2020-2021

Student Organization Manual  

 

 

Wentworth Institute of Technology Center for Student Engagement

Center for Diversity & Social Justice Programs

 

Table of Contents

Table of Contents

Section 1:................................................................................................................................. 7 

STUDENT ORGANIZATION MEMBERSHIP ................................................................................. 7 

Registration ......................................................................................................................................... 8 

Types of Organizations ........................................................................................................................ 8 

Starting a Student Organization .......................................................................................................... 9 

Retreat ................................................................................................................................................. 9 

What Is An Active Student Organization ............................................................................................. 9 

Advisors and Their Roles ................................................................................................................... 10 

Constitution ....................................................................................................................................... 11 

Membership ...................................................................................................................................... 11 

Conduct and Discipline ...................................................................................................................... 12 

Executive Officers .............................................................................................................................. 12 

New Organizations ............................................................................................................................ 13 

Meetings ........................................................................................................................................... 13 

Student Organization Room .............................................................................................................. 13 

Storage .............................................................................................................................................. 13 

Center Resources .............................................................................................................................. 14 

Mail ................................................................................................................................................... 14 

Email & Websites .............................................................................................................................. 14 

Use of the Wentworth Logo .............................................................................................................. 14 

Additional Requirements for Club Sports ......................................................................................... 14 

Expectations for Sweeney Field Use ................................................................................................... 15 

Club Sports and Trans Inclusive Policy ................................................................................................ 15 

ANTI‐HAZING POLICY ............................................................................................................. 16 

Section 3:............................................................................................................................... 19 

STUDENT ORGANIZATION TRAVEL POLICIES .......................................................................... 19 

Travel Planning Timeline ................................................................................................................... 20 

 

Travel Group Size .............................................................................................................................. 20 

Advisor Requirements for Student Organization Travel ................................................................... 20 

Pre‐Travel Arrangements .................................................................................................................. 21 

Travel Agreement .............................................................................................................................. 21 

Waivers .............................................................................................................................................. 22 

Transportation & Vehicle Rentals ..................................................................................................... 22 

Vehicle Rental Options ........................................................................................................................ 22 

Student Driver Requirements ............................................................................................................. 22 

Other Forms of Transportation ........................................................................................................... 22 

Hotels & Lodging ............................................................................................................................... 23 

Conferences & Registration .............................................................................................................. 23 

Alcohol & Drugs ................................................................................................................................. 23 

International Travel ........................................................................................................................... 24 

Trip Cancellation Due to Health and Safety Concerns ...................................................................... 24 

Section 4:............................................................................................................................... 25 

PROGRAM & EVENT POLICIES ................................................................................................ 25 

Contracts ........................................................................................................................................... 26 

Room & Facility Reservations ............................................................................................................ 26 

Special Procedures for Residence Halls ............................................................................................ 27 

Off‐Campus Spaces ........................................................................................................................... 27 

Event Ending Times ........................................................................................................................... 27 

Film, TV and Video Copyright Infringement ...................................................................................... 27 

Food & Catering ................................................................................................................................ 28 

Food Sales ......................................................................................................................................... 28 

Barbeque Policy ................................................................................................................................. 29 

Alcohol & Drugs ................................................................................................................................. 29 

Sales & Fundraising ........................................................................................................................... 29 

Cash Box ............................................................................................................................................ 29 

Tabling ............................................................................................................................................... 30 

Not for Profit or Non‐Profit Status .................................................................................................... 30 

Raffles ................................................................................................................................................ 30 

 

Donations .......................................................................................................................................... 30 

Friends & Family Fundraising ............................................................................................................ 31 

Corporate Sponsorship Donations .................................................................................................... 31 

Applying for Foundation Grants & Funds ........................................................................................... 31 

Donor Restrictions .............................................................................................................................. 31 

Technical Requests ............................................................................................................................ 32 

Borrowing Equipment ....................................................................................................................... 32 

Student Posting and Advertising Policy............................................................................................. 32 

Requirements and Approval Process .................................................................................................. 33 

Academic Buildings .............................................................................................................................. 34 

Residence Halls .................................................................................................................................... 34 

Open Space Areas................................................................................................................................ 34 

Leafletting and Chalking ...................................................................................................................... 34 

Violations ............................................................................................................................................. 34 

Campus Display Monitors ................................................................................................................. 35 

Promotional Materials ...................................................................................................................... 35 

Social Media ...................................................................................................................................... 35 

Event Cancellation Policy .................................................................................................................. 35 

Section 5:............................................................................................................................... 36 

LARGE SCALE EVENTS & DANCE POLICES ............................................................................... 36 

Definitions ......................................................................................................................................... 37 

Location ............................................................................................................................................. 37 

Event and Dance Planning ................................................................................................................. 37 

Hours for Campus Events .................................................................................................................. 37 

Special Rules for Dances.................................................................................................................... 38 

Security ............................................................................................................................................... 38 

Police Details ....................................................................................................................................... 38 

Metal Detectors and Additional Security ............................................................................................ 38 

Wrist Bands ......................................................................................................................................... 38 

Removal and/or Denial of Admission for Attendees .......................................................................... 39 

Safety of Attendees, Students, and Staff ............................................................................................ 39 

 

Non‐Colleges of the Fenway (COF) Attendees at Dances ................................................................... 39 

Staffing for Campus Events and Dances ............................................................................................ 39 

Staff Advisor ........................................................................................................................................ 39 

Student Staffing .................................................................................................................................. 39 

DJ Services ........................................................................................................................................... 40 

Additional Policies ............................................................................................................................. 40 

Signage .............................................................................................................................................. 40 

Section 6:............................................................................................................................... 41 

STUDENT ORGANIZATION FINANCES ..................................................................................... 41 

Making a Purchase ............................................................................................................................ 42 

Proper Use of Funds ............................................................................................................................ 42 

Tax Exempt .......................................................................................................................................... 42 

Alcohol & Drugs .................................................................................................................................. 42 

Credit Cards ......................................................................................................................................... 42 

Lost Credit Card Receipt ...................................................................................................................... 43 

Check Requests ................................................................................................................................... 43 

Operating Budgets vs. Fundraising Budgets ..................................................................................... 43 

Reimbursements ............................................................................................................................... 43 

Making a Deposit .............................................................................................................................. 44 

Collecting Funds .................................................................................................................................. 44 

Dues/Trip Deposits .............................................................................................................................. 44 

Fundraising .......................................................................................................................................... 45 

Selling Organization Property ........................................................................................................... 45 

 

 

Welcome to the 2020‐2021 Academic Year! The Center for Student Engagement & the Center for Diversity and Social Justice at Wentworth Institute of Technology commit itself to the holistic leadership development of our students. The Center for Student Engagement commits to enhancing the academic experience by providing leadership programs that support students’ professional endeavors, helping students self‐select into leadership opportunities, and being purposeful in teaching the leadership ideas we have cultivated. We are here to help you develop the tools you need to make your academic career a successful one by supporting you in all the different paths you may choose. Whether participating in service projects in the local community or competing in regional and national competitions, recognized student organizations proudly represent Wentworth Institute of Technology and the values that define us. Student organizations provide students an expanded exposure to their future career field, ways to pursue passions and interests at the next level, opportunities to advocate ideas and beliefs, and a balance to their academic lives to become well‐rounded citizens. Being under the Center for Student Engagement & the Center for Diversity and Social Justice umbrellas of student organizations has its privileges. Use of programming spaces and facilities, promotion in Wentworth publications, recruitment and advertising opportunities, personalized advising, leadership training, and a possible annual operating budget are some of the perks student organizations receive when they become registered and recognized. Registration is the first step to creating a direct link between you and the wealth of resources that the Centers have to offer. This manual has been provided to guide you in achieving your goals and provide programs and services to your members as well as the Wentworth community. It outlines the expectations we have for you as a recognized organization, as well as directs you towards the resources you need to flourish. All the basics you need to know about registration, travel, programming, promoting, fundraising, and finance can found in this manual, as well as handy how‐to guides designed to be user friendly even for the newest member of your organization. Take some time to get familiar with this guide and we think you will find that the Centers have more to offer student organizations than ever before. As always, our door is always open. We look forward to working with you this year! ‐The Center for Student Engagement & the Center for Diversity and Social Justice Programs

Important Note: The Programming Addendum supersedes some policies listed in the Student Organization Manual until it

is revoked. Organizations and their members are expected to read, understand, and abide by this Student

Organization Manual and Wentworth’s Student Code of Conduct. The Center for Student Engagement & Center for Diversity & Social Justice Programs reserves the right to change this document at any time.

This Manual is not a contract.

