student organizations handbook '13 '14 (current revision) 6 5 2014

Student Organizations Handbook2014-2015

Updated 6/5/14

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Section 1 – Student Involvement and LeadershipWelcome & Contact Information………………………………………….….. 3

Section 2 – General InformationAcademic Requirements………..………………………………………….….. 4Student Organization Categories ……………………………………………... 4Student Organization Classifications……………………………………….... 5

Section 3 – Starting a New Club Starting a New Student Organization………………………………………... Re-Registering a New Organization…………………………………………. University Club Advisor……………………………………………………… Affiliate Club Advisor…………………………………………………………Section 4 – Club Tier System

Requirements of Club Tiers……………..……………………………………. 810

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

Section 5 – Program PlanningProgram Request Process…………..……………………………….…….…... 13Meeting/Practice Planning…………..……………………………….………... 13Event Planning……………………………………………………………….... 14Fundraiser Planning……………………………………………………..….... 15

Section 6 – Club Travel PlanningClub Travel Planning…………………………………………………….……. 16Club Travel Request Process………………………………………………….. 16Non Funded Club Travel…………………………………………………….... 16Funded Club Travel………………………………………………………….... 17

Section 7 - Program & Club Travel FundingPaying for Club Programs…..…………………………………………….…... 17Budget Allotments……………………………………………………….……. 18SGA Appropriations Information….……………………………………….…. 18Event Appropriation Ranges……………………………………………...… 19Club Travel Appropriation Ranges…………………………………………..... 20

Section 8 – Internal Club Accounts ……………………………………………….. 21

Section 9 – Contracts………….…………………………………………………….. 22

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

Section 11 – Student Organization Logos ………….…………………………..….. 23

Section 12 – Posting Guidelines……….…………………………………..……….. 24

Section 14 – University PoliciesGroup Responsibility Policy and Group Conduct Review Process...………... 24Commencement Activities………………………………………….…………. 28

Section 15 – Student Recognition Night ……………………………...……...…….. 29

Section 16 – University Information……………………………………………… 29

Section 17 – Important Dates………………………………………..…………….. 30

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TABLE OF CONTENTS

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

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

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

Matthew Sharp Kendra Miller Nicole SaundersDirector of Student

Involvement and Leadership

Assistant Director of Student Involvement for First Year

Experience

Assistant Director of Student Involvement and Leadership

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



Student Involvement and Leadership On-Call Phone: 704-913-2555

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JOHNSON & WALES UNIVERSITY STUDENT ORGANIZATIONS

mailto:[email protected]




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

Student organizations may not discriminate unlawfully with respect to membership, leadership or other organizational opportunities. For more information please see the university’s Nondiscrimination Statement and its Prohibited Discrimination and Harassment Policy, which can be found in the student handbook.

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

Student Involvement and Leadership also strongly advises club officers to monitor their term GPAs. Dropping below a 2.0 GPA for two or more consecutive academic terms has the potential to drastically impact a student’s leadership ability within their student organization.

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

Each active student organization will be placed in one of the below five student organization categories. If a club feels they have been placed in the wrong category, they can contact the Department of Student Involvement and Leadership to discuss alternate options.

Academic & Professional Development: Organizations whose mission is related to a professional career or serve as a forum to explore issues in a particular academic field or area of interest; many of which are nationally affiliated. These organizations enhance and support students’ academic/ professional development in specialized studies and disciplines at the University, including academic honorary societies.

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

Social, Performing Arts & Special Interest: Organizations whose main purpose is to provide various types of social environments and/or activities to the campus and its membership. These organizations may focus on visual arts, musical performances, drama, dance performances, and any other activities that keep students active and engaged.

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

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GENERAL INFORMATION

Academic Requirements

Student Organization Categories

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

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

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

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

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

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

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Student Organization Classification

Process for starting a new student organization1. Log onto JWU Link 2. Click the “Involvement Network” Logo in the top right of the page3. Click the “Organizations” link4. Click the “Register a New Organization” button5. Follow the application instructions to fully complete and submit the request

a. Make sure to upload all supporting documentsb. Forms must be submitted by 8:00am the Saturday before the SGA Student Organization

Oversight Committee meeting to ensure review that week.

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

The university reserves the right to deny recognition to any student organization who’s stated aims and/or objectives are not consistent with those of Johnson & Wales University. The act of recognition implies that a student organization obligates itself to abide by all the rules and regulations of the university pertaining to student organizations. In addition, members and officers agree to comply with all academic rules and regulations of the university and recognize that a violation of university policy and/or interference with university functions is grounds for disciplinary action against the organization and its members.

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

Phase One - Registration

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

Phase Two- Student Organization Oversight Committee Application Review

Once the application is received, Student Involvement and Leadership will verify completion. If all steps have been fully completed, the application will be sent to the SGA Student Organization Oversight Committee. At least one club representative must attend a SGA Student Organization Oversight Committee Meeting before a decision is made to approve or deny the club petitioning status.

