student organization.

Organizational Development -Organizational Development requirements are designed to assist student

organizations in their continued growth and keep Student Activities well informed regarding club activity.

Wil dcat Pri de -Recognizing that student organizations are a piece of the overall student life experience, Wildcat

Pride requirements are meant to enhance JWU spirit, community and engagement.

Tier I Requirements:

Leadership Requirements

Club TrainingMembers may notrepresent more than one club. If the President, Vice President or Treasurer cannot attend,an alternate executive officer may attend in their place.

oPresident, Vice President & Treasurer to attend Club Training Day IFriday, September 20: 1:305:00pm Yes No

oPresident to attend Club Training Day IIFriday, December 13: 1:304:00pm Yes No

oPresident to attend Club Training Day IIIFriday, April 4: 1:304:00pm Yes No

Organization Development Requirements

Maintain a minimum of 6 active members Yes No All executive officers must maintain a G.P.A. of a 2.0 or higher while in office Yes No Must have the following officer positions: President, Vice President, and Treasurer Yes NoWildcat Pride Requirements

Club Fair FestivalsMust have club representation at both Club Fair Festivals

oWednesday, September 25 from 11:30am2:30pm Yes NooWednesday, January 22 from 11:30am2:30pm Yes No

CLUB TIER SYSTEM

Requirements of Club Tiers


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Tier II Requirements:


Club TrainingMembers may notrepresent more than one club. If the President, Vice President or Treasurer cannot

attend, an alternate executive officer may attend in their place.oPresident, Vice President & Treasurer to attend Club Training Day I

Friday, September 20: 1:305:00pm Yes NooPresident & Vice President to attend Club Training Day II

Friday, December 13: 1:304:00pmYes No

oPresident & Vice President to attend Club Training Day IIIFriday, April 4: 1:304:00pm Yes No

Advisor TrainingMust have at least one advisor attend an Advisor Training session Yes NoOrganization Development Requirements

Maintain a minimum of 6 active members Yes No All executive officers must maintain a G.P.A. of a 2.0 or higher while in office Yes No Must have the following officer positions: President, Vice President, an Treasurer Yes NoWildcat Pride Requirements


oWednesday, September 25 from 11:30am2:30pm Yes No

oWednesday, January 22 from 11:30am2:30pm Yes No Service Hours

oMust complete 15 total service hours throughout the school year Submit data via Service Hourssection on clubs Involvement Network site Yes No

Tier III Requirements:


Club TrainingMembers may notrepresent more than one club. If the President, Vice President or Treasurer cannot attend, an

alternate executive officer may attend in their place.oPresident, Vice President & Treasurer to attend Club Training Day I

Friday, September 20: 1:305:00pm Yes NooPresident, Vice President & Treasurer to attend Club Training Day II

Friday, December 13: 1:304:00pm Yes NooPresident, Vice President & Treasurer to attend Club Training Day III

Friday, April 4: 1:304:00pm Yes No Advisor TrainingMust have at least one advisor attend an Advisor Training session Yes NoOrganization Development Requirements

Maintain a minimum of 6 active members Yes No All executive officers must maintain a G.P.A. of a 2.0 or higher while in office Yes No Must have the following officer positions: President, Vice President, an Treasurer Yes No Complete a Tier III Action Plan by 8:00am Monday, October 4, 2013

o Clubs who change to a Tier III club mid-year must complete the Tier III Action Planby 8:00am Monday, January 13, 2014

Yes No

Wildcat Pride Requirements


oWednesday, September 25 from 11:30am2:30pm Yes NooWednesday, January 22 from 11:30am2:30pm Yes No

Must host 1 campus wide event Yes No Service Hours

o Must complete 30 total service hours throughout the school year Submit data via Service Hours section on clubs Involvement Network site Yes No


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Characteristics of Club Tiers

Tier I Characteristics:

Active Members

Tier I student organizations typicallyretain at least 6 active members thathelp to contribute to the success of the

organization.

Meetings

General Membership: Tier I studentorganizations typically host at least 1general membership meeting per termto engage, inform, and gain insightfrom their members.

Executive Board: Tier I studentorganizations typically host 2-4executive board meetings per term todiscuss club goals, membershipconcerns, club successes, etc.

Constitution Constitutions should be moderately

detailed and comprehensive. Clubofficers should review constitutionsevery two years to make any neededupdates.

News Articles

Tier I student organizations typicallypost 1 detailed news article per year inthe Involvement Network to promoteand chronicle club happenings.

Advisors

Club expectations of advisor typicallyminimal. Advisor is encouraged toattend the Advisor Training and anyadvisor professional developmentopportunities throughout the year.

Wildcat Pride Initiatives

Wildcat Pride Initiatives are designedto build a vibrant and positive JWUcampus community.

Club participation in at least 25% ofStudent Activities sponsored WildcatPride Initiatives encouraged.

Specific Wildcat Pride Initiatives can be

found in the Important Dates section.

Tier II Characteristics:

Active Members

Tier II student organizations typicallyretain at least 8 active members thathelp to contribute to the success of the

organization.

Meetings

General Membership: Tier II studentorganizations typically host at least 2general membership meetings per termto engage, inform, and gain insightfrom their members.

Executive Board: Tier II studentorganizations typically host 4-6executive board meetings per term todiscuss club goals, membershipconcerns, club successes, etc.

Constitution Constitutions should be moderately

detailed and comprehensive. Clubofficers should review constitutionsevery two years to make any neededupdates.

News Articles

Tier II student organizations typicallypost 2 detailed news article per year inthe Involvement Network to promoteand chronicle club happenings.

Advisors

Advisor participates in AdvisorTraining and seeks out additionaltraining and development opportunitiesthrough Student Activities or resourcesassociated with club purpose.

Advisor schedules regular check-ins (atleast 2 per year) with organization totroubleshoot challenges and guidestudent development withinorganization.

Are willing and able to attend mediumto high risk club events.


Wildcat Pride Initiatives are designedto build a vibrant and positive JWUcampus community.


Specific Wildcat Pride Initiatives can be


Tier III Characteristics:

Active Members

Tier III student organizations typicallretain at least 12 active members thathelp to contribute to the success of th

organization.

Meetings

General Membership: Tier III studenorganizations typically host at least 3general membership meetings per terto engage, inform, and gain insight frtheir members.

Executive Board: Tier III studentorganizations typically host 6-8executive board meetings per term todiscuss club goals, membershipconcerns, club successes, etc.

Constitution Constitutions should be highly detaile

and comprehensive. Club officersshould review constitutions once peryear to make any needed updates.