Section 1:

STUDENT

ORGANIZATION

MEMBERSHIP

        

 

 

Registration

Registration is the first step for both new and returning organizations to be officially recognized. Student organizations must register annually through the online Student Organizations Registration Form (the link changes annually) within a window of once fiscal decisions have been announced (typically early July) until September 30. Wentworth Institute of Technology does not recognize organizations that do not register, and current organizations may not have access to their funds or other club privileges until the annual registration process has been completed. If you have not registered by September 30, you will be considered an inactive student organization. Your Center Advisor is chosen first by determining if the mission of your organization aligns with either the Center for Diversity & Social Justice Programs or the Center for Student Engagement. Your Center Advisor will assist organizations with the following:

a. Developing the leadership skills of the officer team and the organization's’ members. b. Planning and management of organizational events and programs. c. Approves and coordinates all organizational purchases. d. Organizational budget management.

Types of Organizations

Wentworth classifies its organizations into five categories, based on the purpose and activities of the organization. These categories are Academic Organizations, Club Sports, Diversity and Social Justice, Honor Societies, and Special Interest Organizations.

1. Academic Organizations are focused on academic pursuits, and typically are associated with majors of study at Wentworth. These groups connect classroom content into real life application through programs, conferences, and competitions. Academic Organizations will be advised by staff in the Center for Student Engagement. 2. Club Sports provide a recreational outlet for students in a competitive setting with a coach’s supervision. Club Sports engage in competition with teams from other institutions. They also provide leadership opportunities for students through structuring and running a competitive and safe club sport. Cub Sports will be advised by staff in the Center for Student Engagement. 3. Diversity and Social Justice Organizations are student run clubs whose aim is to provide a space for affinity based upon cultural identity, and/or whose mission includes a social justice perspective or the promotion of historically underrepresented populations. Diversity and Social Justice Organizations will be advised by staff in the Center for Diversity and Social Justice Programs. 4. Honor Societies are focused on academic pursuits, but require a minimum GPA higher than the minimum of 2.0 requirement for participation in student organizations, and/or other academic merits to maintain membership. Honor Societies will be advised by staff in the Center for Student Engagement. 5. Special Interest Organizations seek to promote the overall well‐being of students at Wentworth by providing an outlet for social interaction through a common interest. Special Interest Organizations are organizations that are not directly academic and do not participate in athletic competition. Special Interest Organizations will be advised by staff in the Center for Student Engagement.

        

 

 

Starting a Student Organization

Students interested in starting a new student organization should email studentengagement@wit.edu. Depending on the mission of your student organization you will meet with a Center Advisor to begin the process of registering. To start a new organization, the following criteria must be met by the last day of fulltime undergraduate courses in the fall or spring semester:

A drafted constitution (see constitution section on next page). A roster of 10 members. A Faculty/Staff Advisor must be selected by the organization (Club Sports Coaches are hired by

the Center for Student Engagement). A President and Treasurer Final approval from Director of either the Center for Student Engagement or Center for Diversity

& Social Justice Programs New student organizations (wanting to form after the last day of fulltime undergraduate courses in the fall or spring semester of each year) must wait until the following semester to be approved. Prior to receiving a full operating budget, approved new organizations will be awarded program funds on a case‐by‐case basis by their Center advisor. Student organizations who have submitted the above criteria prior to the last day of fulltime undergraduate courses in the fall or spring semester are considered “interest groups” and can have access to the following limited resources: on campus room reservations, a message in the Campus Update Email to gather interest, and program funds on a case‐by‐case basis at the discretion of the Center Advisor. The Center for Student Engagement & Center for Diversity & Social Justice Programs reserve the right to deny the formation of a club or club sport due to financial and other resource limitations; safety concerns; and/or staffing constraints. Wentworth Institute of Technology will not support or recognize fraternities/sororities. In limited cases, academic honor societies may be recognized on campus.

Retreat

Student Organizations are required to send new executive board members to the Fall Leadership Retreat. If there are no new executive board members, the club will send at least one member of the executive board to represent the club. Both the Treasurer and President are required to attend the Spring Leadership Retreat in order to be eligible to apply for the funding process for the next fiscal year. The Center Advisors are able to discern student organization eligibility for club budgets based on if the club is active (please refer to What Is An Active Student Organization).

What Is An Active Student Organization

        

 

 

Registered each year by September 30 o Ten members o President and Treasurer o Fulltime Faculty / Staff Advisor o Attend Fall and Spring Leadership Retreats o Hold General Body meetings o Constitution

The club must rectify if any of these pieces are missing

Advisors and Their Roles

Every student organization at Wentworth has two advisors: a Faculty/Staff advisor and a Center advisor. Club sports have a Club Sports Coach who serves in place of a Faculty/Staff advisor. Note: All coaches are employees of Wentworth and hired through the Center for Student Engagement and Human Resources. 1. Faculty/Staff Advisor. Organizations should choose a Faculty/Staff advisor that can provide guidance in respect to the specific interests of the organization. This advisor must be an exempt, fulltime faculty or staff member of Wentworth Institute of Technology. Advisors must be chosen by the organization. Your Center Advisor will help in securing an advisor and will ensure that they meet Human Resources eligibility requirements. The roles of the Faculty/Staff advisor include:

a. Attending organization executive board and general member meetings on a regular basis. b. Attending organization‐sponsored events or programs on campus. c. Accompanying the organization on their travels or helping to secure a chaperone for student organization travel. d. Working with the organization’s Center Advisor, as necessary, to help promote and develop the organization. e. Supporting and upholding the organization policies and procedures initiated by the Institute. f. Actively promoting the organization in a positive and professional manner.

‐Should a Faculty/Staff Advisor wish to no longer advise a student organization, they may notify the executive board and Center Advisor. Center Advisors will provide guidance on securing a new student organization Faculty/Staff advisor within a reasonable timeline determined by the Center Advisor. A student organization may temporarily be inactive if an advisor is not secured within said reasonable timeline.

g. Faculty/Staff Advisors are not permitted to make purchases on behalf of the student organization without prior approval from the Center Advisor. Reimbursements may not be fulfilled if not approved by the club’s Center Advisor prior to purchase. h. Faculty/Staff Advisors are not permitted to make room reservations for organizations without the approval of the Center Advisor. This is to ensure all clubs are facilitating events that are aligned with university policy. If your advisor would like to book a space, they may reach out to the club’s Center Advisor.

2. Club Sports Coach serves in place of a Faculty/Staff advisor for club sports. The Coach should be familiar with the team activity and can be a WIT employee or alum. Coaches are hired after an interview

        

 

 

process is conducted through the Center for Student Engagement. The Center for Student Engagement reserves final approval for all coach appointments. Coach duties include:

a. Assuming responsibility for members’ conduct in all matters associated with the team activities. b. Being present at all practices and competitions. c. Ensuring that the First Aid kit is at all sessions, including each participant’s emergency contact information, and that there is a cell phone available at all sessions. d. Being capable of overseeing emergency situations and providing support at the scene e. Being able to teach skills, rules, citizenship, and sportsmanship, and represent WIT in a manner that will promote respect for the program. f. Reporting all incidents (injuries, fights, misconduct, etc.) to the Center for Student Engagement within 24 hours of the incident. In the event of an injury, following the procedures of the Emergency Plan and Injury Checklist Form outlined in the bi‐annual coach meeting and notifying Campus Safety immediately.

Constitution

A constitution is the governing document for student organizations; it will contain an organization’s values, vision, and policies. Your Center Advisor is available to aid groups in developing their constitution, as well as help understand or make changes to an organization’s current constitution. Any changes to a constitution must be submitted to the Center for Student Engagement and Center for Diversity and Social Justice Programs. Each club constitution must be submitted with the annual Student Organization Registration Form. The constitution, amendments to it, and the by‐laws of any organization must be approved by the Director of the Center for Student Engagement or the Center for Diversity & Social Justice Programs to assure that they are in accordance with the Student Org Manual, Wentworth policies, regulations, and procedures. If an organization is part of a larger/national organization and the bylaws of that organization conflict with Wentworth policy, Wentworth policy supersedes the bylaws of that organization.

Membership

Organization membership is open to all current students of Wentworth Institute of Technology and the Colleges of the Fenway with a valid COF ID. All organizations must open all general meetings to the entire student body, regardless of age, color, country of origin, disability, ethnicity, race, religion, sex, gender identity, sexual orientation, veteran status or major of study. Elected board positions must also be open to the entire student body provided the person meets the requirements of the organization’s constitution (academic qualifications) for eligibility. Members of all organizations must be in good academic and disciplinary standing with their home institution. Any student who drops below a 2.0 will be deemed ineligible to participate in student organizations. Students who hold an elected leadership or officer position within a student organization must also maintain a minimum cumulative GPA of 2.0. The only exception to the GPA requirement is academic honor organizations, which may have more stringent membership requirements. Members of student organizations are responsible for adhering to all Federal, State, and local laws; Wentworth Policies (including the Student Code of Conduct); Center for Student Engagement policies;

        

 

 

and the organization’s constitution when they are participating in meetings, practices, or programs. Students who are in violation will be subject to removal from the organization and/or disciplinary sanctions (See Conduct and Discipline, next page). Your Center Advisor reserves the right to terminate participation of any COF student at any time, irrespective of any additional action taken by his/her home COF institution.