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

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STARTING A NEW CLUB

Starting a New Student Organization

SGA Student Organization Oversight Committee Meeting Dates:

September 17 October 15

November 12 December 17

January 14 February 11

March 18 **April 15

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

Phase Three – Petitioning Status

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

Phase Three Requirements

Select a full time staff or faculty member to assume the club Advisor roleo Must be completed before any official club business can begino The Advisor Agreement Form must be submitted via the Involvement Network.o More details on Advisors can be found in the “University Club Advisor” section

Yes No

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

the group’s best interest to model your constitution after your own needs. Your advisor is also an essential component to a successful organization.

o Sample constitutions and a constitution outline is available from Student Involvement and Leadership

Yes No

Upload minutes from one executive board meeting to the Involvement Networko Meeting must be scheduled through the Involvement Networko Upload minutes to the document section of club’s homepage on the Involvement Network

Yes No

Upload minutes from a second executive board meeting to the Involvement Networko Meeting must be scheduled through the Involvement Networko Upload minutes to the document section of club’s homepage on the Involvement Network

Yes No

Upload minutes from one general member meeting to the Involvement Networko Meeting must be scheduled through the Involvement Networko Upload minutes to the document section of club’s homepage on the Involvement Network

Yes No

Plan and execute one campus wide evento Event must be scheduled through the Involvement Networko Funding will only be available for one campus wide event up to $50

Yes No

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Process for re-registering a student organization 1. Log onto JWU Link 2. Click the “Involvement Network” Logo in the top right of the page3. Click on the Organization Tab at the top left of the page4. Then click on your Student Organization 5. Click on the Re-Register Button underneath your student organization 6. Complete the following Re-Register Form

* It is highly recommended for new clubs to attend our Involvement Network Training Sessions. Details can be found in the “Important Dates” section.

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

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

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

Throughout the years, some student organizations have gone from being active clubs to inactive clubs. Student Involvement and Leadership encourages students to go on the Involvement network and review the “Currently Inactive Clubs” list located in the “Documents” section of the Student Involvement and Leadership page. If a student would like to reactivate any of the clubs they must first contact Student Involvement and Leadership and then submit a re-activation form on the Involvement Network for Student Involvement and Leadership and the Student Organization Oversight Committee to review.

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Re-Registering a Student Organization

Re-Activate a Student Organization

CLUB ADVISOR

University Club Advisor

All recognized student organizations must have at least one full-time faculty or staff member advisor. A club or organization may choose to have more than one advisor, however one should be designated as the main advisor since the advisor is the official university contact for the organization. The advisor will serve as one of the group’s biggest allies on campus, so it is strongly suggested that the advisor be involved in all aspects of the organization. Advisors and club members must work together to make the experience a positive one. The advisor term is one academic year, yet the advisor may continue for more than one year if the club and advisor agree to further service.

Before assuming the role as University Club Advisor: The Advisor Agreement Form must be submitted via the Involvement Network

o This must be done every academic year

Functions and Responsibilities of a University Club Advisor: The advisor must attend any high risk campus events and any off-campus events as deemed necessary by

Student Involvement and Leadership. The advisor must be present for the duration of the event, including set-up and break-down.

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

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

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

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

The advisor should ensure that Student Involvement and Leadership are consulted regarding all contracts. The advisor must provide official approval for all applicable documents/online forms in order to process

requests. At least one advisor from Tier II and Tier III clubs must attend one of the Advisor Training sessions hosted by

Student Involvement and Leadership.Please see the “Important Dates” section for more information

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An Affiliate Advisor is defined as a non-JWU employee who is frequently on campus or spends ten or more hours a month with an identified active student organization. The affiliate advisor position is meant to identify Johnson & Wales University guests that play a significant role in Student Organizations, Sports Clubs, or Athletic Teams. Organizations can identify a maximum of two Affiliate Advisors. If an affiliate advisor steps down or is removed from duties, a new affiliate advisor may take their place. An affiliate advisor’s term may last from September – August.

Before assuming their role as an affiliate advisor: The student organization must submit the Affiliate Advisor Form to Student Involvement and Leadership for

approval If approved, the affiliate must submit the Affiliate Advisor Agreement to Student Involvement and Leadership

and obtain their identification card from Safety & Security.

**Advisor forms located in the Involvement Network or at Student Involvement and Leadership

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

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

Once a tier has been selected, the club cannot change the tier unless the club decides to move up in the tier system (i.e. Club X is currently a tier II club. They can move up to a tier III club, but cannot move down to a tier I club). The timeframe for clubs to update a club tier level is Friday, November 22 – Wednesday, December 11. After this timeframe, clubs will remain in their current tier level for the remainder of the academic year.

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

Tier I Requirements:

Fall Term

Send your President, Vice President, and Treasurer to Club Training Day I Yes

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Affiliate Club Advisor

CLUB TIER SYSTEM

Requirements of Club Tiers

No

Send representatives to Club Fair I Yes No

Maintain 3 Exec. Board members (President, VP, and Treasurer) Yes No

Minimum of 6 active members Yes No

Winter Term Send your President to Club Training Day II Yes

No Send representatives to Club Fair II Yes

No Maintain 3 Exec. Board members (President, VP, and Treasurer) Minimum of 6 active members Yes

No

Spring Term Send your President to Club Training Day III Yes

No Maintain 3 Exec. Board members (President, VP, and Treasurer) Yes

No Minimum of 6 active members Yes

No

Tier II Requirements:

Fall Term Send your President, Vice President, and Treasurer to Club Training Day I Yes

No Send representatives to Club Fair I Yes

No Maintain 3 Exec. Board members (President, VP, and Treasurer)