News Articles

Tier III student organizations typicallpost 1 detailed news article per term the Involvement Network to promoteand chronicle club happenings.

Advisors

Advisor participates in Advisor

Training and seeks out additionaltraining and development opportunitithrough Student Activities or resourcassociated with club purpose.

Advisor schedules regular check-ins least 1 per term) with organization totroubleshoot challenges and guidestudent development withinorganization.

Are invested in the growth anddevelopment of the organization.Typically longer term commitment tothe organization (beyond 1 year).

Are willing and able to attend mediumto high risk club events/club travel.


Wildcat Pride Initiatives are designedbuild a vibrant and positive JWUcampus community.


Specific Wildcat Pride Initiatives can



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Benefits of Club Tiers

Tier I Benefits:

Budget Allotments

Events Allotment: up to $200/year

Club Travel Allotment: funding not

available

All Tier Benefits

Listed and publicized as an officiallyrecognized student organizationthrough Student Activities

Eligible to use the Johnson & WalesUniversity name as a part of the clubname (The JWU name may be usedonly for purposes generally consistent

with the organizations purpose and

only for identification as a student

organization)

Eligible to request university space formeetings & events

Eligible to apply for funds from theSGA Appropriations Committee

Eligible to have a club site on theInvolvement Network

Eligible to have approved events listedon the Involvement Network and othercampus publications

Eligible to have promotional materialapproved through Student Activities

Eligible for a university internal bankaccount

Eligible to receive awards at theStudent Recognition Night

Tier II Benefits:

Budget Allotments

Events Allotment: up to $650/year

Club Travel Allotment: funding not

available

Fundraisers

Eligible for the following year Parking& Concession Fundraiser Lottery

All Tier Benefits


Eligible to use the Johnson & WalesUniversity name as a part of the clubname (The JWU name may be used

only for purposes generally consistentwith the organizations purpose and


organization)

Eligible to request university space formeetings & events

Eligible to apply for funds from theSGA Appropriations Committee

Eligible to have a club site on theInvolvement Network

Eligible to have approved events listedon the Involvement Network and othercampus publications




Tier III Benefits:

Budget Allotments

Events Allotment: up to $1,250/year

Club Travel Allotment: up to

$1,700/year

Fundraisers

Eligible for the following year Parkin& Concession Fundraiser Lottery

Eligible for priority fundraiseropportunities

Event Publicity

Eligible for enhanced event promotiosupport from Student Activities

All Tier Benefits


Eligible to use the Johnson & WalesUniversity name as a part of the clubname (The JWU name may be usedonly for purposes generally consisten

with the organizations purpose and


organization)

Eligible to request university space fomeetings & events

Eligible to apply for funds from the

SGA Appropriations Committee Eligible to have a club site on the

Involvement Network

Eligible to have approved events listeon the Involvement Network and othecampus publications





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All recognized student organizations must have at least one full-time faculty or staff member advisor. A club or

organization may choose to have more than one advisor, however one should be designated as the main advisorsince the advisor is the official university contact for the organization. The advisor will serve as one of the groupsbiggest allies on campus, so it is strongly suggested that the advisor be involved in all aspects of the organization.Advisors and club members must work together to make the experience a positive one. The advisor term is oneacademic year, yet the advisor may continue for more than one year if the club and advisor agree to further service.

Before assuming the role as University Club Advisor:

The Advisor Agreement Form must be submitted via the Involvement Networko This must be done every academic year

Functions and Responsibilities of a University Club Advisor:

The advisor must attend any high risk campus events and any off-campus events as deemed necessary byStudent Activities. The advisor must be present for the duration of the event, including set-up and break-down.

o If an advisor cannot attend said program, another university staff or faculty member may stand inas a replacement.

o If an advisor/university official fails to attend a student organization high-risk event, a meetingwith Student Activities will be required. The club may be placed on probation or frozen dependingon the outcome of the meeting.

The advisor must complete an annual online Campus Security Authority (CSA) course, administered byCampus Safety & Security.

The advisor should discuss tactfully any student action that would reflect poorly on the organization or theuniversity. Strongly encourage the adherence to university policies and procedures, as well as state, local andfederal laws.

The advisor should ensure that Student Activities is consulted regarding all contracts.The advisor must provide official approval for all applicable documents/online forms in order to processrequests.At least one advisor from Tier II and Tier III clubs must attend one of the Advisor Training sessions hosted by

Student Activities.o Please see the Important Dates section for more information

An Affiliate Advisor is defined as a non-JWU employee who is frequently on campus or spends ten or more hoursa month with an identified active student organization. The affiliate advisor position is meant to identify Johnson

& Wales University guests that play a significant role in Student Organizations, Sports Clubs, or Athletic Teams.Organizations can identify a maximum of two Affiliate Advisors. If an affiliate advisor steps down or is removedfrom duties, a new affiliate advisor may take their place. An affiliate advisors term may last from September August.

Before assuming their role as an affiliate advisor:

The student organization must submit the Affiliate Advisor Form to Student Activities for approvalIf approved, the affiliate must submit the Affiliate Advisor Agreement to Student Activities and obtain their

identification card from Safety & Security.

**Advisor forms located in the Involvement Network or at Student Activities

CLUB ADVISOR

University Club Advisor

Affiliate Club Advisor


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Process for submitti ng a program request form1. Log onto JWU Link2. Click the Involvement Network Logo in the top right of the page

3. Then click on your Student Organizations page4. Click on the Events tab on the sidebar of the page5. At the top of this page click on Create an Event then proceed to fill out the following information.

(Be sure to thoroughly and correctly complete the form with as much information as possible)6. Submit the form (Approval process may take 2-3 business days to begin)

Event Specific7. Once an event is approved by Student Activities, clubs may submit a Funding Request (if needed)

a. ** For more specific funding information please turn to the Program Funding Section8. All Event Evaluations will be completed at the end of each term in the Club Verification & Evaluation

Form

Programsconsist of Meetings/Practices, Events & Fundraisers. Clubs must follow the below deadlines for allprogram requests. Failure to meet deadlines will cause program requests to NOTbe processed. However, there isno guarantee programs will be approved if submitted at the deadline. Clubs are highly encouraged to plan well inadvance.

Meeting/Practice and Fundraiser Requests

Must be submitted at least 5 business days(1 week) prior to the day of the meeting/program or fundraiserMeeting/Practice and Fundraiser Requests will not be accepted after Fri day, Apri l 25, 2014

Event Requests

Must be submitted at least 10 business days(2 weeks) prior to the day of the eventEvent Requests will not be accepted after Fr iday, Apri l 18, 2014

To be successful in meeting planning, Student Activities strongly advises clubs to begin the planning process atleast 3 weeks before the meeting date.

