ksu registered student organization manual

Department of Student Life Kennesaw State Universityksustudent.com

RegisteRed student ORganizatiOn Manual

2012-2013

2 | KENNESAW STATE UNIVERSITY | DEPARTMENT OF STUDENT LIFE

What we learn to do, we learn by doing. ~ Thomas Jefferson

RegisteRed student ORganizatiOn Manual 2012-2013

seCtiOn 1: the depaRtMent Of student life 3

seCtiOn 2: RsO geneRal infORMatiOn 4

seCtiOn 3: RsO pOliCies and RegulatiOns 7

seCtiOn 4: use Of tRadeMaRKed uniVeRsitY naMe, MaRKs, and lOgOs 14

seCtiOn 5: CReating an effeCtiVe ORganizatiOn 16

seCtiOn 6: Ksu funding fOR YOuR ORganizatiOn 18

seCtiOn 7: ROOM ReseRVatiOns and eVent planning 30

REGISTERED STUDENT ORGANIZATION MANUAL 2012-2013| 3

seCtiOn 1: the depaRtMent Of student life

There are four distinct units within the Department of Student Life: Student Involvement, Fraternity & Sorority Life, Student Media and Operations. All the units work collaboratively to fulfill the mission of the department and of Kennesaw State University.

Department of Student Life MissionThe Department of Student Life‘s mission is to foster holistic student development, promote personal growth, provide diverse opportunities and empower students through experiential education, leadership development, relationship-building, and civic engagement.

Department of Student Life Staff

Kathy Alday, DirectorStudent Center [email protected]/423-6290

Ed Bonza, Associate DirectorKSU Student Media AdvisorStudent Center [email protected]/499-3083

Amie Mowrey, Marketing CoordinatorKSU Student MediaStudent Center [email protected]/423-6265

Jennifer R. Morales, Assistant DirectorFraternity & Sorority Life AdvisorStudent Center [email protected]/499-3081

Open PositionCoordinator, Fraternity & Sorority Life

Stephen D. Dominy, CoordinatorFraternity & Sorority LifeStudent Center [email protected]/794-7841

Open PositionAssistant Director, Student InvolvementStudent Center 274

Lauryn Johnson, CoordinatorStudent Involvement Student Center [email protected]/797-2487

Walter “Buck Harris, Business ManagerOperationsStudent Center [email protected]/423-6015

Janice Malone, Reservationist Operations Student Center [email protected]/499-3163

Jennifer Messer, Assistant ReservationistOperationsStudent Center [email protected]/7977-2128

Cathy Coulmas, Office ManagerOperationsStudent Center [email protected]/423-6280


Jurisdiction Over Registered Student Organizations(hereinafter referred to as RSOs)1. The Director of The Department of Student Life exercises jurisdiction over all units of the Department of Student Life: Fraternity & Sorority Life, Student Involvement, and Student Media.

2. The Associate Director of the Department of Student Life exercises jurisdiction over all Student Media organizations (The Sentinel, The Talon, Share Magazine, and Owl Radio, and any other student media organizations recognized by SABAC and the Student Media Board).

3. The Assistant Director for Student Involvement in the Department of Student Life exercises jurisdiction over all RSOs (RSOs).

4. The Assistant Director for Fraternity & Sorority Life in the Department of Student Life exercises jurisdiction over all Fraternities, Sororities, and Greek Councils (Specific Fraternity & Sorority Chapter and Council Guidelines are outlined in the Presidents’ Manual published annually by the Office of Fraternity & Sorority Life).

General Duties of the Department of Student Life Relevant to RSOsThe Department of Student Life shall:1. Enforce all university regulations and administrative rules relating to organizations;2. Investigate allegations that an organization has violated a university regulation or administrative policy3. Review applications, enrollment status, officer eligibility, rules, bylaws, and constitutions of all organizations that apply for registration on campus.

seCtiOn 2: RsO geneRal infORMatiOnRSOs are important!RSOs at Kennesaw State University actively participate in and contribute to a vibrant university community. The more than 200 RSOs at KSU provide invaluable experiences and opportunities for students to grow as individuals, leaders, and community members. The debates, social and cultural events, lectures, and many other activities organized by RSOs contribute to making Kennesaw State a very dynamic and exciting place.

The Department of Student Life staff work to be proactive in guiding RSOs by providing education, training, and consultation. RSOs and the Department of Student Life exist as partners in the university community. The staff in the Department of Student Life strives to be facilitators to student organizations by defining appropriate boundaries, sharing information, and assisting in the decision-making process. We work to help RSOs appropriately manage their risk and achieve their goals.

Additionally, RSOs add an important component to campus life at KSU by providing an outlet for the student voice to be heard and a vehicle for students to have a substantial impact on campus. Secondly, students gain valuable experience in the practical aspects of leadership, communication, risk management, and teamwork. Finally, it is our experience that students who are involved on campus are more likely to be successful in college and to gain more from their time at KSU.

Benefits for RSOsBeing part of an RSO at Kennesaw State University has many benefits. RSOs have the privilege of using on-campus facilities, copies, mailboxes, banners, accessing student activity funds, sponsoring speakers and public performances, and distributing literature to recruit potential members. One of the most important benefits of being an RSO is access to the staff in the Department of Student Life for assistance in program planning, risk management, conflict resolution, fund raising, or other issues related to your RSO.

Types of RSOsStudents who have a special interest in a certain area and want to form a group for others who are interested in that particular area can create RSOs. At KSU, RSOs fall into the following categories:


AcademicCommunication/MediaFraternity/SororityFaith-based/SpiritualGraduateHonoraryMilitaryMulticulturalGlobalPerformance/Fine ArtsPolitical/Social ActionPre-professionalSpecial Interest

Certified Student Organizations*(hereinafter referred to as CSOs)*please note that the new CSO designation will go into full effect in January 2013.CSOs fall into the same categories as listed previously; however, CSOs are organizations that have received specific training and instruction that enables them to access university funding and reserve space on campus. There will be a number of opportunities to receive the training and instruction during fall 2012, so please make sure to read communications from the Department of Student Life about these sessions.

University-Affiliated Organizations (formerly known as “line item”)University-affiliated organizations are those organizations that are open to all students on campus, and that have regular annual operating budgets. It is the obligation of these organizations to provide programming in the way of entertainment and education for all KSU students. At KSU, University-affiliated organizations are:

AASA: African-AmericanStudent Alliance GS: Global Society GSA: Graduate Student AssociationISA: International Student AssociationKAB: Kennesaw Activities BoardKSUSM: Kennesaw State University Student MediaSGA: Student Government Association

Each of the University-affiliated organizations has an office in the Carmichael Student Center (Building 5). Please visit them for more information.

To function as a part of the University as an RSO/CSO, organizations must:• Have successfully been approved by SABAC. • Be managed and run by currently enrolled KSU students.• Attend the RSO Leadership Conferences, one prior to fall semester and one at the beginning of spring semester.

Organizations that fail to send at least three representatives to these meetings or who fail provide representation at a substitute training sponsored by the Department of Student Life will be deemed inactive or placed on a provisional status until all requirements for active status have been met.

• Participate in training as required by the Department of Student Life.

RESPONSIBILITIES OF RSOs/CSOs• Exhibit and support the mission of KSU and the Division of Student Success.• Abide by all Department of Student Life and KSU policies and procedures as well as all federal, state and local laws.• Conduct membership recruitment without regard to race, color, ethnicity, religion, sex, sexual orientation, national

origin, age, marital status, physical or mental disability, parental status, housing status, source of income or military status.


• Maintain a minimum of three (3) KSU student members at all times; all members must be currently enrolled. Faculty/Staff Advisors do not satisfy student membership requirements in most cases.

• Maintain a full-time faculty or staff member as the Advisor.• Attend mandatory RSO meetings and complete the required registration or renewal application annually.• Update the Department of Student Life with RSO changes such as: rosters, contact information, officers, authorized

signatures, election reports, constitutions, etc.• Work with the Department of Student Life Business Manager to ensure timely payment of all expenses incurred by

the group.• Be good stewards of all facilities, student activity fees, campus resources and services provided on behalf of the

organization (i.e. audio/visual equipment, cubicles, student offices, etc.).• Have a great time!

Privileges Extended to RSOs/CSOs:• Approved use of campus facilities for RSO sponsored meetings and activities (beginning January 2013, all

organizations requesting space must become a CSO).• Access to Student Activity Fee funds from the Department of Student Life or SABAC (beginning January 2013, all

organizations requesting space must become a CSO).• Eligibility to request use of University services and vehicles (please note that only faculty and staff members may

drive university vehicles);• Use of a KSU campus address for mail distribution; and• The opportunity to participate in a lottery for distribution of cubicle space on the third floor of the Student Center.

3. When an organization becomes registered, it accepts the responsibility of adhering not only to federal and state laws, but to University regulations as well. All RSOs are subject to the Student Code of Conduct of Kennesaw State University, and the standards set by the Department of Student Life.

4. The Vice President for Student Success, or designee, may place anyRSO on a probationary or inactive status if the organization fails to comply with its stated purpose, the Student Code of Conduct, University policy, Board of Regents policy, Department of Student Life policy, or fails to submit an updated registration packet to the The Department of Student Life by the initial or extended deadline.

Designate Representatives from your RSO to the Department of Student LifeAs an RSO, you will need to designate the member(s) who are authorized to do business on behalf of your organization on the Officer Sheet as part of the Renewal Application. Only the students/advisors who are listed as Officers/Authorized Representatives may conduct university business for your organization. Examples of university business include the ability to make room reservations, schedule outdoor events, reserve table or banner space, and conduct other official business for the organization. Each RSO will be responsible for selecting a primary contact for portal management, space requests, petty cash and funding requests.

Renew RSO Information AnnuallyRenew your RSO status annually with the Department of Student Life by registering contact information for all officers and advisors, and completing documents related to non-discrimination, hazing, and alcohol policies. Fraternities and sororities must provide this updated information annually to the Assistant Director of the Office of Fraternity & Sorority Life (hereinafter referred to as OFSL).

RSOs must renew registered status every year. Every fall semester the Department of Student Life will schedule a mandatory RSO Meeting in August to educate new and returning officers on current department and university policies and standards. Important notices and dates will be shared with all meeting attendees including registration renewal deadlines. Application forms may be accessed online at www.ksustudent.com in the “forms” section. Your organization will be deemed inactive if it is unable to successfully re-register by the Fall or extended deadline. No exceptions.

RSO Award Opportunities: The Golden O’sThe Department of Student Life hosts the Golden O’s Student Activity Awards each Spring to recognize outstanding RSOs. Because all RSOs are welcome to apply, a Student Activity Award is one of the highest honors an organization can receive at KSU. The awards are given in over ten organizational categories. All RSOs at KSU in good standing with the


Department of Student Life are eligible to apply. Student organizations may self-nominate for any applicable categories. Separate applications for exist for each award category and the special awards have additional questions. If you are uncertain about the category, look closely at the questions specific to that category. When reviewing your application, the Award Selection Committee will only consider those activities your organization participated in, that fulfill the organization’s mission statement, and the scope of the category.

The Department of Student Life supports the concept of doing what you can with what you have. RSOs with small memberships and few financial resources will not be penalized when compared to larger organizations with more financial resources in the same category. Applications for the Golden O’s Student Activity Awards are available in spring semester and are typically due mid-March. Winners will be announced in a ceremony during the annual event in April.

seCtiOn 3: RsO pOliCies and RegulatiOnsStudents who want to be involved in RSOs must meet the following standards and follow these policies:

I. Eligibility for Individual Participation/Officer Standards. For student activity purposes the cumulative GPA is used to determine eligibility, unless organizations have designated the adjusted GPA as determination for eligibility.

A. Membership in student organizations will be limited to currently enrolled Kennesaw State students who meet all qualifications outlined in this section.

B. All registered students are eligible to participate in co-curricular activities during each semester forwhich they are enrolled in classes and have paid fees.C. In order to qualify for office, hold office, or receive a SABAC funded stipend in any RSO, a student must minimally:

a. Have a minimum 2.3 Cumulative GPA to be elected and maintain at least a 2.3 Cumulative GPA while holding office and/or receiving payment. If an organization officer’s GPA falls below 2.3, the organization will be encouraged to hold a special officer election in accordance to their current RSO constitution, or designate an eligible student to fulfill the duties of that office for the remainder of the term or until the cumulative GPA has been raised to a 2.3 (or higher).

b. Be enrolled for a minimum of six degree credit hours per semester for undergraduate or 3 degree credit hours for graduate students while participating in the RSO and/or holding office.

c. Students who withdraw from classes during the semester or drop below six credit hours are immediately ineligible to receive a stipend, hold office, or run for office in an organization. It is the student’s responsibility to inform his/her advisor of a change in status.

d. Students traveling with simulation teams or academic competitive teams representing KSU are required to maintain a cumulative GPA of 2.3. If the cumulative GPA drops below 2.3, he/she will not be eligible to travel and compete with the team until the cumulative GPA has been raised to 2.3 or higher. Advisors shall check the eligibility of students at the beginning of each semester.

e. Because many students choose not to register for summer semester, students who are RSO officers may continue to function in that capacity during the summer even though they are not enrolled, as long as they are registered for the upcoming fall semester. Students in organizations which pay stipends may only receive their summer stipends if they are enrolled for the summer term in which they hold an office.

f. These policies are minimum standards and any RSO may set higher standards for participation and/or leadership. Failure by students or organizations to meet these regulations shall terminate the organization’s privileges to operate on the University campus, utilize campus facilities, or receive monies from student activity fees.

g. Officers of RSOs and paid student staff members must be registered and maintain at least a 2.3 Cumulative GPA. In order to validate this and other information, your organization’s advisor must check your GPA and KSU ID number, and class enrollment status. KSU advisors may check this information for RSO eligibility standards.

KSU Student Media PolicyStudent media and the student press are valuable aids in establishing and maintaining an atmosphere of free and responsible discussion and of intellectual exploration on the campus. They are a means of bringing student concerns to the attention of the faculty and institutional authorities and of formulating opinions on various issues on the campus and in the world at large.


In response to the editorial responsibility of students, the university must provide sufficient editorial freedom and sufficient financial autonomy for the student media to maintain their integrity of purpose as vehicles for free inquiry and free expression in an academic community. Kennesaw State University Student Media are designated public forums. Student editors and managers have the authority to make all content decisions without censorship or advance approval. Institutional authorities, in consultation with students and faculty, have a responsibility to provide written clarification of the role of student media/publications, the standards to be used in their evaluation, and the limitations on external control of their operation. At the same time, the editorial freedom of student editors and managers entail corollary responsibilities to be governed by the canons of responsible journalism, such as avoidance of libel, indecency, undocumented allegations, attacks on personal integrity, and the techniques of harassment and innuendo. As safeguards for the editorial freedom of student media, the following provisions are necessary:

A. The student press should be free of censorship and advance approval of copy, and its editors and managers should be free to develop their own editorial policies and news coverage.

B. Editors and managers of student media should be protected from arbitrary suspension and removal because of student, faculty, administration or public disapproval of editorial policy or content. Only for proper and stated causes should editors and managers be subject to removal and then by orderly and prescribed procedures. The agency responsible for the appointment of editors should be the agency responsible for their removal.

C. All college published, broadcast and financed student media should explicitly state on the editorial page and broadcasts that opinions expressed are not necessarily those of Kennesaw State University or the student body.

For complete policies concerning KSU Student Media, contact the Associate Director of the Department of Student Life at 7/499-3083.

Hazing PolicyKennesaw State has a zero tolerance hazing policy. Hazing in any form is prohibited. No student organization shall employ a program of student initiation/pledge education that includes any hazing activities. Hazing applies to ALL members of any KSU organization, regardless of how long the student has been a member of that organizations.

