student organization handbook - rockhurst university · registration steps and required...
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Student Organization Handbook
2012-2013
Student Life
Page 2
Student Organization Handbook Table of Contents
Mission Statement of Rockhurst University…………………………………………3
Office of Student Life and Student Senate…..……………………………………...4
Recognized Student Organization Rights, Responsibilities, Standards…………......5
Forming a New Student Organization……………………………………………….9
Registration Steps and Required Paperwork………………………………………..10
Constitutions………………………………………………………………………...11
Organization Funding……………………………………………………………….12
Purchasing…………………………………………………………………………...14
Fundraising…………………………………………………………………………..15
Event Registration Process – Catering, AV, Room set-ups…………………………16
Policy for on-campus events…………………………………………………………18
Outside Speakers and Contracts……………………………………………………..19
Co-Sponsorships with outside groups………………………………………………...20
Posting Policy…………………………………………………………………………21
On-campus Publicity Resources………………………………………………………23
Additional Resources………………………………………………………………….25
Student Organization Travel…………………………………………………………..26
Use of Campus Vehicles………………………………………………………………26
Advisors……………………………………………………………………………….28
Appendix……………………………………………………………………………...29
Appendix A: Organization Roster Form
Appendix B: Online Registration Form Preview
Appendix C: Model Constitution
Appendix D: Organization Funding Request Form
Appendix E: Check / PO Request Form Preview
Appendix F: Event Registration Form
Appendix G: End of the Year Report
Appendix H: Travel Waiver / Emergency Contact Form
Appendix I: Advisor Agreement Form
Page 3
The Mission and Values of Rockhurst University
Our Mission
Rockhurst University exists to transform lives by creating a learning community centered on excellence in undergraduate
liberal education and graduate education. Rockhurst is Catholic and Jesuit, involved in the life and growth of the city and
the region, and committed to the service of the contemporary world.
Our Values
Catholic and Jesuit. Rockhurst is a Jesuit school, whose educational philosophy is rooted in the spirituality of the founder
of the Jesuits, Ignatius of Loyola, who believed that God's Spirit is constantly at work in all of creation and especially in
every human being whose gifts and talents mirror the goodness and grandeur of God. Ignatius treated everyone with
reverence and respect, and strove to bring forth each person's best gifts. He had a deep appreciation for the value of
education, believing in the ultimate harmony between faith and reason, and he knew that solid intellectual work was one
of the best means to develop one's gifts and to appreciate God's presence in creation. Rockhurst expresses its Catholic
liturgical life, by its ecumenical openness to other religious traditions.
Learning. Rockhurst University has gained national recognition because we have faculty who are committed to
developing a deep understanding of how students learn and discovering ways to share that understanding with their peers
at Rockhurst and at other educational institutions. It is through excellence in teaching that Rockhurst supports the growth
of the very best of what each student has to offer. Rockhurst believes that every one of our students is a unique reflection
of God and without the fullest development of that student's gifts and potential the world will be diminished. Rockhurst
seeks to teach its students how to think. Students learn to analyze information and make sense of it, to appreciate new
concepts and expand their understanding of the world, and to listen with respect to different viewpoints and make
informed ethical judgment about critical issues.
Liberal and Graduate Education. Rockhurst believes in the enduring value of liberal education, an education which
emphasizes core studies in disciplines such as literature, rhetoric, history, philosophy, theology, natural and social
sciences, mathematics, art, and music in order to develop the very best gifts in each of our students. A Rockhurst
education is education for life, intended to cultivate those dispositions of mind and spirit which keep the love of learning
and the awareness of moral responsibility alive in us. At the same time, a Rockhurst education prepares men and women
in depth, through specific majors in the arts, sciences, humanities, and business and with excellent graduate programs in
business, education, and allied health sciences.
Service. Rockhurst education is education for citizenship. Thus, Rockhurst devotes its resources to enhancing the quality
of life of all citizens, rich and poor alike, of metropolitan Kansas City, of its own neighborhood, and of all the other
communities in which its students and alumni live and work. At the same time, students must become citizens of the
world, conscious that all of their personal decisions have economic and moral implications for themselves and others.
They should look upon all men and women as one human family whom they serve.
Page 4
Office of Student Life
Massman 1
(816) 501-4541
The Student Life Office complements the Rockhurst mission by sponsoring and supporting programs, services,
and activities that encourage the development of mind and spirit. Student Life provides students with a medium
to develop personal talents and skills, as well as the opportunity to integrate classroom experiences.
Involvement in student activities also provides valuable leadership and practical, hands-on experience, from
running meetings to managing business accounts, which are useful in future vocations and careers. Through
student activities, students are introduced to peers with the same interests and enhance the overall college
experience.
Contact Person: Angie Carr Robinett (Director of Student Life)
(816) 501-4541
Megan Green (Assistant Director of Student Life)
(816) 501-4398
Website: http://www.Rockhurst.edu/studentlife/activities/index.asp
Student Senate
The Student Senate is recognized as the voice of Rockhurst students. Student Senate is responsible for
functioning as a vehicle of communication among students, faculty and administration and, as such, addresses a
wide variety of matters of importance to the general well being of the student body. Senators and executive
board members are elected by the student body every November to represent their interests. Student government
information (its constitution, meetings and programs) is available through the Senate office or the Student
Development Office. All students are welcome to attend the meetings.
The Student Senate meets weekly on Wednesday nights in Conway Hall.
Office: Massman 9
Phone/fax: (816) 501-4125/ (816) 501-4845
Email: [email protected]
Website: http://rustudentsenate.weebly.com/ for updated Separators and Senate Committees.
Advisor
Matt Quick (Vice President of Student Development and Dean of Students)
Page 5
General Standards for Recognized Student Organizations
Student Organizations are recognized as partners in support of the Rockhurst mission and their purposes and
activities are to be consistent with the mission of the university.
Any recognized student organization of Rockhurst shall retain its status on campus according to the following
guidelines:
Discrimination
Every student organization recognized by the University is expected to be free to select its membership upon
the basis of individual merit. Any student organization which selects its membership upon the bases of
restrictive clauses dealing with race, color, sex, age, national origin, religion, sexual orientation, disability, or
veteran status will be considered operating in conflict with University policy.
Advisor
Every student organization is required to have at least one (1) Advisor who is a full time member of the faculty
or administrative staff, whose purpose is to advise and aid the organization, provide an educational experience
for its individual members, and at the same time serve the entire University community.
Page 6
Privileges of Recognized Student Organizations
1. This handbook is not a complete statement of all University procedures, rules and regulations pertaining to
student organizations. Additional policies are outlined in the Student Handbook.
2. The University reserves the right to change without notice any procedure, policy and/or program which
appears in this handbook.
3. University divisions and departments may have their own procedures and policies which apply to student
organizations. It is the organization’s responsibility to make sure they are operating within those guidelines.