Conduct and Discipline

Members of student organizations are expected to conduct themselves in a manner that reflects the values of Wentworth Institute of Technology as a whole. This includes adherence to policies in this manual, the standards of behavior outlined in the Student Code of Conduct, and state and federal laws. Whether away at an off‐campus event or gathering on campus, members of student organizations are expected to hold themselves to the highest levels of honesty, integrity, and open‐mindedness. Wentworth students believed to engage in behavior that violates the rules in this Manual, Student Code of Conduct, Wentworth policies or Federal, state or local laws, will be referred to the Assistant Dean of Student Affairs and, when necessary, Public Safety. COF students determined by Wentworth to be in violation will be removed from the organization and referred to their home Institution for action. Students who are placed on university probation may not serve as an executive board member of a student organization. In addition to any sanctions imposed through the disciplinary process, student organizations found in violation may have additional consequences which include, but are not limited to:

temporary freeze of organization spending loss of use of facilities and services permanent loss of organization budget suspension of all organization activities.

The Director of the Center for Student Engagement and Center for Diversity & Social Justice Programs will administer organization sanctions for violating organization protocol. If disciplinary charges are brought against an organization, the president, captain, or otherwise titled student officially responsible will be required to respond to the charge and represent the group in the discipline process.

Executive Officers

Student organizations must have a minimum of two executive positions: President and Treasurer. These positions must be held by Wentworth students.

1. The President is responsible for representing the organization to the Wentworth and COF community, and is the main contact for the organization. The President should also be the driving force of leadership, providing guidance for the group as well as infusing enthusiasm. The President will also be the main contact from the Center Advisor. All official club events must be approved by the President. 2. The Treasurer is in charge of budgeting, managing the finances and coordinating spending with your Center Advisor.

        

 

 

In addition to a President and Treasurer, student organizations are strongly encouraged to have an executive board of at least four members. This can include electing a Vice President, Secretary, or Recruitment Officer. Officers must be current students of an institution within the Colleges of the Fenway. Having a well‐rounded executive board can help with delegating responsibilities and allowing members to balance their co‐curricular activities with academic work. It also provides opportunities to develop leadership skills and experience for more members of the organization and can help in transferring information and traditions from one year to the next.

New Organizations

As a new student organization begins forming, a temporary executive board may be appointed to see the group through the process of creating a new organization. Once approved an official executive board will be elected by the general membership as outlined by an organization’s constitution during the next round of elections.

Meetings

Once officially recognized, organizations should establish a regular meeting time and location. Regular meeting times are submitted to your Center Advisor and are made available to students who are interested in joining an organization. Because this information is passed along to the Wentworth and COF community, it is important that any changes to regular meeting schedule are submitted to your Center Advisor. Your Center Advisor can assist in finding and reserving an appropriate regular meeting location. It is recommended for student organizations to post announcements (flyers, posters, signs) of their meeting time and place, and announcements should be visible to all members of the Wentworth student body. The recommended window for regular room requests is 2 months prior to the start of the semester.

Student Organization Room

The Student Organization Room is located in 035 Flanagan Campus Center and is intended to serve as a resource space for all active student organizations. The space may be booked through the group’s Center Advisor for meetings (space for 12 comfortably). There is also storage available for organizations that may need it.

Storage

In order to secure storage for groups, a group must submit a request to their Center for Student Engagement advisor, and the names of 2 individuals who are permitted to check out the key to the storage cabinets. The keys may be checked out from the Flanagan Campus Center Information Hub. Clubs who have the opportunity to use locker space in Beatty 035 sign a yearlong lease. Please note: No food items are allowed be stored in the storage cabinets.

        

 

 

Center Resources

The Center for Student Engagement and Center for Diversity and Social Justice programs also provide leadership training custom‐designed to a student organization’s needs. Leadership training can range from in‐depth information to specialized team building and group development specific to issues currently facing an organization. To design and arrange custom leadership training for an organization, groups should contact their Center advisor.

Mail

Student organizations are required to have all mail correspondence sent to their Center Advisor. The Center Advisors will notify organizations when they receive mail and hold it for pick up. Any organization found having mailed purchases or supplies to any other address will not receive funding for those supplies. Organization Mailing and Shipping Address: Organization Name Center for Student Engagement OR Center Diversity and Social Justice Programs 550 Huntington Avenue Boston, MA 02115‐5901

Email & Websites

Organizations can contact their Center Advisor for access or to create an organization’s email. Any registered student organization will obtain a WIT.edu email account and utilize Office 365’s real time file sharing platform (SharePoint, One Drive, etc.). Only two students may be granted access to the WIT.edu email account at any given time. Organizations should refrain from using their parent organization’s website as a resource to prospective members as a parent organization’s website does not accurately describe how our student chapter is run on campus.

Use of the Wentworth Logo

Use of the Wentworth logo, seal, and crest must be approved by your Center Advisor. Use of the logo, seal, and crest is a privilege and can be terminated at any time.

Additional Requirements for Club Sports

There shall be no team activity, including practice, until all club sports requirements have been met and approved by the Center for Student Engagement. Failure to comply may result in probation and denial of the team’s sport privileges. This may include restriction from practice and competition activities. Requirements include the following:

        

 

 

1. Annual completion of the Student Organization Registration Form plus the completion of the following forms and documents (all forms are due annually, unless otherwise noted): Assumption of Risk/Release of Liability (one for each member 2. Registration forms and requirements must be updated as individuals are added or deleted from the team’s roster subsequent to the recognition of club sport status. 3. Clearance from a physician to participate in any athletic activity is required and must be less than 2 years old. Members are obligated to disclose any restrictive or debilitating condition that has occurred since the date of the last physical examination. It is each member’s responsibility to be in the appropriate condition to participate in the activity. This is due bi‐annually, unless a concussion or other medical matter arises

i. If a student receives a concussion the student must be evaluated by a physician who administers a neurocognitive test and then given a doctor’s clearance note to play before they can resume participation in practice or games/matches. ii. Each student must have a sickle cell trait test (available from a primary care physician or at the Student Health Center) or complete the waiver

Expectations for Sweeney Field Use

Move all athletic equipment to the space they belong (i.e. not in the middle of the field, etc.) If there are questions regarding where equipment belongs, a demonstration can be arranged Absolutely no food / drink (other than water) is allowed on Sweeney or bleachers No animals Turn off lights by 11pm by calling Public Safety

Club Sports and Trans Inclusive Policy

Students may join the team which they feel best matches their gender identity. Some league and 

governing bodies of the individual club sports have additional requirements, which may dictate stricter 

guidelines on who can compete. Please contact the Center for Student Engagement more information. 

 

BEST PRACTICES 

Attire 

Clubs may not enforce or ask members to wear gender specific clothing for any club activities. Clubs are 

permitted to suggest professional or business casual recommendations for club activities.  

Names and Pronouns 

All student organizations should not assume gender pronouns. It is recommended that groups ask all 

members to share their name and pronouns at the first meeting of the year and when new members 

join. This normalizes the process and allows students to self‐identify.  

        

 

 

 

ANTI‐HAZING POLICY

        

 

 

Wentworth Institute of Technology does not tolerate any form of hazing. In compliance with the Commonwealth of Massachusetts’ Anti‐Hazing Statute, Wentworth Institute of Technology annually provides each student with a copy of the state law and requires officers of student organizations to distribute a copy to all its members. This has been provided in this manual, All student organizations are required to distribute copies of the Massachusetts’s Anti‐Hazing Statute and review these policies with every member. If anyone has any questions regarding these policies, they should be discussed with a Center for Student Engagement or Center for Diversity and Social Justice staff member immediately. Wentworth Institute of Technology disciplinary process will be applied in case of alleged hazing. MASSACHUSETTS GENERAL LAWS CHAPTER 269, SECTIONS 17, 18, 19: INCREASING THE PENALTIES FOR HAZING Section 17. Whoever is a principle organizer or participant in the crime of hazing as defined herein shall be punished by a fine of not more than three thousand dollars or by imprisonment in a house of correction for not more than one year, or by both such fine and imprisonment. The term “hazing” as used in this section or in a sections eighteen and nineteen, shall mean any conduct or method of initiation into any student organization, whether on public or private property, which willfully or recklessly endangers the physical or mental health of any student or other person. Such conduct shall include whipping, beating, branding, forced calisthenics, exposure to the weather, forced consumption of any food, liquor, beverage, drug or other substance, or any other brutal treatment or forced physical activity which is likely to adversely affect the physical health or safety of any such student or other person, or which subjects such student or other person to extreme mental stress, including extended deprivation of sleep or rest or extended isolation. Not withstanding any other provisions of this section to the contrary, consent shall not be available as a defense to any prosecution under this act. Section 18.Whoever knows that another person is the victim of hazing as defined in section seventeen and is at the scene of such crime shall, to the extent that such person can do so without danger or peril to himself or others, report such crime to an appropriate law enforcement official as soon as reasonably practicable. Whoever fails to report such crime shall be punished by fine of not more than one thousand dollars. Section 19. Each institution of secondary education and each public and private institution or post secondary education shall issue to every student group, student team, or student organization which is part of such institution or is recognized by the institution or permitted by the institution to use its name or facilities or is known by the institution to exist as an unaffiliated student group, student or student organization, a copy of this section and sections seventeen and eighteen; provided however, that an institution’s compliance with this section’s requirement that an institution issue copies of this section and seventeen and eighteen to unaffiliated student groups, teams or organizations shall not constitute evidence of the institution’s recognition or endorsement of said unaffiliated student groups, teams or organizations.

