viking guide · 2018. 4. 17. · viking guide for student gr oups csu cleveland state university...

2002-2003 Viking Guide

Cleveland StateUniversity2002-2003

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V IK IN G

G U ID E

F o r

St u d e n t G r o u ps

CSU
A Service of the Department of Student Life


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Table of Contents

Welcome ........................................................................................................................................................4 Department of Student Life Staff ....................................................................................................................4 Student Organizations, Policies, Procedures and Guidelines ....................................................................5 Department of Student Life........................................................................................................................17 Services ......................................................................................................................................................17 Programs ....................................................................................................................................................19 Student Organization Services and Programs..........................................................................................20 Audio Visual Services ................................................................................................................................20 Awards .......................................................................................................................................................20 Central Stores .............................................................................................................................................20 Student Organization of the Year Award ...................................................................................................21 Consultation Service ..................................................................................................................................22 Events and the Events Line ........................................................................................................................22 Facilities .....................................................................................................................................................23 Food Service...............................................................................................................................................23 Housekeeping & Grounds ..........................................................................................................................23 Leadership Certification .............................................................................................................................24 Lockers.......................................................................................................................................................24 Mailboxes...................................................................................................................................................24 Media..........................................................................................................................................................24 Office Space for Student Groups................................................................................................................24 Parking .......................................................................................................................................................25 Police..........................................................................................................................................................25 Print Shop...................................................................................................................................................25 Faculty Advisors ...........................................................................................................................................26 Constitutions .................................................................................................................................................27 Key Policy.....................................................................................................................................................28 Posting Policy................................................................................................................................................28 Viking Parlor Facility Use.............................................................................................................................29 Speakers & Performers..................................................................................................................................29 Financial Management................................................................................................................................31 Agency Accounts .......................................................................................................................................31 Sources of Funds ...........................................................................................................................................32 Fundraisers .................................................................................................................................................32 Dues............................................................................................................................................................33 Student Government Association & Student Bar Association ...................................................................33 SGA & SBA Allocation Guidelines ......................................................................................................33 Requesting Funds from SGA & SBA....................................................................................................34 Managing Your Organization�s Funds ..........................................................................................................35 Financial Forms.............................................................................................................................................36 Journal Entry ..............................................................................................................................................36 Petty Cash...................................................................................................................................................36 Small Order Forms .....................................................................................................................................36 Purchase Requisitions.................................................................................................................................36


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General Fee Organizations .........................................................................................................................38 Expectations ...............................................................................................................................................38 Record Keeping .........................................................................................................................................40 Student Employment Procedures ...............................................................................................................40 Travel ...........................................................................................................................................................44 Tips.............................................................................................................................................................44 Travel Checklist .........................................................................................................................................45 Travel Policy & Procedure .........................................................................................................................46 General Travel Guidelines..........................................................................................................................48 Planning Events…A How To......................................................................................................................50 Step One: Answer These Questions ...........................................................................................................50 Step Two: Plan Your Plan ..........................................................................................................................50 Important Things to Consider.....................................................................................................................52 Phone Resource List...................................................................................................................................52 Miscellaneous Programming Expenses ......................................................................................................53


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Welcome! The Department of Student Life is concerned about improving the quality of campus life for our students. Our mission is �providing quality services and opportunities to enhance the University experience.� To ensure a multifaceted college experience, Student Life provides a wide range of campus activities, leadership development, and educational events for our entire campus community. The students involved in recognized student organizations at Cleveland State University are emerging leaders of tomorrow. Student Life provides many growth opportunities for our involved students and a variety of campus-wide programs. Our office oversees the areas of student organizations, general fee organizations, greek-letter organizations, student media, leadership training, campus activities, wellness, volunteerism, judicial affairs, and much more. We encourage you to visit the Department of Student Life. We�re located in University Center #102 , call us at (216) 687-2048 or visit our web site at www.csuohio.edu/student-life

Department of Student Life Staff Diane Dillard, Ph.D. Dean, Student Life Sandra Emerick Associate Dean Brenda Bey Office Manager Julia Castagnero Wellness Center Kelly McCarthy Student Activities Valerie Hinton Hannah Judicial Affairs Charrease Berry Receptionist Dan Lenhart Student Media Specialist Steve Liss Volunteer & Educational Programs Mary Myers, Ph.D. Student Organizations Paul Putman Student Leadership Yolanda Sullins Administrative Secretary Marilyn Werner Budget Officer William Russell Greek Affairs


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STUDENT ORGANIZATIONS, POLICIES,

PROCEDURES AND GUIDELINES

STUDENT ORGANIZATIONS: POLICIES, PROCEDURES AND GUIDELINES Revised by the Student Life Committee of the Faculty Senate: April 16, 1997

Revised by the Faculty Senate: May 28, 1997 Revised by the Board of Trustees

I. STUDENT LIFE COMMITTEE A. Student Life Committee

(Section 8.2.7 (H) of the Cleveland State University Handbook) The Committee shall consist of the chief officer for Student Affairs (or designee) and a representative from the Office of Minority Affairs and Human Relations as ex officio corresponding members. Voting members will include six appointed members of the full-time faculty and six appointed members from the student body. The functions of the Committee are:

1. To recommend to the Faculty Senate proposed legislation affecting student life and activities. 2. To make recommendations to the chief officer for Student Affairs in the area of his or her administrative

responsibilities. 3. To supervise student publications. 4. To supervise student organizations. In particular, any group of students desiring to organize and be recognized as

a University organization shall obtain permission from the Committee. 5. To serve as an advisory body in the coordination and development of the various student personnel services. 6. To recommend to the Faculty Senate policies regarding financial aid, counseling, and special educational services,

including cooperative education. 7. To recommend to the Faculty Senate policies that respond to students with special needs, including but not limited

to women, single parents, minority and foreign students. Approved by the Faculty Senate: September 23, 1992 B. Recognition And Registration Of Student Organizations

1. Recognized Organizations

a. Student organizations seeking a formal association with the University of longer than one academic term may be granted status as a recognized student organization.

b. Application for recognition must be submitted to the Student Life Committee and must include a constitution. The application process includes obtaining the necessary forms from the Department of Student Life and submitting one or more subsequent drafts of the constitution to the Department of Student Life in preparation for appearing before the Student Life Committee.

c. Membership in CSU-recognized organizations is open only to students, faculty, and staff at Cleveland State University. Non-student special status associates may be designated in an organization's constitution but may not be voting members of the organization and may not benefit financially through association with the student organization.

d. Status as a recognized organization allows the student organization, with approval, to: use University facilities; participate in University programs and activities; sponsor programs and activities; open a University agency account; apply to Student Government for allocation of funds; request the services of University staff and faculty; use student mailboxes; and use office space assigned to student organizations, as available.(Student Government Association and Student Bar Association also provide valuable services to recognized organizations.)

e. Recognition of the organization will continue from year to year if the organization files the following forms each year with the Department of Student Life: officers' sheet, agency account form, advisor's yearly report, statement of compliance with hazing regulations, fact sheet, and any other additional required forms. In addition, every year a minimum of two officers must attend an Officers' Meeting conducted by the Department of Student Life. All student organizations are considered inactive effective July 1 of each year until such forms are filed and a minimum of two officers have attended an Officers' Meeting.

f. Recognized student organizations must have a CSU faculty or professional staff member, who is preferably on full-time contract, as organization adviser. Agreement to serve as an adviser to a recognized organization obligates the adviser to the following duties: 1) The adviser will meet with the officers as an organization at least each term to discuss the progress of

the organization; 2) The adviser will advise the organization as to compliance with the fiscal guidelines and procedures of

the University as included in the Student Handbook; 3) The adviser will assist the organization to assure compliance with regulations as stated in the Student