Listed on the Involvement Network Yes No

Minimum of 6 active members Listed on the Involvement Network Yes

No

Winter Term Send President and Vice President to Club Training Day II Yes

No Send representatives to Club Fair Festival II Yes




No

Spring Term

Send President and Vice President to Club Training Day III Yes No

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Maintain 3 Exec. Board members (President, VP, and Treasurer) Listed on the Involvement Network Yes

No


No

By the End of The Year Requirements Have your advisor attend at least one Advisor Training

Tier III Requirements:

Fall Term

Send President, Vice President, and Treasurer to Club Training Day I

Send representatives to Club Fair Festival I

Maintain 3 Exec. Board members (President, VP, and Treasurer) Listed on the Involvement Network

Minimum of 6 active members Listed on the Involvement Network

Complete Tier III Action Plan Yes No

Winter Term Send President, Vice President, and Treasurer to Club Training Day II Yes

No Send representatives to Club Fair Festival II Yes



Minimum of 6 active members Listed on the Involvement Network

Complete Tier III Action Plan (For clubs who recently changed Tier levels)

Spring Term

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Send President, Vice President, and Treasurer to Club Training Day IIIo

o

Maintain 3 Exec. Board members (President, VP, and Treasurer) Listed on the Involvement Network Yes

No

Minimum 6 active members Listed on the Involvement Network

By the End of the Year Requirements Have your advisor attend at least one advisor training

Host at least 1 campus wide event and complete an Even Evaluation Form

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Benefits of Club Tiers

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Tier III Benefits:

Budget Allotments Events Allotment: up to $1,250/year Club Travel Allotment: up to

$1,700/year

Fundraisers Eligible for the following year Parking

& Concession Fundraiser Lottery Eligible for priority fundraiser

opportunities

Event Publicity Eligible for enhanced event promotion

support from Student Activities

All Tier Benefits Listed and publicized as an officially

recognized student organization through Student Activities

Eligible to use the Johnson & Wales University name as a part of the club name (The JWU name may be used only for purposes generally consistent with the organization’s purpose and only for identification as a student organization)

Eligible to request university space for meetings & events

Eligible to apply for funds from the SGA Appropriations Committee

Eligible to have a club site on the Involvement Network

Eligible to have approved events listed on the Involvement Network and other campus publications

Eligible to have promotional material approved through Student Activities

Eligible for a university internal bank account

Eligible to receive awards at the Student Recognition Night

Tier II Benefits:

Budget Allotments Events Allotment: up to $650/year Club Travel Allotment: funding not

available

Fundraisers Eligible for the following year Parking

& Concession Fundraiser Lottery











Tier I Benefits:

Budget Allotments Events Allotment: up to $200/year Club Travel Allotment: funding not

available











Process for submitting a program request form 1. Log onto JWU Link 2. Click the “Involvement Network” Logo in the top right of the page3. Then click on your Student Organizations page 4. Click on the Events tab on the sidebar of the page5. At the top of this page click on “Create an Event” then proceed to fill out the following information.

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

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

a. ** For more specific funding information please turn to the Program Funding Section 8. All Event Evaluations will be completed at the end of each term in the Club Verification & Evaluation

Form

“Programs” consist of Meetings/Practices, Events & Fundraisers. Clubs must follow the below deadlines for all program requests. Failure to meet deadlines will cause program requests to NOT be processed. However, there is no guarantee programs will be approved if submitted at the deadline. Clubs are highly encouraged to plan well in advance.

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

Event Requests Must be submitted at least 10 business days (2 weeks) prior to the day of the event Event Requests will not be accepted after Friday, April 18, 2014

To be successful in meeting planning, Student Involvement and Leadership strongly advises clubs to begin the planning process at least 3 weeks before the meeting date.

Items to consider when planning a meeting/practice: Club General Meetings or Practices should be visible to all students. Because of this, General Meetings and

Practices should be listed as “Campus Only” on the first page of the program request form. Club General Meetings or Practices should not include a flyer on the program request form. If a flyer is

attached, the program will be changed to “Organization Only”, which is not visible to all students. Clubs will only be allowed to meet in the academic classrooms approved by Student Involvement and

Leadership. If clubs are found meeting in classrooms not approved, sanctions will be placed on the specific clubs found responsible.

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

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

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

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PROGRAM PLANNING

Meeting/Practice Planning

Student Involvement and Leadership encourages student organizations to be creative in their event planning. To be successful in event planning, Student Involvement and Leadership strongly advise clubs to begin the planning process at least 6 weeks before the event date.

Items to consider when planning an event: Make sure to fully discuss event details with your advisor. If your club is planning a large-scale or high-risk

event, your advisor may need to be present for the duration of the event including set-up and break-down. Prior to event approval, a club officer may need to meet with Student Involvement and Leadership to discuss

the event in detail. Club Events should be visible to all students. Because of this, Events should be listed as “Campus Only” on

the first page of the program request form. Club Events should include a flyer on the program request form to ensure the event is visible on the

Involvement Network flyer board. Event Food must be carefully thought out and planned for. When hosting a catered event, an organization

must provide detail on the company and desired food with Student Involvement and Leadership first. Catered events do not include meetings or practices, and it is not necessary to provide information about food supplied in these situations. Based on the approved event location, clubs are held to different guidelines as listed below:

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

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

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

Equipment Usage: When submitting a Program Request Form, clubs will have the option to request any equipment that may be

needed for the event. It is critical that any potential equipment need is requested. Any equipment not requested ?? days before the

event will not be available for use by the club. Some equipment may not be available for all venues Clubs are responsible for requesting all equipment needed at the time of submitting the Program Request

Form. If any equipment needs should change, clubs should contact Student Involvement and Leadership as soon as possible or clubs may not be allowed to use unrequested equipment.

o Club members are highly encouraged to meet with Student Involvement and Leadership prior to the event to properly coordinate equipment needs.