Hazing shall be defined as:• Any action taken or situation created, on or off the premises of the University, to produce mental or physical

discomfort, embarrassment, harassment, ridicule or suffering as a means to gain entry into an organization; and• Any activities which are life threatening to the individual or intended to physically hurt the individual or humiliate

the individual mentally.

The Law, Rules, and Information on HazingUnder state law individuals or organizations engaging in hazing could be subject to fines and charged with a criminal offense.

According to the law, a person can commit a hazing offense not only by engaging in a hazing activity, but also by soliciting, directing, encouraging, aiding or attempting to aid another in hazing; by intentionally, knowingly, or recklessly allowing hazing to occur; or by failing to report in writing that a hazing incident is planned or has occurred. The fact that a person consented to or acquiesced in a hazing activity is not a defense to prosecution for hazing under the law.

The law does not affect or in any way restrict the right of the University to enforce its own rules against hazing. The law defines hazing as any intentional, knowing, or reckless act, occurring on or off the campus of an educational institution, by one person alone or acting with others, directed against a student, that endangers the mental or physical health or safety of a student for the purpose of pledging, being initiated into, affiliating with, holding office in, or maintaining membership in any organization whose members are or include students at an educational institution.

Hazing includes but is not limited to:• any type of physical brutality, such as whipping, beating, striking, branding, electronic shocking, placing of a

harmful substance on the body, or similar activity;• any type of physical activity, such as sleep deprivation, exposure to the elements, confinement in a small space,

calisthenics, or other activity that subjects the student to an unreasonable risk of harm or that adversely affects the mental or physical health or safety of the student;


• any activity involving consumption of a food, liquid, alcoholic beverage, liquor, drug, or other substance which subjects the student to an unreasonable risk or harm or which adversely affects the mental or physical health of the student;

• any activity that intimidates or threatens the student with ostracism, that subjects the student to extreme mental stress, shame, or humiliation, or that adversely affects the mental health or dignity of the student or discourages the student from entering or remaining registered in an educational institution, or that may reasonably be expected to cause a student to leave the organization or the institution rather than submit to acts described in this subsection;

• total or partial nudity at any time;• the eating or ingestion of any unwanted substance;• the wearing or carrying of any obscene or physically burdensome article, paddle swats, including the trading of

swats;• pushing, shoving, tackling, or any other physical contact;• throwing oil, syrup, flour, or any harmful substance on a person;• forced consumption of alcoholic beverages either by threats or peer pressure• lineups intended to demean or intimidate;• transportation and abandonment (road trips, kidnaps, walks, rides, drops);• confining individuals in an area which is uncomfortable or dangerous (hot box effect, high temperature, too small);• any type of personal servitude which is demeaning or of personal benefit to the individual members;• wearing of embarrassing or uncomfortable clothing;• assigning pranks such as stealing, painting objects, harassing other organizations; • intentionally messing up the house or a room for clean up;• demeaning names;• yelling and screaming; and• requiring boxing matches or fights for entertainment.

Hazing “Myths and Facts”

Myth #1: Hazing is primarily a problem for fraternities and sororities.Fact: Hazing is a societal problem. Hazing incidents have been frequently documented in the military, athletic teams, marching bands, religious cults, professional schools, and other types of clubs, and/or organizations. Reports of hazing activities in high schools are on the rise.

Myth #2: Hazing is no more than foolish pranks that sometimes go awry.Fact: Hazing is an act of power and control over others‚Äîit is victimization. Hazing is pre-meditated and NOT accidental. Hazing is abusive, degrading and often life-threatening.

Myth #3: As long as there’s no malicious intent, a little hazing should be O.K.Fact: Even if there’s no malicious intent, safety may still be a factor in traditional hazing activities that are considered to be all in good fun. For example, serious accidents have occurred during scavenger hunts and kidnapping trips. Besides, what purpose do such activities serve in promoting the growth and development of group team members?

Myth #4: Hazing is an effective way to teach respect and develop discipline.Fact: Respect must be earned, not imposed. Victims of hazing rarely report having respect for those who have hazed them. Just like other forms of victimization, hazing breeds mistrust, apathy, and alienation.

Myth #5: If someone agrees to participate in an activity, it can’t be considered hazing.Fact: In states that have laws against hazing, consent of the victim can’t be used as a defense in a civil suit. This is because even if someone agrees to participate in a potentially hazardous action it may not be true consent when considering the peer pressure and desire to belong to the group.

Alternatives to HazingSometimes, organizations that haze new members are confused about how to change these practices. There are many creative ways to change from a hazing to a non-hazing organization. In many organizations, the very term “pledge” is often equated with hazing practices. Many national organizations have sought to eliminate this term in order to foster


more positive attitudes toward the new members. The following are some specific examples of ways to eliminate hazing and make membership a challenging but positive experience.

To Foster Unity: Have the members of your organization work together on a community service project. Visit a ropes course to work on group cohesiveness, communication, and leadership skills. Work with another organization to plan a social event.

To Develop Problem-Solving Abilities: Have new members discuss organization weaknesses such as poor recruitment, apathy, and poor scholarship, and plan solutions that the organization might then adopt.

To Develop Leadership Skills: Encourage participation in campus activities outside of the organization. Encourage new members to get involved in organizational committees and/or leadership roles. Develop a peer mentor program within your group for leadership roles. Invite university/community/business leaders into the organization to share their experiences.

To Instill a Sense of Membership: Plan special events when the entire organization gets together to attend a movie, play, or religious service. Plan a “membership circle” where students participate in a candlelight service in which each person has an opportunity to express what membership means to them.

To Promote Scholarship: Take advantage of the university’s academic and tutoring services. Designate study hours for members of your organization. Invite university or community experts to discuss test-taking skills, study methods, time management, etc.

To Build Awareness of the Organization’s History: Invite an older member to talk about the organization’s early days, its founding, special traditions, and prominent former members.

To Aid Career Goals: Use university resources for seminars on resume writing, job interview skills, and for information on various careers.

To Involve All Members in the Community: Get involved with campus and community service projects. Plan fundraisers for local charitable organizations.

To Improve Relations with Other Organizations: Encourage new members to plan social or service projects with other organizations. Work together to plan joint social or service activities.

It is the duty of all current and prospective members to report immediately, in writing, any violation of this policy to the Director of the Department of Student Life, the Dean of Students, the Vice President for Student Success, University Police, or any responsible staff member. If it appears to a University official that an organization is conducting hazing activities, organization officers will be contacted to discuss the situation. Any alleged violation of this policy shall be investigated and appropriate disciplinary sanctions shall be imposed, as provided for in the Student Code of Conduct.

KSU Posting RegulationsAll about FlyersFlyers may be posted on any campus bulletin board not designated for use by a department or organization. The sponsoring organization is responsible for removal of any flyers or other publicity after the advertised event. Because of a potential safety hazard, flyers may not be placed on glass doors and are subject to removal. Flyers are prohibited on any surface except for bulletin boards. Flyers are not to be placed on cars in campus parking lots at any time. Any publicity by a KSU organization must contain the organization name and contact information. Flyers may not be used in any residential area or the Commons without written permission from the Director of Residence Life or the Director of Culinary Services. Flyers and/or table tents may be placed on the tables in the Student Center near the Bookstore, PJ’s Coffee, and Delancey’s Deli; however, please be aware there is no guarantee that they will remain on the tables for any specific period of time. The sponsoring organization is responsible for removal of notices placed around campus after the event has occurred. The name of the organization must appear on the publicity.


All about BannersBanners may be displayed in the Student Center on the balconies with permission of the Department of Student Life. Only RSOs or university departments may display banners (no individuals or outside agencies). Banners may be displayed in the Student Center on the Student Center addition balconies. Banners may only be displayed by KSU RSOs or departments. Maximum banner size is 8 feet by 9 feet. Banners may be displayed for two weeks. All banners must include specific information: event, time, place, date, sponsoring group, and contact information. No banners are to be permanently affixed to walls or banisters in the Student Center. No banners advertising outside entities or individuals may be displayed. Please remove banners after the event is over. If you wish to keep a banner, it is your responsibility to retrieve it immediately following the advertised event.

Because of limited space, organizations may only display two banners at a time. The Department of Student Life staff will discard banners displayed in the Student Center after the two week period or immediately after an event has occurred. If you wish to keep a banner that is displayed in the Student Center, make a notation on top of the banner. Please include a telephone number and the date the banner was hung. NEVER remove another group’s banner without permission from Department of Student Life staff.

Banners must not be directly taped to the railings. Organizations are encouraged to come by the Department of Student Life for hanging suggestions. The Department of Student Life is not responsible for banners displayed outside of the Student Center.

RSOs may request banners through the Department of Student Life. Printing guidelines may be found online at www.ksustudent.com.

The Department of Student Life is not responsible for banners displayed outside of the Student Center.

All about ChalkChalk may be used only in certain locations on campus. Chalk may be used in moderation by student organizations on the sidewalk areas around the Student Center, the library and the Burruss Building in uncovered areas. The chalking must be located where it will wash off easily with rain. No chalk is permitted in any other location on campus, including the residential areas. Chalk may not be used on pillars of buildings, sides of buildings, or any other similar area. “Paint chalk” is not to be used under any circumstances. Organizations found guilty of chalk-abuse will be asked to clean the violated area, and are subject to revocation of RSO privileges for a minimum of one complete semester.

Other means of promoting your group or event

A-framesAn A-frame is a movable and self-supporting sign board designed to stand on the ground. Student organizations MAY use small A-frames to promote upcoming events. However, Student Organizations MAY NOT use A-frames for the purpose of advertising their group, disseminating general information, or engaging in other forms of expression. Student organizations are responsible for designing and building their own structure if they desire the use of an A-frame. The Department of Student Life will not be responsible for damage, loss, or theft to/of the A-frame.

Collection Boxes & ExhibitsCollection Boxes & Exhibits for collection drives, to include food, books, clothing, toiletries, toys, ink cartridges, school supplies, on behalf of student organizations or departments may be positioned in the Student Center as long as the Collection Drive Form is submitted to the Department of Student Life and the following guidelines are followed:

• The sponsoring RSO’s name must be clearly displayed on the structure.• Placement does not disrupt other university functions or interfere with academic instruction, and pedestrian or

vehicular traffic.• Permission is sought from the appropriate administrative office if the structure is to be placed in any place other than

the Student Center• The organization sponsoring the drive is responsible for maintaining the receptacle appearance and collection of


items minimally, once a week. • The organization is responsible for storing and housing all items collected as the Department of Student Life will not

be responsible.• The structure must be removed by the end date indicated on the Collection Drive Form.

Violators of this policy will have their A-frame, Collection Box, or Exhibit discarded and will be prohibited from hosting a similar initiative.

For Sale, Need Childcare, Need Roommate postingsA bulletin board inside the Student Center is available for announcing items for sale, childcare, etc.

The SentinelThe Sentinel offers one free ad per semester and discounted rates for RSOs. Online, Student Handbook & Planner, and magazine ads are also an option. Contact the Student Media Marketing Coordinator in the Department of Student Life for complete information at ksuads.com or call 770-423-6470. Your activity or event may be newsworthy; give your news tips to the student editors via the online news release at ksusm.com.

OWL RadioOWL Radio can help advertise or promote your event with underwriting, sponsorships, or free Public Service Announcements. You may also ask OWL Radio to DJ your event or do a remote broadcast from the location. Please visit www.ksuradio.com or ksusm.com and find out all the ways available to you.

Newspaper RacksDesignated newspaper racks and machines are for the exclusive distribution of The Sentinel and registered Student Media publications. Other student publications may be permitted to distribute from these racks if permission is obtained from the editor in chief and KSUSM advisors. Violators will be charged the current insert rate.

Distribution of LiteratureRSOs have the ability to distribute literature on campus. Literature can be used to advertise your organization, publicize information, promote an idea, or for a variety of other purposes. RSOs may distribute, or display literature on campus in accordance with the following guidelines:

• The literature is not distributed by hawking, shouting, or accosting individuals.• The literature is not a promotion for an off-campus for-profit business, organization, agency, or national association.• The literature that is dropped on the ground in the area where it was distributed should be picked up by the

sponsoring RSO.• Publications Disclaimer: All student organizations that create publications of any sort, including web pages, must include a

disclaimer to read: [name of publication] is published by [name of organization], a registered student organization at KSU. [Name of publication] is not an official publication of Kennesaw State University and does not represent the views of the University, Georgia Board of Regents, or the University System of Georgia.

SignsRSOs must insure that each sign includes the name of the student organization, the date of the event, and/or the date of posting before signs are posted.

Outdoor• Signs can only be posted on kiosks near the student center and between the Library and University College Building.• An organization may only post two signs per kiosk.• Signs must be attached to the kiosks with non-permanent materials only(tacks, staples, tape).• Signs may not be posted on trees, lamps, columns, trash cans, or other physical structures on campus.• Signs may not be larger than 11x17.


Indoor• Signs may be posted only on approved bulletin boards. A bulletin board is under the jurisdiction of the college,

school, department, or administrative office that maintains it. • RSOs shall apply to the appropriate college, school, department, or administrative official for permission to use a

bulletin board, and shall not use a bulletin board without permission.

Removal of SignsThe RSO should remove all signs no later than 14 days after posting or within 24 hours after the event to which it relates has ended, whichever is earlier.

All improperly posted signs are subject to removal. Violations of the sign posting policy are subject to review and potential disciplinary action for the student organization.

Disciplinary Procedures for Student OrganizationsStudent organizations may be charged with violations of the KSU Student Code of Conduct.

A student organization and its officers may be held collectively and/or individually responsible when violations of this code by those associated with the organization have received the tacit or overt consent or encouragement of the organization or of its leaders, officers, or spokespersons. Individuals charged with conduct code violations arising out of their affiliation with student organizations shall have their cases settled according to procedures outlined by the Office of Student Conduct and Academic Integrity (hereinafter referred to as SCAI). The code may be found in the KSU Student Handbook & Planner.

RSOs should realize that they may be held responsible by the university for their behavior, whether on or off campus, when an offense is directed at the university, a member of the university community, or another student organization and is a violation of the Student Code of Conduct.

KSU Code of Conduct Specific to Student OrganizationsA student organization is subject to the authority of the University hearing panel or hearing officer in the following

situations:• An alleged offense was committed by one or more members of an organization, and was sanctioned by the

officers. • An alleged offense was committed by one or more members of an organization and organization funds were used

to finance the venture. • An alleged offense was committed by one or more members of an organization and was supported by a majority

of the organization’s membership. • An organization has chosen to protect one or more individual offenders who were members or guests of the

organization. • The hearing panel or hearing officer, after hearing the case, deems that the offense, by its nature, was an

organization offense and not the action(s) of the individual members. • An alleged offense occurred as a result of an organization sponsored function.

A. Disorderly or Disruptive AssemblyAssembly for the purpose of or resulting in the disruption of normal University or community activity, or which

obstructs the normal activities of University faculty or staff, is prohibited.B. Use of Alcohol or Other Drugs Use and/or possession of drugs (controlled substances) is prohibited. Alcohol regulations appear in Section V of this

code.C. HazingHazing in any form is prohibited. Hazing is defined as follows: Any action taken, or situation intentionally created, on

or off the premises of the university, to produce mental or physical discomfort, embarrassment, harassment, ridicule or suffering as a means to gain entry into an organization. These activities include, but are not necessarily restricted to, paddling in any form; creating excessive fatigue; physical or psychological shocks; engaging in public stunts and buffoonery; morally degrading or humiliating games and activities; and/or any other activities not consistent with the regulations of Kennesaw State University. The express or implied willingness of the victim(s) is not a defense.