        

 

 

Each group, team or organization shall distribute a copy of this section and sections seventeen and eighteen to each of its members, plebes, pledges or applicants for membership. It shall be the duty of each such group, team or organization, acting through its designated officer, to deliver annually, to the institution and attested acknowledgment stating that such group, team or organization acting through its designated officer, to deliver annually, to the institution and attested acknowledgment stating that such group, team or organization has received a copy of this section and said sections seventeen and eighteen, that each of its members, plebes, pledges, or applicants has received a copy of sections seventeen and eighteen, and that such group, team or organization understands and agrees to comply with the provisions of this section and sections seventeen and eighteen. Each institution of secondary education and public or private institution of post secondary education shall, at least annually, before or at the start of enrollment, deliver to each person who enrolls as a full‐time student in such institution a copy of this section and sections seventeen and eighteen. Each institution of secondary and each public or private institution of post secondary education shall file, at least annually, a report with the board of higher education and in the case of secondary institutions, the board of education, certifying that such institution has complied with its responsibility in inform student groups, teams or organizations and to notify each full‐time student enrolled by it if the provisions of this section and section seventeen and eighteen and also certifying that said institution has adopted a disciplinary policy with regard to the organizers and participants of hazing, and that such policy has been set forth with the appropriate emphasis in the student handbook or similar means of communicating the institutions policy to the students. The board of higher education and in the case of secondary education institutions, the board of education shall promulgate regulations governing the content and frequency of such reports, and shall forthwith report to the attorney general any such institution which fails to make such report.

        

 

 

Section 3:

STUDENT

ORGANIZATION TRAVEL

POLICIES

        

 

 

Travel that is considered to be “organization‐sponsored travel” typically indicates that the organization has taken a significant role in the planning of the trip and/or is using organization funds to cover any or all costs of the trip. This can include travel to conferences, competitions, facility tours, networking events, or any other off‐campus event. Only the organization’s Center Advisor is authorized to reserve travel related accommodations. All incidental expenses related to travel must be discussed with an organization’s Center Advisor prior to the trip. Detailed information on travel procedures such as booking flights, hotels, and rental vehicles is provided in this section of the manual. Student organizations violating travel policies are subject to sanctioning, which includes, but is not limited to, any or all of the following actions: temporary freeze of organization spending, loss of use of facilities and services, permanent loss of organization budget, and suspension of all organization activities.

Travel Planning Timeline

Students are expected to adhere to the following timeline when planning student travel. Travel plans that do not adhere to this timeline may not be completed. Anything outside this window, we may not be able to accommodate. Travel Planning at a glance:

If flights are required for travel: 60 days before travel date (strongly recommended) If hotels are required: 30 days before hotel stay (strongly recommended) If van rentals are needed: Two weeks prior to trip (required)

Travel Group Size

Student organizations that travel within the New England area (less than 5 hours away driving time) and will not be using any hotel accommodations (often called “Day Trips”) may travel with as many students as appropriate. Organizations should fundraise at least 10% of total trip cost, and the overall cost of the trip should not exhaust the organization’s overall operating budget.

Advisor Requirements for Student Organization Travel

Any organization traveling with up to 20 students must have one (1) advisor traveling with them at all times. Twenty‐one (21) students and over require an additional advisor. Additional advisors may be necessary at the discretion of your Center Advisor. In order for advisors to be able to check in with groups throughout the trip, Wentworth requires that the advisor travel with the organization and stay in overnight accommodations that are in the same building, or in close approximation of the students. Your Center Advisor reserves the right to determine close proximity on an individual case basis.

        

 

 

Organizations traveling within the New England area (less than 5 hours away driving time) for a short amount of time (no overnight) may qualify for an exception to the advisor rule. Exceptions will be made on a case by case basis. To help with the ever rising prices of travel, the Center for Student Engagement or Center for Diversity & Social Justice Programs will pay for the advisor’s registration, major transportation, and lodging accommodations for one (1) organization trip per semester, for two of the three semesters of the academic year. Depending on your Center Advisor, the organization may take on any additional expenses including, but not limited to, advisor meals and other chaperone expenses. Organizations should speak with their chaperone & their Center Advisor prior to the trip and discuss what and how much the organization is willing to pay for the advisor. The “Per Diem Rates” section of http://www.gsa.gov can be used to determine the daily per diem in different cities in the US. If you have more than one necessary advisor chaperone your trip, costs associated with the additional advisor must come out of the club operating or fundraising budget.

Pre-Travel Arrangements

When making the decision to travel as a student organization, the first step in the process for the group to meet with their Center Advisor to discuss reservations and bookings, as well as discussing an appropriate budget for the trip. In order to ensure the best rates and availabilities, groups should meet with their Center Advisor, 60 days in advance if flights are required or 30 days in advance if hotels are needed . Specifics (modes of transportation, dates and times of plane or train travel, hotels, etc.) should be brought to the meeting. Failing to plan in advance may result in a group not being able to obtain approval from their Center Advisor. Students who are on disciplinary probation or deferred suspension may not participate in overnight travel with a student organization. Appeals to this must be made to the Director of the Center for Student Engagement or the Director of the Center for Diversity & Social Justice Programs who will consult with the Assistant Dean of Students before making a decision.

Travel Agreement

The Travel Agreement (provided by your Center Advisor) serves as a commitment for students traveling for a club sponsored event. This form also clarifies any monetary obligation you may have towards your student organization due to travel accommodations, professional membership, or loans from your student organization. The Travel Contract must be signed and returned to the Center Advisor before booking any club travel. The Travel Agreement covers the following:

I will participate in all travel, lodging, and event activities

        

 

 

If I have any financial obligations, it is my responsibility to pay the club travel dues by the deadline above

Failure to participate fully in the club event may result in a payment from myself to my organization

If I am no longer able to attend, I understand it is my responsibility to communicate immediately with my Center Advisor, and I may be responsible for any associated cancellation costs

Waivers

All participants of a trip, at least two weeks in advance, must complete the waiver: o One digital copy kept will be kept with the Chaperone and the original will be filed with your Center Advisor. Each off campus event requires a new, event‐specific waiver.

Transportation & Vehicle Rentals

Transportation for a trip must be either public transportation, chartered bus, or a vehicle(s) rented through your Center Advisor. No student may drive their personal vehicle nor ride in anyone else’s personal vehicle for any student organization purpose. Vehicle rentals can only be used for school‐sponsored events, and are not for personal use before, during, or after the event. All vehicles must be obtained by submitting a request no later than two weeks prior to the date needed to your Center Advisor.

Vehicle Rental Options

Vehicle rentals for student travel will be reserved by your Center Advisor through Enterprise Car Rentals located at 17 Melnea Cass Boulevard in Boston. Organizations wishing to utilize a different vendor must get approval from their Center Advisor. Other vendors may require a student to be twenty‐five (25) years old for rental.

Student Driver Requirements

All drivers must be 21 years of age or older. Each driver is required to register with their Center Advisor and participate in the Driver’s Workshop at least two weeks prior to the operation of any rental vehicle. Driver’s Workshops are facilitated through an online module. Every driver is required to fill out a Driver Safety and Motor Vehicle Policy registration form. The rental agreement from the rental company must be kept in the vehicle for the duration of the trip. Drivers need to have a valid US driver’s license when completing these forms. Students registering as a driver must immediately notify their Center Advisor for any changes to their driving record.

Other Forms of Transportation

        

 

 

For other forms of transportation (air, train, charter, public transportation), organizations must meet with their Center Advisor 60 days in advance to make appropriate arrangements. Rates for these forms of travel may increase drastically closer to the date of event, making it important to plan ahead. When organizations meet with a Center Advisor, come prepared with information regarding the chosen mode of transportation, as well as times and dates of departure and arrival.