4. Recognized Student Organizations have the right to:
a. Use the University name
b. Apply for funds generated by the Student Activity Fee
c. Collect membership dues
d. Sponsor fundraisers on-campus
e. All student organizations presidents included on the University website as a recognized student
organization, Student Life publications, and student organization listserv
f. Participation in the Activities Fair (Held every Fall and Spring)
g. Reserve University facilities or services for meetings and events
h. An on-campus mailbox located in Massman 1
i. Post an internet organization homepage to the Student Life webpage, subject to review by the Office of
Student Life
j. Obtain approval for positing flyers or other publicity in designated spaces on campus (Posting Policy)
k. Publicize events on University calendar
Page 7
Recognized Student Organization Responsibilities
Each organization that maintains current records with the Office of Student Life will retain their “active” status,
as well as all newly formed organizations that have received approval through the proper channels. This status
accords organization the right to the following:
Reflect the University commitment to education and the Jesuit mission in purpose and actions
Abide by all written and published policies of the University as stated in the Student Handbook and other
University policies
Hold all Allocated funds in a University account
Have at least one advisor who is a member of the faculty or staff of the University
Allow membership to all Rockhurst students without regard to race, sex, religious beliefs or ethnic or
national origin
Follow the organization’s Constitution
Notify the Office of Student Life of any changes in organizational leadership positions immediately after
they occur.
Attend House of Reps Meeting that occurs once every month. At least one member from each organization
must be present.
Avoid any activity, speech, or expression that may be deemed as:
o Creating a clear danger of inciting violence or unlawful behavior.
o Advocating the physical harm, coercion, intimidation or invasion of the personal rights of any
individual
o Violating University policies on harassment.
o Advocating the willful damage, destruction or seizure of University property.
o Interfering with classes or University activities. Please refer to the Rockhurst University Handbook
for the official University policy.
Accept the responsibility for a member's behavior when:
o She/he is acting as a member of the organization, with or without sanction
o An event is held, official or unofficial, in the name of the organization
Provide programs or services which constructively fulfill the purpose of the organization and Rockhurst
University such as:
o Leadership development for the organization's officers
o The sharing of ideas, values and activities for officers and members
o Professional and educational programs which may enhance the curricular interests of members
Participate in training opportunities endorsed by the Student Life Office.
Maintain registration throughout the year by keeping officer information current in the Student Life Office,
and by filling out an Annual Registration Form and an End of the Year Report in April. Failure to maintain
registration will result in that organization receiving a "pending" status and lose all privileges (see above)
as a Student Organization. After one year of "pending" status, the organization is considered
"unregistered."
Check the Student Organization Mailbox in Massman 1 on a weekly basis.
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A Year at a Glance Timeline April: Mandatory Items Requested by Student Life:
o Complete the Annual Activity Report
o Register for the Student Activities Fair which takes place in the Fall; Click Here for the application or
contact Student Life. *Registration PRIOR to the beginning of the school year is mandatory.
Things to Ponder:
Get the following information/documents from the outgoing officers:
A copy of the Annual Activity Report
A summary of the year: What worked well and what did not, Any suggestions you have for
improvement
Budget report from the year
Constitution for your Organization
Contact names and phone numbers used over the past year
Historical information about your organization
Listing of the past year’s events
Roster of past and current members
Their dreams for the organization that they were unable to fulfill
Hints for Officer Transition Resource Sheet
Summer: Think about your booth for the Activities Fair
Brainstorm for the school year
o Fundraising
o Events
o Leadership Development
o Service Projects
o Teambuilding Membership
o Recruitment Recognition for those who help you
August: Mandatory Items Requested by Student Life:
Attend Back to School Meeting in August (all Presidents must be present, but open to all members)
Attend a Student Organization Orientation Session (SOOS)
Check your Student Organization Mailbox located in Massman 1
Things to Ponder & Prepare: Obtain Information about funding requests from Student Senate
The First Week of School: Mandatory: Plan to attend the Back to School Meeting with Student Life in August
Mandatory: Complete a Registration Form with all new members and updated organization contact information.
Look on Student Life Registration page to update and deadline dates.
Meet with your executives and advisor
Prepare a group roster
Schedule and reserve space for your first meeting
Begin planning and scheduling your entire year
Page 9
Forming a New Student Organization
Forms requiring names and contact information can be obtained on the Office of Student Life website. The
petitioning organization must gather and submit the following documents to the Office of Student Life. In order
to start or renew an existing Registered Student Organization (RSO), please follow the steps below. Each step
must be completed in order to be fully registered and maintain privileges.
RSO Requirements
RSO must:
Have at least ten (10) members (this can include officers)
Have a President
Have a Treasurer
Have a faculty/ staff advisor from the Rockhurst University
Be composed of Rockhurst University students
RSO Officers must:
Be a full time enrolled student (12 credits for undergraduates, 6 credits for graduate students).
Maintain a minimum cumulative GPA of 2.25.
Not be on academic or disciplinary probation.
All Members must: Be enrolled in at least one class
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Registration Steps
Step1: Paperwork
Complete and turn in the online student organization registration form to Student Life (Massman 1).
Turn in a signed copy of the RSO Advisor Agreement Form to Student Life (Massman 1).
Submit a copy of your current Constitution (Model Example of Constitution) electronically with the Online
Registration or email to [email protected]
Registration Paperwork Timeline:
September 10th: Registration Paperwork Deadline (Fall)
February 4th: Update Registration Paperwork Deadline (Spring)
May-Study Day: End of the Year Report Deadline to the Student Life office;
Click Here for the End of the Year Report
Step 2: Approval Process
Once paperwork is submitted, it will be checked with the information and will be approved in the
following steps:
o Student Senate (Greek interest groups must go through Greek Council and be approved prior to
moving onto the Student Welfare Committee)
o Student Welfare Committee
o University President
If there are issues, Student Life will contact the organization regarding the issue.
If documents are not approved by either of the first two preceding groups, changes will be recommended
to the petitioning group and documents may be resubmitted for approval. Upon authorization of the
Student Welfare Committee, the Student Senate has the right to rescind recognition from a student
organization if the group deviates from its stated purpose, violates their constitution, or no longer is able
to remain active because of lack of leadership or student interest.
Your president will receive an email when the organization has been approved.
Step 3: After Approval Process: Officer Orientation
Two officers must attend an officer orientation session with Student Life
APPENDIX A: ORGANIZATION MEMBERSHIP ROSTER FORM
APPENDIX B: ONLINE ORGANIZATION REGISTRATION FORM PREVIEW
Page 11
Constitution
Some important ideas contained within your Constitution should be:
Setting Quorum
Quorum is the minimum number of members who must be present at a meeting in order for it to be conducted
legally. In general, quorum for most organizations is either the average attendance at meetings or a
mathematical calculation based on total membership, such as one half of all members. Quorum should be
officially established in the organization’s by-laws.