Items to consider when planning a meeting/practice:

Club General Meetings or Practices should be visible to all students. Because of this, General Meetings andPractices should be listed as Campus Only on the first page of the program request form.

Club General Meetings or Practices should not include a flyer on the program request form. If a flyer isattached, the program will be changed to Organization Only, which is not visible to all students.

Clubs will only be allowed to meet in the academic classrooms approved by Student Activities. If clubs arefound meeting in classrooms not approved, sanctions will be placed on the specific clubs found responsible.

When in an academic classroom, clubs must turn EVERYTHING electronic off when done. If electronics(projector, computer, etc.) are repeatedly found on, sanctions will be placed on the specific clubs foundresponsible.

Only student organizations approved by the College of Culinary Arts may utilize culinary labs. Advisorsmust also be present and sanitation guidelines must be properly followed.

All other locations will be available during normal hours of operation.If meetings are to be canceled, please notify Student Activities immediately.

PROGRAM PLANNING

Meeting/Practice Planning


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Student Activities encourages student organizations to be creative in their event planning. To be successful inevent planning, Student Activities strongly advises clubs to begin the planning process at least 6 weeks before theevent date.

Items to consider when planning an event:

Make sure to fully discuss event details with your advisor. If your club is planning a large-scale or high-riskevent, your advisor may need to be present for the duration of the event including set-up and break-down.

Prior to event approval, a club officer may need to meet with Student Activities to discuss the event in detail.Club Events should be visible to all students. Because of this, Events should be listed as Campus Only on

the first page of the program request form.

Club Events should include a flyer on the program request form to ensure the event is visible on theInvolvement Network flyer board.

Event Food must be carefully thought out and planned for. When hosting a catered event, an organizationmust provide detail on the company and desired food with Student Activities first. Catered events do notinclude meetings or practices, and it is not necessary to provide information about food supplied in thesesituations. Based on the approved event location, clubs are held to different guidelines as listed below:

o Academic Center & Gateway Center: Food must be provided by Chartwells Catering (Catertrax),the Special Events Kitchen, or a group supervised by a Chef/TA in a culinary lab or approvedlocation.

o Student Dining Center: Food must be provided by Chartwells Catering (Catertrax). No otheroutside food allowed.

o All other on campus venues: Food may be provided by Chartwells Catering (Catertrax), theSpecial Events Kitchen, a group supervised by a Chef/TA in a culinary lab or approved location, orfrom a licensed restaurant. Food prepared by students in a private residence should not be useddue to health and safety concerns.

Equipment Usage:

When submitting a Program Request Form, clubs will have the option to request any equipment that may beneeded for the event. It is critical that any potential equipment need is requested.

Some equipment may not be available for all venues, and equipment that is located in specific venues maynot be available if not requested in advance.

Clubs are responsible for requesting all equipment needed at the time of submitting the Program RequestForm. If anything should change, clubs should contact Student Activities as soon as possible or clubs maynot be allowed to use unrequested equipment.

o Club members are highly encouraged to meet with Student Activities to properly coordinateequipment needs.

By requesting equipment, clubs agree that they understand how to use, operate, and properly returnequipment. If clubs do not know how to use Student Activities related equipment, club members may attendany of the equipment training sessions offered at the beginning of each term.

o Student Activities staff members are not responsible for setting up, moving, or breaking down anyrequested equipment. This is the responsibility of the student organization. Student Organizations

must keep in mind how many people they have for set up/break down when requesting equipment.

Equipment cannot be used for any personal (non-university) events.Equipment cannot be picked up outside of the stated equipment pick-up time, unless prior approval has been

granted.

Equipment will available in the Student Activities suite. All equipment must be signed out and signed backin. If clubs fail to complete the sign out and sign in process, they may lose equipment usage privileges.

Damaged Equipment Policy:

Any equipment returned back to Student Activities which is found broken, damaged, deemed unusable and/orneeds repairs will be assessed by Student Activities with a representative of the responsible party present. Anyfees incurred to repair or replace the damaged equipment will be at the expense of the responsible party. Studentorganizations will not be eligible for university funding or be able to host events/club travel until payment has beencompleted.

Event Planning


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Process for submitting a donation request form1. Log onto JWU Link2. Click the Involvement Network Logo in the top right of the page3. Click the Campus Links drop down list (right side of page)4. Then click on the Donation Request Form link5. Follow the instructions on this online form to fully complete and submit the request

a. Make sure to upload all supporting documents.6. Submit the form (Review process may take 2-3 business days to begin)7. If the form is properly submitted and all supporting documents attached, the information will be

reviewed by Student Activities and Development & Alumni Relations

Event Cancellation:

Student Activities encourages all student organizations to allow for proper event planning. Sometimesunforeseen circumstances do arise, causing an event to be cancelled.

If clubs must cancel an event, they must give Student Activities at least 48 hours advance notice. Failure todo so may result in a club being frozen and unable to submit or host future events. Reserving spaces and notusing them takes away from other clubs who may also want to use the same space.

Once an event has been canceled it cannot be reinstated. Clubs must resubmit an event request and followthe proper protocol to host an event on campus.

Continual event cancellations may result in sanctions placed on clubs.

To be successful in fundraiser planning, Student Activities strongly advises clubs to begin the planning process atleast 3 weeks before the fundraiser date.

Items to consider when planning a fundraiser:

Fundraiser requests are on a first come first served basis. Student Activities will not approve duplicatefundraisers during the same time frame.

On-campus fundraisers, such as bake sales, etc., cannot last longer than four (4) days at a given time, due tothe high demand of financial assistance.Individual students cannot profit from fundraisers. All club fundraisers should directly benefit the club and

its members.

Before any volunteers help with club fundraisers, they should be properly informed of all fundraiser details,club agreements with fundraiser companies, etc.

Soliciting Donations:

If a club is planning to solicit donations from area businesses, a Donation Request Form must be completed.Clubs CANNOTsolicit donations without the approval of Student Activities. The university has manypartnerships with area businesses, and failure to receive approval from Student Activities could jeopardizethose partnerships.

Tax ID Numbers:

Use of the university Tax I.D. number is restricted to official university business, as determined by the vicepresident of finance, the chief financial officer or their designee(s).

Each individual club though may apply for an EIN (Employee Identification Number), which will allow theclub to perform various fundraisers.

o Review the IRS website before deciding to enter into this opportunity:http://www.irs.gov/businesses/small/article/0,,id=98350,00.html.

o If you would like to receive an EIN, you are required to set up an appointment with StudentActivities.