D. Theft and Disregard for Property1. Unauthorized taking of, attempted taking of, damage to or attempted damage to, or possession of items belonging to

an individual, the University, the community, or another university or student organization is prohibited.2. Unauthorized use or attempted use of service (e.g., telephone, computer services, etc.) belonging to the University,

the community, another student organization, or an individual is prohibited.E. Unauthorized EntryUnauthorized entry, attempted entry, or use of University or community facilities is prohibited.F. Fire SafetyUse of fireworks or creation of a fire without the specific permission of the KSU Police is prohibited.G. Academic HonestyMaintaining files of examinations, tests, reports, or term papers is prohibited.H. Official RecognitionAll student organizations and organizations shall follow the appropriate procedures, as set forward by the Office of the

Vice President for Student Success (or designee), to become officially recognized Kennesaw State University student organizations.

I. GamblingGambling is strictly prohibited, but raffles may be held by student organizations. Raffles will be treated as any other

fund-raising activity and will be subject to fund-raising guidelines. J. Sales, Fundraising and AdvertisingUnauthorized selling of any kind (including bartering), unauthorized fundraising, and unauthorized advertising of

fundraising or any other type of event is prohibited. Organizations shall follow the guidelines set down by the Office of the Vice President for Student Success (or designee) for all such activities.

K. Proper PlanningOrganizations shall be able to demonstrate that they have taken due measures to properly plan for any activities or

events held on or off the University campus. 1. All such events and activities must be registered with and approved by the Office of the Vice President for Student

Success (or designee) for approval at least two weeks prior to holding the event.2. Reasonable measures shall be taken to ensure appropriate parking, security, safety and sanitary procedures for any

activity or event.3. Organizations shall adhere to specified time limits for any activity or event.4. Holding events or activities not sanctioned or approved by the Office of the Vice President for Student Success (or

designee) is prohibited.5. Final Exam Week of each semester is closed to public performances, dances, concerts and similar extracurricular

activities and assemblies.L. Shared ResponsibilityStudent organizations are responsible at all times for organizational violations of the University Student Code of Con-

duct regulations by their members or their guests. Organization members who knowingly act in concert to violate the regulations may be held jointly responsible with their organization for such violations. Organizations that knowingly condone, encourage, or require behavior that violates University regulations may be held jointly responsible for such violations.

seCtiOn 4: use Of tRadeMaRKed uniVeRsitY naMe, MaRKs, and lOgOs

Comply with the KSU Visual Identity ProgramA Visual Identity Program (VIP) refers to a consistent approach to the visual design of communication materials so that an institution can transmit its primary messages in ways that are identifiable and memorable with its target audiences. Elements of a visual identity program include a signature, or logo, a family of typefaces and standard colors. A consistent visual identity program will ensure that communications from all parts of the university, regardless of their origin in academic or administrative unit, can benefit from primary identification with the parent institution, resulting in a stronger Kennesaw State University. Questions concerning the Visual Identity Program should be directed to University Relations at (770) 423-6203.


Comply with the KSU Official Logo PolicyWhile Kennesaw State University understands the desire for unique logos, we know that having a single visual element resonates with our many audiences and provides quick, easy and consistent recognition of entities within Kennesaw State University. As such, logos or graphic or visual elements that exist outside of those described in this guide will not be permitted.

In addition to the official logo, colleges and other approved units on campus are eligible to use a college-specific or unit-specific logo provided by University Relations. The template for these logos feature the Kennesaw State name as well as the college or unit name.

By incorporating the Kennesaw State name with the unit name, the unit name receives prominence while retaining an overall university identity. The college specific or unit-specific logo can be used on the front of major publications as long as the official Kennesaw State University logo appears on the back cover of the publication. The college-specific or unit-specific logo may be used by itself in advertisements for individual colleges and units. The college-specific or unit- specific logos may not be used on stationery or business cards.

Unique college, school, department and other unit seals, logos or word marks may not be used on any university communication and no new logos may be developed. Either the official Kennesaw State University logo or the approved college-specific or unit-specific logo must always be a prominent element of any advertising for the university and its colleges and units. Graphic elements may not be grouped with the official logo in any way as to appear as a larger composite piece. Additional graphic elements may never be used on letterhead, business cards or forms.

University Relations is responsible producing and approving the use of college-specific and unit-specific logos. Requests for college-specific or unit-specific logos should be submitted to [email protected].

RSOs who chose to include “Kennesaw State University” in any logo on any type of promotional material must first send proposed artwork to [email protected]. Questions concerning usage of this guide should be directed to University Relations at (770) 423-6203.

Use the Name of The University AppropriatelyKennesaw State University established a licensing program to protect its name and identifying marks. Kennesaw State University is a trademark of The Board of Regents and can only be used by organizations that either are KSU departments, or are officially sponsored by a university department.

There are two types of organizations on campus:• Officially Sponsored University Organizations are those that have obtained official sponsorship from Kennesaw

State University. Examples are KSU Athletics, KSU Foundation, and KSU Continuing Education, etc. These organizations may use the words “The Kennesaw State University,” “KSU,” or other trademarked words in the organization name

• RSOs are the second type of organization at KSU. RSOs are not considered officially sponsored by the university and, therefore, may not use the name Kennesaw State University, any abbreviation thereof, or any of the university’s trademarks or logos in the organization name without seeking prior approval from the Department of University Relations.

Be Aware of KSU Licensing & TrademarksKennesaw State University, like most major colleges and universities, has a licensing program that regulates the use of its marks on items such as t-shirts, caps, key chains, mugs, pens, etc.The licensing process ensures that KSU marks are used appropriately and only on products approved by the university, and that the products are manufactured under a code designed to reinforce fair labor practices. Proceeds from the licensing program supports Athletics and Auxiliary Services.


Do Business only with Vendors who are Licensed to use the KSU marksOnly vendors licensed with KSU are permitted to manufacture, imprint or embroider Kennesaw State merchandise. To avoid any potential issues, the Department of Student Life recommends use of the approved promotional vendors. The list of approved vendors is outlined later in this manual, but can also be provided upon request in the Department of Student Life. ANY GROUP USING KSU STUDENT FUNDS MUST ONLY USE KSU APPROVED VENDORS.

Always Seek Design Approval for any Printed MerchandiseIf you plan to have merchandise manufactured/ imprinted and distributed, you must have your design pre-approved through Creative Services. You may contact Creative Services for approval at [email protected]. You will be required to submit your artwork and name of vendor. Only approved vendors may be used. Please allow 5 business days for review of artwork. All designs must be submitted, not just those including KSU names or marks. http://www.kennesaw.edu/styleguide/visualidentity.shtml

Disclaimers: Separate your Organization from Officially Representing KSUAll RSOs, must print a disclaimer in all publications, including web pages. All student organizations that create publications of any sort, including web pages, must include a disclaimer to read: [name of publication] is published by [name of organization], a registered student organization at KSU. [Name of publication] is not an official publication of Kennesaw State University and does not represent the views of the University, Georgia Board of Regents, or the University System of Georgia.

seCtiOn 5: CReating an effeCtiVe ORganizatiOn

Constitutions and BylawsStudent organizations should consider adopting constitutions or bylaws that will help their organization to function in an orderly and efficient manner.

Constitutions and bylaws articulate the purpose of and spell out the procedures to be followed by student organizations. The documents should be referred to when questions arise, reviewed annually, and utilized in the training of new officers. The needs of a group will change over time and it is important that the constitution and bylaws are kept up to date to reflect the current state of affairs. Make sure that all members have copies of these important documents so that they are informed about the organization and its procedures.

A constitution will serve to clarify the organization’s purpose, delineate basic structure, and provide the cornerstone for building an effective organization. It will also allow members and potential members to have a better understanding of what the organization is all about and how it functions. Constitutions usually require a two-thirds vote of the membership for adoption. For more information, see Sample Constitution under the Forms section of www.ksustudent.com.

Bylaws set forth in detail the operational procedures a group must follow to conduct business in an orderly manner. While the Department of Student Life understands that bylaws are important, it is our hope that organizations will work to develop or strengthen an updated constitution.

Notice: Any changes made to an organization’s Constitution or Bylaws must be reviewed by the Department of Student Life, and approved by SABAC prior to ratification. On the following pages, we will outline the appropriate steps to establish a new student organization or revise an existing RSO constitution.

Steps to Making Change(s) to Your Registered Student Organization’s Constitution or Bylaws

Complete the Constitution Change Request Form, found at www.ksustudent.com in the “forms” section, in its entirety and return it to the Department of Student Life, Room 274 of the Student Center.

E-mail your updated document in Word, with the “track changes” feature enabled, to [email protected] (Subject: Organization Name – Constitution Change Request).


Upon submission and processing of both of the above documents, a notification e-mail will be sent with a status update.

Attend the SABAC meeting on the appropriate date (schedule below):

Fall SemesterSeptember 12, 2012 (agenda deadline is noon, September 5), Leadership RoomSeptember 26, 2012 (agenda deadline is noon, September 19), Leadership RoomOctober 17, 2012 (agenda deadline is noon, October 10), University Room AOctober 31, 2012 (agenda deadline is noon, October 24), University Room ANovember 14, 2012 (agenda deadline is noon, November 7), Leadership RoomNovember 28, 2012 (agenda deadline is noon, November 21), University Room A

Spring SemesterJanuary 23, 2013 (agenda deadline is noon, January 16), University Room AFebruary 6, 2013 (agenda deadline is noon, January 30), Leadership RoomFebruary 20, 2013 (agenda deadline is noon, February 13), University Room AMarch 13, 2013 (agenda deadline is noon, March 6), University Room AMarch 27, 2013 (agenda deadline is noon, March 20), University Room AApril 17, 2013 (agenda deadline is noon, April 10), University Room A

Raising Funds for your OrganizationConsultation with the Department of Student Life staff in the early planning stages of fund raising activities can save time and effort and will ensure compliance with appropriate institutional rules and regulations. The Assistant Director for Student Involvement or his/her designee are available to provide advice on planning strategies and the applicability of university regulations.

Things to Consider Regarding Fundraising• Fundraisers and solicitation can be conducted in the Student Center and in approved areas by student organizations.• The use of Kennesaw State University trademarks and logos by RSOs or third party organizations for the purpose of

fundraising is prohibited.• All funds collected on campus must be documented. Please submit a brief report to The Department of Student Life

outlining how much money you raised and to whom the money was donated. • Any distribution of food or beverages, including fund raising projects that involve food items, requires special

permits through the Department of Student Life and appropriate Environmental Health & Safety professionals. • Fund raisers may not be conducted for private gain of individuals or for-profit business.• All fund raising activities, and especially planned sales of t-shirts, mugs, caps, or any items that use the name of

Kennesaw State University or any of its trademark symbols, are prohibited.

Your Organization AdvisorThe Department of Student Life requires student organization to have a minimum of one (1) full time faculty or administrative staff advisor before charter or re-registration status is granted. Advisors serve in a volunteer capacity and may seek out student organizations to advise or accept personal invitations by established RSOs on campus.

The Role of the AdvisorAn advisor should work with the organization officers and members to ensure smooth operation of the organization. An advisor can be your biggest advocate, and can also help solve challenges and issues that may arise within the group. The relationship between an advisor and an organization will vary from year to year and individual to individual. However, the student/advisor relationship can be crucial to the success of the organization. It is important that the advisor and the organization communicate their expectations to each other. The advisor should be very clear about the things she or he will do, and the things she or he will not do. Of course, the expectations will vary according to the needs of the organization and the advisor.


The list that follows contains possible roles of an advisor:• The advisor recognizes and supports participation in student organizations for its contributions to the educational

and personal development of students.• Advisors should work with student organizations but not dictate the group’s programs or activities; however,

advisors should be frank in offering suggestions, considerations or ideas, and discussing possible consequences.• The advisor should be well informed about the plans and activities of the organization. The expectation is that the

advisor will attend some meetings and will consult frequently with the organization’s officers.• The advisor should know the goals and directions of the organization and should help the group evaluate its

progress.• The advisor should be aware of the constitution and bylaws of the organization and help with interpretation, if

applicable.• Advisors of KSU Student Media should be familiar with and support the College Media Association Code of Ethics.

Selecting an AdvisorWhen selecting an advisor, find a KSU faculty or staff person who will have the time to devote to your organization. Make sure that this person will take the role willingly and seriously, and find someone who has knowledge or skills related to the mission/purpose of the organization. Make certain that she or he has a clear understanding of the organization’s purpose. Discuss with the potential advisor what is required of them, and outline the time commitment involved. Be open and honest with the potential advisor about the types of activities in which the organization may participate. Allow the person a reasonable length of time to consider his or her decision. If possible, choose someone who shares some of the same interests as the organization, and who has previously interacted with the leadership of the organization. Keep in mind that the advisor provides a source of continuity within the organization and is familiar with the organization’s history.

Other Considerations for Selecting an Advisor• The advisor should be familiar with university policies and procedures and help the organization comply with them.• The advisor should be aware of the general financial condition of the organization, and encourage good record-

keeping.• The advisor should help in training new officers and help them develop their leadership skills.• The advisor should be prepared to deal with major problems or emergencies within the organization.• The advisor should monitor group functioning and encourage members to fully participate, to assume appropriate

responsibility for group activities, to maintain a balance between academic activities, and to maintain a balance between academic activities and co-curricular commitments.

The Organization’s Responsibilities to the AdvisorKeep in mind that the advisor is usually voluntarily associated with the organization; however, there are professional staff members who serve in advising roles. Regardless of the type of advisor, it is the organization’s responsibility to inform the advisor on the activities of the organization. Always remember to do the following:• Notify the advisor of all meetings and events.• Consult your advisor in the planning of all activities.• Consult the advisor before any changes in the structure of the organization, or in the policies of the organization are made, and before major projects are undertaken.• Understand that although the advisor has no vote that she or he should have speaking privileges.• Remember that the responsibility for the success or failure of the organization project rests ultimately with the group, not the advisor.• Talk over any problems or concerns with the advisor.• Acknowledge the advisor’s time and energy are donated, and express appreciation.• Be clear and open about your expectations for your advisor’s role.• At the end of each semester, evaluate your advisor and give appropriate feedback.


seCtiOn 6: Ksu funding fOR YOuR ORganizatiOn

Organizations that are eligible to receive funding include RSOs under all categories except individual sorority and fraternity chapters and organizations that are exclusive in nature.

The group must be open to all enrolled students at Kennesaw State University, allowing membership and participation to any KSU student. Any organizations that have a selection process that bars membership from students are ineligible to request and receive funds, other than the operational funds granted by the Department of Student Life.

University-affiliated organizations receive their own annual budgets to provide regular programs and services throughout the academic year. Staff members who advise these organizations serve as budget directors and work closely with the staff of the Department of Student Life to ensure compliance with University regulations when spending student activity funds.

While individual fraternity and sorority chapters that fall under the authority of the OFSL may not request funds, fraternity and sorority councils (Panhellenic, NPHC, IFC, MGC) may request funding from SABAC to attend council conferences and/or meetings, or for programs that are open to the entire student body.

Permitted Uses of Student Activity Fees• Travel to conferences and competitions related to the registered student organization purposes.• Registration fees for activities and events• Educational programs• Support for organizational operations such as publicity, office supplies, activities of the registered student

organization• Movies/films to be shown publicly or to advance the purpose of the registered student organization (please be sure

to show the film according to appropriate guidelines)• Speakers/lectures• Student recognition banquets that are open to all KSU students• Other activities consistent with the mission of the RSO and focused on KSU students.