Handbook; 4) The adviser will sign all requisitions for use of University facilities that are in compliance with the

organization's constitution, the Student Conduct Code, and the policies and procedures in the University Handbook and the Student Handbook;

5) In the adviser's judgment, non-compliance with University regulations may result in his or her referral of the organization to the Student Life Committee with recommendation of withdrawal of recognition;


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6) The adviser assumes no legal or financial responsibility for the organization or the actions of its members;

7) Any time that the adviser believes the student organization is not abiding by the terms and conditions stated in the organization's constitution or the Student Handbook, or other University policies and procedures, she or he may resign as adviser, so advise the organization, and inform the Dean of Student Life. Upon such resignation, recognition of the organization is automatically suspended and will not be renewed until reviewed by the Student Life Committee. The Committee may formalize the suspension and withdraw recognition after hearing the adviser, officers, and affected members, or recognition may be restored. Recognition may only be restored once a new adviser is identified.

g. University recognition may be withdrawn from a student organization by the Student Life Committee if the organization ceases to observe the rules and regulations of the University or engages in activities that are not consistent with the policies of CSU. Notice and opportunity for hearing before the Student Life Committee will be provided to the officers and adviser of the organization in question.

h. Appeals of the decision of the Student Life Committee may be forwarded to the Faculty Senate.

2. Registered Organizations a. Student organizations that anticipate existence of one academic term or less at the University may be

granted registration by the Student Life Committee for one term. Should the student organization request additional length of time, the Student Life Committee will evaluate the contributions and effectiveness of the student organization as a basis for additional registration approvals. Registration is granted for one term only, but can be renewed a maximum of two (2) times at the discretion of the Student Life Committee.

b. A special application form is available to student organizations that want to become registered. The application must be completed by the organization and submitted to the Student Life Committee along with a constitution. The deadline for submitting a constitution to the Student Life Committee to seek registration is the third week of Spring Term. This assumes that the Department of Student Life has already approved the draft of the constitution. Failure to meet the deadline requires that the organization wait until following academic year to seek registration.

c. Membership in CSU registered organizations is open only to students, faculty, and staff at Cleveland State. d. Upon registration, a minimum of two organization officers must attend an Officer's Meeting conducted by the

Department of Student Life. e. Status as a registered organization allows the student organization to: use University meeting rooms; seek

consultation from members of the CSU faculty, staff, and administration; participate in fund-raising activities which are approved as appropriate for registered student organizations; participate in University programs and activities; open a University agency account; use student organization mailboxes; and sponsor programs and activities.

f. Status as a registered organization does not allow the student organization to: obtain funds from Student Government or through any other University allocated funds; obtain office space for the organization; use general University services; participate in University programs beyond its meetings and functions as approved in its statement of purpose.

g. Registered student organizations must have a CSU faculty or professional staff member, who is preferably on full-time contract, as organization adviser. Agreement to serve as an adviser to a registered organization obligates the adviser to the following duties: 1) The adviser will meet with the officers as a organization at least once each term to discuss the progress

of the organization; 2) The adviser will advise the organization on financial matters under the fiscal guidelines and procedures

of the University as included in the Student Handbook; 3) The adviser will assist the organization to assure compliance with regulations as stated in the Student

Handbook; 4) The adviser will sign all requisitions for use of University facilities that are in compliance with the

organization's constitution, the Student Conduct Code, and the policies and procedures in the University Handbook and the Student Handbook;

5) In the adviser's judgment, non-compliance with University regulations may result in his or her referral of the organization to the Student Life Committee with recommendation of withdrawal of registration;

6) The adviser assumes no legal or financial responsibility for the organization or the actions of its members;

7) Any time that the adviser believes the student organization is not abiding by the terms and conditions stated in the organization's constitution or the Student Handbook, she or he may resign as adviser, so advise the organization, and inform the Dean of Student Life. On such resignation, registration of the organization is automatically suspended and will not be renewed until reviewed by the Student Life Committee. The Committee may formalize the suspension and withdraw registration after hearing the adviser, officers, and affected members, or registration may be restored. Registration may only be restored once a new adviser is identified.

h. Request for an additional term of registration must include a comprehensive report from the organization that gives specific information concerning the activities, programs, and finances of the organization.

i. Registration privileges can be withdrawn by the Student Life Committee if the organization ceases to observe the rules and regulations of the University or engages in activities which are not consistent with the policies of CSU. Notice and opportunity for hearing before the Student Life Committee will be provided to the officers of the organization in question.

j. Appeals of the decision of the Student Life Committee may be forwarded to the Faculty Senate. II. Regulations Governing Student Organizations A. Membership And Jurisdiction

1. Membership in student organizations must be open to all registered students, faculty and staff of Cleveland State University providing that students meet criteria based on individual merit and qualifications established by the


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organizations. It shall be stated explicitly in every student organization's constitution that there shall be no form or type of illegal discrimination in the organization, whether it be due to one's race, religion, color, age, sex, national origin, handicap, disability, special disabled veteran's status, Vietnam Era veteran's status, or sexual orientation. Student organizations with ambitions or hopes for affiliations with national organizations must send copies of the above statement on nondiscrimination to the appropriate officers of the national organization with which they are seeking affiliation to insure that there is mutual understanding between the negotiating parties. 2. Student membership of student organizations must consist of students currently registered at Cleveland State

University. 3. A student must be enrolled for eight (8) term credits or more and maintain a minimum cumulative grade point

average of 2.0 at Cleveland State University to be eligible for a leadership position in any recognized student organization, with the exception of registered co-op students, graduate students completing theses, and law students who must be enrolled for six (6) semester credits.

4. It is recommended that a student not hold more than one major office in more than one organization at a time. 5. To gain and maintain recognition or registration, an organization must have at least one official adviser. The official

adviser must be a faculty member or a staff member on contract appointment. 6. Organizations must abide by the regulations of Cleveland State University as set forth in, but not limited to, the

Student Conduct Code, the Policies, Procedures and Guidelines for Student Organizations, the University Handbook, and the Student Handbook.

7. Organizations that are affiliated with a city, state, or national organization are required to file a letter from the appropriate headquarters which stipulates that the rules and regulations of the University shall take precedence in case of conflict or disagreement.

8. Any constitutional revision - amendment or bylaw - must be approved by the Faculty Senate Student Life Committee before it can take effect.