Fundraiser Planning
http://www.irs.gov/businesses/small/article/0,,id=98350,00.htmlhttp://www.irs.gov/businesses/small/article/0,,id=98350,00.htmlhttp://www.irs.gov/businesses/small/article/0,,id=98350,00.html


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Process for submitting a club travel request1. Log onto JWU Link2. Click the Involvement Network Logo in the top right of the page3. Click the Campus Links drop down list (right side of page)4. Then click on the Club Travel Forms link5. Follow the instructions on this online form to fully complete and submit the request

a. Make sure to upload all supporting documentsb. Approval process may take 2-3 business days to begin

6. Student Activities will set up a meeting with a club officer and club advisor to discuss travel detailsbefore travel request is approved.

7. Based on the travel being funded or non-funded, clubs will need to follow the outlined guidelines below.

Effective Club Travel planning should begin no later than two months prior to a trip. Clubs are highly encouragedto plan well in advance. This allows for ample time to register for a conference, reserve lodging, reservetransportation, and make any other important decisions.

Clubs interested in being approved for travel must follow the below deadlines. Failure to meet deadlines will

cause club travel requests to NOTbe processed. However, there is no guarantee club travel will be approved ifsubmitted at the deadline.

Club Travel Requests

Must be submitted at least 20 business days(4 weeks) prior to the first day of the club travelClub Travel Requests will not be accepted after Fr iday, Apri l 4, 2014

Non Funded TravelClub specific social tripsClub specific retreatsClub meetings/practices

Funded TravelLocal/Regional/National Conferences or CompetitionsLocal/Regional/National Competitions/TournamentsLocal/Regional Student Performance Events

Guidelines for Non Funded Club Travel:

At least one full time university employee must accompany students on any JWU sponsored off campus trip.oOff campus activities in the Charlotte Metro area may be exempt. This will be determined by StudentActivities during the travel review.

Clubs must submit individual Participation Agreement Forms for every student traveler prior to departure.oOff campus activities in the Charlotte Metro area may be exempt. This will be determined by Student

Activities during the travel review.

CLUB TRAVEL PLANNING

Club Travel Request Process

Non Funded Club Travel


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Guidelines for Funded Club Travel:

Funding Requests must be submitted at least 3 weeks prior to Club Travel. Club submitting funding requestsinside of this timeframe will not be eligible for funding.

At least one full time university employee must accompany students on any JWU sponsored off campus trip.o Off campus activities in the Charlotte Metro area may be exempt. This will be determined by

Student Activities during the travel review.

All student participants must have a 2.0 GPA to be approved to travelAll attendees must submit an individual Participation Agreement Form and Pre Travel Assessment prior to

receiving funding approval.

All attendees must submit a Post Travel Assessment upon returning from conferenceImportant Notes:

Members/Advisors of clubs that need airfare for conferences are financially responsible for arrangementsmade by Student Activities on their behalf. As stated on the Participation Agreement Form, once anyexpenses have been paid on their behalf, they are personally responsible for:

o reimbursing Student Activities or the club for the various expenseso any change fees associated with switching arrangements to another person are the financialresponsibility of the original participant

**Club Travel occurring between Commencement and Labor Day will now be approved. Clubs must still followall deadlines and requirements outlined previously.

Deciding how to pay for your program can be one of the most challenging aspects of organizing yourevent/conference; it is also one of the most important. Below are two methods to help pay for your program.

Fundraisers:See Fundraiser Planning sectionfor more details

SGA Appropriations:Student Activities has a set budget for funding student organization events and club travel. The StudentGovernment Association Appropriations Committee is responsible for appropriately awarding clubs &

organizations with the pre mentioned funds. All registered and active clubs are eligible to request funding for theirprograms.

During Club Training Day I in September, the Student Government Association will host a training session on theAppropriations process, policies and other instructions. It is the responsibility of each club to know andunderstand the Appropriations process as it is stated in this handbook. Student organization leaders can alsorequest additional training from SGA by emailing them [email protected],calling their office (980-598-1816) orstopping by their office in the Student Center.

Funded Club Travel

PROGRAM & CLUB TRAVEL FUNDING

Paying for Club Programs
mailto:[email protected]:[email protected]:[email protected]:[email protected]


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Process for submitti ng a funding request form1. Log onto JWU Link2. Click the Involvement Network Logo in the top right of the page3. Click the Campus Links drop down list (right side of page)4. Then click on the Funding Request Form link5. Follow the instructions on this online form to fully complete and submit the request

a. Make sure to upload all supporting documents

b. Forms must be submitted by 5:00 p.m. on Sundays prior to the next SGA Appropriations Meeting.6. The Appropriations Committee will contact the club once the form has been accepted. They will then

indicate if the club is required to attend the appropriations meeting.7. The Appropriations Committee will contact the club within 48 hours following the appropriations

meeting to communicate the result of the funding request.

SGA Appropriations Information

All active clubs will have one set amount of money to request funds from. Clubs can choose to use it all for oneevent, or several small events. Once the club has reached their cap, they will not be able to receive any furtheruniversity funds. Additionally, clubs are not guaranteed to receive their full budget allotment. The SGAAppropriations Committee has a predetermined budget that they must manage. The clubs who properly plan their

funding needs in advance will have first right to the available funds.

Events/Club Promo Allotment Club Travel Allotment

Tier I $200/year Funding not available

Tier II $650/year Funding not available

Tier III $1,250/year $1,700/year

Requirements for requesting funding:

All programs requiring funding from the Appropriations Committee must be approved by Student Activitiesbefore going through the appropriations process. Programs that havent been approved by Student Activitieswill NOTbe considered for funding.

If the funding request form is filled out properly and all attachments are clear, the organization may not berequired to appear at the appropriations meeting. SGA will indicate required attendance via email

All funding request forms MUSTcontain pertinent attachments (if applicable). The request will not bereviewed without the required documentation.

oEvents: contracts, invoices, receipts, catering quotes, etc.oTravel: participation agreement forms, pre travel assessments, registration information, lodgingquotes, transportation quotes, etc

Assurance that no individual(s) will acquire personal financial gain from the sponsorship of an event.Assurance that all University regulations, local, state and federal laws, necessary security, and conduct will be

followed.

Indication that the activity is consistent with the purposes and constitution of the sponsoring organization.Availability of financial resources on the part of the sponsoring organization in the event of financial failure of

the event or if property damage is incurred.

Budget Allotments


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Appropriation Committee Meeting Dates:The SGA Appropriations Committee will meet on the following Tuesdays throughout the year.

Meeting times may change from date to date, but clubs will be notified about the proper time in advance.