Defining Duties of Officers
The duties of officers are self-explanatory in many cases: the president presides; the treasurer keeps track of
financial accounts. However, other officer positions may be defined/developed to suit the needs of the group.
The office of vice president is one that offers much flexibility, but few groups take advantage of this
opportunity. The vice president could be in charge of members, programs or publicity. Think about your
group’s needs and programs and delegate responsibility to other officers.
Electing Officers
There is nothing quite as discouraging as holding an election and having no one interested in running. The best
way to handle this situation is with some advance planning. Select a nominating committee or hold open
nominations to recruit a slate of officers. This will ensure that you will have at least one willing candidate for
each office. It is also important to have procedures in place for identifying interested and qualified candidates
for office. It is very important to establish eligibility for holding office in the by-laws.
Officer Transition
Officers should be elected in the spring semester to serve for the succeeding academic year. Thus, outgoing
officers will be available to train new officers. Allow several weeks before the end of the semester.
Removal of Officers
Although you may think “it can never happen to our organization,” a group needs to have a way to remove
incompetent officers from office. SENATE can provide resources to help determine a good process for your
organization. These procedures should be established in your constitution/bylaws.
Review of Constitutions
Every student organization must submit a copy of its Constitution and By-Laws to the Student Senate every
other September for review.
APPENDIX C: STUDENT ORGANIZATION MODEL CONSTITUTION
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Organization Funding
Eligibility for funding
All registered students organizations are eligible to request funds. A registered student organization has
all required paperwork on file with the Office of Student Life.
Students, department groups or committees, and groups whose membership is selective are also eligible
to request funding for events that are open to the campus community. Additional restrictions apply, see
#7 for additional restrictions (this would include Greek organizations, etc).
Process
The Allocations process takes place during the spring semester and fall semester. All requests for the
following semester must be made during this time. If an organization fails to submit a request for
funding during the specified time that organization will have to wait until the following semester to
request funding.
No “special requests” will be heard outside of the regularly scheduled times.
The times for the fall semester will in October.
The times for the spring semester will occur in March and April.
All organizations must submit their proposal electronically to the Director of Student Life by 4:30 the
Friday the week before presentations will be made.
For funding requests over $500, organizations are required to make a presentation to the Allocations
committee; failure to do so will exclude groups from receiving funding.
Presentations should not exceed 10 minutes. At the end of the presentation a question and answer
session will occur, not to exceed 10 minutes. At the conclusion of the question/answer time the
organization representatives will be excused.
Notification to student organizations will be made by the following Wednesday.
If a group is dissatisfied with the amount of funding received they can follow the procedures outlined
below for appeals
Appeals
In the event that a group does not agree with the amount of funding received they are eligible to appeal
the decision. Appeals must be submitted with in 10 days of the notification and will be heard by the full
Senate. Appeals paperwork is available on the Student Life website under the forms link
Senate must hear the appeal at their first meeting after the appeal was filed.
Upon listening to the appeal, Senators will have the opportunity for a question/answer session with the
organization.
Page 13
At the end of that QA time, not to exceed 10 minutes, the organization representatives will be excused
allowing Senate time to discuss and vote on the matter.
The Senate president should notify the organization, in writing, no later than 2 days after the vote of the
decision.
Restrictions on Funding
Events must be held on-campus
Events must be open to all Rockhurst University students
Events can not be co-sponsored with outside organizations or non-campus groups unless otherwise
approved by the Office of Student Life
All events must be alcohol free unless otherwise requested and approved by the Office of Student Life
Additional restrictions
o Organizations can use $200/semester, at their discretion, for food at meetings, retreats, etc …
o Organizations can spend $5.00/person of activity fee money to buy one short sleeved t-shirt for
members of their organization. If the cost of the t-shirt exceeds $5.00/shirt, the balance must be
paid by individual members.
o Funds can not be requested or used to purchase gifts or prizes for individuals of the organization,
i.e. organizations can not give the outgoing president a plaque or other gift as a thank you. Gifts
or prizes of this sort must be covered with fundraised dollars.
o Funds can not be requested to pay national membership dues; any national membership dues are
the responsibility of the individual member.
o Any monetary donation to a not-for-profit or for-profit organization must be made through the
use of fundraising.
o Student organizations can not request or use activity fee money to purchase alcohol for any event
o
Funding for Conferences
Requests for conference funding will be made to the Allocations Committee. Date for when they can submit
funding for conferencs?? Funds can be requested for the following related conference expenses; registration,
hotel or other accommodations, and airfare or gas if applicable. All conference travel must follow the guidelines
outlined in the travel policy.
APPENDIX D: ORGANIZATION FUNDING REQUEST FORM
Page 14
Purchasing Policies for Student Organizations
All purchases of goods, services, events, or any contracts over $500 must have a purchase order completed in
advance of the intended purchase date (preferably 30 days). If you don’t know the exact amount of your
intended purchase, make your best effort to estimate the dollar amount on the purchase order. Please do not
attempt to purchase anything over $500 without an approved purchase order.
To obtain a Purchase Order (PO) complete the following steps:
1. Pick-up a requisition form, available in Massman 1
2. Select ‘Purchase Order Request” box
3. The PO request must include vendor name and address, amount, account number and appropriate
signature. The Director of Student Life must sign off on all PO requests.
4. Submit the PO request to the Business Office. The Business Office will generate the actual purchase
order, which will be signed by either the VP for Finance or Controller. The original signed purchase
order will be returned to Massman 1 and placed in your organization mailbox.
5. Upon receipt of the PO the organization can make their desired purchase
To request a payment for goods or services ordered with or without a PO complete the following steps:
1. Pick-up a requisition form available in Massman 1
2. Select ‘Check Request’ box
3. The request must include vendor name and address, amount, account number and appropriate signature.
Make sure to indicate if you want the check mailed directly to the vendor or if it will be picked up. The
Director of Student Life must sign off on all check requests.
a. If the purchase was over $500 and a PO was obtained, reference the PO number in the check
request and attach a copy of the PO along with the appropriate invoice.
4. Submit the check request to the Business Office. Checks will be processed and printed on Fridays. The
University’s terms of payment are 30 days after the invoice date.
APPENDIX E: CHECK / PO REQUEST FORM PREVIEW
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Fundraising
Rockhurst University only permits “passive” styles of solicitation. Students may make arrangements to set up
tables or booths through Physical Plant for most locations on campus. Direct approaches to individuals in the
Rock Room, dining rooms, hallways, and any other areas on campus are not permitted.
A list of all those being solicited must be given to the Advancement office at least one week prior to
solicitation for review.
The proposed fundraising should be directly related to the stated purpose of the sponsoring organization
and not be related to sales for private or individual gain.