B. Policy On Student Activities Stipends

1. Definition and Process Designated officers of the student governance system (Student Bar and Student Government) are paid in accordance with the following regulations. The original policy on student activities stipends was developed by the Student Affairs Committee and ratified by Faculty Council on May 31, 1978. a. Payments to students for extracurricular duties are referred to as stipends. These stipends shall be

considered as payment in recognition of services rendered to specific organizations and the University community. Payment shall not be considered to be the equivalent of or substitute for wages the student may earn for employment. Receipt of a stipend shall not preclude other employment.

b. Organizations eligible to receive stipend payments for certain officers shall be designated student organizations funded by University funds. No student shall receive more than double tuition per semester.

c. Stipends are awarded to the leadership positions and are not altered by the registration status (graduate, law, etc.) of the student filling that position. All student stipends, with the exception of the Student Bar Association and Gavel stipends, shall be keyed to undergraduate resident (not law or graduate) tuition. Stipends for the Student Bar Association and Gavel shall be keyed to resident law tuition. Stipend payments shall be made in bi-weekly (once every two weeks) installments over each term.

d. Requests for review of the funding level of any position for the subsequent fiscal year must be submitted to the Student Life Committee by February 1, 2002. Such request may be initiated by students, faculty, or administration. A rationale for any requested change must accompany the request. Parties seeking a change may be asked to appear before the Student Life Committee.

e. The chief officer for Student Affairs will provide information on current spending and budget considerations to the Committee at the Committee's request.

f. Final recommendations to the chief officer for Student Affairs will be completed and forwarded by March 1. 2. Good Standing for Purposes of Receiving Stipends

Students receiving stipends should be aware that positions of student leadership must not interfere with academic progress toward a degree. Students occupying leadership positions must adhere to the following rules to be eligible for stipends: a. Students must register for a minimum of eight hours in each of the fall and spring terms. Law students must

register for a minimum of six hours in each of the fall and spring semesters. Exceptions may be made for graduate students registered for theses credits and registered co-op students. Any other exceptions must be approved by the Dean of the Department of Student Life.

b. Students who withdraw from any or all courses that would result in taking their load below the required credit hour minimum must report this information immediately to the Dean of Student Life. Failure on the part of the student to report this information to the Dean within ten school days of the withdrawal shall result in the forfeiture of the student's right to request allocation of the stipend based upon exceptional circumstances and will also result in cancellation of the student's stipend for that term.

c. Co-op students who are appropriately registered with Career Services shall be eligible to receive a stipend. d. Students must earn at least six semester hours in each of the terms for which they are receiving stipends.

Co-op students are exempt from this requirement. e. Students who wish to be granted an exception to these rules for any reason must submit a petition to the

Dean of Student Life. Petitions will be forwarded by the Dean to the Student Life Committee. f. Failure to maintain good standing (as described in 2.a. through 2.e. above) during a term for which a stipend

is paid shall result in forfeiture of the stipend for the subsequent term. Appeals of this condition must be made to the Student Life Committee.

3. Procedures a. Course enrollment will be checked by the Dean of Student Life after the add-drop period. b. Stipend checks will be issued bi-weekly.

4. Positions Receiving Stipends Following is a list of the stipend positions and amount of stipend received per term. Student Government


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President Double Stipend Vice President Double Stipend Treasurer Double Stipend Assistant Treasurer One Stipend Secretary Double Stipend Election Board Co-chairs Half Stipend each for assigned terms Speaker One Stipend

Campus Activities Board Chairperson One Stipend Assistant Director One Stipend

Student Government Association Senate Speaker Half Stipend

Student Bar Association President One Stipend Vice President Half Stipend Treasurer Half Stipend Secretary Half Stipend Speaker

Cauldron Eight and one-half (8 1/2) Stipends to be allocated in accordance with its constitution

Whiskey Island Magazine One (1) stipend to be allocated in accordance with its constitution

Vindicator Six (6) stipends to be allocated in accordance with its constitution

Gavel Three (3) stipends to be allocated in accordance with its constitution

WCSB Radio Eight (8) stipends to be allocated in accordance with its constitution

University Judicial Board Chairperson One Stipend Vice Chairperson Half Stipend Members other than Chairperson and Vice Chairperson

$10 per mtg/not to exceed half stipend C. Fiscal Guidelines For Student Organizations

1. Source and Governance a. The Student Government has the responsibility for the allocation of funds to student organizations of the

University. The Student Bar Association has the responsibility for allocating funds to the student organizations of Cleveland-Marshall College of Law.

b. The funds which are used for the allocations are derived from the general fee, which is paid each term by all students, and are granted each year to the two governing bodies as part of the budgets requested by them from the chief officer for Student Affairs. Since the general fee is collected by the University as part of tuition, the funds are Public Funds and must, therefore, be allocated and spent according to state regulations and University procedures. The following guidelines, which were written with student officers and representatives of the offices of the Ohio Attorney General and the State Auditor, and then adopted by the CSU Board of Trustees, outline the regulations and procedures.

c. The Student Government Association and the Student Bar Association may develop additional guidelines, but the procedures listed in this document cannot be changed in any way by treasurers of student governing organizations or student organizations. Treasurers of student organizations are encouraged to meet with the treasurers of the governing organizations to clarify the additional procedures. Students who have questions concerning the overall policy and procedures outlined should make an appointment to discuss their questions and concerns with either the Dean of Student Life or her or his designee.

2. Allocation Guidelines a. Money may be allocated by the Student Government and the Bar Association for educational, recreational,

social, and cultural purposes. b. No money may be allocated by the Student Government or the Bar Association for political purposes.

Political in this sense is defined as candidates, activities, and issues which either appear on the ballot or are directly involved in any public election. Political shall also be defined as lobbying activities on behalf of a private interest.

c. Money may not be used in social, recreational, cultural, and educational activities which will benefit individual students or members of the organization only; it must be used in these activities to the benefit of a significant percentage of the student population.

d. Only student organizations with membership composed entirely of members from the Cleveland State University community and granted University recognition by the Faculty Senate Student Life Committee will be eligible to receive funds from the Student Government or Student Bar Association. University recognition by the Faculty Senate Student Life Committee grants the privilege to apply for allocation from Student Government and the Student Bar Association - it does not guarantee that the funds will be granted.

e. In an attempt to assist as many organizations as possible, the basic philosophy affecting allocations is that the allocations from the Student Government and the Student Bar Association should serve only as financial assistance and support to the organization rather than as the complete funding. Student organizations are encouraged to develop programs and projects which will supplement the allocations from the governing organizations. Although the solicitation of advertising in bona fide publications and programs is acceptable, any organization planning to engage in fundraising activities (other than membership dues) should have the plans cleared with the appropriate staff member in the Department of Student Life. In general, student organizations are forbidden to solicit funds off the campus.


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f. Recognized student organizations which have restricted membership criteria or membership by invitation only may apply for funds from the Student Government or Student Bar Association for educational, recreational, cultural, and social activities which benefit or are open to attendance by non-member students of the University.

g. Procedures for requisitioning, allocating, and spending funds are to be developed in cooperation with the Department of Student Life after consultation with representatives of student organizations. The procedures shall be written by the Student Government Association and the Student Bar Association and distributed to all student organizations annually.

3. Process for Requesting Funds a. Organizations may receive the following items or funds to cover the following expenses by applying directly to

the Student Government. Student Government shall each year designate the amount to be allotted to each organization for each of the following and the procedures for obtaining the allocation. Requests in excess of these allotments must be made to the Finance Committee. 1) Office Supplies. Office supplies will be purchased directly by the Student Government treasurer for the

student organization requesting the supplies. 2) Printing, Copying, Mailing Costs. Charges will be allowed on the Student Government account by

signature of an officer or representative of the student organization. Signature authorization must be arranged with the Student Government treasurer. Only authorized signatures will be accepted. If the organization exceeds the allotted amount, Student Government will charge the organization for the excess cost.

b. Student organizations may request allocations from the Student Government Association or the Student Bar Association to cover the following: 1) Travel. Requests for budget for travel must be limited to those conferences, conventions, meetings, or

events which relate specifically to the purpose of the student organization as it is recorded on the request for University recognition under "II. Purpose of Organization." Participation will be limited to officers or authorized representatives of the organization. No travel budget may, in any instance, exceed the amounts or guidelines set forth in the University Travel Guidelines. (Copies of the University Travel Guidelines may be obtained from the Budget Office.)