September 17, 24October 1, 15, 29November 12, 19

December 3, 17January 14, 28 February 11, 25March 18 April 1, 15, 22**May 6

**Last appropri ations meetin g of the year!

Adjustments of Appropriated Funds:The amount awarded is based on the information presented on the Funding Request Form. If the informationprovided changes, the amount awarded will be adjusted accordingly (i.e. club requests $200 for a DJ and the actualcost is only $100). Any funds not used after a program will be transferred back to Student Activities.

Reimbursements:Although not recommended, groups may submit requests for reimbursement of event expenses. Original receiptsmust accompany the supporting documentation. Remember, there is no guarantee of funding for reimbursements.Only approved events within the last 30 days will be considered for reimbursement.

The SGA Appropriations Committee reserves the right to allocate more than the listed funding amounts on a case-by-case basis.

Event Appropriation Ranges:

For event planning purposes, use the following ranges to determine approximate funding.

Event Advertising (flyers, posters, candy, etc.) up to $50/event

Event Decorations (streamers, ice sculptures, centerpieces, etc.) up to $150/event

Event Supplies (any additional items to make a successful event) up to $150/event

Event Prizes (gift cards, certificates, cds, etc.) up to $100/event

DJ (including transportation & equipment) up to $300*

Musicians/Comedians/Dance Groups/Speakers up to $500*

League Fees (Sports & Recreation Clubs Only)up to $300/league

or $15/player

Transportation (bus or van rental) up to $350/event

Field/Facility Rental up to $200/event

Tables (rented) up to $7/tableChairs (rented) up to $1.25/chair

Staging (rented) up to $350*

JWU Catering up to $8/person

Off-Campus Vendors (i.e. Subway, Papa Johns, etc.) up to $6/person

* Per performance

Events/Club Promo Appropriation Ranges


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Club Promo Appropriation Ranges:

For club promotion purposes, use the following ranges to determine approximate funding.

To receive funding for these items, the university Purchasing Department must be used. Please seePurchasing Guidelines section.

Clubs may only request funds under the club promo section one time per year (ex. member t -shirts only,not member t-shirts, pens for giveaways and club uniforms)

Member T-shirts/Polo Shirts/Uniforms up to $8/shirt or uniform (maximum $225)

University Giveaways (pens, cups, key chains, etc.) up to $3/item (maximum $300)

Non Funded Event Items:

The following items will not be considered for appropriations:

Alcohol or events where alcohol is served (except during an educational event)Items for a student organization meetingItems for club fundraisersStudent dues or affiliation fees to national/regional/local organizationsClothing for personal useOffice supplies, business cards, club equipment, name tags, etc.Payment or reimbursement for gasoline for student carsDonations (outright funding to another third party organization or agency)Political party or political candidate support

Student Travel Funding:Club Travel funding is available for Tier III clubs but not guaranteed.

Tier I & II Clubs N/A

Tier III Clubs up to $425/student (maximum $1,700)

Clubs are responsible for at least 20% of total club travel cost (i.e. if the total cost is $2,200, the club would beresponsible for a minimum $440 and Appropriations Committee could fund up to $1,700).

Funded

-Conference/Competition Registration-Transportation (airfare, bus, van, parking, etc.)-Lodging (based on quad occupancy)

Non Funded

-Food/beverages-Entertainment (including museum fees, shows, etc.)-Payment or reimbursement for gasoline for student cars

Advisor Travel Funding:When a student organization travels out of the Charlotte Metro area for any university sponsored trip, anadvisor/university official must be present (based on the ratio below). Student Activities will provide directfunding for an advisor/university official.

Clubs only need to account for advisor expenses that exceed the stated advisor/university official funding. Oncethe student club travel funds have been approved, the advisor attending the trip will approved funding.

Club Travel Appropriation Ranges


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Advisor/university official 1 advisor for every 12 students

Advisor/university official $750 (maximum amount approved)

Funded

-Conference Registration-Transportation (airfare, bus, van, parking, etc.)-Lodging-Food (up to $172)**

**Student Activities follows the below advisor/university official per-diem rate for all trips. If a meal is includedin the conference, seminar or competition registration, funds will not be allocated for that particular meal

All active student organizations are provided internal bank accounts through Accounting. All organizations arerequired to keep their funds in this JWU account. NO OTHER ACCOUNTS ARE ALLOWED.

All clubs have two (2) account budget lines, the Expense Line and the Revenue Line. Clubs will be provided theiraccount numbers at the beginning of the academic year. Account numbers are also available in Student Activitiesand Accounting.

Account line descriptions:

Expense Line (ends in 580001)

Funds approved by the SGA Appropriations Committee will be transferred here. Any funds not used after anevent/club travel will be transferred back to Student Activities.

Appropriations funds will not be rolled over to the following academic year.Revenue Line (ends in 299009)

All fundraised dollars and dues can be deposited to this account.Funds in this account will roll over to the following academic year.

Process to balance budget:It is the responsibility of the club to properly track and balance their budget.

Monthly balances will be uploaded to the Documents section of each club Involvement Network site. All deposits are to be made in Accounting during normal business hours.

Process to access money from Internal Bank Account:Review account balances to determine available financial resources.

Submit a Check Request Form, remembering to use the proper account number.Advisor of student organization must review and sign Check Request Form.Submit form to Accounting. Requests received by Fridaywill be processed on Thursday of the following

week. (Checks will be processed on Thursdays only..NO EXCEPTIONS).

Inactive Club Accounts:When a student organization becomes inactive, funds from that club account cannot be accessed. If a club hasbeen inactive for six consecutive academic terms, the club account will be officially closed and all funds in theclubs revenue line will be transferred to the JWU Cares Account.

Breakfast $8 Lunch $15 Dinner $20

INTERNAL CLUB ACCOUNTS


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Contracts are legal and binding agreements that spell out a relationship between two parties. If the university isgoing to be one of those parties, then there are two guidelines:

All contracts must be submitted Student Activities for approval. Contracts submitted to Accounting withoutStudent Activities approval, will not be reviewed.

All contracts must be submitted thirty (30) days in advance of the required date. The more detailed thecontract, the longer the process could take. Please plan ahead properly!

Any Performance Agreement (University contract) should be signed and submitted to Student Activitiesfifteen (15) days in advance of the performance. Performance Agreements are University contracts providedfor performers who do not have their own contracts. Student Activities can provide you with a blankPerformance Agreement if you need one.