Prohibited Uses/Allocations of Student Activity Fees• Events which involve alcohol or tobacco• Philanthropic donations, charitable contributions or gifts of any type to organizations outside of KSU• Events that are NOT focused on or open to KSU students• Any item or activity deemed excessive, not justified, and/or in conflict with the mission of KSU and SABAC• Social functions that are not related to a program or educational event• Payment to members of the organization for any purpose outside of constitutionally approved stipends• Organizations not registered with the Department of Student Life or not in good standing.

General Guidelines for Use of Student Activities FundsThese apply both to organizations with university affiliated budgets and to fee-eligible RSOs.

• Occasionally, guest speakers or performers come to campus at the invitation of student organizations. Whenever a reception or dinner occurs for these guests, it must be open to all members of the sponsoring organization and the student body.

• Sometimes, meals for the guests are required per the contract. Students and staff members who participate in the meal must pay for their own meals from their personal funds.

• It is the policy of Kennesaw State University to purchase equipment through competitive bid procedures according to state guidelines regardless of the source of funding. This includes purchases supported by student activities funds. Any unauthorized purchase of equipment will be treated as a personal acquisition. Please consult the The Department of Student Life Business Manager for coordination of equipment purchases through the University’s procurement office.

• Funding requests through SABAC hearings must be expended within the same academic year unless special permission is granted by SABAC and with the approval of the Vice President for Financial Services. Expenditures and


reimbursements will be made only for those items specifically approved by SABAC.• Operating funds for eligible organizations and for university affiliated organizations must be expended within the

same academic year. At the end of the fiscal year any remaining free balances will be transferred into the Prior Year Surplus account and may not be accessed by organizations without SABAC approval.

• No speaker who is a member of the Kennesaw State University faculty, staff or student body may receive payment or honorarium for an appearance.

• No student activities funds may be used to purchase alcoholic beverages, personal items or support of political candidates or parties (including the federal, state, local or University level). SGA is permitted to spend funds to advertise the student elections.

• Only activities, services, physical items or programs that are necessary for an organization’s basic function will be funded. Any physical item, service or activity bought or funded by student funds must be available to all members of the organization. Equipment purchased through student activity funds will be accessible to all areas currently funded by these funds, unless specific equipment is necessary for the daily operation of a particular area. Operators of equipment purchased by student funds must have prior approval through The Department of Student Life.

• Domain names for KSU RSOs or RSO business may not be owned by or have the Registrant as a student. Only the RSOs advisor or a member of the Department of Student Life staff may be the domain’s Registrant.

• Because Kennesaw State University is committed to democratic practices in representational issues, it is expected that the student membership of each RSO will determine the best use of the funds made available to their organization. It is considered inappropriate and unfair for only officers or individual students and/or advisors to determine expenditures and plan budgets without giving the membership an opportunity for input.

Department of Student Life Operating and Program Funds There are two avenues through which funding may be requested: the Department of Student Life Operating and Program funds and SABAC funds.

Operating Funds: The Department of Student Life provides access to student activity fee funds up to $400.00 for each non-line item, registered student organization that is in good standing with the university and the department. A new student organization approved by SABAC after November 1 will be eligible to receive $200 for the remainder of the academic year; a new student organization approved by SABAC after March 1 will be eligible to receive $75 for the remainder of the academic year; those organizations approved after March 31, will receive no funding for that academic year.

Program Funds: In addition to the operating funds, eligible organizations may be able to obtain funds to sponsor programs that are relevant to the organization’s purpose, open to all students and advertised to the campus. Up to $500 per program is available at the discretion of the Assistant Director for Student Involvement to be used toward such items as speaker fees, rental of DVDs, publicity, refreshments and handout materials. This fund is limited and is available on a first-come, first-serve basis. Organizations may only receive program funds once per academic year. To request the funds, a group must complete the Program Fund Request form, found at www.ksustudent.com.

NOTE: University-affiliated organizations are not eligible to request operating and program funds, due to the fact that they each have an annual large operating budget. All expenses related to these organizations must be made from their own budgets.

Purchasing Guidelines for Common RSO OperationsDepending on the nature of the expense, the Department of Business Services may request additional supporting documents to further explain the fund expenditure. It is important for any requestor to work cooperatively with the The Department of Student Life Business Manager to ensure timely processing of the payment request by responding to requests for additional documentation in a timely fashion.

Accessing Your RSO Club Funds from The Department of Student LifeAll business affairs for RSOs are handled through the Department of Student Life’s Business Manager. General RSO Business hours are Monday-Thursday 10:00am-4:00pm, and travel assistance will be managed by appointment only. To schedule appointments, please send an email to [email protected]. Subject Line: RSO Business Appointment


Request. RSO Business (advances, payments, reimbursements, check requests) will not be managed on Fridays. For RSO use, there are two (2) primary ways to access these funds: Cash Advance and Personal Reimbursements. Conveniently, the Department of Student Life uses one universal form for managing RSO money requests called the RSO Petty Cash / Reimbursement Request Form, located under the “forms” section of www.ksustudent.com. This is the ONLY accepted method for requesting funds from the Department of Student Life.

Cash AdvancesThe Department of Student Life issues cash advances in good faith to RSOs to minimize the need for use of personal funds for RSO needs. It is the RSO and the requestor’s responsibility to return unused funds, and/or provide evidence that the funds supplied were used in accordance with State, University, and Departmental guidelines for university funds.

When cash advance money is issued, the requestor must then reconcile the transaction within 5 business days of the purchase by either returning with original, itemized receipts, supporting documents, and change if the expense did not deplete the $50.00 issuance. Generally speaking, if there is no residual money, the total number of itemized receipts should equal $50.00. Any cash advance that is not reconciled completely will be charged to the requester’s KSU account for repayment.

All cash advances and reimbursements up to $50 may be given immediately. Any reimbursement over $50 will be processed so that you will receive your money via check within two weeks. Any cash advance requests over $50 require advance notice of three days.

Documentation of the RSO expense must be provided to the Department of Student Life Business Manager prior to any disbursal of funds. Documents required are:

• Original, itemized receipts• Brief description of items to be purchased or already purchased • Estimated or Actual amount of purchase to determine amount of cash needed• Date of the event or purchase• Signature of staff/faculty advisor approving use of RSO funds for the expense• Copy of event flyer/announcement

Original receipts and supporting documents (flyers, food sign in sheets, etc.) for reimbursement are due no later than 15 days after the event/activity has occurred. If receipts have not been received after 30 days, the Department of Student Life will contact the RSO. If receipts have not been submitted within 30 days after the event/activity, no reimbursement will be made.

If the RSO seeks reimbursement for or has purchased an item that has not been approved as part of the allocation or violates any KSU or RSO policy, the student organization’s registration will be suspended or revoked until all matters have been resolved.

Reimbursements that exceed $50.00If an RSO has an anticipated expense that exceeds the $50.00 cash advance limit, or has spent personal funds in excess of $50.00, KSU requires that those payments be issued by a university check. This process that is facilitated by the KSU Department of Business Services is more extensive than the Department of Student Life’s RSO petty cash system and requires a minimum of 7-10 business days to complete; however, there are specific requirements that MUST be satisfied before the university is able to release an official check payment to the requestor:

• The requestor must complete both the KSU Vendor Registration Form, and the IRS W-9 form. This form must be completed with your preferred mailing address, social security number, address, and responses to several questions required by KSU for payment processing.

• These forms should be returned to the Department of Student Life, along with a completed Petty Cash/ Personal Reimbursement Form, Itemized Receipt, Event Flyer, and Food Sign-in Sheet where applicable.

• All information will be processed by the Department of Student Life Business Manager and forwarded to the KSU Department of Business Services for review and payment.


Department of Student Life Financial PracticesAll cash payments or checks for reimbursement will be made payable to the student responsible for making the approved purchase ONLY after original receipts and a Fund Request Form signed by the RSO advisor have been submitted to the The Department of Student Life Business Manager.

Original and itemized invoices, Vendor Payments, or Purchase Orders related to the approved funding allocation may also be made directly to Vendor or Service Provider once all Vendor Registration Forms have been forwarded to Business Services. Individual and Vendor Registration Forms may be obtained athttps://financialservices.kennesaw.edu/business/business_services_forms

The Department of Student Life and SABAC may suspend or revoke the funding allocation before distribution if the RSO has engaged in activities that violate state and federal laws or the policies of the university. The funding will be discontinued as of the date of suspension/revocation and no expenses incurred after that date will be paid.

The RSO is solely responsible for all expenses that exceed the amount of the allocation awarded to the organization.

A sign-in sheet for student attendees if food will be or has been served (KSU Business Office Policy)

KSU is tax exempt and should not pay taxes. Please be sure to show the KSU Tax Exempt Certificate before making any purchase on behalf of your RSO. The Department of Student Life cannot reimburse anyone for payment of taxes. Tax exempt forms are available upon request from the Department of Student Life at www.ksustudent.com in the “forms” section.

The Student Activity Budget Advisory Committee (SABAC)

The Role of SABAC and how it governs RSO FundsThe Student Activities and Budget Advisory Committee (SABAC) serves as an advisory group to the KSU Vice President for Student Success concerning student activity funds and the approval of applications for forming new campus RSOs.

SABAC MembershipMembership of the Student Activities and Budget Advisory Committee includes representatives of the administration, staff, faculty and students. Student members are from the following constituencies: graduate students, undergraduate students, international students, non-traditional students, traditional students, multicultural students, and students-at-large. Student members are the majority of the committee. SABAC student members elect a chair from among the students who serve on SABAC. The SGA President appoints student members. Any enrolled student may submit an application for consideration. Applications are available at kennesaw.edu/studentsuccess/.

The purpose of the student activity fee is to improve the overall quality of the campus experience for students; to increase opportunities for student involvement in the educational process, particularly the out-of-class experience; and to enhance appropriate out-of-class services and programs based on identified student needs. It’s KSU’s student organizations that help make this happen!

SABAC must follow all the regulations as set forth in the Department of Administrative Services in the state of Georgia and the regulations of Kennesaw State University as regards spending.

Submitting a SABAC RequestFind the appropriate SABAC request form at kennesaw.edu/studentsuccess and submit it along your request.

To be included on a SABAC meeting agenda, your request must be submitted one week prior to the desired SABAC meeting.

SABAC requests must be submitted to the Department of the Vice President of Student Success, located on the 4th Floor of Kennesw Hall, 4413.


Please note: SABAC will not hear funding requests for events or travel that has already occurred; in other words, there will be no reimbursement after the fact.

SABAC Meeting Dates and DeadlinesAll SABAC meetings are held Wednesdays at 3:30pm. Dates for SABAC meetings are:

Fall SemesterSeptember 12, 2012 (agenda deadline is noon, September 5), Leadership RoomSeptember 26, 2012 (agenda deadline is noon, September 19), Leadership RoomOctober 17, 2012 (agenda deadline is noon, October 10), University Room AOctober 31, 2012 (agenda deadline is noon, October 24), University Room ANovember 14, 2012 (agenda deadline is noon, November 7), Leadership RoomNovember 28, 2012 (agenda deadline is noon, November 21), University Room A

Spring SemesterJanuary 23, 2013 (agenda deadline is noon, January 16), University Room AFebruary 6, 2013 (agenda deadline is noon, January 30), Leadership RoomFebruary 20, 2013 (agenda deadline is noon, February 13), University Room AMarch 13, 2013 (agenda deadline is noon, March 6), University Room AMarch 27, 2013 (agenda deadline is noon, March 20), University Room AApril 17, 2013 (agenda deadline is noon, April 10), University Room A

Making the Presentation to SABACEach organization applying for funding from SABAC shall be granted a hearing to present their proposal and application to the committee. Upon receipt of the application forms, the registered student organization will be notified of the hearing date and time. Each student presentation shall be limited to 5 minutes. SABAC may ask questions and seek additional information from the representative at the hearing to assist in rending a decision.

A student officer or member should make the request to SABAC. An advisor should not make SABAC requests on behalf of the organization.

Please do not prepare any media or powerpoint presentations for SABAC, as they will not increase your chances of having your request approved.

Important items to note when making the request:• The request must be consistent with the organization’s Bylaws or Constitution, state and federal law and the policies

of the Board of Regents and Kennesaw State University.• The request is consistent with the purpose of the RSO as defined on the request.• Events or participation in the program is open to all students of Kennesaw State University. The only exception to

this requirement is for travel.• The request is made with adequate time to formally secure campus space, review contracts, request payment within

the time frames established by Kennesaw State University. • Upon receipt of the application forms, the registered student organization will be notified of the hearing date

and time. Each student presentation shall be limited to 5 minutes. SABAC may ask questions and seek additional information from the representative at the hearing to assist in rending a decision. Organizations should come prepared and should retain copies of all submitted items for reference.

Types of Funding Requests that SABAC will Hear• Banquet/Ceremony/Program/Event• Equipment• Travel

Each section is outlined in detail. Please read carefully.


Banquet/Ceremony/Program/EventFunding for a banquet or ceremony must be advertised to the entire campus. Occasionally, and depending on the scale of the event, evidence of campus marketing may be requested. Additionally, administrative offices in the state of Georgia regulate food expenditures. All RSOs must comply with state limits for food costs, and be aware that food per diem rates vary based on the physical purchase location. The The Department of Student Life Business Manager is knowledgeable about the limitations and will ensure that the limits are not exceeded.

Catered events, defined as buffet, sit down, food stations, etc., that hope to have food servers, set up, breakdown, table clearing, linens, etc. must be provided by KSU approved caterers. Drop off/pick up self-served, food providers are allowed as long as the food per diem limits are applied. Please see the end of this section for approved vendors.

Lecture, Performance, or Specialty Programs Requiring Contracts or Payments for ServicesIt is a university policy that all student activity funded events be open to all KSU students. Additionally, KSU has firm policies for service and performance contracts. While these events are welcomed and encouraged, extensive support and preparation is required. The Department of Student has a knowledgeable staff that is willing to work with student leaders to produce a seamless quality event. Organizations should schedule an appointment with a member of the team as soon as they begin the initial planning steps. Three to four weeks in advance is a reasonable time frame to orchestrate a sizeable function with ease.

Promotional Items Related to an Event or FunctionsPlease remember that ALL design/artwork (not just those using the Kennesaw State University name, trademarks, or official logos) must be submitted to University Relations at [email protected] for review and approval prior to purchase. Items ordered without the approval of the University Relations Design Approval and the Department of Student Life Business Manager may be ineligible for payment. Remember to seek help first, and avoid the risk of becoming personally responsible for items purchased without appropriate approvals. Please see the end of this section for approved vendors.

KSU Contract Approvals PolicyThis document sets forth the policy on contract approvals. The purpose of the policy is to provide guidance for the campus community on who has authorization to sign contracts for the University. This policy serves as clarification and official authorization for the following KSU personnel to sign contracts for the University (at the contractual value levels indicated), with the caveats below:

• Only the personnel in the positions listed are authorized to sign contractual agreements for the University, at the indicated thresholds;

• Any KSU personnel who sign contracts or agreements outside this official authorization or other specifically delegated authority may be subject to serious disciplinary action;

• If any contract signing authority is further delegated beyond the personnel indicated below, that delegated authority must be in writing and on-file within the Office of the Assistant Vice President for Financial Services ;

• Under Georgia law, unauthorized contracts or agreements will be void, and may subject the person who signed the agreement to personal liability under the contract.

Authorized Signatory Annual Contract Value• VPs/Deans/Department Heads or designees: Less than $5,000• University Procurement Officer/Controller (subject to Budget approval): $5,000 to $99,999 • Open Market Purchases (No limit on Purchases from State-Wide or Mandatory Contracts)• AVP Financial Services/Chief Operating Officer: More than $100,000

Contract Review ProcessIf your event has an outside artist, a contract MUST be used. Please use the steps below to gain approval.