2) Equipment. Equipment to be purchased from funds allocated by Student Government must be equipment for the organization. It must be equipment to be used on a continual and non-personal basis. All equipment must be stored at the University when not in use and must be listed each year on an inventory sheet. The inventory sheet must be filed with Student Government and with the Dean of Student Life. Exceptions may be granted with special permission of the Dean of Student Life. The organization is responsible for filing a written petition for such permission. All such equipment is property of the University.

3) Publicity-Promotion. In order for any organization to receive support from Student Government for publicity and/or promotion, such publicity and/or promotion must specifically relate to the organization or program/project of the student organization.

4) Special Projects. The projects to be funded must relate specifically to the purpose of the organization as defined in the constitution of the organization under "II. Purpose of Organization." All special projects must be presented in full detail for review by the Student Government or Bar Association. All project requests should specify the basic programming plans of the organization, i.e., films, speakers, campus tours, lectures, conferences.

5) Salaries. Organizations may not pay salaries for duties rendered by their members. Officers of the two governing bodies and the student publications must be compensated in accordance with the policies developed by the Faculty Senate Student Life Committee.

c. Each Student Government shall set its own guidelines for requesting and distributing funds to student organizations.

d. Budget requests must be submitted to the Student Government or the Student Bar Association treasurer. e. The treasurer will discuss requests with those organization officers submitting the budget. The Finance

Committee of Student Government or the Student Bar Association, headed by the treasurer, will review the budget allocation requests and recommend to the Student Government or Student Bar Association the exact dollar allocations to each student organization. Final approval for the student organization budget allocations will be made by the Student Government or Student Bar Association, and the treasurer will notify the organizations of the allocated amounts.

D. Student Organization Agency Accounts

1. Definition and Use Effective on October 1, 1982, the Board of Trustees resolved that student organizations must maintain a student organization agency account through the CSU Controller for the following funds: a. Those generated from fund-raising events held at the University; b. Those generated through fund-raising activities in which the organization uses the University's name; c. General Fee allocations; d. Dues, excluding fraternal organizations where dues include an assessment for maintenance of real property; e. Any other stemming from affiliation with the University.

2. Delimitations a. No student organization may maintain an off-campus account. All money raised by student organizations and

held in agency accounts is the property of the organization to which the account number has been issued. 3. Purpose

a. The primary purpose of agency accounts is to ensure that funds raised by student organizations are used for the purpose of the organization and benefit the entire membership rather than individual members. The advantage of the agency account for the organization includes: 1) protection of the organization against expenditure of monies not in keeping with the purposes and best interests of the organization and its membership; 2) no service charges on the account; 3) free bookkeeping done by University Controller's Office; 4) automatic carryover of remaining funds from year to year.


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b. Information on establishing and using an agency account may be obtained from the Department of Student Life.

E. Posting Policy

1. General CSU Posting Policy for SGA Bulletin Boards The following policy is intended to cover SGA bulletin boards on the CSU campus. Departmental or special-use bulletin boards are not to be included under this policy. a. Requests for permission to post on SGA bulletin boards must be made to the Student Government

Association, and approved by the SGA. b. Postings that do not comply with these SGA rules will be removed. Approved postings may be made on all

SGA bulletin boards, but may not be posted on specific departmental boards or special-use bulletin boards. It is not permissible to tape, tack, or glue posters on any glass surface, door, or wall.

c. Posted items may not be larger than 24" x 19". d. All posters will be taken down and disposed of immediately following the expiration date stamped on the

poster. No more than one poster per SGA bulletin board may be posted. 2. Specific Banner Policy for UC Atrium and MC Plaza

a. Large banners may be taped to the brown ceramic tile around the outdoor plaza of the Main Classroom Building. Banners may also be hung in the University Center Atrium from the second- and third-floor level balconies only, but all requests to display banners must be made through the Office of Conference Services (for non-CSU organizations) or Student Government (for CSU organizations). Banners hung from the third level should be attached to the top of the railing and may not be longer than 15' or higher than 6'. Banners hung from the second floor level should be attached to the top of the concrete facing and may not be longer than 15' and higher than 5'. Banners may be displayed for not longer than seven consecutive days. All banners must be stamped by a representative of Student Government (for CSU organizations) or the Office of Conference Services (for non-CSU organizations). Banners which are not properly stamped, out-of-date, oversized, or hung in wrong areas will be removed.

b. Banners are to be used only to advertise an event or activity sponsored by a recognized or registered CSU student organization or University department. Statements of opinion or position are not appropriate for banners. The name of the organization sponsoring the banner and the date of the meeting/event and/or the organization's address must be clearly legible from all parts of the atrium floor from which the banner is visible.

c. Each year, the Student Government Association must specify and post the procedures for approving and posting banners.

3. Permanent or Free-Standing Displays Requests for permanent or free-standing displays for University Center must be submitted to Conference Services and approved in writing by the Director of Conference Services. Free-standing displays for other locations on campus must be approved by the Physical Plant Department.

4. Posting Policy Enforcement Student Government will be responsible for monitoring and enforcing the posting and banner hanging policies on SGA boards, but will not be held responsible for any damages to posters, notices, or banners which occurs for any reason, including damage resulting while removing material which is out-of-date, oversized, hung in wrong areas, or which violates the posting policy in any way.

F. Policy On Social Events Sponsored By Student Organizations And Held In Locations Other Than Fat Glenn's 1. Responsibility for Implementation

Except as stated hereafter the chief officer for Student Affairs will be responsible for the overall implementation of this policy. Exceptions to this policy can be made only by the chief officer for Student Affairs on the recommendation of the Dean of Student Life.

2. Categories for Social Events a. Four categories of social events sponsored by recognized or registered student organizations may be held on

campus. (see also Section 8. Definitions) 1) Category A

Events open to CSU students and guests only. 2) Category B

Events open to CSU students, guests, and special invitees, with no alcoholic beverages available. 3) Category C

Events open to CSU students, guests, and special invitees, with alcoholic beverages available. 4) Category D

Events open to the general public. b. No alcohol may be available at social events open to the general public (Category D). c. The Dean of Student Life or her or his designee will be responsible for determining to which categories

requisitions for social events are to be assigned. Exceptions to the restrictions of these categories may be granted only after submission of a written request to the appropriate University administrator.

3. Security at Social Events The categories represent an ascending order of risk and therefore an increasing need for the presence of officers from the University Police Department. The Director of the University Police, in consultation with the Department of Student Life, will be responsible for determining the reasonable number of officers to be assigned, dependent upon the category of the events, the number of people expected, and the location. a. Organizations sponsoring events for which there is an admissions fee will be charged for the costs of the

personnel assigned to the specific event but not to the surrounding areas such as parking lots. Organizations may request an estimate of the charges by calling the police well enough in advance so that they can have enough time to respond to the request.

b. The University Police will have the responsibility for monitoring the surrounding campus area during and immediately after social events.


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c. In the case of a disagreement over the assignment of personnel or costs, the President will make the final determination.

d. Upon the recommendation of the Director of University Police and after consulting with the officers of the student organization involved, the chief officer for Student Affairs may withdraw permission for a social event that is believed to be a potential security hazard.

4. Limitations on Use In order to allow widespread use of facilities, no organization may use the same facility more than three times each academic term for Category B or C events or any facility more than once each academic term for D events. Exceptions to the restrictions of these categories may be granted only after submission of a written request to the appropriate University administrator.

5. Responsibilities of Sponsoring Student Organizations Organizations wishing to sponsor a social event are responsible for the following: a. Discussing the category of event with the Department of Student Life and the security needs with the

University Police. b. The timely completion of the space reservation process (see Section II.I.4.c.). c. Making necessary physical plant and catering arrangements. d. Cooperating with the Police officer present to check identification. In the absence of a police officer, members

of the organization will be responsible for checking identification. e. Being responsible for the safe and orderly conduct of the event including protection of property. In case of

any incident the organization should seek assistance promptly from the University Police. f. Paying all charges incurred as a result of the event.