Hotels & Lodging

Overnight accommodations must be booked no later than 30 days before the stay and can only be booked through an organization’s Center Advisor. It is advised that groups book lodging even further in advance as conference hotels sell out quickly. A representative from the student organization must meet with their Center Advisor prior to booking any reservations. The student organization will find and share with the Center Advisor a low priced hotel that is close to the event, determine the nights of the stay, the number of rooms required to house the group, and the type of accommodations in each room, including the number and types of beds and any accessibility needs. Students are expected to pick their own roommate pairings when a group is traveling. When pairing roommates please take into account any requests or accommodations of the student. If students are concerned about their room pairings, please see your Center Advisor. Room reservations will be initiated using the Center Advisor’s purchasing card. Students may be required to place a personal credit card down to cover incidental charges that occur from student use. Students are responsible for any damages or costs incurred above and beyond standard room rates and taxes; and any additional charges will be billed to the room occupants.

Conferences & Registration

When coordinating registration for an event, at least two weeks before the conference deadline for registration, organizations should prepare a list of all participants before meeting with their Center Advisor. Organizations must provide their Center Advisor with all necessary information about participants, which may include copies of driver’s licenses, birthdates, and/or W numbers.

Alcohol & Drugs

Students must adhere to State and Federal Laws as well as the Wentworth Student Code of Conduct in regard to alcohol and drugs. Students are not permitted to use student organization operating or fundraising funds towards alcohol, marijuana, alcohol related expenses, or medication (such as Tylenol or other over the counter medication). The purchase of alcohol should not be on any organization dining transactions. Students are not permitted to be in possession of drugs, drug paraphernalia, alcohol or alcohol paraphernalia during the transportation to and from the event destination.

        

 

 

International Travel

Members must provide copies of passports and other required documentation to the chaperone (to be kept with them) and the organization’s Center Advisor at least 1 month prior to the trip. All students are responsible for ensuring they meet the eligibility requirements for entering the host country set forth by that country. Students who are denied entry into a country are responsible personally and financially for arranging immediate return transportation. International students must meet with the International Student Services office to determine eligibility for international travel. When traveling abroad students are concurrently subject to the laws of the host country, WIT policies, the Student Code of Conduct and the Student Organization Manual. The Center for Student Engagement and Center for Diversity and Social Justice Programs reserve the right to require additional advisors on international travel.

Trip Cancellation Due to Health and Safety Concerns

Wentworth Institute of Technology reserves the right to cancel any travel plans a group may have at any time if Wentworth deems the location or transportation a health or safety risk to participants. Wentworth is not responsible for reimbursing individuals or the organization for any costs associated with the cancellation.

        

 

 

Section 4:

PROGRAM & EVENT

POLICIES

        

 

 

When planning any activity or event, organizations must first present the proposed idea to their Center Advisor for approval. Once approved, organizations can work with their Center Advisor in planning the activity or event. Organizations should submit event plans to their Center Advisor at least two weeks prior to the event (unless a contract is necessary). Student organizations should also prepare a sufficient promotional plan to help make the event successful. Additionally, student organizations are strongly encouraged to collaborate with other student organizations on events and competitions when applicable.

Contracts

If an organization plans to feature a speaker, entertainer, or outside service for an event, a contract must be issued. Contracts are only issued by your Center Advisor and can only be signed by the Vice President of Finance. Contracts must be signed by the speaker/entertainer/outside service at least four weeks before the event. Your Center Advisor will inform the student organization when the contract is approved.

Room & Facility Reservations

Wentworth does its best to accommodate all of the demands for space on campus by its many community members (administration, faculty, staff and athletics). Not all requests may be accommodated. Organizations under the Center for Student Engagement may request to reserve rooms or facilities through the Center for Student Engagement Self‐Service Kiosk

(https://wentworth.az1.qualtrics.com/jfe/form/SV_6zIOTvUHY5VEVj7). Diversity & Social Justice Organizations may request to reserve rooms or facilities by contacting the Assistant Director of the Center for Diversity & Social Justice Programs. When requesting to use a room or facility, all organizations must supply the following information:

1. Time and date 2. Number of people. NOTE: if the anticipated attendance is over 100, refer to the “Large Scale Event Policy” in Section 5. 3. Facility configuration needs (open space, desks, tables, indoor/outdoor) 4. Preferred/specific room(s). 5. If the space will be used for programming, the organization will also need to consider the other needs a program will have when using the facility, such as waste receptacles, tables, chairs, stages, etc.

Facility reservations are made on a first come, first serve basis; if an organization needs to reserve a space, make the reservation as soon as possible. Space reservations are also subject to availability. Depending on the nature of the event, reservations should be made well in advance to ensure the reservation for the event. For off‐campus spaces, the Vice President of Finance is the only person authorized to sign contracts and agreements.

        

 

 

Special Procedures for Residence Halls

Organizations may hold programs and events in some residence hall spaces. Please keep in mind the following:

1. Before planning an event in a residential space, an organization must meet with their Center Advisor to ensure the program meets Housing and Residential Life policies. 2. Student Organizations may table in the residence halls, but may not approach residential spaces (such as apartment doors) to sell goods. 3. With the exception of lobby areas for information tables, programming space is restricted to the following locations: Evans Way/Tudbury Auditorium, Evans Way/Tudbury Kitchen, 610 Lobby, 610 4th Floor Conference Room, and the Apartments@525 Conference Room. Special permission from the Office of Housing & Residential Life must be given for other locations. 4. Student Organizations may NOT go door to door within the residence halls (or “Dorm Storm”) to advertise or promote their organization/event. 5. Events in residence halls are limited to Wentworth and Colleges of the Fenway students. If Colleges of the Fenway students are allowed at the event, the Center Advisor will work with the hosting organization to ensure residential student safety and limited access to the building.

Off-Campus Spaces

Any off‐campus facilities desired for events by organizations require a contract issued and signed by the Vice President of Finance. At least thirty (30) days notice is required and the contract must be executed no later than three (3) weeks in advance of the event.

Event Ending Times

All on campus events not in residence halls must end by 1:00am. Events taking place inside a residence hall must end by the start of residence hall quiet/courtesy hours. Quiet/courtesy hours for residence halls are as follows:

Sunday – Thursday 10:00 PM – 8:00 AM Friday – Saturday 12:00 AM – 9:00AM

Week before and including Finals Week: 24 Hour Quiet Hours in Residence Halls. Student Organizations may petition to program in Residence Hall spaces during quiet hours. Approval of this request is at the discretion of their Center Advisor and Office of Housing and Residence Life.

Film, TV and Video Copyright Infringement

The federal copyright act governs how copyrighted material (such as movies and TV shows) may be utilized for a public performance. Neither the rental nor the purchase or lending of a videocassette, DVD, Blu‐Ray, digital download, or other forms of media carries with it the right to exhibit such a program outside the home, unless the site where the video is used is properly licensed for copyright‐compliant

        

 

 

exhibition. This applies regardless of whether an admission fee is charged or whether the institution is non‐profit.

Food & Catering

All catering and food service for general meetings or events on‐campus must be provided through Chartwells. Food orders for students under $200 may be purchased outside of Chartwells. Any food purchases wanting to be charged to the student organization’s budget must be purchased using one of the Center Advisor’s institute credit cards. The “Student Pick Up Menu” offers student organizations the opportunity to place food orders through Chartwells at a discounted rate, and without a labor fee. Once an order is placed through your Center Advisor at least 10 business days prior to the event, the student org is responsible for picking up the order from Chartwells in Beatty Cafeteria.

To help with costs, student organizations may request food support from Chartwells (limited funds available). If the event is less than one hundred dollars (<$100), a 25% discount will be applied. If the event is one hundred dollars or more (>$100), a 10% discount will be applied. Student organization leaders must meet with their Center Advisor to start this process. Student

organizations will need to complete the request form and submit it to their Center Advisor a minimum of 10 business days prior to the event for processing. Decisions are made by the Director of Business Services. An organization making a late request through Chartwells will not be able to have their order fulfilled and may not seek alternative catering options. Exemption requests only can be submitted after a student organization meets with their Center Advisor and speaks to a member of the Chartwells Catering staff about accommodations and reasonable substitutions for catering at an event. All necessary forms must be submitted to the Center advisor a minimum of 30 days prior to the event for processing. Decisions are made by the Director of Business Services. Off‐campus events: A Center advisor can work with student organizations seeking to secure catering for an off‐campus event. All contracts for catering off‐site must be signed by the Vice President of Finance and must be completed at least three weeks in advance of the event.

Food Sales

Any organization coordinating a bake sale or other fundraiser in which homemade food goods will be sold for profit must adhere to the following:

All homemade food goods must be individually wrapped or packaged for sale or gloves or serving utensils must be used to ensure that participants do not directly handle any food items that are to be sold to the public.

Food containing allergens must be clearly marked.

        

 

 

Foods containing allergens may contain the following ingredients: milk, eggs, nuts, fish, shellfish, soy, and wheat.