Fundraising may not include alcohol sales, as a prize or for consumption.
In accordance with the law of the State of Missouri, “any organization recognized as charitable or
religious pursuant to federal law may sponsor raffles and sweepstakes in which a person risks something
of value for a prize.” A raffle is defined as, “a lottery in which each participant buys a ticket for an
article put up as a prize with the winner being determined by a random drawing.”
For policies regarding fundraising and solicitation in residence halls, please refer to the guidelines of the
posting and distribution policy.
Page 16
Event Registration
The following process must be followed to schedule/register events in all on-campus space, with the above
stated exception for classrooms and Athletic facilities. **Meetings/events must be registered at least two weeks
in advance.
1. Check out the University Calendar before selecting your event date to make sure it does not conflict.
2. Fill out Event Registration Form (2 Weeks Prior to Event) to get approval to host the event.
3. If Approved, an email will be sent within 24 hours to the ‘Event Contact’ and the Physical Plant Office for
your organization to have the ability to make reservations with Physical Plant, Computer Services, Sodexo,
ect.
Make Room Reservations with Physical Plant
Located in Conway 4th
Floor, Room 403; (816) 501-4649
Access Schoolbuilding.com to make all arrangements and requests.
Any student organization meeting or event held on campus must be registered/scheduled through Physical
Plant (exceptions include Athletic facilities and Classroom buildings; these are scheduled through the
Athletic department and Registrar’s office, respectively). Policies and procedures pertaining to event
registration are included below. Physical Plant staff provide assistance with event planning, including room
set-up, audio-visual services, grounds-related needs, etc.
**Physical Plant arranges all non-academic facility reservations (rooms and spaces in Massman Hall, Party
Barn, Mabee Theatre, Rock Room, and Convocation Center.
Make all academic facility reservations (Conway, Sedgwick, Van Acron, Science Center, etc.) with Windy Pickel at
[email protected] or by (816-501-4824)
Reserve catering needs with Sodexo
Mike Johnson and Sara McNeely, Dining Services at [email protected]
Sodexo is the exclusive caterer for the Rockhurst campus. Sodexo must provide all beverages or food items
served at an event hosted on-campus. Any exceptions to this rule must be obtained in writing directly from
Sodexo.
**Arrange all catering on campus with Sodexo. All food must be used through Sodexo or a written form
from them saying you can you outside company.
Audiovisual needs (AV)
Computer Services is responsible for supplying AV equipment for campus events. In the event that they do
not have the necessary equipment they will have to outsource the request. Any fees associated with the
outsourcing will be charged to the student organization’s account and are the responsibility of the
sponsoring organization. Any AV needs should be selected on the event registration form.
Please use myschoolbuilding.com or visit the Computer Services Helpdesk located in Conway 4th
Floor or
(816) 501-4357.
**Input all set-up and tear-down requests and request all A/V equipment on this site.
Page 17
Make Security Arrangements
Bill Evans Chief of Police or Julie Gomoletz;
Located at Rockhurst Security Office or at 816-501-4659
**They will provide security for your group while on campus and assist with guests to the proper location
and provide parking accommodations if necessary.
4. If you have a speaker or special guest to campus, you must turn in a Contract and Payment Request Form;
located on the Student Life website. This must be turned in with your Event Registration Form at least 4
weeks before your event.
5. Obtain a Purchase Order (PO) for anything over $500.00 before making a purchase. This form can be filled
out in Student Life Office.
6. Publicize your event, and get posters approved in Student Life. Please make sure to follow the Posting
Policy.
7. Once your event is Approved, Student Life will post your event on the University Calendar.
APPENDIX F: EVENT REGISTRATION FORM
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Policy for On-Campus Events
1. All events must abide by and follow the policies outlined in the Rockhurst University Code of Conduct and
the Rockhurst University Risk Management policy.
2. All student organization events must be approved by the Office of Student Life through completion of the
event registration form.
3. All events sponsored by Rockhurst student organizations are open to only Rockhurst students, faculty, and
staff. Outside guests are not allowed at student organization events, unless arrangements are made in
advance with the Office of Student Life.
4. If outside guests will be in attendance, a complete guest list must be provided to the Office of Student Life
24 hours prior to the event.
5. In some cases, outside performers will ask that friends, family, or local fans be allowed to attend the event.
In general this is acceptable; provided names are presented 24 hours prior to the start of the event.
6. If an event requires Rockhurst Security personnel to be present those arrangements should be made in
advance with the Director of Security. In some cases a fee may be associated with having Security
personnel; any fees associated are the responsibility of the sponsoring organization.
7. Any damages caused to the facility will be assessed to the organization that reserved the space.
8. Rockhurst University reserves the right to restrict any item that it deems, in its sole discretion, a security risk
or an inappropriate item for each event.
9. All other rules, regulations, and policies of the University shall remain in full force and effect.
10. In the event that problems occur during an event, Rockhurst retains the right to not allow future events.
11. Alcohol is not to be present at any event that is sponsored or financed in part, or whole, by the Student
Activity Fee. Exceptions can be granted by submitting a written request to the Director of Student Life.
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Outside Speakers
Recognized student organizations may invite any outside speaker(s) to campus for closed-forum, open-forum,
or public presentations, providing that they adhere to the following guidelines:
The message of the speaker(s) contributes to the educational goals of the University.
The speaker(s) is approved by the organization’s moderator.
The sponsoring organization claims responsibility for any effects following the program or conduct of
the speaker
There is no clear or present danger of physical harm to the speaker(s) or those in attendance.
Advertising for the speaker(s) must explicitly state the name of the sponsoring organization and the
audience for which the presentation is intended
Contracts
In general, all outside events or performances should have a signed contract on file. If an event requires a
contract it must be submitted to the Office of Student Life for approval and signature. Students are not
allowed to sign contracts to commit the university or their student organization to host a performer or
event under any circumstances. In the event that an individual does sign a contract; the individual signing the
contract will be held responsible for any fees and requirements set forth in the contract.
Page 20
Co-Sponsorships with Outside Groups
Non-Rockhurst student organizations are not allowed to reserve Rockhurst facilities for events. However, if a
Rockhurst student organization is interested in co-sponsoring off-campus groups they may do so twice per
semester (once per semester with the same group). All events must abide by and follow the policies outlined in
the Rockhurst University Code of Conduct and the Rockhurst University Risk Management policy. In the event
that problems occur during a co-sponsored event, Rockhurst retains the right to not allow future events.
In addition the following must also be followed:
All off-campus co-sponsorships must be pre-approved in advance of scheduling by the Office of Student
Life 30 days in advance
Rockhurst University Security must be present at all co-sponsored events. Arrangements must be made
prior to approval of event. In some cases a fee may be associated with having Security personnel; any
fees associated are the responsibility of the sponsoring organization.