6. Enforcement An organization's privilege to use University facilities may be suspended by the Dean of Student Life if the Dean finds after a hearing that the organization has not fulfilled its responsibilities under Section II.F.5. An appeal of the Dean's ruling may be made to the chief officer for Student Affairs.

7. Review of Policy for Social Events If any serious incident arises from an event covered under this policy the chief officer for Student Affairs may appoint a review committee to investigate and evaluate the incident, to establish cause, and to recommend changes in this policy when deemed necessary. However, the President's power to take emergency action will in no way be limited by this policy.

8. Definitions a. Guests

One to three friends for whom the student is willing to assume responsibility by signing a guest register. b. Social Events

Concerts, parties, dances, film showings, and other similar events, which are essentially for entertainment and recreation.

c. Special Invitees Guests identifiable in advance, holding actual invitations or whose names appear on a list prepared in advance of the event, and reasonably small in number.

d. Student Organizations Any student organization recognized or registered by the Faculty Senate Student Life Committee and student organizations formally recognized by the University, such as the Student Government Association, Intramural Board, Student Bar Association, University Judicial Board, and the Publications Board.

G. Policy For The Scheduling Of Concerts By Student Organizations

1. For information concerning any concert or musical organization appearance on campus contact the Department of Student Life.

2. Concerts may be sponsored by recognized student organizations and the Campus Activities Board. 3. Contracts must be approved through the Department of Student Life before they can be submitted to the chief

officer for Student Affairs for signature. Recommendation for approval will be made by the Dean of Student Life following consultation with staff, sponsoring student organizations and any other appropriate parties. In order to allow adequate time for processing, the contract must be received two months prior to the concert date.

4. Contracts are subject to final review by the University Budget Officer prior to final acceptance. NO contract is valid unless the chief officer for Student Affairs has signed the contract.

5. Verbal agreements between promoter and student organization representative are NOT binding. 6. Consistent with other University regulations, no publicity can be released prior to final contract acceptance by the

chief officer for Student Affairs. 7. In all cases, the promoter will assume all expenses associated with the concert production. The promoter will be

required to make a payment in advance to the University in the amount of estimated University expenses associated with the concert production.

8. Concert arrangements with promoters will be considered if the sponsoring student organization(s) is guaranteed at least 10% of the gross income for the concert. A representative of CSU shall have the right to inspect the promoter's books and records as related to this engagement to verify completeness and accuracy of the percentage payment.

9. Immediately following the concert, accounting of tickets and income will be completed. Sponsoring student organization(s) will receive payment after income and expense statements have been finalized.

10. A representative of CSU shall have the right to be present in the box office at the time of the performance. 11. Advertising must stipulate that no beverages or food will be permitted in the facility used for the concert.

H. Student Organization Center

1. Usage Any recognized/registered student organization is entitled to use the Student Organization Center in University Center Rooms 5 and 9.

2. Operating Procedure


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The Student Organization Center is intended to allow student organizations easier access to the Department of Student Life, the Student Government Association, and the services that they offer. The office spaces are designed to allow student organizations to meet and conduct organizational business. In order for the Center to serve its intended purpose, the following requirements for use will be strictly enforced: a. UC 5 and 9 will be open during posted hours only. b. Access to UC 5 and 9 will be allowed only during the open hours. c. All students using the space must clean up completely before leaving. d. Articles (including books) should not be left unattended. e. All equipment and articles left in UC 5 and 9 are left at the organization/individual's own risk. f. The phones located in UC 5 and 9 are to be used for student organization business only. g. Office space will be assigned on an annual basis by the Department of Student Life. Notice will be provided

to the student organizations describing the application and assignment process. h. Writing on the walls in UC 5 and 9 will not be permitted. Organizations may use thumbtacks to attach signs,

etc. to office walls. i. Requests for lockers must be made in writing to the Student Life receptionist. j. The meeting space in UC 5 and UC 9 may be scheduled through the Department of Student Life and may be

reserved by filing a requisition for use of University facilities. I. Space Reservation Policies And Procedures

1. Administration/General Policies a. The policy for the assignment of space at the University is the responsibility of the University Space Use

Committee under the direction of the President. b. Day-to-day decisions on requests for space not designated as classroom space are the responsibility of the

Director of Conference Services. Whenever requests involve space permanently assigned to a University function, facilities approval must also be secured from the person under whose jurisdiction the space is administered. (To reserve classroom space, contact the classroom scheduling office.)

c. All organizations using University space are required to adhere to all University policies, regulations, and guidelines; and all local state, and federal laws.

d. University facilities may not be used for any commercial purposes or for the financial benefit of any one individual.

e. Any organization or individual sponsoring an event in University facilities assumes all responsibility connected with the event.

f. The University reserves the right to reassign facilities to assure the maximum and most appropriate utilization of University facilities. University facilities are reserved in the order in which requests are received, consideration being given to the size of the organization and the space available.

2. Student Conferences/Conventions a. Student organizations wishing to use University facilities for conventions, conferences, or joint sessions with

national, state, or regional organizations involving persons not members of the University faculty or student body must submit a request in writing to the Department of Student Life at least six weeks in advance of the date proposed for the event. This request must include: 1) Purpose of the conference, convention, or session. 2) Names of participating organizations. 3) Proposed program. 4) The amount and kind of facilities required, in detail.

b. To insure that institutional courtesy is extended and adequate facilities are available, a student organization wishing to invite a prominent public figure from a government, public, quasi-public, or educational agency to attend or participate in a campus event must consult a professional staff member of the Department of Student Life prior to any overture or invitation to such person. The staff member will then discuss the matter with the proper University officers to assess any institutional implications in terms of courtesy to such an individual, publicity, and availability of adequate facilities, and will advise the student organization accordingly. This provision shall in no way be construed to mean that student organizations will be restricted from inviting any guest speaker they desire.

3. Food Service Arrangements must be made with the University Food Service after a facility has been scheduled for the event. The University purchase order must accompany any order if the cost of the meals is to be charged to a University account. Outside caterers are not permitted for events held in University facilities, except for Mather Mansion. Any tickets sold must clearly state the cost of the meals.

4. Scheduling Organization Events a. All activities sponsored by student organizations must be registered with the Department of Student Life and

Conference Services. However, because of their high priority as student space, reservations for the Kiva, UC 160, UC 201, and Fat Glenn's are accepted only through the Department of Student Life. The requisition policies for each space are available through the Department of Student Life.

b. All scheduling is done on a first-come, first-served basis. In the event of conflict, the Student Life and Conference Services staffs will work with the involved organizations in an attempt to resolve the conflict.

c. Any student organization wishing to use any University space or facility must follow these procedures: 1) Requests for facilities, which must be in writing with proper signatures, are made to the Department of

Conference Services. 2) Written requests for facilities must be approved and received by the Director of Conference Services no

later than five working days before the event. 3) The Facilities Reservation Form must be signed by the Faculty Advisor and the Dean of Student Life.

No forms will be accepted without these signatures. 4) Confirmation will be sent to every applicant confirming the facility and equipment after final

arrangements have been made with Conference Services. No plans for the event should be made until a confirmation copy is received by the applicant. No publicity should be advanced prior to this confirmation.