• First Step: Meet with The Department of Student Life to discuss contract. It is up to you to schedule a meeting for contract review in The Department of Student Life. Remember that your failure to do so could result in the contract


not being approved in a timely manner. Your advisor must be involved in this step as well. The Department of Student Life will provide you with a KSU contract, and we prefer that your vendor use the KSU contract. In the event that the KSU contract is inadequate for your vendor, the vendor may submit his/her own contract.

• Second Step: Your advisor will send the contract to KSU Legal Affairs for review. This process takes eight days. Plan accordingly.

• Third Step: Legal Affairs will return the contract to your advisor once the contract has been approved. It is the responsibility of your advisor to work with the individual or agency providing the program or service. Once the individual or agency has signed a contract, you may move to the next step.

• Fourth Step: The advisor must return the contract to The Department of Student Life, who will sign it and request the check. YOUR ADVISOR MAY NOT SIGN THE CONTRACT. ONLY THE DIRECTOR OF the Department of Student Life MAY SIGN CONTRACTS.

EquipmentThere are rare occasions when an RSO may want to request equipment from SABAC.

• Any equipment purchased belongs to the University, NOT to an individual or the RSO. • The equipment is to be used on campus and must stay on campus.• Equipment must last for at least five years before being replaced. • Requests for equipment will be reviewed on a case-by-case basis.• SABAC is most likely to approve equipment requests that will serve a significant large number of students.

TravelCriteria for SABAC Funding: To be eligible for funding, the funding proposal must meet the following criteria:

• The proposal is consistent with the organization’s Bylaws or Constitution, state and federal law and the policies of the Board of Regents and Kennesaw State University.

• The proposal is consistent with the purpose of the registered student organization as defined on the request.• Events or participation in the program is open to all students of Kennesaw State University.• Adequate time is left to formally secure space, legal review, or any process required by Business Services.• The maximum allowable amount to be allocated to each organization per academic year shall be determined as

prescribed by the SABAC Procedures & Policies Manual (PPM).

SABAC Funding Request HearingsSABAC will hear travel funding requests from eligible RSOs for trips that are in line with the organization’s mission and purpose. Travel funds are a privilege and should be treated as such. Funding will only be available for currently enrolled students who are members of the registered student organization and who will travel during a semester in which they are enrolled. Funding is subject to the following guidelines:

• University affiliated organizations are expected to include funding for travel within their annual budgets and will not receive additional funding for travel from SABAC.

• Other eligible organizations may petition SABAC for travel assistance. Travel requests should be prepared with the assistance of the Department of Student Life and made as far in advance as possible within the same academic year.

Each RSO may request a maximum of $1,800 per academic year for travel, according to this formula: • 1 - 200 miles away from KSU, $1,200 or $200 per person whichever is less.• 201 – 500 miles away from KSU $1,500 or $300 per person whichever is less.• 501 - or more miles away from KSU $1,800 or $400 per person whichever is less.• No organization shall be allowed more than $1800 per academic year in total SABAC travel funds. • Working with the The Department of Student Life, students are expected to make as many travel arrangements as

possible ahead of time.

More Travel Information• When travel has been approved by SABAC, the trip is a University-authorized activity. Each group or individual must submit the following to The Department of Student Life prior to departure:o Student Trip Waiver of Liability, Assumption of Risk, and Verification of Insurance Coverage form; o Alcohol and Drug Policy Acknowledgment; and all items requested by the Department of Student Life Business


Manager for processing.• The Waiver of Liability, Assumption of Risk, Verification of Insurance, and Alcohol and Drug Policy

Acknowledgment forms are found atksustudent.com in the “forms” section.• Funds may be requested to cover expenses directly related to travel, such as registration fees, transportation, lodging

and meals. • In the case of hotel stays, organizations are expected to house four students per room, or as many as the gender

breakdown will allow. Spouses/guests of students must pay their own travel, meals and hotel.• Any funds remaining after the trip is completed will return to SABAC. Organizations are not free to spend remaining

funds on expenditures not detailed in the request.• Travel must be related to the students’ position functions within the organization or group purpose. • Students who cancel their nonrefundable travel reservations (hotel, flight, conference registration, etc.) are

responsible to reimburse the university from their personal funds. Emergencies will be reviewed on a case-by-case basis.

• All travel funds designated for student travel are to be used for the purpose of conducting the official business of the organization or related professional conferences.

• Reimbursement for travel in the performance of official and approved duties of the University shall be subject to University System guidelines, Kennesaw State University travel regulations and Student Activities Budget Advisory Committee policies and procedures. Specifically, meals will be reimbursed based on the General Services Administration’s per diem website.

• Required conference meals not covered by registration fees are exceptions and will be reimbursed for actual amounts. • Other travel expenses shall follow the approved travel regulations of the University.• Students are personally responsible for making necessary arrangements with faculty concerning class work.

Approval to travel and to receive student activity funds in support of travel should not be construed as permission to miss class meetings and course work.

• Requests for travel to be submitted to SABAC must first be routed through the president and advisor of the organization for approval and signature.

• The Department of Student Life will assist organizations in completing and processing forms for submission to SABAC.

• No cash advances are provided for students who are traveling.

Preparing for Your Travel Make an Appointment with the Department of Student Life Business Manager to discuss the following:

• Air Travel - If traveling by air the trip organizer will need to obtain a minimum of 2 quotes directly from the chosen airline or a website such as Expedia or Travelocity. Also, if the air travel must be secured at the appointment, a finalized list of traveler legal names, date of birth, gender, and student ID number must be readily prepared so that tickets may be purchased promptly and at the quoted fare rate.

• Travel for three or more students may be referred to a travel agency. Please contact the The Department of Student Life Business Manager for information. DO NOT contact a travel agency on your own without approval from the Business Manager. Should you enter into a relationship with a travel agency without approval, you will be liable for all funds.

• Hotel Information – The trip organizer will need to obtain a minimum of 2 quotes directly from the chosen establishment or from a website such as Expedia or Travelocity. Also, if the lodging must be secured at the appointment, a finalized list of traveler legal names, date of birth, gender, and student ID number must be readily prepared so that tickets may be purchased promptly and at the quoted fare rate. A rooming list and an agenda or conference itinerary for the function RSOs will be attending is required per GA BOR travel policy.

• Registration information – Trip organizers must have all registration information available prior to scheduling the travel appointment with the The Department of Student Life Business Manager. If applicable, information on how to register online using a credit card is most preferred and efficient. If registration requires a check to be mailed to and organization, the complete KSU vendor registration will be required. Please allow a minimum of 7-10 business days to officially register the event sponsor and request full payment.

• Automobile Travel – Students traveling by personal vehicle may be reimbursed at a rate of $0.55 per mile of travel. However, to calculate this accurately, a MapQuest, Google Map or Yahoo Map showing mileage being claimed must be submitted. A University vehicle may also be used but only if a full time faculty or staff member is driving the van. The cost associated with University vehicles are as follows:


• 7 passenger van includes driver is $15.00 per day and .30 per mile. • 11 passenger van includes driver is $15.00 per day and .50 per mile. • Medium size sedan is $15.00 per day and .30 per mile.

A completed form is necessary to reserve a University vehicle and can be found at www.ksustudent.com; forms.

Automobile Rental: If you choose to rent a vehicle, you must pay for it ahead of time from your own money and seek reimbursement. Vehicle rental cannot be prepaid.

To Seek Reimbursement: KSU Vendor Registration Form – Students who will need to be reimbursed for expense incurred as a result of approved RSO travel will need to complete this form prior to departing. Once all necessary forms have been completed, it is imperative that the trip organizer schedule an appointment with the Department of Student Life Business Manager [email protected] or 770-423-6015 to discuss logistics associated with the RSO travel.

Seeking Reimbursement After Travel• Upon return, a Travel Expense Statement must be completed within one week. • The Department of Student Life Business Manager will provide travelers with the KSU Travel Expense Statement

upon return. This form is required in order to be reimbursed for any travel related expenses. This form covers all possible expenses (mileage, rental cars, parking, airfare & baggage cost, per diem food cost, hotel & lodging, taxi, shuttle and related expenses). When completing the form, please select Non-Employee for student travel. And in accordance with BOR, KSU, and Department of Student Life policy, original, itemized receipts must support each monetary claim.

• Students must also complete a vendor registration form along with an IRS W-9 in order to receive a reimburement check.

• Forms are available on line at ksustudent.com in the forms section.• No reimbursement will be made without prior approval, original receipts and a completed Travel Expense Statement

as required by the Department of Student Life Business Manager.

Opening an Off-Campus Bank AccountOne convenient way for a student organization to open a checking account is with a local business institution of choice or the Credit Union of GA, located at KSU Center. Having an account independent of Kennesaw State University allows student organizations to have complete discretion over the funds that they raise; however, students may not deposit funds awarded by the institution into off campus accounts.

Student organizations may open accounts at their own risk. Neither Kennesaw State University nor the Department of Student Life will be held responsible for mismanaged accounts or personal credit blemishes.

The Department of Student Life Business Manager will help you with appropriate forms and to assist you in this process.

How do I Buy T-Shirts & Promotional Items?To purchase promotional items such as pens, cups, caps, t-shirts, and brochure folders imprinted with KSU logos or service marks, follow the procedures for purchasing goods, generally. “Promotional items” are not items purchased for resale, but are typically distributed to staff, students or parents/alumni at University-related events to promote the name and offerings of the University.

Merchandise or printed materials that incorporate University logos, service marks or other University-related design elements must have the design pre-approved through Creative Services. Please contact University Relations for approval at [email protected].

Vendors who offer to imprint promotional items with KSU logos, mascot images or other service marks must be registered with the licensing company, SMA. Additional details can be obtained by writing to [email protected].


Any items funded with SABAC money require the use of University-approved vendors, who have been appropriately licensed to use all KSU marks. You will still need to submit your design to [email protected] for approval to use it.

KSU approved vendors. All are familiar with KSU and have worked with KSU organizations:

1st Coast PrintingWebsite: www.1stcoastprinting.comPrimary Contact: Robin RayPhone: 904-716-4800Fax: 904-285-7915E-mail: [email protected] Contact: Susan BatsonPhone: 251-604-7470E-mail: [email protected]

Halo Branded Solutions (Lee Wayne Corporation)Website: www.dh.halocatalog.comPrimary Contact: Dianne HelliwellPhone: 770-321-4747Fax: 678-560-2616E-mail: [email protected] Contact: Jodi StellingE-mail: [email protected]

Promo Entertainment GroupWebsite: www.promoentertainmentgroup.comPrimary Contact: Melanie McGovernPhone: 404-367-0350Fax: 404-367-0420E-mail: [email protected] Contact: Ralston WellsE-mail: [email protected]

The Target GroupWebsite: www.ksugear.comPrimary Contact: Susan BroccoloPhone: 678-835-5819Fax: 678-835-5801E-mail: [email protected] Contact: Angela MontgomeryE-mail: [email protected]

How do I Buy Food?• Most foods (bakery, dairy products and other perishables) are exempt from procurement rules, and include prepared

foods such as hors d’oeuvres, meat and vegetable trays, pizza, desserts, etc. suitable for meetings or parties. Simply put, RSOs may purchase food from any food establishment as long as full service catering is not provided. Drop off or pick up service is allowed.

• Although most foods are exempt from state procurement rules, the Board of Regents has specific conditions under which food may be purchased for employees (in non-travel status) and students. For example, food can only be purchased for valid University business, which may include sanctioned student activity events.

• Employees may partake of meals served at such events only when employee participation is required. Please see important rules adopted by the Board of Regents in their Business Procedures Manual, sections 19.7 and 19.8. found at http://www.usg.edu/fiscal_affairs/bpm_acct/bpm-sect19.pdf


How do I Hire a Caterer?To hire a caterer RSOs may request quotes for service from the contracted vendor(s) of choice. Once the preferred quote is accepted, an organization may attach it to the The Department of Student Life Request for Funds Form for payment if funds are available.Catering services are more than mere food delivery, and typically involve set-up, servers, clean-up, etc. A University contract for catering services must be awarded, permitting University departments to order from their choice of seven caterers. Information on all seven caterers may be found below. These vendors have all worked with KSU and will know how best to assist you with your catered event.

A Legendary EventKelly Vincent404/[email protected]

Bold American Events and CateringMichelle Michelman678/[email protected]

Carlyle’s CateringSarah Boyd404/[email protected]

EndiveRhys Buhrman404/[email protected]

Gracious GatheringsHolly Crum770/[email protected]

KSU CateringEnzo Mancuso678/[email protected]

Time to DineLaToya Jackson770/[email protected]

Triple J’s CateringNicole Bell770/[email protected]


seCtiOn 7: ROOM ReseRVatiOns and eVent planning

Sponsored Activities by RSOs All activities taking place on the KSU campus must be approved and documented properly and assigned a specific space for the activity to be held. The key component in requesting this space is completing the Activity Request Form, which will be processed by one of the The Department of Student Life Reservation Coordinators.

The Activity Request Form is an online form for requesting space for meetings and activities by RSOs only. All other students requesting space for activities (i.e. class projects) must have a faculty member fill out the Department of University Events online request form to request space.

For a Registered Student Organization to host a large event on campus, the organization must complete the standard Activity Request Form found at ksustudent.com. Event requests may require approval from CEPC (the KSU Campus Event Planning Committee comprised of key university officials), which requires a minimum of 30 days to process. Before any agreement(s) may be made in connection with the function, the RSO should have received a reservationconfirmation.

Final exam week of each semester is closed to public performances, dances, concerts, club sport competition, use of the expression and assembly area, and similar extracurricular activities. Low impact activities such as officer meetings, general body meetings, and information tables are permitted. Organizations are also able to host end of year banquets and awards ceremonies at this time.

Any request for permission to hold an outdoor recreation activity will be subject to the procedures defined under Sponsored Outdoor Recreation found in this section.

Using Amplified Sound on CampusThe Amplified Sound policy is being revised. Please know that because of the close proximity of classroom buildings, the University must be considerate when determining the most appropriate times when amplified sound can be used. Please refer to your Activity Request.

Sponsored Outdoor RecreationKennesaw State University recognizes that many activities in which students participate carry some risk of accidental injury. However, for the purpose of applying these policies, such activities are defined as those that carry a recognized risk of accidental injury. It is also recognized that the potential for such injury is substantially reduced upon the implementation of policies and procedures that ensure that reasonable and due care is observed pursuant to safety and participation in such activities.

Use of Sports and Leisure Equipment Owned by the UniversityThe Department of Recreation & Wellness has equipment available that may be checked out for outdoor recreation activities by KSU students, staff, faculty and organized organizations.

• First priority for equipment use will be given to the organization whose budget funded the equipment purchase.• Equipment may be used by other KSU organizations.• The organizations must follow all applicable rules set forth in the policies created by the Department of Sports &

Recreation.• Equipment will be checked out by the faculty/staff or student member of the group sponsoring the activity. This

individual will also be responsible for returning the equipment in clean, working condition.• If equipment is not being used by an organized group, it may be checked out to KSU students, faculty and staff on an

individual basis, under these guidelines:• The individual must be trained and, where appropriate, certified in the activity.• The individual may be required to submit a signed Release, Waiver of Liability and Covenant Not to Sue form before

checking out equipment (proof of insurance sufficient to cover injuries may also be requested).• The individual will be responsible for returning the equipment in clean, working condition. Any costs for damage or


cleaning must be paid by the individual.• Nature Bound and Intramural equipment rental may require fees and refundable deposits.