All events must be held in the Student Activities Hall. This building can be reserved by contacting
Physical Plant at ext. 4649.
No alcohol can be present
Maximum ratio is two non-Rockhurst students per one Rockhurst student sponsored organization
member for a maximum of 50 guests
Guest list must be presented 24 hours prior to event to the Office of Student Life.
All events must end by 12:00 Midnight
By signing up guests the Rockhurst student is accepting responsibility for the actions of their guests. In
the event that their guests violate Rockhurst Code of Conduct Federal, State, or local laws the Rockhurst
student is subject to adjudication for the behavior of their guests.
In the event that problems occur during a co-sponsored event, Rockhurst retains the right to not allow
future events
Co-sponsorships are limited to twice a year/ once a semester with the same group
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Posting Policy
Rockhurst University Posting & Distribution Policy (April 2009)
Purpose Rockhurst University recognizes the need for publicizing as a part of ensuring the success of events and programs
throughout the Rockhurst Community. For this reason, this policy has been established in order to outline the approval
process, guidelines for posting, and strategies for distributing materials on campus.
Eligibility Only groups or events falling into any of the following categories will be authorized to post or distribute materials on
campus: a) recognized clubs or organizations; b) sponsored programs and departments; c) events sponsored by the
University.
Outside groups are limited to one piece for posting. This must be brought to Massman 1 for approval. Postings must
follow all RU posting guidelines and can only be posted on the bulletin board in the lobby of Sedgwick as this is the
designated location for off-campus postings.
Approval Process 1) Prior to posting or distribution, all materials must be brought to the Student Development Office in Massman 1 to be
approved and stamped. After approval by Student Development staff, a copy of all approved postings will be retained in a
posting notebook.
2) Ten copies can be left in Massman 1 and will be hung by Student Development work-studies in the locked
bulletin boards across campus reserved for postings. Postings can also be affixed to other approved boards in
various campus locations (no more than 15).
3) Materials to be posted or distributed in University-owned housing must be approved by a Residence Life staff member
after approval through the Student Development Office. Once approved, up to 25 copies should be left with Residence
Life for distribution to Residence Directors.
Guidelines
1) Materials being posted or distributed are limited to 50 (8 ½” x 11” or 11” x 17”) copies per event (including those
distributed in residence halls) and banners will be limited to 1 per event. Any number exceeding the maximum number
requires approval by the Director of Student Life.
2) Posted or distributed materials must clearly indicate the event date and time, sponsoring organization or office, and
clearly promote its University-related activity or cause.
3) The content of all items considered for posting or distribution must be free of derogatory remarks, degrading
stereotypes, obscene language, or references to alcohol, drugs or illegal activities.
4) All approval for materials to be posted or distributed will be valid for one week from the date of posting. All materials
must be taken down by one day after the event unless additional posting days have been approved by the Director of
Student Life. It is the sole responsibility of the sponsoring party to take down and dispose of their materials.
5) Materials may not be distributed or posted on windows, doors (or any other glass sites), departmental bulletin boards,
vehicles, ceilings, woodwork, elevator walls, over the materials of another approved group or individual, or any device
that provides a fire and life safety function.
6) Solicitation and materials to be distributed under residence hall doors may only be done if scheduled and approved
through the Residence Life Office and take place between the hours of 6:00 p.m. through 10:00 p.m. No solicitation or
distribution of materials may take place in the residence halls during quiet hours, mid-term exams, or final exams.
7) Use of sidewalk chalk is permitted except within ten feet of building entrances, under covered walkways, on the brick
walkways, building columns, patio entrances and the steps of Massman, Greenlease, and Science Center. Use of anything
other than sidewalk chalk, such as charcoal or oil based products, is not allowed.
8) All posting must be hung with blue painters tape available in Massman 1.
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Exceptions The following Rockhurst Community groups or members are exempt from the guidelines above for the reasons: a)
Rockhurst University Security Department – in the event of an incident where students need to be informed of a safety
or security issue; b) Registrar’s Office – for classroom and scheduling information.
Advertising Alternatives Student Development Office (Massman 1, x4127)
o Community Board (size limited to 8.5” x 11”)
o Easels to display poster board signs near the SAB Office or the Rock Room
o Glass display case in the Rock Room
o Outdoor banner in front of the Massman Gallery
o Student Organization Mailboxes in Massman 1
o Rockhurst Daily News (RDN) – [email protected]
o The Sentinel – x4051 or [email protected]
o Flat screen TV ads – [email protected] (one PowerPoint slide)
o Sodexo – TMDR, Pub, Planet Sub o Table tents
o Napkin holders
Special advertisements such as large scale decorations in the Cafeteria, Massman Gallery, the Quad, or on multiple
sidewalks across campus must be detailed in written form (with proposed illustrations, list of decorations, clean up plans
that include a deadline for removal of decorations, etc.) and be approved by all of the following individuals:
o Director of Student Life (Massman 1)
o Physical Plant Operations Coordinator (Conway 403)
o Sodexo Manager (Thomas Moore Dining Room)
Enforcement Rockhurst University Security Officers, Physical Plant personnel, Student Senators, and Student Development staff
(including work studies) are authorized to take down advertisements of anyone violating the University posting policy.
Student Senate will normally follow up with students and student organizations who appear to be in violation of the
posting policy. Student Development staff will follow up with staff/faculty members and departments who appear to be in
violation of the posting policy. If postings are in violation of the posting policy, the student/student organization or
department in violation will have 24 hours to remove the postings.
Violations of this policy may result in suspension of posting and distribution privileges. Student organizations violating
this policy may also experience a decrease in their subsequent Student Activity Fee allocation. The sponsoring party may
also be billed for clean up expenses or repairs where applicable.
This policy, although fairly comprehensive, may not be all-inclusive and the Dean of Students or her/his designee
reserves the right to make exceptions to this policy in the interest of public safety or where otherwise necessary.
Neither the contents of this policy, nor the receipt of an approval stamp for posting, should in any way be
understood as an endorsement or support by Rockhurst University of the materials being posted or the actual
function(s) being advertised.
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On-Campus Publicity Resources
Banners
Each organization can provide a banner to hang for free on the outside of Massman Hall. Groups are only
permitted two banners per event. Banners are to be submitted to Massman 1 and will be put up by building staff.
The posting of banners are on a first-come/first-serve basis. When creating your banner, please take note of the
Banner Policy, which is displayed in the Posting Policy.
Copy Center - Massman Hall Lower Level, ext. 4665
All student organizations have copy codes set up which allow the use of printing at the copy center, as well as
the copier under the stairs in M1. Copies cost 1.5 cents/copy for black and white and 10 cents/copy for color
copies.