Allergen sheets are available through your Center Advisor

Foods that require heating or cooling are not allowed. Note: Your Center Advisor reserves the right to close down any bake sale that does not follow the above policies.

Barbeque Policy

Organizations wishing to sell hot dogs, hamburgers, vegetarian burgers, chicken and other barbeque type items must utilize Chartwells to secure and cook the food. All requests for use of a grill require a permit from the Boston Fire Department; the permit costs $50 and requires at least 30 business days to obtain.

Alcohol & Drugs

No club funds may be used to purchase, alcohol, drugs, or alcohol/drug paraphernalia for any organization event or programming activity.

Sales & Fundraising

In addition to a student organization’s annual operating budget allocation, student organizations are expected to fundraise throughout the year. When planning a fundraiser, student organizations need to meet with their Center Advisor to discuss the fundraising plan, make reservations, as well as arrange logistics for the deposit of funds.

Cash Box

Any student organization planning on collecting money during a fundraiser needs to request a cash box and startup funds through their Center Advisor at least a week in advance. Last minute requests may not be able to be fulfilled. On the day of the event, the cash box can be picked up by a member of the organization from their Center Advisor. During the event, two student organization members should always be present while making sales. If you anticipate raising more than $200, students should contact a Center for Student Engagement or Center for Diversity & Social Justice Programs staff member to make arrangements. Members returning the money must contact their Center Advisor to let them know of the deposit. Public Safety must be called for an escort if the event is occurring outside of Beatty Hall/Flanagan Campus Center.

        

 

 

After the event is over, the cash box should be returned to a Center for Student Engagement or Center for Diversity & Social Justice Programs staff member. The student organization and staff member should count the money and record the deposit at this time. In the event a staff member is not available, the organization must have two members count the earnings, fill out a deposit slip, give the money and cash box to an Info Hub attendant. Both individuals must sign the deposit slip. Students should make arrangements with Center Advisor to return money after hours.  All checks must be made out to “Wentworth Institute of Technology” with the organization’s name listed in the memo line.  Note: We highly encourage the cash box to be transported with a Public Safety escort.  Organizations are responsible for notifying Public Safety at least 24 hours before the fundraising event so escorts can be arranged.  Failure to abide by these policies may result in a suspension of cash box privileges for upcoming events.

Tabling

Tabling locations for fundraisers are limited to:

Flanagan Campus Center Lobby

Quad

Beatty Cafeteria – only across from the condiments station, no exceptions

At an event, pre‐arranged with a Center Advisor Any other locations need to be approved by the student organization’s Center Advisor.

Not for Profit or Non-Profit Status

No student organization has a “Not for Profit” status. Therefore, it should not be stated nor implied that donations or receipts can be used by the donor for tax deduction purposes. Organizations seeking donations should refer to the donations subsection for more information.

Raffles

No raffles are allowed by student organizations.

Donations

All external solicitation for money and gifts‐in‐kind (gift cards, equipment, etc.) must be coordinated in advance with Institutional Advancement. External solicitation includes Friends & Family Campaigns,

        

 

 

requests from corporations, and applying for grants. The information below outlines the requirements for meeting with Institutional Advancement.

Friends & Family Fundraising

Set up an appointment with the Annual Fund

Benefits of meeting

Professional advice on your solicitation letters

E‐solicitation & donations able to be collected via the Annual Fund website Things to bring with you to your meeting:

The letter you would like to send out to people o Keep it to one page o Be specific with how the funds will be used o State you total fundraising goal

Names and email addresses of those you wish to solicit

Sample thank you note that you will send to those who donate

Corporate Sponsorship Donations

Meet with Lori Friedman, Director of Corporate, Foundation, and Government Relations. Bring a list of the companies you wish to solicit approximately three months in advance before funding is needed. If Wentworth isn’t already targeting them for funds, student organizations can approach them. If Wentworth is already targeting them for funds, student organizations will need to defer to Lori’s recommendation. Provide letters to Lori prior to submitting so that she can ensure that they comply with Wentworth policies regarding gift acceptances, acknowledgments, stewardship, and institutional commitments. Let Lori know outcome of solicitation. Do not deposit check before she obtains institutional approval of the sponsorship and any terms. Work with Lori on acknowledgment and stewardship requirements.

Applying for Foundation Grants & Funds

Meet with the Director of Corporate, Foundation, and Government Relations. All grant‐funded projects need an administrator, faculty or staff member to serve as the primary investigator, author, and administrator of the grant. Bring a list of the foundations you wish to solicit for review. Provide grant solicitations to Lori prior to submitting so that she can ensure that they comply with Wentworth policies regarding gift acceptances, acknowledgments, stewardship, and institutional commitments, as well as the foundations’ guidelines. Let Lori know outcome of solicitation. Do not deposit check before she obtains institutional approval of the grant and its terms. Work with Lori on acknowledgment and stewardship requirements

Donor Restrictions

        

 

 

When soliciting donations, student organizations should take into consideration the relevance of donations to the purpose and mission of their organization. Additionally, student organization policy sets the following limitations on advertising and sponsorship:

Advertising or promotion of donor’s company, organization, or any of its products or services should not include any encouragement of substance abuse or other unhealthy or dangerous activities.

In all promotions, trademarks and logos of donor and any of its products or services must be clearly subordinate to the sponsored event itself.

The name of the donor or any of its products or services may not be connected with the name of Wentworth Institute of Technology or any of its offices or facilities.

The name of the institution or any department may not be utilized in a way that implies product endorsement by Wentworth Institute of Technology.

Products or other promotional materials from the donor may not be provided as free awards to individual students, campus organizations, or other members of the campus community without the approval of the Director of the Center for Student Engagement or the Director of the Center for Diversity and Social Justice Programs.

Donations from companies that are affiliated with alcohol and tobacco are required to incorporate clear and prominent language that encourages only the responsible and legal use of such products. Use of these products should not be portrayed as a solution to personal or academic problems, or as necessary to personal, social, sexual, or academic success.

Advertising that promotes specials, such as two‐for‐one or happy‐hour drink specials, should not be accepted or posted.

Donations may not be accepted in exchange for promotion of an event by students or guaranteed attendance at a donor’s event by students.

Technical Requests

If an organization needs audio equipment (speakers, microphones, monitors, etc.) for an event, they must notify their Center Advisor at least two weeks in advance. Your Center Advisor will request technical assistance from the Department of Technology Services.

Borrowing Equipment

Organizations who would like to borrow any equipment (such as lawn games) should make a reservation with their Center advisor. Use of equipment is for a 24 hour period, and a $50 late fee will be assessed if it is not returned to the office from which the equipment came. Equipment returned improperly cleaned (if applicable) or damaged beyond expected wear will result in the assessment of a monetary charge comparable to the damage.

Student Posting and Advertising Policy

        

 

 

Registered student organizations in good standing are permitted to post and advertise on campus or property owned, rented, leased or controlled by Wentworth (“Wentworth”). Only approved posters, table tents, A‐frames and white boards located in the ground floor of the Flanagan Campus Center are allowed. Leaflets and chalking are prohibited. Two types of posting and advertising are allowed:  

Events & Services  

Events and/or services that provide educational, social, entertainment, recreational, volunteer 

or employment opportunities for Wentworth students and that are not in violation of any policy 

in the Student Code of Conduct or local, state or federal laws or regulations.  

Educational Information 

Educational information that is directly related to the mission of a registered student 

organization, supports the Institute’s mission and Leopard’s Oath, and are not in violation of any 

policy in the Student Code of Conduct or local, state or federal laws or regulations.  

Requirements and Approval Process

Advertised events, services, and educational information cannot be in violation of policies outlined in the Student Code of Conduct.

Posters, table tents and A‐frames must be approved and stamped by the Center for Student Engagement or the Office of Housing and Residential Life prior to posting. All posters and table tents and content for A‐frames will be stamped in the Center for Student Engagement office or OHRL during open hours.

Posters and table tents will have the following information: who, what, where, when, disability accommodation information (if applicable), and where students can find more information if it is an event.

Only one poster per bulletin board and one table tent per table. 8.5x11 posters may be posted for no longer than 4 weeks or until 48 hours after the event, whichever is sooner. 11x17 posters or larger and table tents may be posted for no longer than 2 weeks or until 48 hours after the event, whichever is sooner.

A‐frames will be used to advertise events only and is restricted to 48 hours prior to event.

The quantity of A‐frames is limited and therefore each request will be reviewed to see if it can be accommodated based on the entire calendar of campus events. A‐frames will be removed by Physical Plant immediately following the event. Physical Plant has the authority to change requested locations for A‐frames (i.e. space restrictions, safety issues, construction, foot traffic).

White board advertising is limited to ground floor of the Flanagan Campus Center and must follow the content requirements for posters and table tents. White boards are erased nightly and messages might be removed during the day by others using the boards.

o Only dry‐erase markers may be used on the white boards.