FundraisingFundraising events and charity events must be planned in advance. Prior to scheduling any fundraiser, please complete the online Activity Request Form at ksustudent.com. For more specific questions, call 7/423-6280 for assistance or visit the Student Center, Room 274.

Room Reservations: Specific Space Details• Designated campus locations may be reserved for meetings and events. • All classroom use will require the presence of the organization advisor for admission to the room. • Booths or tables may be set up in the Student Center Atrium, Student Center Terrace, in the library lobby, Social

Science Atrium, The Commons Patio or in the lobby of the Burruss Building.

Campus Green Use PolicyThe Campus Green was designed for use primarily as an aesthetic feature for informal gatherings and light impact recreation. The Campus Green is the open area between the Student Recreation and Wellness Center, Kennesaw Hall, the Student Center, and the Burruss Building. The Campus Green is available for use by KSU students, faculty, and staff for organized activities and events with prior approval from the Department of Student Life. Requests will be evaluated specifically to ensure aesthetic preservation of the facility.

KSU encourages casual use of the Campus Green, but in order to preserve the aesthetic quality of the space, there are some circumstances and events that are not permitted. These circumstances and events include, but are not limited to:

• use of cleats or spiked shoes• golf practice or instruction • intramural events• activities using bicycles, skateboards, roller blades/skates, or vehicles• canopy tents larger than 10 feet by 10 feet• stages• any equipment that utilizes stakes

Students occasionally use some of these items at events. These items may be placed outside the oval green area with approval from the Department of Student Life.

As with all Kennesaw State University property, users are expected to remove any debris and report any damage that may occur during the use of the area.

For information on using this space for your RSO, contact a Reservation Coordinator in the Department of Student Life at 7/423-6280 or send an email to [email protected]. For class projects on or involving the Campus Green, please have your professor contact University Events at [email protected].

Key: Campus Green ZonesCG Zone 1- The Campus Green oval only (no lighting available)CG Zone 2- the grassy area between the Campus Green and the Student CenterCG Zone 3- the Grill Area near the GreenCG Zone 4- the area between the Grills and the Burruss BuildingCG Zone 5- the grassy area between the Grills and the Student CenterCG Zone 6- the grassy area between the Student Center and the Recreation Center CG Zone 7- the grassy area between the Campus Green, Zone 6 and the Recreation Center. Main Power source located

here.CG All Zone 1-7- All zones. For large events only.CG Zone 1 & 2- A combination of Zone 1 and Zone 2CG Zone 3 & 4- A combination of Zone 3 and Zone 4


Campus Green Map

Burruss B

ldg

Student Center

Key: Campus Green Zones

CG Zone 1- The Campus Green oval only (no lighting available) CG Zone 2- the grassy area between the Campus Green and the Student Center CG Zone 3- the Grill Area near the Green CG Zone 4- the area between the Grills and the Burruss Building CG Zone 5- the grassy area between the Grills and the Student Center CG Zone 6- the grassy area between the Student Center and the Recreation Center CG Zone 7- the grassy area between the Campus Green, Zone 6 and the Recreation Center. Main Power source located here. CG Zone 8- Large grassy area near Convocation Center. For special events only. CG All Zone 1-7- All zones. For large events only. CG Zone 1 & 2- A combination of Zone 1 and Zone 2 CG Zone 3 & 4- A combination of Zone 3 and Zone 4

You will need to go to the area on the map marked with the star to get you table and chairs. You are allotted 1 table and 2 chairs unless specified otherwise in your confirmation. Once finished with your event you must return the table and chairs.

West

South

North

East


Go to the area on the map marked with the star to get you table and chairs. Alloted are 1 table and 2 chairs unless specified otherwise in your confirmation. Once finished with your event you must return the table and chairs.

RSO Room ReservationsThe Department of Student Life assigns space according to the most appropriate use of the venue as the event is described on the Activity Request Form. The demands on the venue as well as the nature and the size of the event will be considered in determining space assignments.

Room reservations can only be processed when the online Activity Request Form has been submitted by an authorized representative of the RSO. When making reservations, please organize the room reservation request within your group before requesting rooms to ensure you do not send duplicate requests. The Department of Student Life Reservation Coordinators will process your request within 3-5 business days.

General purpose rooms and classrooms may be reserved by RSOs by filling out an online Activity Request Form found at ksustudent.com. Please complete the form thoroughly and provide any additional details pertaining to your event.

Room requests are processed in the order that they are received and are assigned on a first-come, first-served basis. Please be aware that some miscellaneous rooms or classrooms in buildings across campus may not be available to student organizations. Some rooms are controlled by the College or Dean’s office in that particular area and may not be available for use by student organizations.

Notice: Requests for classrooms are offered to RSOs only after all courses/classes and academic bookings have been reserved. This limits the available space on campus for RSOs because of priority order in the reservation process. Please be aware that room availability has been decreasing each semester and your organization should be mindful to plan your requests accordingly. The Department of Student Life will do its best to accommodate your organization, but there is only limited general purpose classroom space available for room assignments.

Two members (the president and one additional member) from each RSO will be authorized to submit reservation requests on behalf of the RSO.

RSO Space Use PoliciesEvent Specific Polices Only RSOs may request permission to set up donation sites for items (i.e. money, canned goods, clothes, etc.) in University venues. Fundraising events and charity events must be planned in cooperation with the Department of Student Life and the Office of University Development. Please complete the appropriate forms found online for fundraisers or donation drives. They can be found under forms at ksustudent.com. Please contact the Department of Student Life (770/423-6280) for assistance, or come to the office (Student Center, room 274).

Large Event PlanningSome large events require significant pre-planning and involvement from many University departments (i.e. detailed setups, custodial, security, catering, parking, audio visual, etc.). These events may include but are not limited to conferences, concerts, guest speakers, performances, and seminars. Each large event request will be considered on a case-by-case basis after submission of an Activity Request Form. Largeevents may require review by the Campus Events Planning Committee. Due to the extensive planning and coordination involved in holding a large event, very specific guidelines have been established to ensure that all parties communicate and work together to host an event that is fun, safe, and will best showcase Kennesaw State University.

Event IntegrityThe details of your event may not be changed from the original request without completing the online Cancellation/Change form found on the The Department of Student Life homepage at ksustudent.com under the forms section. If excessive changes to the details of the event occur, you may be asked to resubmit the Activity Request Form with updated


information. For example, if a lecture becomes a concert or a seminar becomes a three-day workshop, you must cancel the original reservation with the on-line cancellation/change form and submit a new Activity Request form.

Transferring, loaning or sub-leasing a reservation or misrepresenting the intended use of the venue are serious matters that may result in immediate suspension of a group’s eligibility to use KSU facilities. If it is determined that a misrepresentation of any event request has occurred, cancellation of the event and possible loss of campus space use privileges may occur. It is important if you are working with an outside group, that their names be noted on the Activity Request Form and the nature of the event be listed.

When assigning space, the Department of Student Life and the Campus Events Planning Committee (CEPC) take into consideration the following elements:

• Availability of the facility or space• Maximum capacity of the facility or space• Best use of facilities and their suitability for various activities and functions• An event will not be approved if it displaces a class or other academic event or is likely to disrupt the academic

environment.

Contracts should not be submitted for approval until a space confirmation has been received.

Event Sponsor ResponsibilityThe sponsoring organization or department is responsible for the information provided when making a reservation and for designating an official contact person. The contact person and the advisor are responsible for the proper conduct of the event and for returning the facility or space to its original configuration.

Space Reservation DenialsThe Department of Student Life reserves the right to deny space usage for a group or event if it is programmatically or operationally difficult to accommodate. Appeals will be considered by the Department of Student Life on an individual basis. Occasionally, a request will be referred to the President’s Cabinet for final approval. If there is no space available that fits the time, date and size needed, or the request is not submitted within the appropriate time frame to ensure the event’s success, the request will be denied.

Academic PrecedenceThe Academic Calendar is imported directly into the Events Management System (EMS) to avoid conflicts. All reservations in academic spaces hold the risk of being moved due to an academic class being scheduled in that space at any point during the semester. Occasionally, an academic class is placed in a room where an event is booked. The academic class will take precedence and The Department of Student Life Reservation Coordinator will make every effort to resolve the issue and reassign space assignment when possible. The Reservation Coordinators take a proactive role in reassigning academically bumped events prior to the reservation date.

CancellationsShould it be necessary to cancel a reservation, the original requestor must fill out and submit the cancellation/change form within two (2) business days, to ensure consistency of communication with the organization. Any student organization or university department that fails to honor a reservation without canceling two (2) business days in advance may have future use of facilities restricted.

RSOs that fail to cancel an event will be categorized as no shows (see No Show Violations policy). Organizers are responsible for removal of promotional signage and notification of cancellation to all participants.

No Show ViolationsAny organization, department, or individual that fails to notify the Department of Student Life of a cancellation prior to the event will be considered a no show. Written notification of the no show will be sent to the individual listed on the reservation with a copy sent to the advisor. After two no show violations, reservation privileges will be suspended for one academic semester unless otherwise determined by the Department of Student Life administration.


Administrative Cancellations/ChangesIn rare instances, confirmed reservations may be changed or cancelled if they are found to conflict with another function or academic need. The Department of Student Life and University Events staff will work with the organization or department to provide alternative accommodations whenever possible.

Inclement Weather CancellationsWhen campus is closed due to inclement weather, your event will automatically be cancelled. The student group is responsible for re-submitting the event request if they wish to try for another date, but due to existing campus obligations, we are not always able to accommodate the re-schedule request. Due to the high demand for space, rain locations will not be available for events booked outdoors except for Presidential Events.

Classroom Use For MeetingsWhen space is not available in the Student Center every effort will be made to find space in a academic classroom building. If a classroom is booked for you, your advisor is responsible for that space. They must get you into the room, make sure nothing is misused and see that the room is left in proper condition. They are responsible for making sure the space is secure when you leave. Your advisor has to contact the Locksmith by email to request access be put on his/her ID Card for the date, time and room of that meeting. Campus Police will not open a room for you and you should not go to the offices in the building asking office personnel to open a door for you. If you have not made proper arrangements prior to the meeting, you will not get in the room.

For after hour use of classroom space, your advisor must be present or Campus Police may ask you to leave the building when it is time to lock down.

The primary use of classrooms is for academic classes; therefore, leave any classroom as you found it and ready for the next class. If there is a problem for the next class, the last group in the room may be responsible for any damage or may lose the use of the room for future dates.

NoisePlease be considerate of the noise level when using a classroom so you do not disturb the classes around you. No food or drink is allowed in classrooms. All evidence of you being in a classroom should be taken with you.

Advanced BookingAll requests for reoccurring reservations on campus, meetings on campus or single instance events outside of the Student Center can be reserved beginning July 15 for Fall, November 15 for Spring and April 15 for Summer. * Exceptions to this policy are determined by the Department of Student Life and include all Line Item Organizations, Fraternities and Sororities. These organizations are able to book space in the Student Center for meetings one year in advance for an entire year at a time. Also, all RSOs can reserve space for a one-time event in the Student Center one year in advance. Classroom schedules must be set before you can request classroom space for the semester. If space is not available in the Student Center for any of the dates requested, classroom space will not be available for booking until the class schedule is finalized. (See the dates above for advanced booking in classrooms.)

Amplified Sound In ClassroomsNo amplified or recorded music may be used in classrooms while classes are in session without prior approval from the Department of Student Life.

Blood Drives Volunteer Kennesaw is the designated campus entity responsible for the coordination of blood drives. Their office is located in the Carmichael Student Center, Room 264. They can be reached by phone at 770-423-6700.

Cookouts and BBQ’s • Grilling events must be reserved with and approved by the Department of Student Life or the Department of Events

Services.


• An activity request form must be filled out to hold a cookout on campus or to use the existing grills.• All campus grilling must end by 9 p.m. • Only the charcoal grills installed on campus grounds may be used. • Portable gas and charcoal grills are prohibited. • Flammable items such as charcoal and lighter fluid may not be stored on campus, except in approved fireproof

cabinets. • A fire extinguisher is required which will be provided by EHS. You must contact the EHS Department to make

arrangements for pickup, (678) 797-2410. • The individual reserving the space is responsible for safety during the grilling event. • Use of alcohol is prohibited. • The organizer is responsible for ensuring that any burning charcoal is completely extinguished with water after the

grilling is complete, and that the site is left as clean.

Additional information on KSU Environmental Health and Safety policies on cookouts can be found on the activity request form under grilling.

General Meetings The Student Center is the most appropriate indoor venue for any group that wants to serve food or have amplified sound at its event. Due to the high demand for the Student Center rooms, classrooms may be used for meetings where food will not be served and where amplified sound will not be used.

Gambling Kennesaw State University prohibits gambling on campus. In order for your organization to hold this event you must agree to uphold the following regulations:

• Games can be played as long as there is no buy-in and the game is not played with money. • No cash prizes can be given as awards to winners. • Selling tickets for non-cash prize drawings, refreshments or other non-game related items, can raise money.

Raffles“Raffle” means any scheme or procedure whereby one or more prizes are distributed by chance among persons who have paid or promised consideration for a chance to win such prize. Such term shall also include door prizes that are awarded to persons attending meetings or activities provided that the cost of admission to such meetings or activities does not exceed the usual cost of similar activities where such prizes are not awarded. – GEORGIA STATE CODE 16-12-22.3

By definition, the State of Georgia considers a raffle and a lottery to be one and the same under most conditions: It is the intention of the General Assembly that only nonprofit, tax-exempt churches, schools, civic organizations, or related support organizations; nonprofit organizations qualified under Section 501(c) of the Internal Revenue Code, as amended; or bona fide nonprofit organizations approved by the sheriff, which are properly licensed pursuant to this Code section shall be allowed to operate raffles. – GEORGIA STATE CODE 16-12-22.1(a)

Since most RSOs are not truly qualified to conduct official raffles in the State of Georgia, the Department of Student Life staff members suggest that student organizations hold free drawings in which no money is exchanged for the chance to win the prize to be raffled. Organizations planning to hold a ticket sale, raffle or free drawing must complete the Activity Request form for this event.

Summarized Steps for Planning an Event on Campus as an RSOFirst step is to meet with your members and discuss details of the proposed event. Suggested questions to answer are:

• What do you want to accomplish from hosting the event?• When and where would you like the event to take place? (multiple dates and location options are best) • What is your budget for the event? • Who is your target audience for the event?

The designated reservation delegate should submit the Activity Request Form at ksustudent.com. Please allow for 3-5


business days for the Reservation Coordinators to process your request. Be sure not to advertise or make concrete plans until you know you have a space.

After the necessary processing time, you will receive correspondence from a The Department of Student Life Reservation Coordinator informing you of your reservation status. At this time you will know if you reservation is confirmed, denied or on hold and will be able to begin taking proper steps to finalize your event.

At this time your organization may move forward with finalizing all details for your on campus event. Please be sure to complete the following tasks in a timely manner:

• Begin advertising for your event • Read your reservation confirmation and ensure that all outlined policies are adhered to • Read your reservation confirmation for accuracy in room set-ups and equipment needs • Submit all necessary contract documents for approval (See the Department of Student Life Business Manager for

details).

Reserving TablesUsing tables to promote your organization is a popular option for student organizations. Tables can be used to display literature, disseminate information, raise money, and for other forms of expression. Any outdoor location and any large, open, indoor location can be appropriate for tables, provided that the table does not disrupt other university functions or interfere with academic instruction, and pedestrian or vehicular traffic. Please consult with The Department of Student Life staff members for ideas and information about appropriate locations to place tables on campus.