No student or advisor may sign a contract that binds the university. These guidelines have been established,not to penalize the student, but rather to protect the student. This is because students cannot legally bind theuniversity to an agreement. Please be forewarned: If you sign a contract, then you become legally liable forthat agreement, including payment. If you have any questions concerning contracts please call any StudentActivities staff member.

Submitting a contract does not guarantee payment. Contracts must be fully executed before payment isrequested, via a Check Request Form.

Contracts are required for all entertainment/service that requires payment (i.e. bands, lecturers, DJs).

Below is the minimum information needed for contractsArtist nameArtist mailing addressArtist contact numberArtist federal ID or Social Security numberArtist fee

Any additional artist requirementsLocation of programArtist set-up time, start time and end timeDate of programDescription of services provided

Student Activities suggests asking to see a copy of the tech rider and the hospitality rider prior to making anycommitment.

The university Purchasing Department will be used for all below listed items that will be subsidized by the SGAAppropriations Committee. All other items not subsidized can still be purchased through the PurchasingDepartment.

Items required to be acquired through Purchasing:Member T-shirts and Polo ShirtsUniversity Giveaway Items: pens, Frisbees, etc.Professionally Printed BannersAny items that require the Johnson & Wales University logo

The function of the Purchasing Department is to insure that the University is paying the best price possible for aparticular item through a bidding process. Although the University uses the bid process, there will be certainitems that will not need to go out to bid. Items like DJs, hotel rooms, conference fees, and bands are examples.

CONTRACTS

PURCHASING GUIDELINES


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Process for submitti ng a purchasing request form1. Log onto JWU Link2. Click the Involvement Network Logo in the top right of the page

3. Click the Campus Links drop down list (right side of page)4. Then click on the Purchasing Request Form link5. Follow the instructions on this online form to fully complete and submit the request

a. Make sure to upload all supporting documents.6. Submit the form (Review process may take 2-3 business days to begin)7. If the form is properly submitted and all supporting documents attached, the information will be sent to

Purchasing to receive a quote. Student Activities will be in communication with the club.

If your club is interested in purchasing an item, complete the Purchasing Request Form. For the lowest cost and foron time arrival, the purchasing process should begin at least three (3) weeks before the date required.

Approval of Purchasing Request Form does not guarantee funds from the SGA Appropriations Committee.Clubs still need to follow the Funding Request guidelines to request funding, if needed.

The length of time to process the request does depend heavily on the content provided by the club. Pleaseensure all logos, graphics, designs, quantities, etc. are clearly thought through prior to submission.

Please do not contact the Purchasing Department on your own.

Student organizations may not use the Johnson & Wales University name inassociation with any logo outside of the new student organization logo templates(www.jwu.edu/standards > Graphic Standards > Other Approved Logos > Student

Organizations).

If a logo is currently in use which utilizes the university name, please considerupdating it. If a fee is associated with updating the logo, please contact StudentActivities.

To address the numerous student organizations and associations on all JWUcampuses, specific guidelines have been created for graphic identification (seeabove link). Alternate designs are available for use in publications and on apparel.All designs incorporate either the university logo, or the JWU acronym. All threeversions also include options in full-color (on a white or light color background),black and white, and reversed white for apparel specifically (knocked out on a dark

color background).

STUDENT ORGANIZATION LOGOS

Purchasing Request Process


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Friday, September 27

8:00pm

Wildcat Den

Hosted by

The

Gaming Club

All posted advertisements for student clubs and organizations must be approved through Student Activities or anindividual designated by Student Activities. Only active or petitioning recognized clubs/organizations may haveitems approved. All flyers must be reviewed for content by a designated staff member from Student Activities.Student Activities reserves the right to reject any flyer.

Posting Guidelines & Information:

As a general rule, any material or flyer that is determined to be illegal, unethical, harassing or targets anindividual or group in a demeaning manner or promotes the use of alcohol, its consumption or sale, illegaldrug use or hazing will not be approved.

Absolutely no materials (posters, flyers, pamphlets, newspapers,etc.) can be posted anywhere on our campus unless they contain thefollowing information:

o Name of sponsoring organizationo Name of program/evento Date of programo Time of programo Location of program

Only authorized bulletin boards are to be used to display approvedposters and flyers.

o Bulletin boards throughout campus that are marked asreserved for the specific use of one office or departmentmay not be used.

o Any materials hung in the hallways, on doors, walls orwindows of any building and classroom, or on trees,telephone poles, etc. or other unauthorized areas, whetherthey carry the appropriate approval or not, will beimmediately removed.

All flyers must be taken down within a reasonable time frame afterthe event or meeting is over.

Our students are held to high standards as defined in the Student Code of Conduct and other university policies,

procedures, and rules. Students remain subject to the provisions of the Student Code of Conduct and universitypolicies, procedures and rules at all times, including while engaged in activities of university recognized studentclubs and organizations (each, a Group).

In addition, Groups are also held to the same high standards of conduct. Leaders and members of Groups shouldat all times be aware that the actions of the Group and its leaders and members, as well as individuals who areauthorized or permitted to represent themselves as connected to the Group (Group Representatives) and guestsof the Group (Group Guests), reflect on both the university and the Group. As a result, a Group may be held

responsible for both the Groups misconduct and for the misconduct of any one or more of its leaders, members,

Group Responsibility Policy and Group Conduct Review Process

POSTING GUIDELINES

UNIVERSITY POLICIES


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25

Group Representatives and/or Group Guests. Such misconduct includes any violation of the Student Code ofConduct or any other university policy, rule, or procedure, including but not limited to:

Hazing;Theft;Assault;Vandalism;Bullying or harassment;Dishonesty;Any violation of the policy regarding Prohibited

Discrimination and Harassment, IncludingSexual Harassment and Sexual Misconduct;

Any violation of the Drug and Alcohol Policy;Any violation of the Good Neighbor Policy;

Any violation of Residential Life policies andrules;

Any violation of Student Activities rulesgoverning student clubs, organizations,fraternities, sororities, and Greek socialfellowships;

Any violation of any academic policies;Any misappropriation or misuse of Group funds

or university funds;

Any violation of any federal, state, or local law,regulation, rule or ordinance

When:o

Members of the Group act in concert with respect to misconduct;o The leader or member, of a Group or Group Representative or Group Guest committing the misconduct

was either acting on behalf of the Group or engaged in an Group-sponsored, financed or endorsed activity;o The misconduct of the leader, member, Group Representative or Group Guest grows out of, occurs during,

or is related to any Group-sponsored, financed or endorsed activity or event or environment created by theGroup;

o One or more Group leader(s) has knowledge of the misconduct or incident before or while it occurred andfailed to take corrective action; or

o A pattern of individual misconduct by Group members is found to exist.