Posters, table tents and content on A‐frames will not be approved if they include: profanity, non‐educational references to drugs or alcohol, derogatory/discriminatory text or images, nudity or firearms. No such information may be written onto the white boards.

        

 

 

Only the Center for Student Engagement is permitted to approve and post posters for non‐Wentworth events or opportunities (e.g. concerts, museums, volunteer opportunities, employment).

Academic Buildings A maximum of 30 posters are approved for academic buildings. Posters are permitted on approved bulletin boards only in: Annex Buildings, Beatty Hall/Flanagan, 

Dobbs Hall, Ira Allen Hall, Kingman Hall, Rubenstein Hall, Watson Hall, Wentworth Hall and Wilson 

Hall.   No table tents or A‐frames are allowed. 

Residence Halls

Posters must be approved and stamped by the Office of Housing and Residential Life no later than 

three days prior to the intended posting date. 

Number of posters needed per hall:  

Baker Hall ‐ 15 copies   

Evans Way/Tudbury Hall ‐ 15 copies   

Apartments ‐ 10 copies   

610 Huntington Avenue ‐ 10 copies   

555 Huntington Avenue ‐ 8 copies  

Only professional or student staff of Center for Student Engagement and Office of Housing and 

Residential Life or designee are permitted to post and remove posters.   

No table tents or A‐frames are allowed. 

Open Space Areas

Posters must not be affixed to the outside of any building or surfaces (including but not limited to, 

field surfaces, parking lots, garages, vehicles, call boxes, doors, bathrooms, elevators, windows, 

classrooms) on campus or on property controlled by Wentworth. 

Leafletting and Chalking

Leafletting (placing any written notice whether a flyer, poster, decal, button, or gimmick giveaway) 

on cars, buildings, rooms/offices, common spaces, bathrooms, hallways, outdoor spaces) and 

chalking on any walkway, parking lot, building or surface, owned, rented, leased or controlled by 

Wentworth is strictly prohibited.

Violations

        

 

 

 

Violations of this policy may result in loss of posting privileges, consequences for club recognition 

and funding, disciplinary charges, and/or criminal charges.  

 

Updated September 28, 2017.  This policy supersedes any prior policy. 

Campus Display Monitors

Student organizations wishing to utilize the campus display monitors are encouraged to email

studentengagement@wit.edu with a PowerPoint slide featuring the event they would like to advertise, at

least one week prior to the event date.

Promotional Materials

Prior to the printing and distribution of all materials promoting any student organization or event, all 

promotional materials (posters, banners, t‐shirts, cups, glasses, giveaways, social media, etc.) must be 

approved for content by an organization’s Center Advisor.  Promotional materials may not contain any 

content that discriminates against anyone based on age, color, country of origin, disability, ethnicity, 

gender identity, sex, sexual orientation, religion, veteran status, or promote unhealthy or dangerous 

activities such as drug use, alcohol abuse, or violence. No funding will be provided for promotional 

materials that have not been approved prior to creation or distribution. 

Social Media

Organizations must receive approval from their Center Advisor to use the Wentworth seal, crest, or any 

other Wentworth logo on their social media. Organizations may lose the privilege of using the 

Wentworth seal, crest, or other Wentworth Logo due to content on their social media. This decision will 

be made by the Center Advisor and Director of the Center for Student Engagement or Director of the 

Center for Diversity & Social Justice Programs. 

 

The Center for Student Engagement and Center for Diversity & Social Justice Programs does not monitor 

social media sites. However, if misuse of social media occurs, sanctions against the group including, but 

not limited to, the deletion of the account in question may be implemented. 

Event Cancellation Policy

Any event may be postponed or cancelled due to inclement weather and/or threat of lightning (i.e. thunder is heard or lightning is visible) or for health and /or safety issues or staffing needs. The decision, as well as the decision to restart a postponed event, is at the discretion of the Center for Student

        

 

 

Engagement or Center for Diversity & Social Justice Programs staff, Public Safety, or Faculty/Staff advisor if necessary.

Section 5:

LARGE SCALE EVENTS &

DANCE POLICES

        

 

 

This large scale event and dance policy serves to provide guidance and direction for student organizations wishing to hold an on‐campus event or dance at which the anticipated attendance is over 100 people. All large scale events have a maximum capacity of 500 people. Approval for additional attendees may be granted in writing by the Director of the Center for Student Engagement or the Director of the Center for Diversity and Social Justice Programs. A student organization may hold no more than two dances per semester.  The Center for Student Engagement and Center for Diversity & Social Justice Programs reserves the right to require any or all portions of this policy to be applicable for events or dances where the attendance is below 100 based on security and safety needs of the dance or event.

Definitions

The primary difference between a campus event and a dance revolves around the layout of the event. An open floor plan constitutes a dance, while a campus event includes seating for all anticipated guests. This policy includes any event at which the anticipated attendance is over 100 people. The distinction is at the digression of the Center Advisor.

Location

Dances or campus events that are open only to Wentworth and COF students may be held within the residence halls (as space allows). Please see the “Special Procedures for Residence Halls” portion in the Student Organization Manual for requirements about hosting an event in the residence halls (hours and non‐available dates). Dances and campus events that are open to non‐COF students may not be held in the residence halls.

Event and Dance Planning

Organizations must make requests to sponsor an on campus event or dance to their Center advisor 30 days in advance. The Center Advisor and Public Safety (when appropriate) will approve these requests. Advertisements for dances and non‐COF events must include the following:

Who is allowed to attend (WIT, COF, non‐WIT/COF students)

Exact start and end times

Exact time doors close

ID requirements (WIT, COF, and non‐COF student college ID)

No bags, bottles of any kind, outside beverages or food, weapons

Hours for Campus Events

All on campus events not in residence halls must end by 1:00am. Events taking place inside a residence hall must end by the start of residence hall quiet/courtesy hours. Quiet/courtesy hours for residence halls are as follows:

        

 

 

Sunday – Thursday 10:00 PM – 8:00 AM Friday – Saturday 12:00 AM – 9:00AM

Week before and including Finals Week: 24 Hour Quiet Hours in Residence Halls.  Student Organizations may petition to program in Residence Hall spaces during quiet hours. Approval of this request is at the discretion of their Center Advisor and Office of Housing and Residence Life.

Special Rules for Dances

All dances must end by 1:00am. Additionally there are other time requirements, as outlined below:

Doors close and ticket sales end by 12:00am

No re‐entry after 12:00am

The DJ must announce last song before it is played

Security

The Center Advisor, student organization, event coordinator, two student organization members and police detail (if appropriate) must meet 30 minutes before the event begins for introductions and to review procedures.

Police Details

All large scale campus events and dances that are open to non‐Wentworth students require a police detail. In addition, any event at which the anticipated attendance is over 100 people, including[TL1] Wentworth only events, requires a police detail. All police details require a 4 hour minimum and cost of time and a half the officer’s normal hourly wage. Boston Police detail costs may be higher. Students must contact the Chief or Captain of Public Safety at least two weeks in advance of the event for a police detail. Organizations must comply with the recommendations of Public Safety when determining the number of officers needed at the event. Details typically begin 30 minutes prior to the event and end 30 minutes after the event. Events and dances that require police detail may not begin or may be restricted to a lower number of attendees if the appropriate numbers of police are not present.

Metal Detectors and Additional Security

Dances require additional security. A private security company will be contracted by the Center Advisor at the expense of the student organization to provide metal detectors. The private security personnel do not count towards the number of police detail needed for an event. All staff, students, vendors, and guests must go through the metal detector.

Wrist Bands

        

 

 

At events in which non‐Wentworth students are invited, all attendees must be wrist‐banded with non‐WIT/COF attendees receiving different colored bands. Wrist Bands are available in the Center for Student Engagement office and must be requested at least one week prior to the event.

Removal and/or Denial of Admission for Attendees

Attendees may be escorted from the event for any disruptive behaviors. This decision is at the discretion of the Center Advisor and/or police detail. Attendees suspected of using drug or alcohol (due to behavior, speech, and/or smell) will not be permitted into the dance or event.

Safety of Attendees, Students, and Staff

In the interest of health and safety, Public Safety, Boston Police, and/or the staff member may temporarily or permanently close admission to the event. This may happen even if full capacity is not reached. Similarly, Public Safety, Boston Police, and/or the staff member may end an event early in the interest of health and safety.

Non-Colleges of the Fenway (COF) Attendees at Dances

Only current college students who have valid college ID are allowed at Dances/Events. Licenses may also be requested as a secondary source of verification.

Staffing for Campus Events and Dances

Staff Advisor

A Staff / Faculty Advisor is considered any full‐time employee of the university. A staff advisor needs to be confirmed at least two weeks prior to the event with your Center Advisor. A staff /faculty advisor must be present for the following events:

Any event with an anticipated attendance over 100 students

Any event that is open to non‐Wentworth students

Any event that includes cash transactions For dances, two staff members must be present throughout the entire event.