In order to use a university table, the RSO must complete an online Activity Request Form application, available at ksustudent.com. Active organizations in good standing will be approved for the use of (1) one table as long as the location requested is available. The Department of Student Life will review each request on a case-by-case basis if more than one table is needed. No organization, department or individual is permitted to use a table without proper authorization.

Some additional things to remember about tables:• Each table must have a sign or some type of literature that identifies the student organization sponsoring the table.• The organization sponsoring the table is responsible for cleaning up any litter at the end of use.• A member of the sponsoring organization must staff the table at all times.

Guest SpeakersRSOs may present guest speakers who may make speeches, give performances, or lead discussions in indoor or outdoor locations approved by the Department of Student Life.

A guest speaker is a speaker or performer who is not a student, faculty member, or staff member.

Guest speakers may distribute literature to persons who attend the event, but not to others who have not chosen to attend the event. The guest speaker may not accost potential listeners who have not chosen to attend the event. Finally, a guest speaker may not solicit for his or her off-campus business, organization, or service. When presenting a guest speaker, the Registered Student Organization must make clear that the organization, and not the University, invited the speaker, and that the views expressed by the speaker are his or her own and do not necessarily represent the views of the University. There are times when the contract will request that the artist/performer be able to sell merchandise, such as CDs, DVDs, and books. Legal Affairs must approve all merchandise sales as part of the contract. Artists/performers may not assume that they can sell their merchandise without getting prior permission.

Film PolicyRSOs may sponsor slide shows, videotapes, or films on campus provided they do not charge admission or solicit donations for the showings and comply with all copyright regulations. This policy means that student organizations must obtain permission from the individuals who have the rights to the film prior to showing the film. Remember that your student organization may not charge any money nor accept any donations for the showing of a film. Further, organizations may not rent videos from local distributors or show personally owned items to mass audiences. This is a


violation of the law. Please contact the Department of Student Life to learn how to obtain movie licensing or visit the Public Performance link under the forms section of ksustudent.com.

Copyright and Public Performance RegulationsThis document has been designed to provide student organizations with all of the necessary information to successfully and legally show a film on campus.

Section 110 of the 1984 Copyright Act provides a specific exemption to the licensing of what is clearly a public performance: “face to face teaching.” To qualify for the exemption, the showing must occur in a face-to-face teaching situation at a non-profit educational institution and meet ALL of the following six criteria:

• Performances and displays of audiovisual works must be made from legitimate copies, including pre-recorded videocassettes, NOT copies from legitimate copies, and NOT copies from broadcasts (for example, I can’t tape my favorite episode of “Law and Order” and make it available for a public showing).

• Performances and displays must be part of a systematic course of instruction and not for entertainment, recreation, or cultural value of any part of the audience. The instructor must be able to show how the motion picture contributes to the overall course study and syllabus. The course does not have to be a credit course, but must be one recognized by the university and for which people register (for example, showing must relate to an ongoing semester course).

• Performances and displays must be given by the instructors or pupils, with no broadcasting from outside sources.• Performances and displays must be given in classrooms and other places devoted to instruction. The Student Center,

residence hall lounge, cafeterias, and outdoor showings DO NOT QUALIFY. Student organizations cannot hold a showing in a classroom to get around this regulation because the showing isn’t part of an ongoing course for which people have registered.

• Performances and displays must be a part of the teaching activities of non-profit educational institutions. Businesses that conduct educational seminars and some technical schools do not qualify.

• Attendance is limited to the instructors, pupils, and guest lecturers. Only people registered for the class may attend the screening. No fee specific to the showing may be charged.

The bottom line: if your organization wants to show a film on campus for entertainment or recreation, you must pay the licensing fees associated with the film.

If you do decide to go forward with a movie, public performance or display After you have selected the movie that you would like to view as part of a program, your first step is to purchase a public viewing license ($300.00 - $500.00) and rights to show the film in public, which is a public performance fee ($300.00 - $500.00). Even if you choose to show the movie for free, you are still required to purchase the copyrights. Federal copyright Laws protect all movies viewed in public areas regardless of format (35 mm, video tape or DVD). Video Tapes and DVDs that are available for purchase, rented from many commercial establishments, or checked out of the library are for home viewing purposes only.

What the Law SaysThe present copyright law establishes the principal that a copyright is property and no one can use someone else’s property without permission of the owner or the owner’s licensing agent. To protect this property right, the law gives the copyright owner the right to license any public performance of the work with only a few exceptions to this provision. The law also permits the owner or licensing agent to collect a fee when others use the protected work. It is because ofcopyright enforcement efforts that schools are now hearing of their obligations under the law.

By law, as well as by intent, the pre-recorded home videocassettes and videodiscs which are available in stores throughout the United States are for home use only - unless you have a license to show them elsewhere. The Federal Copyright Act (Title 17 of the United States Code) governs how copyrighted materials, such as movies, may be used.

Neither the rental nor purchase of a videocassette carries with it the right to show the tape outside of the home. No license is required to view a videotape inside the home by a family or social acquaintances, and home videocassettes may also be shown, without a license, in certain narrowly defined face-to-face teaching activities (Federal Copyright Act, Title 17, section 110.1). All other showings of the home videocassettes are illegal unless they have beenauthorized by license.


Taverns, restaurants, private clubs, prisons, lodges, factories, summer camps, public libraries, day-care facilities, parks and recreation departments, churches, and non-classroom use at schools and universities are all examples of situations where a public performance license must be obtained. This legal requirement applies regardless of whether an admission fee is charged, whether the institution or organization is commercial or non-profit, or whether a federal orstate agency is involved.

Businesses, institutions, organizations, companies or individuals wishing to engage in non-home showings of home videocassettes must secure licenses to do so - regardless of whether an admission or other fee is charged (Section 501). This legal requirement applies equally to profit-making organizations and nonprofit institutions (Senate Report No. 94-473, page 59; House Report No. 94- 1476, page 62).

Penalties for Copyright Infringement“Willful” infringement done for purposes of commercial or financial gain is a federal crime and is punishable as a felony, carrying a maximum sentence of up to five years in jail and/or a $150,000 fine. Even inadvertent infringers are subject to substantial civil damages, ranging from $500 to $20,000 for each illegal showing.

Face-to-Face TeachingThe face-to-face teaching exemption is valid only in situations where a teacher is present in a classroom, using a home videocassette for the purpose of teaching to students in a so-called “face-to-face” manner. This educational exemption is narrowly defined and only applies to full-time, nonprofit academic institutions.

Why Is Hollywood Concerned About Such Performances?The concept of “public performance” is central to copyright and the issue of protection for “intellectual property.” If a movie producer, an author, a computer programmer, or a musician does not retain ownership of his or her “work,” there would be little incentive for them to continue. There would be little chance of recouping their enormous investment in research and development, much less profits to turn back into future endeavors. Unauthorized public performances in the U.S. are estimated to rob the movie industry of between $1.5-$2.0 million each year alone. Unfortunately, unauthorized public performances are just the tip of the iceberg. The movie studios lose over $150 million annually due to pirated videotapes and several hundred million dollars more because of illegal satellite and cable TV receptions.

Motion Picture Association: http://www.mpaa.org/United States Copyright Office: http://www.copyright.gov/Library: http://www.movlic.com/library/faq/faq.html

SecurityTo ensure the safety of students, faculty, and staff, RSOs may be required to request campus security for on-campus events. Organizations may not hire private security for an on campus event. To arrange KSU security at a Registered Student Organization event, complete the Activity Request Form first to request space. Security may be required for your event by the Director of the Department of Student Life, the Department of Student Life Reservation Coordinator or CEPC. The cost will be the responsibility of your organization. Your Department of Student Life Reservation Coordinator will assist your RSO in arranging security for on campus events as neccessary. Depending on the scale of the event, a meeting to discuss your organization’s needs may have to be arranged.

Audio/Video EquipmentThe Department of Student Life Reserservation Coordinators arrange several pieces of equipment for use by RSOs when requested on the Activity Request Form. Some examples of available equipment include microphones, portable sound systems, two way radios, and projectors. Please indicate the need for such items when completing the online Activity Request Form.

Public Assemblies and Amplified SoundThe freedoms of speech, expression, and assembly are fundamental rights of all persons and are central to the mission of the University. Students, faculty, and staff have the right to assemble, to speak, and to attempt to attract the attention of others, and the corresponding rights to hear the speech of others when they choose to listen, and to ignore the speech of


others when they choose not to listen. However, these activities are subject to the well-established right of colleges and universities to regulate time, place, and manner so that the activities do not intrude upon or interfere with the academic programs and administrative processes of the University.

The University shall not discriminate on the basis of the political, religious, philosophical, ideological, or academic viewpoint expressed by any person. University persons and organizations may publicly assemble on campus in the designated area assigned to that particular RSO or department. At the time of the assembly, the persons assembling are permitted to be in the designated area, as long as there is no disruption to other University activities. Please note that non-RSOs may exercise freedom of expression on campus as long as the sponsoring person/organization complete the Freedom of Assembly Registration Form found online at ksustudent.com. For more information, contact the Associate Director of Student Life.

Department of Environmental Health & Safety Policy Event Safety GuidelinesPublic assembly events involve various risk factors associated with having large numbers of people in one location. The primary risk factors are the high occupant density, occupants that are not familiar with the building, and in some cases darkness. These risks can be managed through proper event planning and management.

The health, safety, and welfare of Kennesaw State University students and employees, and guests attending an event must be managed and secured for any event held on campus. The event organizers, whether students, KSU employees, an outside organization and whether planning individually or collectively have a prime responsibility of protecting the health, safety and welfare of everyone working at, attending the event or likely to be affected by the event. It is important to recognize and appreciate the fact that planning for effective health and safety management should start at the same time as the planning for all other aspects of the proposed event.

The types of events held on campus vary enormously from graduation ceremonies to conferences, seminars, performances, concerts, to students’ functions, among many others. In addition, the size and complexity of each event will vary from one event to another. Nevertheless all events are covered by certain legal requirements, but the arrangements that may be needed will vary according to the event. The Department of Environmental Health, Safety & Risk Management has developed an Event Safety Guideline which provides basic standards and safety measures through which it is hoped to encourage a consistency approach to environmental health and safety management of event while leaving scope for flexibility, taking into account the nature, size and complexity of the event.

If an RSO is planning an event outside of a traditional meeting or small scale event has specific questions about risk, injury, use of fire, chemicals, foam, inflatables, etc. Please be sure to review the detailed procedural guidelines online at www.kennesaw.edu/ehs/Attachments/pdf/EventGuideline_051309.pdf or contact the Department of Environmental Health & Safety:

Tel: 770-499-3321Fax: 770-420-4363Email: [email protected]

Sale or Distribution of Food on CampusThe Kennesaw State University follows all local and state health and sanitation regulations and guidelines with regard to food handling. Pursuant to distribution or sale of food and beverages on or in university properties, including off-campus preparation for distribution or sale on campus, students must have a current Food Handler’s Permit, which may be obtained by completing the online Food Handler’s Permit Form found at ksustudent.com. Exceptions to this policy will be permitted only with prior approval from the Director of The Department of Student Life.

Food Distribution Sanitation RequirementsFood and Equipment

• Avoid preparing hazardous or bacteria prone foods at home. Food served should be prepared on the site of the event (cook outs) or in a permitted establishment that has proper facilities for preparing food and sanitizing equipment and utensils.

• All food items that will be prepared must be from an approved source (sources that comply with the law - FDA,


USDA, State Health Department), such as a grocery store, discount warehouse, etc. and be properly labeled.• Proper temperature must be maintained when transporting food and once it is on site. Hazardous foods must be

maintained at proper temperature: 41º F or colder or 140º F or hotter at all times.• Cooking Temperatures should be monitored closely following these guidelines: • Brisket (Raw Meat) – 145ºF • Hamburger Meat – 155ºF • Hot Dogs – 155ºF • Chicken (poultry) - 165ºF• After the food is cooked it must be held at a temperature of 140º F or higher.• Thermometers must be available and used to monitor temperatures of hazardous foods.• Avoid cross contamination of cooked and un-cooked foods.• All ice must be from an approved source and arrive at the site in sealed bags and be handled in a way that protects it

from contamination. Ice used to fill drink cups must be stored separate from ice used to store food. Use scoops with handles for dispensing ice. Do not use cups.

• Proper hand washing facilities must be available and used (a water container with spigot, a bucket to collect wastewater, hand soap, hand sanitizer, and disposable paper towels are needed).

• If unable to appropriately sanitize all utensils opt for plastic and disposable types.• Always keep bleach available to sanitize all utensils, food preparation, and food service surfaces. Proper dilution is 1

tablespoon of bleach to one gallon of water (100 ppm).• All food contact equipment, utensils, and surfaces must be in good repair and• need to be cleaned and sanitized with the bleach solution above.• Foods, including condiments, which are displayed for self-service must be protected by the use of food shields or

other effective means (i.e., pump dispenser, squeeze bottle, avoid open containers and spreading utensils).• Only single service items may be used to serve the public, such as plastic utensils and paper ware if food is self

prepared.• Waste receptacles must be provided for the public to properly dispose of trash.• All wastes, including wastewater, resulting from the booths operation must be disposed of in a sanitary manner.

Personnel• Food handler representative shall have permit available for inspection at any time during the event.• No person shall work in a food service booth while infected with a communicable disease that can be transmitted

by or while afflicted with a boil, an infected wound, or an acute respiratory infection. No person suspected of being affected with a disease or condition shall be working in a food service booth.

• The food handler representative or person in charge of the food service booth shall have the responsibility to remove a food handler if he/she has reason to suspect that he/she has contracted any such communicable disease or has become a carrier of such a disease.

Personal HygieneFood handlers shall wash their hands thoroughly with warm water and soap, then dry them off and follow with a hand sanitizer on these occasions:

• Before starting work• After visiting the toilet• After coughing or sneezing into the hands or handkerchief• After taking money, eating, drinking, smoking, etc.

Food Handler’s Practices• Food handlers must wear gloves and hair restraints when preparing or serving food.• Food handlers shall consume food in designated areas only.• Food handlers shall not use tobacco in any form while engaged in food preparation or service, nor while in areas

where equipment and utensils are washed.• Food handlers shall carry and serve food in a sanitary manner.• Food handlers shall handle glasses, plates and chinaware in a sanitary manner.• Food handlers shall use sanitary plastic disposable gloves if food must be manipulated by hand.


• Food handlers shall refrain from sneezing or coughing onto food.• Food handlers shall use only clean and sanitary equipment.• Food handlers shall use separate cutting boards, blocks, tables, grinders, slicers, and other utensils for raw

and cooked food. If this is not possible and the same equipment and utensils must be used, food handlers shall thoroughly clean and sanitize equipment used for raw food after each use.

• Food handlers shall handle food and drink in a manner to prevent cross contamination of bacteria.

Crisis ResponseWhile RSOs are advised to plan their activities and events in such a way as to avert crisis, it is important to proactively plan how to respond in the event one should occur. Intentional development of a crisis response plan prior to an event or activity will empower the organization to effectively respond.

As a student leader, it is important to understand that crisis can happen to you and your organization. If this happens, know that you are not alone. Reach out to the Department of Student Life to assist you. It is important to be aware of your own feelings, perceptions, and issues so that you can monitor your ability to cope with the difficult situation. Should a crisis or incident happen during a student organization activity, contact 911 for off campus events and/or (770) 423-6666 for emergencies and (770) 423-6206 for non-emergency calls to get appropriate help.

• There is a network of outdoor emergency phones on and around campus. These phones are mounted in call boxes, have a light on top, and are clearly marked EMERGENCY. Pushing the call button activates a direct phone line with the University Police Department that will automatically pinpoint the caller’s location.