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5) Any changes related to the event must be indicated on an Addition to/Change of Facilities Application. 6) Cancellation must be given to Conference Services immediately. The organizations or departments that

scheduled the event will be held responsible for any charges incurred due to cancellation. 7) Student organizations that have regular meetings may schedule these meetings through completion of

only one application. Completion of the form at one time will schedule facilities for the entire academic term. To ensure that facilities will be available, this scheduling should be done at the beginning of the term in which the meetings are to be held.

5. Policies and Procedures for Using University Center Indoor and Outdoor Plazas Both the Indoor and Outdoor Plazas of University Center are scheduled through the regular University scheduling process of the Conference Services Department. a. Sound - Indoor Plaza

A recognized/registered CSU student organization may request to schedule a "sound" event (involving music or any form of amplified sound) in the UC Indoor Plaza. “Sound Event” Forms are available in Conference Services and must be submitted for approval by the Dean of Student Life, then forwarded for approval by the Director of Conference Services. Conference Services will then notify the departments in UC regarding the date and time of the sound event. “Sound" events will be limited to Wednesdays and Fridays, 11:30 a.m. - 1:30 p.m. The actual event must be processed as usual with the Facilities Reservation Form.

b. Sound - Outdoor Plaza The plaza between UC, Rhodes Tower, and the Main Classroom Building can be requisitioned for events with amplified sound on Friday afternoons after 1:30 p.m. The volume must not be disturbing to classroom activities in the area; failure to comply will result in a one-term suspension of the privilege to use University facilities.

c. Literature and Sales Tables 1) Members of organizations that are recognized/registered student organizations of Cleveland State

University may sell or distribute literature or items owned by, or consigned to, the organization on campus and in CSU buildings, in accordance with these regulations. For any consignment of goods from a single vendor exceeding $500.00 value, the organization must obtain and provide to the Department of Student Life an executed release, signed by both an officer of the organization and by the cosigner, absolving CSU from any liability that may arise as a result of the consignment. Appropriate forms are available in the Department of Student Life.

2) Only student organizations may be authorized by the Department of Student Life to sell literature or other items on campus and must display their names at the sales booth or in conjunction with the sale. Organizations that sell publications by using itinerant salespersons rather than booths should deposit one copy of the items being sold at the Department of Student Life, identifying their sponsorship. Organizations may not agree to sell items or to sponsor the sale of items on campus provided by private business concerns without the approval of the Dean of Student Life.

3) Literature or items for sale may not be sold during academic related activities, including but not limited to registration, orientation, scheduled classes, and commencement.

4) Recognized/registered organizations can schedule an information table in appropriate campus space. 5) Tables for the same location may be reserved for no more than five consecutive class days and not

more than five times in total per term. A scheduled table must be supervised at all times by a registered student or appropriate professional staff or faculty member or the table may be required by the Department of Student Life or Conference Services to close on demand and the sponsoring organization may forfeit the right to schedule tables in the future. Bulletin boards with display material may also be scheduled as part of the table set-up.

6) The number of tables permitted at one time in a particular location will be determined by the Director of Conference Services, based on the amount of space and other activities scheduled for that area. Scheduling organizations are required to adhere to safety laws (blocking exits, etc.) and appropriate University policies.

d. Bake Sales Tables Tables for bake sales are permitted, but are limited to the following areas: University Center Cage, Rhodes Tower Lobby, Fenn Tower Lobby, Physical Education Building Lobby, and Main Classroom Building second floor level, bridge entrance. Only home made baked goods may be sold.

e. General Programs General activities of a unique nature that require special set-up or arrangements (i.e., dances, theatrical performances, displays, recreational activities, etc.) should be discussed well in advance with the Department of Student Life and the Director of Conference Services (minimum ten (10) working days). No plans for these events should be made until an approved Facilities Reservation Form is received by the sponsoring organization. The Department of Student Life and/or the Director of Conference Services have the right to deny approval of an event if insufficient time is allowed for appropriately arranging the event.

6. Policies and Procedures for Using the KIVA (Ground Floor, University Center) The Kiva in the University Center is space which may be generally requisitioned for use, although student organizations have top priority. The general regulations for the Kiva are: a. The Kiva may be reserved by University recognized or registered student organizations and departments of the

University for their programs and events. b. The programs and events will be open only to members of the organization, CSU students, and/or special invitees. c. Smoking is strictly prohibited. The organization members and the individual assuming responsibility for the

program or event are expected to enforce the regulation. Failure to do so will restrict further requisitions by the organization.

d. All requisitions for use of the Kiva must first be scheduled through the Department of Student Life. The requisition will then be filed through the Conference Services Office.

7. Policies and Procedures for Using the Orange Lounge (UC 201) and the Green Lounge (UC 160) University Center 201 and 160 are general lounge areas for use by students and members of the University community. Since they are general lounges, the areas cannot be reserved during the regular hours of operation of the


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building. They may be reserved for Friday evenings, Saturday, and Sunday events according to the following guidelines: a. The rooms may be reserved by University recognized or registered student organizations for their programs and

events. No one organization may schedule the space more than one (1) time during any term. b. The programs and events will be open only to members of the organization, CSU students, and/or special invitees. c. The programs and events to be held in the area will be appropriate for the design of the area. There will be no

furniture removal. d. All requisitions for use of Room 201 and/or Room 160 must first be scheduled through the Department of Student

Life. The requisition will then be filed through Conference Services. Requests must be filed five working days in advance of the requested date.

8. Policies and Procedures for the Use of Fat Glenn's a. Individuals or organizations wanting to use Fat Glenn's must submit a Facility Reservation Form to the Department

of Student Life no less than 15 working days before the event. Verbal requests without the Facility Reservation Form will not be honored. Requests to use Fat Glenn's will not be honored more than 6 weeks in advance of the event.

b. The adviser and student representatives of the organization must hold a formal meeting with the University Police no later than 10 working days before the event. Evidence of this meeting must be supplied to the Dean of the Department of Student Life at the required meeting the organization must have with a representative of the Department of Student Life (see 8.c. below).

c. Representatives of the organization must meet with a representative of the Department of Student Life before the event is held. This meeting must take place after the required meeting with the University Police, again no later than 10 working days before the event. At the meeting, the organization will receive information essential to carrying out the event.

d. Organizations must not do any pre-event advertising until they have received final approval of their request to use Fat Glenn's. This will only occur when all forms have been completed and required meetings held.

e. The ultimate responsibility for the event rests with the organization sponsoring it. This means that the organization will be responsible for damages, crowd control and assistance, the information obtained from pre-event meetings, proper reporting and depositing of funds, money bags, change, refreshments, etc. The organization will also be responsible for cooperating and working with the University Police and informing them of situations where trouble may exist. Officers from the University Police Department will be there to assist the organization, not administer the event. However, in situations where safety or security are threatened, the University Police will assume ultimate authority at their discretion.

f. The organization's adviser or a Cleveland State University designee approved by the Department of Student Life must be in attendance at the event for its entirety. The designee must be a professional staff or faculty member of CSU and must be familiar with the organization sponsoring the event.

g. Except where otherwise noted, events in Fat Glenn's are open only to Cleveland State University students, guests, and on occasion, special invitees. Guests are one to three friends for whom the student is willing to assume responsibility by signing a guest register. Special Invitees are guests identifiable in advance, holding actual invitations (a general flyer is not acceptable as an invitation) or whose names appear on a list prepared in advance of the event. The categories are as follow: 1) Category I - Event open to CSU students and guests only, with no alcohol. Ending time: 2:00 a.m. 2) Category II - Event open to CSU students, guests, and special invitees, with no alcoholic beverages. Ending

time: 2:00 a.m. 3) Category III - Event open to CSU students, guests, and special invitees, with alcoholic beverages. Ending

time: 1:00 a.m. 4) Category IV - Allowed only with special permission of the Vice Provost for Student Affairs