Hawk Roll Call Newsletter
The Hawk Roll Call Newsletter is a bi weekly newsletter to serve as a resource for student organizations to
partner and communicate with each other and with the office of Student Life. It is our goal to create a newsletter
for each organizations contact person and advisor to receive via email every other Friday. If you would ever like
to add something to the newsletter, please send us your announcement to Megan Green at
[email protected] or to Angie Carr at [email protected].
Posters and Flyers
The most common and often used form of publicity, posters can be put up in most buildings on campus. As a
general rule, posters and flyers must abide by the Rockhurst Posting Policy. Please see Appendix E for full list
of Posting Policy.
RDN – Rockhurst Daily news
The RDN is published during the academic year with the exception of holiday weeks and provides an excellent
way for student organizations to make announcement and promote their events. All announcements must be
submitted by 12:00 p.m. (Noon) the week before in order for it to be included in the Monday issue. Submit
information via email to [email protected].
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Rockhurst Calendar
Student Organizations can have their events posted on the Rockhurst calendar. This should be done only after
the event registration paperwork is completed and a room has been reserved with Physical Plant. Student Life
will use the event registration paperwork to post your event. If you need additional information posted on the
calendar, please email [email protected].
Rockhurst TV Ads
Student Organizations can have their events posted on the Rockhurst electronic TV’s. This should be done only
after the event registration is completed. To post something on the TV, please email one PowerPoint slide to
[email protected] and explain how long you would like your slide to play.
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Additional Resources, Policies, and Procedures
House of Reps Meetings
Every month there is a House of Reps meeting organized by Student Senate and the Office of Student Life. It is
required that at least one member from each organization appear at this meeting. Updates from Student Senate
and Student Life are announced and a specific topic will be presented for educational purposes for each
organization’s benefits and knowledge.
Organization E-Mail Addresses
All student organizations are offered the opportunity to have their own private organization e-mail address.
After final approval the Senate and Student Life office will work with the Rockhurst Help Desk to create this
address if desired. It is suggested that all club officers as well as the organization advisor have access to this
email account.
Organization Website
Student groups are also given the opportunity to have their own organization website hosted on the University’s
web network. Groups that are interested in taking advantage of this option must contact the Office of Student
Life.
Organization Mailbox
Student groups will receive an organization mailbox located in Massman 1. Mailboxes are normally organized
in alphabetical order. Student Organizations are required to check their mailboxes weekly and keep them
organized.
Student Life On-line Resources on the Student Life Website
This website has numerous resources that can be utilized by student groups and their advisors.
Mid Year/End of the Year Reports
Although they are not required, all student groups are encouraged to complete a Mid and End of the Year
Report to the Office of Student Life. Groups are encouraged to keep copies of these reports in order to maintain
a detailed history of club events, programs, fundraising and progress through the years. A template of these
forms can be found on the website at http://www.rockhurst.edu/studentlife/activities/student_resources.asp.
APPENDIX G: END OF YEAR REPORT
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Student Organization Travel
This policy is for all travel funded by the student activity fee. If more than one student will be attending a
conference outside the greater Kansas City area, defined as 30 miles, an advisor must attend also be in
attendance. An advisor is defined as the organization Moderator or other full-time faculty or staff member at
Rockhurst. While it is recommended that all student groups follow this policy there are some exceptions
including: groups that do not receive funding from the student activity fee and conferences funded through an
academic or other department.
Process for student organization travel
All organization travel that is funded through the student activity fee must be pre-approved by the Office of
Student Life. The president or other executive board member must submit the attached document which
provides information about the conference and the students who will be attending. Once this document is
received it will be forwarded onto the Allocations committee for approval. Further, all students attending must
sign a hold harmless agreement, an emergency contact card, and a Code of Conduct statement stating they
understand that any behavior they engage in at the conference that is against Rockhurst’s Code of Conduct is
subject to disciplinary action upon return to campus.
Upon approval of the Office of Student Life, the group can set up a meeting with the Allocations committee to
present their request during a regularly scheduled meeting.
APPENDIX H: TRAVEL WAIVER AND LIABILITY AND EMERGENCY FORM
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Use of Campus Vehicles
The office of Student Development has a 12-passenger van that students can reserve for use in the Greater
Kansas City area; defined as no more than 30 miles outside of Kansas City. Students must be 21 years or older
and have a valid driver’s license and insurance. Copies of the license and insurance must be made in Massman
1. For insurance purposes we are required to do a background check on all persons driving university vehicles.
Organizations wishing to use the van outside the Greater Kansas City area can submit a written request to the
Director of Student Life in Massman 1 at least two weeks in advance of the planned trip. The organization’s
Advisor, or their designee (must be a Rockhurst University staff member) must be accompanying the group in
order for the request to be approved. The request should include the following information: name and email of
the individual(s) making the request, name of the organization, name of the Advisor , or their designee,
destination, approximate mileage, dates of the trip, reason why the van is required for the trip.
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Advisors
The Advisor is an important choice; however, the Advisor is NOT there to run the show. They should not be
making the financial and/or programming decisions for the organization. This is a Recognized STUDENT
organization. The Advisor must meet the following criteria:
Full-time employee of the University;
Minimum rank of instructor; or
Be classified as an administrative professional
In the event that an individual cannot be found that meets these criteria, exceptions can be sought from the
Director of Student Life.
What does the Advisor do?
RU student organizations are to be initiated, developed, and maintained by students. However, it is important
for each advisor to provide support and guidance while encouraging the students themselves to supply the
primary source of organizational leadership and initiative for planning of programs and events.
The Advisor should have an open and developmental relationship with his/her organization. They should work
to foster the sharing of ideas while also providing feedback, and acknowledging the organization’s strengths and
weaknesses.
Below are a few key responsibilities of the Advisor:
Oversee the student organizations’ actions, events, meetings, etc
Make sure that the organization follows University guidelines and supports the Jesuit mission at
all times
Challenge and support the leadership of the organization
Aid student members and officers in developing effective leadership skills
Assist in program development
Attend meetings of the organization
Provide mature counsel for the organization
Serve as a communication link between the organization and Student Development
Be aware of financial transactions and advise the allocation process
Serve as a chaperone of organizational events sponsored by the group
Be aware of all programs and activities planned and provide assistance as needed
APPENDIX I: ADVISOR AGREEMENT FORM
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Appendix
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Membership Roster List
Use excel spreadsheet with these columns or download off our website.
*This will need to be completed and then attached to the online registration form.
**This assists us to confirm your 10 membership members and to assist with tracking
leadership positions and future archived purposes.
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Online Registration Form
http://www.rockhurst.edu/studentlife/activities/register.asp
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Model Constitution
The following is an illustration of an organization constitution. All Articles and Sections must be included. The
wording in the sections and articles is suggested as a guide. However, Article III, Section 1 must be written
exactly as it appears. All recognized student organization constitutions are on file in the Student Activities
Office. If your organization would like to see a constitution that is on file, contact the Student Activities Office.