• Notify your advisor if she or he was not part of the activity.• Notify all organization members in a meeting.• Notify the Department of Student Life (ST 274) at (770) 423-6280 in the event of a serious injury or death.

Statements about the incidentConsult with the Department of Student Life, your university advisor and/or national representative to discuss what things you should discuss in a post-incident press conference or release.

Events after MidnightThe Student Center closes at midnight; however, there are times when events may be held past midnight. The very latest a group can have an event is until 1am, when the event must be shut down and participants must vacate the building. Organizers may stay until as late as 2am to clean up the area where the event occurred. Following is the KSU Late Night Event Policy:

LATE-NIGHT SOCIAL EVENT POLICY CARMICHAEL STUDENT CENTER • KENNESAW STATE UNIVERSITY

Following are guidelines for any late-night* social events** held in the Carmichael Student Center. These guidelines are in place for the safety and protection of KSU students. Please note that other venues on campus may choose to adopt this time frame and policy for late night events as well.

*Late night refers to any event that goes beyond midnight. **A social event is one in which the primary activity is interaction, interplay, networking, or socializing between friends, associate, or guests.

Expectations to be met by Sponsoring Organization Prior to the EventSponsoring organization must reserve the University Room at least three weeks in advance of the event by using the Activity Request Form found at www.ksustudent.com.

Please note: filling out the form does NOT automatically secure the facility. Organization must wait to receive a confirmation.


Upon Confirmation of the SpaceOnce an organization has received the confirmation, you must meet with The Department of Student Life designee to discuss all details of the event. This meeting must occur within one week of receipt of the reservation confirmation, and the officers of the sponsoring organization shall be responsible for setting up this meeting. At the meeting, the following items related to the event will be discussed:

1. Check-in process;2. Entry fee collection;3. Venue entrance and exit information;4. Name(s) and contact information of advisor(s) who will be on site at the event;5. Number of attendees expected;6. Signage required and placement of signs;7. Advertising and promotional plan for the event;8. Payment arrangements for KSU Public Safety officer; and9. Any other details related to the event.

The officers of the sponsoring organization are responsible for initiating this meeting. Failure to do so within the proscribed time frame (one week) will result in the cancellation of the event.

Publicity and Advertising of the EventLate night events and parties are NOT public events. No advertising or publicity may be distributed for the event until the approval form has been completed and final confirmation for the facility has been received by the organization.

All advertising materials must prominently display the following:• Name of the sponsoring organization.• Date of the event.• Beginning and ending time of the event.• Location of the event.• KSU students are allowed two guests for the event.• The following statements: no alcoholic beverages allowed; no tobacco products allowed; ID required; no one under

18 admitted unless a currently enrolled KSU student.

Attendance is limited to KSU students and their two invited guests. Based on Cobb County Fire Marshal regulations, maximum occupancy for the University Room is 350 people.

Evening of the EventOn the evening of the event, one hour prior to start time, the sponsoring organization, together with KSU Public Safety and Department of Student Life staff, will inspect the facility to ensure that there is no pre-existing damage to the facility. If there is any damage, it will be noted by the sponsoring organization and verified by the university police and Department of Student Life staff.

Following the event, sponsoring organization, KSU Public Safety, and Department of Student Life staff will inspect the facility for any damages that may have occurred during the event. The sponsoring organization will be charged if it is evident that damages have occurred during the event inside the room, outside the room, in the Student Center Atrium and public areas, and in the restrooms. “Damage” includes excessive trash remaining in the building and destruction of equipment or the room where the event took place.

KSU Public SafetyOne KSU Police Officer must be present for all late-night social events for a minimum of a four-hour time period. Security costs are the responsibility of the sponsoring organization at the rate of $45/hour for the officer on duty at the event. Only official KSU police officers, not private security officers, may be utilized for these events. The Department of Student Life, in conjunction with KSU Public Safety, will make the final determination of the number of police officers necessary for a specific event. KSU Public Safety will pay for having one Security Officer on site at the event. Officers/advisors of the sponsoring student organization may ask for the help of KSU Police officers to help monitor the building, assist with admissions, and anything they deem necessary to assist with crowd control.


Should circumstances related to the event (excessive loitering after the event, lengthy cleaning time, etc.) require the officer to work over the time frame established for the event, there will be additional charges billed to the sponsoring organization. The police officer will secure the building following the event and will not leave until the building and the area are cleared of people and the area is secure.

The police officer on duty will enforce state law and university regulations and, as such, will confer with the advisor(s) present. The officer or advisor(s) will be posted at the entrance to the event to supervise admissions procedures, and to provide security for any cash receipts. The officer will patrol the event both inside the room and outside the room. If problems occur, the officer will confer with the advisor(s) and respond and request additional support from KSU Public Safety as necessary.

AlcoholNo alcoholic beverages are allowed.

ContainersAttendees are not allowed to bring ANY containers, bottles, glasses, cups, water bottles, etc. into the event. Water fountains are available at each end of the first floor corridor.

Purses, Bags, Backpacks, and other Similar ItemsThe KSU Security Officer and/or the Department of Student Life representative present will check purses, bags, and other items prior to entry into the event.

Violation of State Law and/or University PolicyIf violations of state law or university policy occur at the event, including but not limited to, the presence of alcoholic beverages or other drugs, smoking, or disruptive behavior, the event will be cancelled immediately by the advisor(s), Public Safety, and student organization officials. This judgment call can be made at any time during the event in question by the aforementioned entities; however, the KSU Police have the final decision regarding the safety of the patrons and the security of University property, and may cancel the event immediately.

Fighting, public intoxication, sexual harassment, and other types of behavior will not be tolerated at events. If such behavior occurs, patrons may be asked to leave. Discretion for action regarding such behaviors will be left up to the discretion of the KSU staff member, group advisor, and KSU Police Officer. Any disturbances or violations may result in the revocation of party/event privileges and/or cancellation of future events, and possible sanctions from the Office of Student Conduct and Academic Integrity.

Event AdmissionAdmission to the event will be by wristband only. The Department of Student Life will provide 350 wristbands, which will be given to the sponsoring organization the evening of the event. Once the 350 wristbands have been given to attendees, no one else will be admitted inside the event room unless others have left the event.

No one under 18 will be admitted unless he/she is a currently enrolled KSU student who has a valid ID. ID is required for admission. Proper identification constitutes any college or university identification card or a valid driver’s license.

All KSU students must sign in. All guests must sign in providing the name of their home institution and the name of the currently enrolled KSU student who invited them and the guest’s current home address.

Admission to event is limited to:• Currently enrolled KSU students who present a valid KSU ID. • Guests of a currently enrolled KSU student (each KSU student may have two guests who are not KSU students).

Guests of ALL KSU students may be admitted, not just guests of the organization members.

It is the obligation of the organization and the advisor to enforce the admission policies.


Maximum AttendanceThe maximum attendance for each event is determined by the capacity of the scheduled room as regulated by the Cobb County Fire Marshal. University Room capacity is 350. After the room capacity has been met, no one will be admitted to the event unless other patrons have left the event. Note that the room capacity will be strictly enforced. No loitering is permitted outside buildings or in parking lots. It is the responsibility of the organization to inform patrons of this policy during the event and utilize the police officer and advisor(s) to enforce these policies.

Collection of Entry Charges at the EventOnly student officers/representatives or the advisor(s) of the sponsoring organization will collect admission fees. These representatives are also fully responsible for the security of the fees. Neither the KSU Police Officer nor any other University official will handle money for the group.

Entering and Leaving the EventAll guests will enter and leave the event through an entrance designated for that purpose by KSU Public Safety and the Department of Student Life.

Guests Leaving the Event prior to Event Ending TimeAny guest who leaves the Student Center prior to the conclusion of the event will not be allowed to return.

ClothingFor hygiene purposes, clothing must be worn at all times.

Ending and Wrap-up of EventAll late night events must end by 1:00am. The DJ must stop the music at 1:00am sharp and the Student Center must be cleared of all guests no later than 1:30am. The DJ and sponsors must exit the building no later than 2:00am.

The lights in the room must be turned on at 1:00am to signal the end of the event. The DJ will not announce any after-hours parties.

Cleaning and DamagesSponsoring organization will clean up the room after the guests have left so that it is free of trash and debris and ready for use by the next day. Event hosts will also need to check Parking Lots to determine if excessive amounts of trash have been left by participants and bag that trash. Trash bags will be provided to the organization prior to the event.

Sponsoring organization is responsible for paying for any damages to the room or equipment in the room.

Event attendees may not loiter in any other areas of the building and must confine themselves to the area immediately surrounding the venue on the first floor of the Student Center.

RSO offices, cubicles, and departmental offices in the Student Center are OFF LIMITS during any late night event.

The officers of the sponsoring organization, in conjunction with the advisor(s), shall be responsible for maintaining order. Like any good host, the sponsoring organization shall set the expectation for behavior at and during the event.

Presence of Organization AdvisorFor all special events/late night events, the RSO’s university faculty or staff advisor (or approved substitute) MUST BE PRESENT during the entire time period. The approved substitute will be a paid KSU employee who is not a student assistant. The Department of Student Life will be notified of and approve substitutes. Sponsoring organizations are strongly encouraged to have two advisors or their designees present at a given event (designee is not to be a student). The advisor’s responsibilities include conferring with the RSO leaders and KSU Police regarding security expectations, assisting with attendance requirements, and assisting in handling any problems related to the event (violations of university regulations regarding alcohol, overcrowding, unruly behavior, closing the event at the scheduled time, etc.).


Following the EventOnce the event is over, there will be no loitering inside the Student Center or in parking lots.

..............................................................................................................

These policies were adopted from the following institutions: • University of Georgia • Georgia State University • Bradley University • North Carolina State University

Approved by the KSU Student Government Association 1-20-11.

DisclaimerThe University has the discretion in making revisions to this manual to remain current and consistent with our current practices or changes in local, state or federal law. Thus, the University retains the right to modify or discontinue any policies, programs or procedures described in the publications unless doing so would conflict with the terms of some other express agreement.

Material in the RSO Manual is intended to be accurate at the time of printing. However, unintentional errors may exist and policies, procedures, regulations, as well as event dates, times and locations may have changed since publication.

Kennesaw State University, a member of the University System of Georgia, does not discriminate on the basis of race, color, religion, age, sex, national origin, disability, or sexual orientation in employment or provision of services.

Department of Student Life RSO Manual. Last Update 10-22-12.

Education is not the filling of a pail, but the lighting of a fire. ~ Heraclitus


index

aAcademic Precedence 34Accessing Your RSO Club Funds 20Activity Request Form 30Admission, to an Event 44Advanced Booking 35Advisor 17, 18A-frames 11Air Travel 26Amplified Sound 30, 35Annual RSO Renewal 6Audio/Video Equipment 39Automobile Rental 27 Automobile Travel 26Awards 6

BBank Account; Off-Campus 27Banners 11Banquet/Ceremony/Program/Event 24Benefits for RSOs 4Blood Drives 35Bylaws 16

CCampus Green Use Policy 31 Campus Green Zones 31Cancellation/Change form 33, 34Cash Advance 21Catered events, 24CEPC (KSU Campus Event Planning Committee) 30Certified Student Organizations 5Chalk 11Change(s) to Your Registered Student Organization’s Constitution or Bylaws 16Charitable Contributions 19Classroom Use 35Code of Conduct Specific to Student Organizations 13Collection Boxes & Exhibits 11Constitutions and Bylaws 16Contract Approvals Policy 24 Contract Review Process 24Cookouts and BBQ’s 35Copyright and Public Performance Regulations 38Crisis Response 42

dDesign Approval 16, 24Designated Public Forums 8Designate Representative 6Disciplinary Procedures for Student Organizations 13Disclaimers 16Distribution of Literature 12Documentation of RSO expenses 21Domain names for KSU RSOs 20Duties, Department of Student Life 4

eEligibility for Individual Participation/Officer Standards 7Enrollment status 7Environmental Health & Safety Policy Event Safety Guidelines 40Equipment request, SABAC 25Event Admission 44 Event Planning 30 Events after Midnight 42 Events Management System (EMS) 34 Event Specific Polices 33 Event Sponsor Responsibility 34Exhibits 11

fFilm Policy 37Final Exam Week 30Fiscal Year 20Flyers 10Food 22, 28 Food Handler’s Practice 41 Food on Campus 40Funding 19Fundraising 17, 31

gGambling 14, 36General Meetings 36Golden O’s Student Activity Awards 6GPA as determination for eligibility 7Grilling events 35Guest Speakers 37


Things do not change, we do. ~ Henry David Thoreau

hHazing 13Hazing “Myths and Facts” 9Hazing Policy 8Hire a Caterer 29Hotel Information 26

i-lInclement Weather Cancellations 35Indoor signs 13IRS W-9 27Jurisdiction Over Registered Student Organizations 4Large Event 30 Large Event Planning 33Late-night Social Events 42Lecture, Performance, or Specialty Programs Requiring Contracts or Payments for Services 24Licensing & Trademarks 15Line-Item 5Logo Policy 15

M-nMandatory RSO Meeting 6Maximum occupancy for the University Room 43Media Policy 7Membership, SABAC 22Midnight, events after 42Mission; Student Life 3Movie Licensing 38Newspaper Racks 12Noise 35No Show Violations 34

OOff-Campus Bank Account 27Official Logo Policy 15Officially Sponsored University Organizations 15Operating and Program Funds 20Original and Itemized Invoices 22Outdoor Recreation 30Outdoor Signs 12OWL Radio 12

pPermitted Uses of Student Activity Fees 19Personal Reimbursements 21Philanthropic donations 19Posting Regulations 10Preparing for Your Travel 26Presence of Organization Advisor 45Prior Year Surplus 20Privileges Extended to RSOs/CSOs 6Probationary or Inactive Status 6Program Funds 20Promoting your Group or Event 11Promotional Items 24Public Assemblies and Amplified Sound 39Public Safety 43Purchasing Guidelines for RSOs 20

RRaffles 14, 36Raising Funds for your Organization 17Receipts and Supporting Documents 21Reimbursement 27 Reimbursement over $50 21Removal of Signs 13Renewal, RSO 6Rental, Automobile 27Requirements of RSOs 5Reservation Coordinators 30Reserving Tables 37Responsibilities of RSOs/CSOs 5Responsibilities to the Advisor 18

Role of the Advisor 17Room Reservation 30, 31RSO Business Hours 20RSO Funds 22RSO General Information 4RSO Policies & Regulations 7


You will always miss 100% of the shots you don’t take ~ Wayne Gretzky

sSABAC 19 SABAC Meetings and Dates 17, 23 SABAC Request 22Sale or Distribution of Food on Campus 40Sanitation Requirements, Food 40Security 39Selecting an Advisor 18Sentinel, The 12Sign-in sheet, Food 22Signs 12 Signs, Removal of 13Space Reservation Denials 34 Space Use Policies 33Sports and Leisure Equipment 30Stipends, RSO 7Student Activity Budget Advisory Committee (SABAC) 22Student Activity Fees 19Student Media Policy 7

tTax Exempt 22 Tax Exempt Certificate 22Trademarked University 14Travel 25 Travel Expense Statement 27Trip Waiver of Liability 25T-Shirts & Promotional Items 27Types of RSOs 4

uUniversity-Affiliated Organizations 5, 20University-Approved Vendors 27University Logos 14Use of Sports and Leisure Equipmen 30Use of the Name of The University 15Use of Trademarked University Names, Marks, and Logos 14Uses of Student Activity Fees 19

VVendor Registration Form 27Vendors 16 Vendors, University-approved 27Visual Identity Program 14

ksu registered student organization manual

Documents

student media organizations

student media board

holistic student development

directorstudent center

effective organization

trademarked university

distinct units

rsos rsos