By requesting equipment, clubs agree that they understand how to use, operate, and properly return equipment. If clubs do not know how to use Student Involvement and Leadership related equipment, (…change to fit new Club Training model).

o Student Involvement and Leadership staff members are not responsible for setting up, moving, or breaking down any requested equipment. This is the responsibility of the student organization. Student Organizations must keep in mind how many people they have for set up/break down when requesting equipment.

Equipment cannot be used for any personal (non-university) events. Equipment pick-up and return times and locations will be arranged prior to the event with a Student

Involvement and Leadership representative. Equipment cannot be picked up outside of the stated equipment pick-up time, unless prior approval has been granted.

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Event Planning

Process for submitting a donation request form 1. Log onto JWU Link 2. Click the “Involvement Network” Logo in the top right of the page3. Click the Campus Links drop down list (right side of page)4. Then click on the Donation Request Form link 5. Follow the instructions on this online form to fully complete and submit the request

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

reviewed by Student Activities and Development & Alumni Relations

Promotional Table Policies:o When submitting a Program Request Form, clubs will have the option to request the use of a

promotional table to promote before the evento Specify each date, time and location (available locations listed on the form) for each promotional

table requestedo Student Involvement and Leadership will put the promotional table out at least 30 minutes before

the specified timeo If a promotional table is requested and the club does not show up to operate it, …?

Damaged Equipment Policy:Any equipment returned back to Student Involvement and Leadership which is found broken, damaged, deemed unusable and/or needs repairs will be assessed Student Involvement and Leadership with a representative of the responsible party present. Any fees incurred to repair or replace the damaged equipment will be at the expense of the responsible party. Student organizations will not be eligible for university funding or be able to host events/club travel until payment has been completed. Event Cancellation:

Student Involvement and Leadership encourages all student organizations to allow for proper event planning. Sometimes unforeseen circumstances do arise, causing an event to be cancelled.

If clubs must cancel an event, they must give Student Involvement and Leadership at least 48 hours advance notice. Failure to do so may result in a club being frozen and unable to submit or host future events. Reserving spaces and not using them takes away from other clubs who may also want to use the same space.

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

Continual event cancellations may result in sanctions placed on clubs.

To be successful in fundraiser planning, Student Involvement and Leadership strongly advise clubs to begin the planning process at least 3 weeks before the fundraiser date.

Items to consider when planning a fundraiser: Fundraiser requests are on a first come first served basis Student Involvement and Leadership will not

approve duplicate fundraisers during the same time frame. On-campus fundraisers, such as bake sales, etc., cannot last longer than four (4) days at a given time, due to

the high demand of financial assistance. Individual students cannot profit from fundraisers. All club fundraisers should directly benefit the club and

its members. Before any volunteers help with club fundraisers, they should be properly informed of all fundraiser details,

club agreements with fundraiser companies, etc.

Soliciting Donations: If a club is planning to solicit donations from area businesses, a Donation Request Form must be completed.

Clubs CANNOT solicit donations without the approval of Student Involvement and Leadership. The university has many partnerships with area businesses, and failure to receive approval from Student Involvement and Leadership could jeopardize those partnerships.

17

Fundraiser Planning

Process for submitting a club travel request 1. Log onto JWU Link 2. Click the “Involvement Network” Logo in the top right of the page3. Click the Campus Links drop down list (right side of page)4. Then click on the Club Travel Forms link5. Follow the instructions on this online form to fully complete and submit the request

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

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

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

Tax ID Numbers: Use of the university Tax I.D. number is restricted to official university business, as determined by the vice

president of finance, the chief financial officer or their designee(s). Each individual club though may apply for an EIN (Employee Identification Number), which will allow the

club to perform various fundraisers. o Review the IRS website before deciding to enter into this opportunity:

http://www.irs.gov/businesses/small/article/0,,id=98350,00.html. o If you would like to receive an EIN, you are required to set up an appointment with Student

Involvement and Leadership.

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

Clubs interested in being approved for travel must follow the below deadlines. Failure to meet deadlines will cause club travel requests to NOT be processed. However, there is no guarantee club travel will be approved if submitted at the deadline.

Club Travel Requests Must be submitted at least 20 business days (4 weeks) prior to the first day of the club travel Club Travel Requests will not be accepted after Friday, April 4, 2014

Non Funded TravelClub specific social tripsClub specific retreatsClub meetings/practices

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

Guidelines for Non Funded Club Travel: At least one full time university employee must accompany students on any JWU sponsored off campus trip.

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CLUB TRAVEL PLANNING

Club Travel Request Process

Non Funded Club Travel

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

o Off campus activities in the Charlotte Metro area may be exempt. This will be determined by Student Involvement and Leadership during the travel review.

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

Involvement and Leadership during the travel review.