The Rockhurst University (Insert Organization Name Here) Constitution
Article I – Name
The name of this organization shall be the Rockhurst University (insert name), hereafter referred to as the
Organization.
Article II – Purpose
The purpose of this organization shall be: (state or list the purpose of your organization).
Article III – Membership
Section 1. Regular membership of this organization shall be open to Rockhurst University students of any race, color, sex,
creed, national and ethnic origin, sexual orientation and disability. (The above statement is required in every
constitution. This can be further qualified by including the phrase “who subscribes to the ideals of the
organization and who pays dues”). Note: Organizations whose memberships are not open to all Rockhurst
students are not eligible for student organization funding.
Section 2. (Explain other types of membership. e.g., honorary)
Section 3. (Method of membership revocation)
Article IV – Officers
(There must be at least one officer of the organization. This person is responsible for all actions of the
organization.)
Section 1. Mandatory Officers. Officers of the organization shall be as follows (these are the traditional ones):
1. President
2. Vice-President
3. Secretary
4. Treasurer
5. Service Chair/ Fundraising
6. (List any other officer of the organization)
Section 2. Officers of the organization shall be elected (most organizations specify the spring or fall semester but some
groups actually specify a given month) by a majority vote of quorum – see Article V, Section 2 (Specify how
officers will be elected).
Section 3. Officers shall take office (specify when) and shall hold office for a period of (specify period – generally one
semester or one year).
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Section 4. All officers must have a minimum 2.5 GPA and shall not be on academic or disciplinary probation at the time
of their elections and throughout their terms in office.
Section 5.
If an office becomes vacant, a special election will be held (specify when) to fill the said vacancy.
Section 6. Any Officer may be impeached from office for failure to perform the duties of their office (see section 7 for
duties). Impeachment requires (list and describe a formal process) by a member of the organization during a
regular meeting, and the (majority, 2/3 or 3/4) vote of quorum.
Section 7. Duties of the Officers. (The duties of all officers must be outlined in this section. Be sure to include some type
of checks and balances. For example, “the President reserves the right to appoint all committee chairpersons
with the approval of 50% plus one of the voting members present.”)
Article V – Meetings
Section 1. A regularly scheduled meeting shall be held at least (specify an amount which is at least once a semester.)
Additional meetings may be called by (be specific) when the need arises.
Section 2. A quorum shall consist of 50% plus one of the regular members.
Section 3. A quorum must be present in order for any official business to be conducted. Official business shall include
election of officers, setting of dues and any other major decisions effecting the organization.
Article VI – Committees
The officers of the organization shall have the authority to create any committees, standing or special that will
further the purpose of the organization. (e.g., publicity, social, fund raising)
Article VII – Finances
Section 1. Dues shall be determined by the officers of the organization, subject to the approval of a majority vote, at a
meeting of the organization. (Do not list an exact dollar amount.)
Article VIII – Parliamentary Authority
The parliamentary authority shall be the current edition of Robert’s Rules of Order.
Article IX - Advisor
Section 1.
All organizations are required to have an Advisor for their group. The Advisor must be a full-time faculty or
staff member; exceptions can be requested from the Director and/or Assistant Direcotir of Student Life.
Section 2.
The Advisor is a non-voting member who provides guidance and oversees actions and activities of the
organization and its members.
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Section 3.
For more specific duties of the organization Advisor, please refer to the Advisor Agreement Form, which is
available in Student Life.
Article X – Amendments
Section 1. All amendments to this constitution require previous notice of (specify a time greater than one week) prior to
being discussed and voted upon.
Section 2. All amendments require a quorum (50% plus one) for adoption.
Section 3. Amendments become effective only after approval by the Student Senate, Student Welfare Committee, and the
President of the University.
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Check / PO Request Form Preview
All request forms are located in Massman 1 and may be completed and turned into Massman 1.
*Please have invoice and appropriate information with you to attaché to the form.
**Yellow Copy is your for your record and the White Copy goes to the business office.
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Student Organization Funding Allocations Request Form
See Student Senate Website
http://rustudentsenate.weebly.com/
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Event Registration Form
*please fill out and turn into Massman 1 or email to
[email protected] for confirmation email and a checklist of
items to assist with the planning process.
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All student organizations must register their on-campus events at least two weeks prior to the event. The
registration form must be submitted to Student Life for approval of the event prior to scheduling. Once the event
is approved they will be allowed to reserve space on-campus for their event, and continue planning.
Contact Information
Organization: Date of Event:
Contact Person:
Phone: Email:
Advisor’s Signature: Date:
Type of Event
Meeting Event Fundraiser Practice Other:
Event Information
Name of Event:
Description of Event:
Proposed Date of Event: Start Time: End Time:
Desired Location:
Does your event need catering? No Yes (Please list)__________________________________________
Does your event need tables/chairs? No Yes (Please list) _________________________________________
Does your event need AV setup? No Yes (Please list) _________________________________________
Student Life Use
Date Reveived:
Approved Not Approved
Approved with Adjustments:
Put on University Calendar
Received Contract and Payment Request Form
Emailed Physical Plant Request Form/Approval for
reservations
Emailed Security of Event Registration (If Necessary)
Approved a Flyer for Event
Physical Plant Office Use
Date Received: Location Reserved:
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End of Year Report
RSO End of Year Report
Please complete this form accurately and completely. With over 45 organizations, this helps the Student Life Office know more about your organization and its accomplishments and activity. This form is for information and assessment only and assists us with developing and enhancing programs for RSOs. Please complete and return into our office before_____.
NAME OF ORGANIZATION TYPED OUT: Click here to enter text.
ORGANIZATIONAL FUNCTIONING
Total Membership for the _____academic year: Click here to enter text.
How many meetings were held throughout the year: Click here to enter text.
How often did the organization meet?
□ Weekly □ Bi-Weekly □ Once a Month □ Less than 5 times this year □ Other _______
What month do you conduct your officer elections: Click here to enter text.
On a regular basis organizations should review, update and revise their constitution.
Has your organization reviewed its constitution this past year? YES NO
Has the organization revised its constitution this past year? YES NO
*If Yes, please send an updated copy of your Constitution to [email protected] or attach with End of the Year Report FUNDING
Did the organization receive Senate funding this past year? YES NO
If no, did you apply for Senate Funding? YES NO
*If no, why did you not apply for funding? Click here to enter text. PROJECTS/ ACCOMPLISHMENTS
What major projects/ events/ goals did the organization achieve this year? Complete chart below.
Date of Event Project Name # of members participated
Purpose Money
Spent on Event
Notes for Next Year
Continued on back
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SERVICE
Did the organization perform any community service? YES NO
*If yes, what service did you perform and how many hours were served? Fill out chart below.