Event open to the general public with no alcoholic beverages. Ending time: 2:00 a.m.

h. All events will END at the listed time. This means that everyone, other than those who are essential to ending the event, must be out of the building by that time. The activities of the event, including the music, must be stopped 15 minutes BEFORE the deadline, and the attendees informed that the event is over, and that they must leave the building.

i. Identification Only persons 18 and over will be allowed to attend activities in Fat Glenn's. All persons must show a valid ID to be admitted to Fat Glenn's. The names of special invitees (see above) must appear on a list prepared in advance of the event and maintained at the entrance to the event. Guests must be signed into the event by the student who assumes responsibility for them. 1) The acceptable forms of Identification for admission to Fat Glenn's are:

a) A valid Driver's License; b) A validated CSU ID card; c) A valid College/University ID; or d) A valid passport

2) Acceptable forms of identification for consumption of alcohol are: a) A valid Driver's License; b) \A valid Government ID Card; or c) A State of Ohio ID Card

j. Persons entering Fat Glenn's for an event are subject to search for alcohol or other contraband (illegal substances,

weapons, etc.). Any person found in possession of such will be ejected immediately and subject to legal prosecution.

k. For the overall safety of the those in attendance, the University Police will have the authority to decide what items, in their opinion, could possibly be used as a weapon. Such items will not be allowed in the event. If the items are to be used as part of a show/demonstration, the items can be stored with the police until the show is held, and returned to the police after it is over.


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l. The maximum number of persons allowed in Fat Glenn's at one time will be 400. However, this number could be reduced at any time before or during the event if, in the opinion of the University Police, safety of the crowd becomes an issue. Once the 400 limit has been reached, the doors will be closed.

m. There will be NO in and out privileges. n. Organizations are expected to provide or sell non-alcoholic beverages (i.e., soda, fruit juice, punch, etc.) to persons

attending the event. o. Organizations having alcoholic beverages at their events are required to have non-alcoholic beverages, as well as

food items. Special items such as hamburgers/hot dogs, etc. may be sold by the sponsoring organization or other organization approved by the organization. Alcohol may be sold and served only by individuals employed or designated by the University for that function.

p. Organizations whose members engage in dance activities that require restricted floor space must obtain the permission of the sponsoring organization BEFORE initiating such activities. Once permission has been obtained, the following rules apply:

1) Only one (1) organization may hold the floor at a time. Other organizations must wait until the song that is played for the organization currently on the floor has ended before going on the floor to begin their activities. Again, only one (1) organization will be allowed to hold the floor at a time.

2) CSU student organizations will be held responsible for the actions of their visiting members. CSU students are expected to inform their visiting friends of the University rules.

3) If, in the opinion of the University Police, all dancing should stop for safety reasons, organizations and individuals are required to cooperate and assist in the effort to promote a safe event.

q. Organizations sponsoring activities where University Police have been assigned will be subject to a financial charge for the police coverage. Organizations may request an estimate of the charges by calling the police well enough in advance so that they can have enough time to respond to the request.

r. A representative of the organization must contact the Bursar's Office to obtain a MONEY BAG AND DAILY DEPOSIT FORM so that the funds obtained at the activity can be deposited directly after the event. The individual should also obtain an appropriate amount of CHANGE to be available at the door the night of the event. The organization should also have a MONEY BOX available for collection of funds at the door. Obtaining the money box is the organization's responsibility.

s. In order to be admitted to the event, every person must have a ticket. These tickets can be sold either in advance or the night of the activity. If they are sold the night of the event, they must be sold in the Information/Parking Booth located at the Euclid Avenue entrance of Mather Mansion.

J. Policy On Use Of Alcoholic Beverages

1. Student organizations may serve alcohol at private events (Category C) so long as all pertinent liquor laws are observed. A PRIVATE event, in this sense, is an event that has limited access; that is, only the organization's members, their guests, and special invitees can gain entry to the event. If a specific category of guest is to be invited, such as alumni or honorary members of the organization, those guests must present official invitations at the door or appear on a guest list prepared in advance of the event to gain entry, if the event is private.

2. Student organizations may not charge, directly or indirectly, for alcoholic beverages that are served at any function. State liquor laws mandate that all liquor, including beer, may not be sold unless by permit. The definition of "sale" in the liquor laws is very broad and includes charging for the cup, glass, or set-up in which the alcoholic beverages are served, selling tickets which can be exchanged for an alcoholic beverage or charging at the door for admission to the event. If the event is to be a dinner dance or some type of banquet at which alcohol is to be served, the ticket for the event must be sold to members in advance and must be for the cost of the meal, not the alcohol. The ticket must state that the charge is for the cost of the food only.

3. Events sponsored by student organizations in the Fat Glenn's area must be consistent with the policy established for social events held there. The liquor permit for that area allows for the sale of beer only. It is a violation of the liquor board regulations to permit the sale or serving of any alcoholic beverage other than beer in that area.

4. In special circumstances and for specific events, organizations may qualify to obtain a temporary permit that allows for the sale of beer. The permit application must be signed by the appropriate University official and notarized. (See the Department of Student Life for assistance in this process).

5. Student organizations must indicate on the Facilities Reservation Form that alcoholic beverages will be served or sold. They must also submit a completed Special Event Application with the Facilities Reservation Form.

6. Student organization leaders are encouraged to meet with staff in the Department of Student Life prior to any events where alcohol will be served so that procedures related to the implementation of this policy may be explained.

III. Student Media Policy A. Policy Premises

1. The University community believes student media which are free from administrative, faculty, or student censorship, and advance approval of content, are essential to the pursuit of truth, development of independent thought, and discussion of campus, state, national, and international issues of concern to the University community.

2. A student medium must enjoy the same freedom accorded all media in the United States. 3. All student media must be recognized or registered student organizations and, as such, must comply with all

University policies and regulations governing student organizations. B. Responsibilities Of The Editor Or General Manager And Adviser

1. The editor, with the advice of his/her staff, shall be responsible for all aspects of administrative leadership for his or her organization and material printed in the publication. He/she is also responsible, consistent with the fiscal guidelines of the University, for ensuring financial solvency of his/her particular organization and for ensuring that monies are available to pay for all debts incurred during his/her tenure. The editor/general manager is responsible for selecting his/her own staff and determining the positions needed to best accomplish his/her tasks.


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2. Editors/general managers shall be responsible for ensuring that openings for all staff positions are available and accessible to all eligible (as defined by their constitutions) students who wish to apply.

C. Employment And Compensation

1. Each student medium is a student organization operated by both compensated and volunteer staff. The compensated staff, who assume positions of skill and leadership, should be compensated for their work in a manner that is fair to both the student and the organization. The type of positions and level of compensation are appropriately set by each organization, in consultation with the CSU Student Media Specialist and the organization's adviser. All positions must conform with University student employment policies.

2. The number of compensated positions, type of compensation (stipend or hourly), job descriptions, and levels of compensation are to be determined by the organization's head (editor in chief or general manager) in consultation with the Student Media Specialist, the organization's adviser, and CSU Financial Aid officers. These positions may change as often as needed for the smooth operation of the student media organization.

3. Compensation shall not be tied to the amount of tuition per term, with the following exceptions: a. No employee of the Cauldron, Vindicator, Whiskey Island or WCSB shall be paid more than double the

amount of undergraduate resident tuition for the term in which s/he is employed. b. No employee of the Gavel shall be paid more than the amount of law school tuition for the term in which s/he

is employed. c. There will be no cap on the amount of commission an advertising staff member may earn (if a commission

policy is enacted). 4. Stipend positions are assumed to average a maximum of 20 hours per week and a minimum of 10 hours per week.