Guidelines for Funded Club Travel: Funding Requests must be submitted at least 3 weeks prior to Club Travel. Club submitting funding requests

inside of this timeframe will not be eligible for funding. At least one full time university employee must accompany students on any JWU sponsored off campus trip.

o Off campus activities in the Charlotte Metro area may be exempt. This will be determined by Student Involvement and Leadership during the travel review.

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

receiving funding approval. All attendees must submit a Post Travel Assessment upon returning from conference

Important Notes: Members/Advisors of clubs that need airfare for conferences are financially responsible for arrangements

made by Student Involvement and Leadership on their behalf. As stated on the Participation Agreement Form, once any expenses have been paid on their behalf, they are personally responsible for:

o reimbursing Student Involvement and Leadership or the club for the various expenseso any change fees associated with switching arrangements to another person are the financial

responsibility of the original participant

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

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

Fundraisers: See “Fundraiser Planning” section for more details

SGA Appropriations: Student Involvement and Leadership has a set budget for funding student organization events and club travel. The Student Government Association Appropriations Committee is responsible for appropriately awarding clubs & organizations with the pre mentioned funds. All registered and active clubs are eligible to request funding for their programs.

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

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Funded Club Travel

PROGRAM & CLUB TRAVEL FUNDING

Paying for Club Programs


Process for submitting a funding request form 1. Log onto JWU Link 2. Click the “Involvement Network” Logo in the top right of the page3. Click the Campus Links drop down list (right side of page)4. Then click on the Funding Request Form link 5. Follow the instructions on this online form to fully complete and submit the request

a. Make sure to upload all supporting documents b. Forms must be submitted by 5:00 p.m. on Sundays prior to the next SGA Appropriations Meeting.

6. The Appropriations Committee will contact the club once the form has been accepted. They will then indicate if the club is required to attend the appropriations meeting.

7. The Appropriations Committee will contact the club within 48 hours following the appropriations meeting to communicate the result of the funding request.

SGA Appropriations Information

All active clubs will have one set amount of money to request funds from. Clubs can choose to use it all for one event, or several small events. Once the club has reached their cap, they will not be able to receive any further university funds. Additionally, clubs are not guaranteed to receive their full budget allotment. The SGA Appropriations Committee has a predetermined budget that they must manage. The clubs who properly plan their funding needs in advance will have first right to the available funds.

Events/Club Promo Allotment Club Travel AllotmentTier I $200/year Funding not availableTier II $650/year Funding not availableTier III $1,250/year $1,700/year

Requirements for requesting funding: All programs requiring funding from the Appropriations Committee must be approved by Student Involvement

and Leadership before going through the appropriations process. Programs that haven’t been approved by Student Involvement and Leadership will NOT be considered for funding.

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

All funding request forms MUST contain pertinent attachments (if applicable). The request will not be reviewed without the required documentation.

o Events: contracts, invoices, receipts, catering quotes, etc.o Travel: participation agreement forms, pre travel assessments, registration information, lodging

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

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

the event or if property damage is incurred.

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

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

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Budget Allotments

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

December 3, 17 January 14, 28

February 11, 25 March 18

April 1, 15, 22 **May 6

**Last appropriations meeting of the year!

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

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

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

Event Appropriation Ranges:

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

Event Advertising (flyers, posters, candy, etc.) up to $50/eventEvent Decorations (streamers, ice sculptures, centerpieces, etc.) up to $150/eventEvent Supplies (any additional items to make a successful event) up to $150/eventEvent Prizes (gift cards, certificates, cds, etc.) up to $100/eventDJ (including transportation & equipment) up to $300*Musicians/Comedians/Dance Groups/Speakers up to $500*

League Fees (Sports & Recreation Clubs Only) up to $300/league or $15/player

Transportation (bus or van rental) up to $350/eventField/Facility Rental up to $200/eventTables (rented) up to $7/tableChairs (rented) up to $1.25/chairStaging (rented) up to $350*JWU Catering up to $8/personOff-Campus Vendors (i.e. Subway, Papa Johns, etc.) up to $6/person

* Per performance

Club Promo Appropriation Ranges:

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

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Events/Club Promo Appropriation Ranges

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

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

Member T-shirts/Polo Shirts/Uniforms up to $8/shirt or uniform (maximum $225)University Giveaways (pens, cups, key chains, etc.) up to $3/item (maximum $300)

Non Funded Event Items:

The following items will not be considered for appropriations: Alcohol or events where alcohol is served (except during an educational event) Items for a student organization meeting Items for club fundraisers Student dues or affiliation fees to national/regional/local organizations Clothing for personal use Office supplies, business cards, club equipment, name tags, etc. Payment or reimbursement for gasoline for student cars Donations (outright funding to another third party organization or agency) Political party or political candidate support

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

Tier I & II Clubs N/ATier III Clubs up to $425/student (maximum $1,700)

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

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

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

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

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

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Club Travel Appropriation Ranges

Advisor/university official 1 advisor for every 12 studentsAdvisor/university official $750 (maximum amount approved)

Funded

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

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

Breakfast $8 Lunch $15 Dinner $20

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

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

Account line descriptions:

Expense Line (ends in 580001) Funds approved by the SGA Appropriations Committee will be transferred here. Any funds not used after an

event/club travel will be transferred back to Student Involvement and Leadership. Appropriations funds will not be rolled over to the following academic year.

Revenue Line (ends in 299009) All fundraised dollars and dues can be deposited to this account. Funds in this account will roll over to the following academic year.