Semester (Fall
or Spring) Project # of members
participating Multiplied
(x) # of hours Equals (=) Total Hours
X =
X =
ADDITIONAL INFORMATION
What additional information would you like us to know about your organization’s activities and functioning this past
academic year? Please also indicate if you have any questions or concerns.
Click here to enter text.
How involved was your campus advisor with the functioning of your organization?
VERY INVOLVED INVOLVED MINIMALLY INVLOVED NOT INVOLVED
How satisfying was your organization’s relationship with your campus moderator?
VERY SATISFIED SATISFIED MINIMALLY SATISFIED NOT SATISFIED What leadership/ presentation topics would you like to have offered to make your job, as a student leader, easier? (meeting management, event planning, budgeting, etc.)
Click here to enter text.
Questions, Comments, Suggestions? (How else could the Student Life Office assist you?)
Click here to enter text.
Signature of person completing this report: Click here to enter text. Date: Click here to enter text.
Printed Name: Click here to enter text. Position in Organization: Click here to enter text.
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Travel Waiver
FULL AND GENERAL RELEASE OF LIABILITY AND COVENANT
NOT TO SUE AND ACKNOWLEDGEMENT OF STUDENT CONDUCT CODE
PLEASE READ CAREFULLY: THIS IS A LEGALLY BINGING DOCUMENT. YOU MAY WANT TO
CONSULT AN ATTORNEY BEFORE SIGNING
I, ____________________ (“Student”), desire to attend the ___________________ Conference in
__________________________ (the “Conference”). I acknowledge that my attendance at the Conference is
completely voluntary and is not required by Rockhurst University. I understand that the Rockhurst University
Student Conduct Code, as set out in the Student Activity Planner and Handbook, is in full effect for the entirety of
my travel related to and attendance at the Conference. I acknowledge that I have received a copy of the Student
Activity Planner and Handbook.
I understand that there is travel involved in attending the Conference, including travel by automobile, train, and
airplane. I understand that there are inherent risks in travel that may lead to my injury. I understand that I share in the
responsibility for my own safety and the safety of others. I understand the travel involved in attending the
Conference could result in injury to my body, including but not limited to paralysis and/or death.
I attest and verify that I am in good physical health and that if I believe that I am physically unable to participate in
the Conference; I will personally contact a Rockhurst University employee and inform the employee of the
limitations of my participation.
In consideration for allowing me to attend the Conference, I agree that Rockhurst University, its past and present
officers, trustees, employees, agents, representatives, successors, or volunteers (collectively “Rockhurst Affiliates”)
shall be released to the maximum extent permissible under the law, from any and all liability for any and all claims,
damages, or causes of action, known or unknown, incurred during or arising out of my attendance at or travel to the
Conference, including but not limited to claims for bodily injury or property damage suffered by Student while
preparing for or participating in the Conference, including transportation to and from the Conference.
I agree not to sue or otherwise make any claim for damages against Rockhurst University or Rockhurst
Affiliates for any injury which may arise during or from my attendance at, preparation for, or travel related
to the conference. I understand and agree that this Release shall be binding on my heirs, successors, and
assigns.
By signing below, I indicate that I have read this document, understand and agree with its contents. I am eighteen
years of age or older, and I am competent to read and sign this Release; or if I am not eighteen years of age, my
parent/guardian has signed below.
Print Name Date
____________________________________
Student Signature Student I.D. Number 2
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TO BE SIGNED BY PARENT/GUARDIAN IF STUDENT IS UNDER THE AGE OF 18:
I certify that I either have custody of Student or am the legal guardian of Student by court order. I have read this
Release and fully understand and agree to all the terms set out above.
I also agree not to sue or otherwise make any claim for damages against Rockhurst University or Rockhurst
University Affiliates for any reason which may arise during or from Student’s attendance at, preparation for,
or travel related to the conference.
I join with Student in granting a release to Rockhurst and its Affiliates as set forth in detail above.
Parent/Guardian Date
Printed Name
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Rockhurst University Service-Immersion Trip /
Emergency Contact Form Name:
RU Student ID:
Date of Birth:
Cell number:
Parent/Guardian Name:
Parent/Guardian Home Phone:
Parent/Guardian Cell Phone:
Parent/Guardian Email:
I would like my parents to be notified that we arrived safely at our destination (circle one): Yes No
Insurance Provider:
Insurance Policy Holder Name:
Insurance Policy Number:
Medical Info and Constraints (allergies, etc.)
Medications
Dietary Constraints (vegetarian, etc.)
Page 44
ROCKHURST UNIVERSITY
STUDENT ORGANIZATION ADVISOR AGREEMENT FORM
Advisor Name__________________________ Organization____________________
Department______________________________ Academic Year_______________________
Office Phone_____________________________ Home Phone_________________________
Advisor of student organizations Rockhurst University mandates that each officially recognized student organization must have an advisor to serve
the group. The organization is free to choose their advisor pending approval from the Office of Student Life. The advisor
must be a full-time employee of Rockhurst University.
The advisor serves as an important resource for the organization, providing the basis for long-term stability, as
well as, growth and development. As the students change from year to year, the attention and guidance of an advisor can
have a marked impact on the group he or she works with.
The duties of the advisor, as detailed below, may be interpreted differently depending on the nature of the
organization; specific areas of knowledge and expertise will vary among advisors. Each advisors personal style will affect
the degree of direct involvement he or she has with the group, and the extent to which responsibility for certain
organizational functions are shared among the advisor and executive board officers.
Ideally, organizations are to be initiated, developed and maintained by the students. It is important for each
advisor to provide support and guidance while encouraging the student themselves to supply the primary source of
organizational leadership and initiative for the planning of programs and events. The appropriate balance of leadership
exerted between the advisor and student leader often depends upon the mix of personalities involved. In instances when
the student leadership may be weak or underdeveloped, the advisor is encouraged to help develop the appropriate skills in
the student while communicating with the Office of Student Life.
Specific responsibilities of the advisor are:
To attend meetings of the organization
To provide mature counsel for the organization
To aid the student members and officers in developing effective leadership
To serve as an additional communication link between the organization and the Office of Student Life
To be aware of all plans for programs and activities, and to provide assistance when needed in the coordination of
these events.
To be aware of University regulations regarding campus organizations
To acknowledge the successes and positive aspects of the group’s pursuits
To recognize that student organizations provide a forum for experiential learning for the student officers and
members, and that organizational failures can be beneficial in this regard.
To stress the educational aspects of the students’ experiences with their organization
To provide a basis for continuity in an organization from year to year
The Office of Student Life will serve as a mediator for any conflicts or concerns between the advisor and the organization.
If an advisor decides to not continue their advisement of an organization, a transition meeting will be conducted in the
Office of Student Life.
I understand and agree that I will serve as Advisor to the above named organization for the indicated academic year.
Advisor Signature:_____________________________________ Date:____________________ Office of Student Life
Rockhurst University
Massman 1 (816) 501-4541
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