Student Staffing

Student organizations must provide volunteers to assist with running the event. One student must be identified as the event organizer. Student organizations should maintain minimum of one (1) student volunteer to every 20 anticipated attendees’ ratio. For dances, a minimum of five students per hour is required. For other events, a minimum of two students is required per hour. The staff advisor reserves the right to request additional student support at any time during the event. At least two members of the executive board must attend an event/dance.

        

 

 

DJ Services

The DJ is limited to bringing four people who will assist in set up, performance, or breakdown. The names of these four individuals must be submitted to your Center Advisor at least two days in advance of the event/dance. Failure to do so may result in denial of entry to event/dance for these four people. The staff advisor reserves the right to request the DJ and/or the DJ’s staff to leave campus for any actions, decisions, behaviors, or comments that are disruptive. Only the Vice President of Finance may sign a contract for DJ services. All contracts must be signed at least three weeks before the event/dance. The stage is limited to the DJ and the DJ’s staff only.

Additional Policies

The following policies are for all events unless otherwise noted:

Advanced ticket sales may only be sold at the Info Hub

No outside beverages, bottles, or food or weapons are allowed (all dances and any events that include non‐Wentworth students)

No bags (all dances and any events that include non‐Wentworth students)

No alcohol, drugs, or smoking

Students suspected of using drug or alcohol (due to behavior, speech, and/or smell) will not be admitted, and may be ejected from the event

o Wentworth students who are suspected of the above will also be documented in the conduct system

Fog machines are not permitted

No open flames or live water effects

No pyrotechnics

Aisles must be lit (campus events only)

Exits and exit signs cannot be obstructed in any way

Lighting must be utilized (room cannot be completely dark). This is at the discretion of the staff advisor

Water must be provided (dances only)

Signage

The student group is responsible for posting the following signs: o Not responsible for lost, stolen, or damaged items o Strobe light in use (if applicable) o No Smoking o Metal detector in use (if applicable) o No outside food, beverages, bottles, weapons or bags allowed in the event venue o No alcohol or drugs allowed at the event

        

 

 

Section 6:

STUDENT

ORGANIZATION

FINANCES

        

 

 

Making a Purchase

Proper Use of Funds

Organizations are permitted to spend funds on supplies if needed, and orders for these items must be coordinated through organization’s Center advisor for purchase. Generally, an individual item costing $1,000 or more is considered a capital expenditure. Special requests for capital expenditures should be addressed with an organization’s Center advisor. Exceptions to this rule are made at the discretion of the Director of the Center for Student Engagement or Director of the Center for Diversity and Social Justice Programs. All purchases must be relevant to activities of the organization and should not replicate resources currently available for student use. Organizations are not permitted to use an organization’s funds towards alcohol or alcohol‐related expenses. Advisor and/or senior/officer gifts cannot be purchased with organization operating funds. All questions and doubts regarding appropriate and restricted expenditures should be directed to the organization’s Center advisor prior to the purchase being made.

Tax Exempt

Wentworth Institute of Technology is tax‐exempt (which means organizations do not pay taxes on most goods) and organizations can obtain tax exemption forms from their Center advisors prior to making purchases.

Alcohol & Drugs

Student organizations must adhere to State and Federal Laws as well as the Wentworth Student Code of Conduct in regard to alcohol and drugs. Students are not permitted to use student organization operating or fundraising funds towards alcohol, alcohol related expenses, or medication (such as Tylenol or other over the counter medication). The purchase of alcohol should not be on any organization dining transactions. Students are not permitted to be in possession of drugs, drug paraphernalia, alcohol or alcohol paraphernalia during the transportation to and from the organization event destination or at any student organization event.

Credit Cards

The Centers’ Institute credit cards are available for student organizations to use for programming or travel expenses, as needed. Organizations seeking to use an Institute credit card must receive approval from their Center advisor. Purchases made on the Institute credit card without prior approval will be billed to the student using the card, and the student and/or organization will lose credit card privileges. Credit cards are available on a first come, first serve basis, so groups should plan ahead and make their requests at least three business days in advance. Students must return the card at by the time agreed upon with their Center advisor. If late, student organizations will need to pay a late fee of $50 per each

        

 

 

day that it is late out of their operating budget until the card is returned. Student organizations may face sanctions if a credit card is not returned, such as a $50 charge to the operating budget.

Lost Credit Card Receipt

An itemized receipt for all credit card purchases is required and must be submitted when returning the credit card to the Center advisor. If a receipt is not itemized, it will be treated as a lost receipt. Organizations who do not supply receipts for purchases risk the loss of credit card privilege as follows: 1 missing receipt – loss of card privileges for one month. 2 missing receipts (within one academic year) – loss of card privileges for two months or the remainder of the semester, whichever is greater. 3 missing receipts (within one academic year) – loss of card privileges for the remainder of the academic year.

Check Requests

Student organizations that need to submit a check for payment to a vendor are first required to submit all original receipts or invoices to their Center advisor. All purchases and reimbursements require an invoice or receipt. In order to make payment to a company, Wentworth requires the organization to provide: Company name W‐9 Form, which includes Federal tax ID # (or social security number) Permanent address Phone number Company contact representative In order to make payment to an individual, Wentworth requires: Full name Social security number (or W Number if a Wentworth student) Address Phone number. Check requests missing any of these items cannot be processed and payment will not be made. Check requests take approximately 2 weeks to process; plan accordingly to ensure that the payment reaches the vendor in a timely manner.

Operating Budgets vs. Fundraising Budgets

Operating budgets are in line with the institution’s fiscal year: July 1 to June 30 of each year. Clubs may not spend during the two‐week period between June 15 and June 30. Any balance remaining in the operating budget after June 15 will not roll over for the next fiscal year. Fundraising accounts do rollover from year to year. All dues collected must be deposited into the operating budget.

Reimbursements

Occasionally student organizations will incur unforeseen costs while traveling or putting on an event. Although every effort should be taken to anticipate these costs and make prior arrangements for payment, your Center Advisor recognizes that this may not always be possible. In cases where

        

 

 

reimbursement is necessary, it is critical that the individual requiring reimbursement retain all original receipts. Receipts must itemize the purchase; receipts containing only credit or debit information, as commonly obtained from restaurants, are not sufficient. Requests submitted without these items will not be processed for payment. Petty cash payments and reimbursements will only be made with the Center Advisor approval. Reimbursements will only be honored for the purchases made in that fiscal year. All receipts and completion of the Reimbursement Form The Reimbursement Form (found in both the Center for Student Engagement and Center for Diversity and Social Justice Programs) must be submitted to the club’s Center advisor within two weeks of the date of purchase. Reimbursement requests are only processed once each week; requests not received by 4pm on Monday will not be processed until the following week. Reimbursements under $50 will be granted in the form of petty cash. Student organizations wishing to reimburse a member for expenses are required to submit the Reimbursement Form and original itemized receipts to their Center Advisor. When original receipts are presented and the request is approved, the individual being reimbursed will be issued the cash refund as well as sign the cash receipt. Requests received before 4pm on Mondays will be available for pick‐up after 10am on the following Friday. Student organizations should keep copies of the cash receipt for their records. Reimbursements over $50 will be granted in the form of a check. Requests received before 4pm on Mondays will be available for pick‐up after 10 business days in the Business Office. For more information about the check request process, please refer the check request section.

Making a Deposit

Collecting Funds

Student organizations cannot collect cash, checks, or credit/debit/Fenway card information on their own. This includes Venmo payments, Squares, and other app based ways of collecting funds. A “ticket sale” may be coordinated at the Info Hub with an organization’s Center Advisor prior to fundraisers held in Beatty Hall. Payments for goods or services must be collected and deposited at the Flanagan Campus Center Info Hub. This must be coordinated with and approved by the organization’s Center Advisor.

Dues/Trip Deposits

Student Organizations may require dues in order to help offset the cost of their group. Groups should work with their Center Advisor to determine an appropriate dollar amount for dues. Dues should not prohibit students from being able to join an organization and student organizations should implement a plan to help support students who have financial constraints. Once approved by the organization’s Center Advisor, dues can be paid at the Flanagan Campus Center Info Hub. Dues over $20 cannot be paid with cash. Students may use checks, credit/debit cards, or

        

 

 

Fenway cash to pay dues. If using a check, it should be made out to “Wentworth Institute of Technology” and put the organization’s name in the memo line.

Fundraising

If a student organization plans on taking in cash at a fundraiser, a cash box must be requested for the event. For cash box policies, please refer to Program and Event Policies section of the manual.

Selling Organization Property

All student organization property is under the ownership of Wentworth Institute of Technology. Any organization seeking to sell items must have approval from their Center Advisor before attempting to sell ANY property.