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

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

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

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

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

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

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INTERNAL CLUB ACCOUNTS

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

All contracts must be submitted Student Involvement and Leadership for approval. Contracts submitted to Accounting without Student Involvement and Leadership approval will not be reviewed.

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

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

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

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

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

Below is the minimum information needed for contracts

Artist name Artist mailing address Artist contact numberArtist federal ID or Social Security numberArtist fee

Any additional artist requirements Location of programArtist set-up time, start time and end time Date of programDescription of services provided

Student Involvement and Leadership suggests asking to see a copy of the tech rider and the hospitality rider prior to making any commitment.

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

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

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

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CONTRACTS

PURCHASING GUIDELINES

Process for submitting a purchasing request form 1. Log onto JWU Link 2. Click the “Involvement Network” Logo in the top right of the page3. Click the Campus Links drop down list (right side of page)4. Then click on the Purchasing Request Form link 5. Follow the instructions on this online form to fully complete and submit the request

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

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

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

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

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

Please do not contact the Purchasing Department on your own.

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

If a logo is currently in use which utilizes the university name, please consider updating it. If a fee is associated with updating the logo, please contact Student Involvement and Leadership.

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

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STUDENT ORGANIZATION LOGOS

Purchasing Request Process

POSTING GUIDELINES

Friday, September 278:00pm

Wildcat Den

Hosted by:

The Gaming

Club

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

Posting Guidelines & Information: As a general rule, any material or flyer that is determined to be illegal, unethical, harassing or targets an

individual or group in a demeaning manner or promotes the use of alcohol, its consumption or sale, illegal drug use or hazing will not be approved.

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

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

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

o Bulletin boards throughout campus that are marked as reserved for the specific use of one office or department may not be used.

o Any materials hung in the hallways, on doors, walls or windows of any building and classroom, or on trees, telephone poles, etc. or other unauthorized areas, whether they carry the appropriate approval or not, will be immediately removed.

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

Our students are held to high standards as defined in the Student Code of Conduct and other university policies, procedures, and rules. Students remain subject to the provisions of the Student Code of Conduct and university policies, procedures and rules at all times, including while engaged in activities of university recognized student clubs and organizations (each, a “Group”).

In addition, Groups are also held to the same high standards of conduct. Leaders and members of Groups should at all times be aware that the actions of the Group and its leaders and members, as well as individuals who are authorized or permitted to represent themselves as connected to the Group (“Group Representatives”) and guests of the Group (“Group Guests”), reflect on both the university and the Group. As a result, a Group may be held responsible for both the Group’s misconduct and for the misconduct of any one or more of its leaders, members, Group Representatives and/or Group Guests. Such misconduct includes any violation of the Student Code of Conduct or any other university policy, rule, or procedure, including but not limited to:

Hazing; Theft;

Assault; Vandalism;

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Group Responsibility Policy and Group Conduct Review Process

Approved by Student

Activities

BINGO

UNIVERSITY POLICIES

Bullying or harassment; Dishonesty; Any violation of the policy regarding Prohibited

Discrimination and Harassment, Including Sexual Harassment and Sexual Misconduct;

Any violation of the Drug and Alcohol Policy; Any violation of the Good Neighbor Policy; Any violation of Residential Life policies and

rules;

Any violation of Student Involvement and Leadership rules governing student clubs, organizations, fraternities, sororities, and Greek social fellowships;

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

or university funds; Any violation of any federal, state, or local law,

regulation, rule or ordinance

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

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

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

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

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

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

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

The university’s Group Conduct Review Process does not replace the Student Conduct Review Process with respect to individual students nor does it serve as an extension of or replacement for the local, state, or federal civil or criminal court system. In addition, the outcome of civil or criminal proceedings concerning a violation will not control or be binding on the outcome of the university’s Group Conduct Review Process for the same violation. All Groups should be aware that it is the policy of the university to cooperate with local, state, and federal law enforcement authorities in the investigation of crime. The university will not provide a sanctuary against criminal prosecution and, except for very minor violations, will inform law enforcement authorities when criminal behavior is alleged.

How the process worksReports of Violations and NotificationAny member of the university community who witnesses or becomes aware of an alleged violation of the Student Code of Conduct should report the violation to Campus Safety & Security, any member of the Student Involvement and Leadership staff, the Dean of Students, or Student Conduct. Once an alleged violation is reported, an incident report will be prepared describing the nature and circumstances of the incident and the parties involved. Campus Safety & Security or the Office of Student Conduct may conduct further investigation if additional or supplemental information is needed for the incident report. All incident reports that imply Group involvement are

27

reviewed in Student Conduct with consultation of Student Involvement and Leadership and those that warrant action are then referred for hearing.

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

There are two types of Group Conduct Review hearings at Johnson & Wales: administrative hearings and hearings by a panel. Administrative hearings are held before a single hearing officer, who is usually a staff member from Student Involvement and Leadership, Student Conduct, or another senior administrator. Panel hearings are conducted in front of a panel made up of faculty, staff and/or students. In both cases, the role of the hearing officer or panel is to consider information provided from the investigation, from the accused Group and, to the extent necessary, from any complainants, participants or witnesses, in order to make a finding of “responsible” or “not responsible.” More serious violations or violations that may result in a sanction of dismissal or suspension are generally referred to a hearing panel, while less serious violations are generally referred for an administrative hearing.