The university administers the Group Responsibility Policy and the Group Conduct Review process for university

Groups in good faith, making every reasonable effort to be fair to all involved. Groups may participate in theGroup Conduct Review process without having past conduct violations discussed or used when a decision isbeing made concerning a current alleged violation; however, past violations may be considered when determininga sanction for a Group found responsible under this policy. All students have the obligation to participate in theGroup Conduct Review Process, as a witness or otherwise, when asked by Student Affairs staff.

The Office of Student Conduct generally follows the procedures under the University Communications withStudents Policy whenever contact with students or Groups is necessary.

The universitys Group Conduct Review Process does not replace the Student Conduct Review Process withrespect to individual students nor does it serve as an extension of or replacement for the local, state, or federalcivil or criminal court system. In addition, the outcome of civil or criminal proceedings concerning a violation

will not control or be binding on the outcome of the universitys Group Conduct Review Process for the sameviolation. All Groups should be aware that it is the policy of the university to cooperate with local, state, andfederal law enforcement authorities in the investigation of crime. The university will not provide a sanctuaryagainst criminal prosecution and, except for very minor violations, will inform law enforcement authorities whencriminal behavior is alleged.


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How the process works

Reports of Violations and Notification

Any member of the university community who witnesses or becomes aware of an alleged violation of the StudentCode of Conduct should report the violation to Campus Safety & Security, any member of the Student Activitiesstaff, the Dean of Students, or Student Conduct. Once an alleged violation is reported, an incident report will beprepared describing the nature and circumstances of the incident and the parties involved. Campus Safety &Security or the Office of Student Conduct may conduct further investigation if additional or supplemental

information is needed for the incident report. All incident reports that imply Group involvement are reviewed inStudent Conduct with consultation of Student Activities and those that warrant action are then referred forhearing.

If Student Conduct and Student Activities determine that the misconduct potentially falls within the parameters ofthis policy, the Group will be notified (through their leaders) of that determination with a request for a meeting.The Dean of Students or his/her designee reserves the right to place a Group on interim suspension or toadminister other sanctions pending the outcome of the Group Conduct Review Process.

There are two types of Group Conduct Review hearings at Johnson & Wales: administrative hearings andhearings by a panel. Administrative hearings are held before a single hearing officer, who is usually a staffmember from Student Activities, Student Conduct, or another senior administrator. Panel hearings are conducted

in front of a panel made up of faculty, staff and/or students. In both cases, the role of the hearing officer or panelis to consider information provided from the investigation, from the accused Group and, to the extent necessary,from any complainants, participants or witnesses, in order to make a finding of responsible or not responsible.More serious violations or violations that may result in a sanction of dismissal or suspension are generallyreferred to a hearing panel, while less serious violations are generally referred for an administrative hearing.

When an incident report is referred for a hearing, the Group president will receive a notification describing thealleged violation and indicating the time and place for the hearing or a pre-hearing conference. Any unexcusedfailure to attend a hearing or conference will result in the hearing being held in the absence of Group leaders atwhich the hearing officer or panel will not have heard the Groups side of the story. If the Group has a legitimateneed to reschedule a hearing or conference, the Groups president or designee must contact the designated hearingofficer from Student Activities or Student Conduct as early as possible before the scheduled date to request

rescheduling.

Hearing Procedures

The president and/or his/her designee of the Group may participate in the Group Conduct Review Process. Theymay bring any relevant materials and witnesses with personal knowledge of the incident to the hearing. If theGroups hearing is scheduled before a hearing panel, the Group (by its president and/or his/her designee) willhave the option of requesting a student or staff advisor from a group of trained volunteers who can help the Groupthrough the process and accompany the Group leaders to the hearing. Groups may also have their organizationadvisor and/or a Student Activities staff member, act as their advisor. Except for witnesses, Group member(s)whose misconduct is the subject of the hearing and your assigned student or staff advisor, other people may notattend the hearing with the president and/or his/her designee. At a pre-hearing conference (for panel hearings) or

before the hearing gets underway (for administrative hearings), Groups leader(s) may be asked whether they wish

to waive the hearing by acknowledging the Groups responsibility in the incident and signing a waiver that willset forth the sanctions, if any, imposed.

If the hearing is not waived in this manner, the hearing will proceed and the hearing officer or hearing panel will

outline the process for the Groups leaders (president and/or his/her designee); review the incident report and/or allegations and any supplemental information; hear or review any statements the Groups leaders may wish to make relating to the incident;


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hear or review the statements of witnesses and Group member(s) subject to the allegation of misconductthat the Group leaders may have brought who have relevant and personal knowledge of the incident (butother witnesses, such as character witnesses, will not be allowed to attend or be heard);

hear or review the statements of other relevant witnesses (and where confidentiality is a consideration, theidentity of such witnesses will not be disclosed to you);

either defer the decision or render a decision that the Group is responsible or not responsible (utilizing themore likely than not standard); and

if the Group is found responsible, recommend one or more sanctions to the Directors of Student Conductand Student Activities.

The Directors of Student Conduct and Student Activities will review the recommendation and make a finaldetermination of appropriate sanction(s) (taking into consideration the Groups and its members priordisciplinary records). The Group will receive a final written decision from the Office of Student Conduct whichwill set forth the final result and the sanction(s) imposed. The written decision will also describe the appealprocess and let the Group know the identity of its appeal officer and the deadline for filing an appeal.

SanctionsIf a Group is found responsible under the Group Responsibility policy, the Group will be given one or moresanctions. Sanctions are designed to help prevent future misconduct, to educate the Group and its leaders andmembers on appropriate behavior required to succeed in the workplace and live in society, and, where

appropriate, to remedy any damage done.

Withdrawal of Un iversity Recogniti on/Banning of the Group

Withdrawal of university recognition for a Group and/or banning of a formerly recognized Group mean that theGroup may no longer exist as a group at the university and that students may no longer participate in that Groupas members, leaders or otherwise. Any student who continues to participate in or accept members into any groupthat the university has banned will be subject to the Student Conduct Review Process. Withdrawal of universityrecognition will require the Group to reapply for any university recognition which application may not take placeprior to four calendar years. Conditions for future recognition may also be specified.

Suspension of University Recognition

Suspension of university recognition for a Group means that the Group may not exist as a group at the university

during the stated period of the suspension and that students may not participate in that Group as members, leadersor otherwise during the stated period of the suspension. Any student who continues to participate in or acceptmembers into any group which university has suspended will be subject the Student Conduct Review Process.Loss of university recognition for more than two consecutive academic years will require the Group to reapply foruniversity recognition. Conditions for future recognition may be specified.