When an incident report is referred for a hearing, the Group president will receive a notification describing the alleged violation and indicating the time and place for the hearing or a pre-hearing conference. Any unexcused failure to attend a hearing or conference will result in the hearing being held in the absence of Group leaders at which the hearing officer or panel will not have heard the Group’s side of the story. If the Group has a legitimate need to reschedule a hearing or conference, the Group’s president or designee must contact the designated hearing officer from Student Involvement and Leadership or Student Conduct as early as possible before the scheduled date to request rescheduling.

Hearing ProceduresThe president and/or his/her designee of the Group may participate in the Group Conduct Review Process. They may bring any relevant materials and witnesses with personal knowledge of the incident to the hearing. If the Group’s hearing is scheduled before a hearing panel, the Group (by its president and/or his/her designee) will have the option of requesting a student or staff advisor from a group of trained volunteers who can help the Group through the process and accompany the Group leaders to the hearing. Groups may also have their organization advisor and/or a Student Involvement and Leadership staff member, act as their advisor. Except for witnesses, Group member(s) whose misconduct is the subject of the hearing and your assigned student or staff advisor, other people may not attend the hearing with the president and/or his/her designee. At a pre-hearing conference (for panel hearings) or before the hearing gets underway (for administrative hearings), Group’s leader(s) may be asked whether they wish to waive the hearing by acknowledging the Group’s responsibility in the incident and signing a waiver that will set forth the sanctions, if any, imposed.

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

outline the process for the Group’s leaders (president and/or his/her designee); review the incident report and/or allegations and any supplemental information; hear or review any statements the Group’s leaders may wish to make relating to the incident; hear or review the statements of witnesses and Group member(s) subject to the allegation of misconduct

that the Group leaders may have brought who have relevant and personal knowledge of the incident (but other witnesses, such as character witnesses, will not be allowed to attend or be heard);

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

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

If the Group is found responsible, recommend one or more sanctions to the Directors of Student Conduct and Student Involvement and Leadership.

The Directors of Student Conduct and Student Involvement and Leadership will review the recommendation and make a final determination of appropriate sanction(s) (taking into consideration the Group’s and its members’ prior

28

disciplinary records). The Group will receive a final written decision from the Office of Student Conduct which will set forth the final result and the sanction(s) imposed. The written decision will also describe the appeal process and let the Group know the identity of its appeal officer and the deadline for filing an appeal.

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

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

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

Suspension of Group PrivilegesSuspension of a Group’s privileges includes, but is not limited to, suspension or limitation of any of the Group’s privileges, including, but not limited to, university funding, holding events and/or meetings, accepting new members, or participating as a group in University/campus events during the stated period of the suspension. The Group may not participate in any of the suspended privileges during the stated period of the suspension.

Interim Suspension of University Recognition or Group PrivilegesAn immediate, temporary suspension which remains in effect until the Group Conduct Review Process can take place. An interim suspension can be a suspension for university recognition or a suspension of Group privileges. Interim suspensions are used when the university perceives that because of the alleged misconduct or other factors, an interim suspension is advisable to help protect an individual or the university community, to protect property, or to protect the normal operations of the university, during the period prior to the Group Conduct Review Process. Any student who continues to participate in or accept members into any Group which university has suspended (other than as part of the Group Conduct Review proceeding) will be subject the Student Conduct Review Process.

Deferred Withdrawal or Suspension of University Recognition or Group PrivilegesA Group that receives a deferred withdrawal or suspension of any type (university recognition or privileges) faces actual withdrawal or suspension if the Group is found responsible for a further violation of the Group Responsibility Policy while on deferred withdrawal or suspension. A sanction of deferred withdrawal or suspension will remain in place for at least two academic terms.

Conduct ProbationA trial period during which a Group is given time to demonstrate that the Group, its leaders, members, Group Representatives, and Group Guests will not engage in the same or similar misconduct again. If found responsible for a second violation of the same or a similar type while on probation, a Group will at a minimum receive a sanction of deferred suspension. Groups placed on probation may also be subject to suspension of certain privileges.

Fines

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Monetary penalties that must be paid from the Group’s funds by a specified date. Fines must be paid by the date specified when the sanction is given.

Restitution and ApologyThe purpose of restitution is to make good or compensate an individual or the university for loss, damage, or injury caused by misconduct. Restitution can take the form of a monetary payment for the Group’s funds. An apology must be made in writing and submitted to Student Conduct/Student Involvement and Leadership signed by the Group leaders, which will forward it to the appropriate party. Restitution must be completed and letters of apology must be submitted by the date specified when the sanction is given.

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

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

Letter of Censure/ReprimandA letter issued by Student Involvement and Leadership and/or Student Conduct to a Group with copy to associated advisory boards and/or national or international organizations.