Suspension of Group Pri vileges

Suspension of a Groups privileges includes, but is not limited to, suspension or limitation of any of the Groupsprivileges, including, but not limited to, university funding, holding events and/or meetings, accepting newmembers, or participating as a group in University/campus events during the stated period of the suspension. TheGroup may not participate in any of the suspended privileges during the stated period of the suspension.

I nterim Suspension of University Recogniti on or Group Pr ivi legesAn immediate, temporary suspension which remains in effect until the Group Conduct Review Process can takeplace. An interim suspension can be a suspension for university recognition or a suspension of Group privileges.Interim suspensions are used when the university perceives that because of the alleged misconduct or otherfactors, an interim suspension is advisable to help protect an individual or the university community, to protectproperty, or to protect the normal operations of the university, during the period prior to the Group ConductReview Process. Any student who continues to participate in or accept members into any Group which universityhas suspended (other than as part of the Group Conduct Review proceeding) will be subject the Student ConductReview Process.


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Deferred Withdrawal or Suspension of University Recogniti on or Group Privileges

A Group that receives a deferred withdrawal or suspension of any type (university recognition or privileges) facesactual withdrawal or suspension if the Group is found responsible for a further violation of the GroupResponsibility Policy while on deferred withdrawal or suspension. A sanction of deferred withdrawal orsuspension will remain in place for at least two academic terms.

Conduct Probation

A trial period during which a Group is given time to demonstrate that the Group, its leaders, members, GroupRepresentatives, and Group Guests will not engage in the same or similar misconduct again. If found responsiblefor a second violation of the same or a similar type while on probation, a Group will at a minimum receive asanction of deferred suspension. Groups placed on probation may also be subject to suspension of certainprivileges.

Fines

Monetary penalties that must be paid from the Groups funds by a specified date. Fines must be paid by the datespecified when the sanction is given.

Restituti on and Apology

The purpose of restitution is to make good or compensate an individual or the university for loss, damage, or

injury caused by misconduct. Restitution can take the form of a monetary payment for the Groups funds. Anapology must be made in writing and submitted to Student Conduct/Student Activities signed by the Groupleaders, which will forward it to the appropriate party. Restitution must be completed and letters of apology mustbe submitted by the date specified when the sanction is given.

Campus Service

Includes the Group providing services to the university for a specified number of hours or completing an on-campus work or service project. Campus service must be completed by the Group by the date specified when thesanction is given.

Group Educational Project

A research, writing, or other educational project designed by the Group in coordination with Student Activitiesand/or Student Conduct on topics relevant to the misconduct for which the Group is found responsible. TheGroup Educational Project, when completed and approved by Student Activities, must be presented by the Groupto all Group members by the date specified when the sanction is given.

Letter of Censure/Reprimand

A letter issued by Student Activities and/or Student Conduct to a Group with copy to associated advisory boardsand/or national or international organizations.

Wearing of student organization stoles or cords:

University policy states that NO student group, club or organization is allowed to wear organization stoles orcords at graduation. Since Commencement is an academic ceremony, only academic honors cords and honorsprogram stoles are allowed to be worn.

Student organizations are encouraged to wear and display their cords or stoles during end of year club meetings,club ceremonies or the Student Recognition Night Ceremony.

Commencement Activities


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All active student organizations, which have been active since December 20, 2013, are eligible to apply for andreceive awards. Student Recognition Night will be held May 15, 2013in the Hance Auditorium. Below are thefive awards that your organizations are eligible for.

Community Service AwardThis award goes a student organization that has shown consistent and dedicated involvement to Johnson & WalesUniversity and the surrounding community through service and outreach.

Campus Program of the YearThis award recognizes the excellent efforts by a student organization for the design and execution of a particularprogram. Awarded programs should reach a broad audience and have campus wide visibility.

Advisor of the Year

This award was created to recognize faculty and staff members who have done an outstanding job in advising astudent organization. Their contributions to the success and support of student organizations at JWU have trulyenhanced campus life.

Synergy Award

This award recognizes two or more organizations who have worked closely together to brainstorm, plan, executeand evaluate a successful campus program or community service project.

Student Organization of the YearThis award has been established to acknowledge and recognize a clubs significant contributions to the Johnson &Wales University community. This group should support student life, maintain a dedicated membership, beactive in campus-wide student leader meetings and be a positive impact on campus organizational life.

Campus Resource Contact Numbers

Department/LocationExtension

(980-598-xxxx)Department/Location

Extension

(980-598-xxxx)

Accounting 1034 Library 1600

Admissions 1100 Printing & Mailing Services 1650

Athletics 1840 Public Relations (Information Line) 4636

Campus Activities Board (CAB) 1817 Purchasing 1474

Center for Academic Support 1500 Residential Life 1800

College of Culinary Arts 1440 Safety & Security 1900

College of Business 3100 School of Arts & Sciences 3200

Community Outreach 1005 Student Academic & Financial Services 1300Development & Alumni Relations 1226 Student Activities 1810

Campus Dining 1950 Student Activities On-Call Phone 704-913-2555

Experiential Education & Career Services 1200 Student Affairs 1830

Facilities Management 1925 Student Center Front Desk 1890

Health & Counseling Services 1700 Student Government Association (SGA) 1816

The Hospitality College 1515 University Events Center 1471

Information Technology Services 866-598-4357 The Village Bookstore 1250

STUDENT RECOGNITION NIGHT

UNIVERSITY INFORMATION


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The below calendar is meant to assist student organizations in the year long planning process. The calander consists oflarge scale events, training sessions and the newly added Wildcat Pride Initiatives.

Wildcat Pride Initiatives are indicated with a JWU Wildcat logo.

These initiatives are designed to build a vibrant and positive JWU campus community and Student Activities hopes allstudent organizations will be able to participate in some or all of the programs.

SeptemberDate Program Time Location

6-7 New Student Move In 11:00am5:00pmCedar Hall South &

Cedar Hall North

9 Convocation 5:00pm Student Center Gymnasium

11 Womens Volleyball First Home Game 7:00pm Student Center Gymnasium

12 Involvement Network Training 2:00pm - 3:00pm Academic Center room 433

13 Involvement Network Training 12:00pm - 1:00pm Academic Center room 433

14 PAWlooza 6:0010:00pmParking Lot A

(rain locationStudent Center)

17 SGA Appropriations Meeting 4:005:00pm Student Activities Conference Room

17 SGA Student Organization Oversight Committee Meeting TBA TBA

19 Involvement Network

Student Organizations Handbook '13-'14

Documents

Transcript of Student Organizations Handbook '13-'14