Wearing of student organization stoles or cords:

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

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

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

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

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

Advisor of the Year

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Commencement Activities

STUDENT RECOGNITION NIGHT

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

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

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

Campus Resource Contact Numbers

Department/Location Extension (980-598-xxxx) Department/Location Extension

(980-598-xxxx)Accounting 1034 Library 1600Admissions 1100 Printing & Mailing Services 1650Athletics 1840 Public Relations (Information Line) 4636Campus Activities Board (CAB) 1817 Purchasing 1474Center for Academic Support 1500 Residential Life 1800College of Culinary Arts 1440 Safety & Security 1900College of Business 3100 School of Arts & Sciences 3200Community Outreach 1005 Student Academic & Financial Services 1300Development & Alumni Relations 1226 Student Involvement and Leadership 1810

Campus Dining 1950 Student Involvement and Leadership On-Call Phone 704-913-2555

Experiential Education & Career Services 1200 Student Affairs 1830Facilities Management 1925 Student Center Front Desk 1890Health & Counseling Services 1700 Student Government Association (SGA) 1816The Hospitality College 1515 University Events Center 1471Information Technology Services 866-598-4357 The Village Bookstore 1250

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

Wildcat Pride Initiatives are indicated with a JWU Wildcat logo. These initiatives are designed to build a vibrant and positive JWU campus community and Student Involvement and

Leadership hopes all student organizations will be able to participate in some or all of the programs.

September

31

UNIVERSITY INFORMATION

Fall Term

IMPORTANT DATES

Date Program Time Location

6-7 New Student Move In 11:00am – 5:00pm Cedar Hall South &Cedar Hall North

9 Convocation 5:00pm Student Center Gymnasium

11 Women’s Volleyball First Home Game 7:00pm Student Center Gymnasium

12 Involvement Network Training 2:00pm - 3:00pm Academic Center room 43313 Involvement Network Training 12:00pm - 1:00pm Academic Center room 433

14 PAWlooza 6:00 – 10:00pm Parking Lot A(rain location – Student Center)

17 SGA Appropriations Meeting 4:00 – 5:00pm Student Involvement and Leadership Conference Room

17 SGA Student Organization Oversight Committee Meeting TBA TBA19 Involvement Network Training 2:00pm - 3:00pm Academic Center room 433

20 Club Training Day INew & returning advisors encouraged to participate 1:30 – 5:00pm University Events Center

20 Last Day to Re-Register Club on the Involvement Network


24 Advisor Training (returning advisors) 9:30 – 10:00am Student Involvement and Leadership Conference Room

25 Club Fair Festival 11:30am – 2:30pm Academic Center Courtyard(rain location – Student Center)

26 Advisor Training (returning advisors) 2:30 – 3:00pm Student Involvement and Leadership Conference Room

27 Advisor Training (new advisors) 10:00 – 11:00am Cedar Hall South Classroom27 Involvement Network Training 12:00pm-1:00pm Academic Center room 433

27-28 JWU OlympiadStudent Center &

Residence Hall Quad

OctoberDate Program Time Location


4 Advisor Appreciation Event 1:00 – 2:00pm University Events Center

4 Advisor Training (new advisors) 3:00 – 4:00pm Cedar Hall South Classroom

October (cont’)Date Program Time Location

7 Tier III Action Plan Due 8:00am Involvement Network


15 SGA Student Organization Oversight Committee Meeting TBA TBA


18-20 Family Weekend www.jwu.edu/charlotte/familyweekend

30- Nov 2 Fall Fest

32

http://www.jwu.edu/charlotte/familyweekend

NovemberDate Program Time Location

18-21 Fall Term Finals




22-Dec 2 Term Break

DecemberDate Program Time Location

3 Winter Term Begins

3 SGA Appropriations TBA Student Involvement and Leadership Conference Room

11 Last day to change Tier Level11 Involvement Network Training 2:00pm-3:00pm TBA13 Club Training Day II 1:30 – 4:00 pm University Events Center

17 SGA Appropriations Meeting TBA Student Involvement and Leadership Conference Room

17 SGA Student Organization Oversight Committee Meeting TBA TBA18 Involvement Network Training 2:00pm-3:00pm TBA

20-Jan. 5 Winter Break

JanuaryDate Program Time Location

13 Tier III Action Plan Due (if club changed tier level) 8:00am Involvement Network



22 Club Fair Festival II 11:30am – 2:30pm Student Center

22-25 Winter Fest


FebruaryDate Program Time Location


February (cont’)Date Program Time Location



33

Winter Term

24-28 Winter Term Finals

MarchDate Program Time Location1-10 Spring Break11 Spring Term Begins14 Involvement Network Training 12:00pm-1:00pm TBA17 Involvement Network Training 2:00pm-3:00pm TBA



AprilDate Program Time Location


4 Club Training Day IIINew & returning advisors encouraged to participate 1:30 – 4:00 pm University Events Center

4 Last Day To Submit Travel Requests


15 SGA Student Organization Oversight Committee Meeting TBA TBA18 Last Day To Submit Event Request Forms TBA TBA


25 Last Day To Submit Meeting/Practice/Fundraiser Request Forms28 Student Recognition Night Awards Packet Due 10:00am Involvement Network

30-May 3 Spring Fest

MayDate Program Time Location


15 Student Recognition Night Ceremony 6:00pm University Events Center

13-14 Spring Term Finals

24 Commencement 10:00am Time Warner Cable Arena

Summer (Between Commencement and Labor Day)Thank you for all your hard work this year. Enjoy your time off!!

Remember to occasionally check the Involvement Network and your student email for messages related to student organizations.Events and meetings will not be approved during this time frame.

34

Spring Term

student organizations handbook '13 '14 (current revision) 6 5 2014

Documents

new club

club programs

new student organization

funded club travel

student center

student organization

student organization

club travel request