D. Fiscal Management 1. Each student media organization is responsible for its own financial well-being, and each editor-in-chief or general

manager is responsible for the fiscal solvency of his/her organization. These organizations shall receive funding allocations from the University, and may also either (1) raise money via donations or (2) sell services (such as advertising) to generate income.

2. WCSB, which maintains a development account, may retain in that account any funds left at year-end, and may roll these funds over into the next fiscal year (as is the policy with all development accounts). WCSB's general fee account shall be maintained in accordance with other University General Fee accounts.

3. The other media, which have income targets in their General Fee accounts, may have a positive balance at the end of the fiscal year, either through savings in their budget or from income received in excess of their target. At the end of the fiscal year, any income received in excess of the income targets shall be deposited into a reserve account - the Student Media Reserve account - administered by the Student Media Specialist and the Dean of Student Life. Funds may be requested from this account for purchases that benefit more than one organization or to improve operation of any student media organization. These excess funds shall not be swept at year-end.


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Department of Student Life Services ACTIVITIES The Student Activities office in the Department of Student Life offers an array of events to meet your social, recreational and co-curricular needs. Programs such as the Sunset Series for evening students, the Lecture Series, Welcome Week, and Cultural Aspirations are great ways to get involved in the CSU community. Our activities office also focuses on volunteer programs and opportunities. The Campus Activities Board is a student organization that offers excellent leadership opportunities in event planning, promotion, budget management, and working with people. The purpose of CAB is to provide events that are responsive to students� interests while promoting unity and community campus-wide. CAB is always looking for potential student leaders to plan, promote and execute events. Visit UC 3 to get involved. GREEK AFFAIRS A number of Greek-letter fraternities and sororities exit at Cleveland State University to provide students with peer affiliations that foster brotherhood and sisterhood, pride, tradition, friendships, philanthropy and service. By joining a Greek letter chapter that best suits you, students learn to interact with one another and celebrate the campus through social events, Greek letter competitive, and service events. Learn more about Greek life during fall recruitment or visit the Department of Student Life. Greek Council meets every other week to discuss issues for the entire fraternity/sorority community. In addition, a Greek Alumni Council has been formed as part of the Alumni Association to assist in promoting Greek life. JUDICIAL AFFAIRS Cleveland State University fosters a campus community that provides students with the opportunity to reach their educational goals and a community that protects the health, safety, property and human rights of faculty, staff, and students through administration of the student conduct code. Students, upon admittance to the University, accept the rights and obligations that are stated in the Code and other University rules and regulations. The Judicial Affairs Office within the Department of Student Life coordinates the campus-wide judicial procedure and assists in the expeditious resolution of student issues. It provides information and guidance to students who have questions concerning the judicial process, University policy, and specific regulations of the �Student Conduct Code.� Visit the Office of Judicial Affairs in UC #102 to obtain your copy of the Code and access the code on the Internet at www.csuohio.edu/student-life/students/handbook LEADERSHIP PROGRAMS Leadership Programs equip both emerging (new) and established student leaders with the skills and tools needed to excel in their positions. Events range from hour-long roundtables to full day retreats. Program topics include leadership styles, communication, group dynamics, and running effective meetings, among others. Students attending at least 16 roundtables over the course of the year can receive non-academic Leadership Certification. There is also a free Leadership Consultation Service for student groups and a wide variety of leadership resources available. For more information including a listing of upcoming programs call 687-2048, stop by Student Life in University Center 102, email [email protected] or visit our web site at www.csuohio.edu/student-life [click on Leadership Programs]. MEDIA You can hone your writing skills, share your point of view, or gain some experience in the business end of publishing by joining one of CSU�s student publications. Financed in part from a portion of general fees, each publication has a student editor who is chosen by the publications staff members. Undergraduate publications include The Cauldron, a weekly student newspaper pledged to the service of the entire student community (phone: 687-2270); The Vindicator, a monthly newspaper with a special interest in presenting the news as it affects the diverse communities of Cleveland State University (phone: 687-2118); and Whiskey Island Magazine, a student literary publication which features selected poetry, prose, graphic arts, and photography (phone: 687-2118). Within the Law School, The Gavel exists to meet the informational and opinion needs of the law students in the Cleveland-Marshall Law School (phone: 687-4533). In addition to these CSU student publications, the University also boasts WCSB-89.3, a University-owned 1,000-watt non-commercial station operated by Cleveland State students. The station offers a wide variety of alternative music programming - ranging from jazz to reggae, from classical to heavy metal - as well as public affairs shows offering insight into the issues of the day


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(phone: 687-3515 or 687-3523). For general information about these organizations, speak with the Student Media Specialist in the Department of Student Life, UC #102. MENTORING PROGRAM The Mentoring Program creates another opportunity for first year students to establish meaningful connections with the faculty, staff and resources of the University. The Mentoring Program links new freshman and transfer students with a faculty/staff volunteer mentor. The mentor assists the student with their adjustment to collegiate life by providing guidance, encouragement and support. Students (mentees) are linked to a mentor primarily by academic background. Mentees are required to make contact with their mentor at least four times during the semester to discuss their academic progress, social and career related issues. Benefits to new students include: 1)ongoing assistance with academic, financial aid, registration and advising concerns; 2)access to free tutoring and the Emergency Book Loan Program; 3)updates on important campus-wide activities, opportunities, procedures, and deadline dates. New students can register for the program at New Student Orientation or at an office visit with either the Director of the Mentoring Program or a First Year Experience academic advisor/counselor. Inquiries can be emailed to: [email protected] or access our web site: www.csuohio.edu/us. STUDENT ORGANIZATIONS Student Life encourages students to get involved and participate in some of the many opportunities to become student leaders and active on campus. We have more than 100 student organizations for you to explore. Student organizations are a big part of campus life and your involvement will prove invaluable as you gain experience and develop transferable skills for the workplace. Student organizations provide an opportunity for you to find your niche outside of the classroom while preparing for your career inside the classroom. We encourage interested students to start new organizations or reactivate preexisting organizations. Student organization reactivation and recognition are managed through the Department of Student Life where you can also pick up a Student Organization Directory that explains the purposes of each student organization and how one can get involved. Student Life assists student groups with officer training, management of their agency accounts, mailboxes, office space and various other services. To learn more about student organizations attend the annual Activities Fair in the fall, contact groups using their mailboxes located in UC #102 or stop by just to speak with our staff. Be all that you can be; expand your world of possibilities; get involved! WELLNESS CENTER The Wellness Center provides a welcoming, student-centered program that promotes an environment of encouragement, self-care, responsibility, outreach and education in all areas of health. A nationally affiliated Peer Education program is coordinated through this office, as well as a resource information area, one-on-one consultations, group presentations designed by request, and referrals. Program focus areas include fitness, nutrition, stress, alcohol and other drugs, sexual health, and safety/self care. Presentations on any wellness-related topic can be designed for your group or student organization upon request Topics include: TIPs Training (Training for Intervention Procedures), stress management, alcohol & drug education, smoking cessation, sexual health, healthy lifestyles and nutrition. The Wellness Center works with a student organization for Peer Educators and strives to educate peers about health and wellness issues like drug and alcohol abuses, relationships, health and disease awareness, etc. For more information about Peer Education, visit the Wellness Center in UC #1102.

mailto:[email protected]


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Department of Student Life Programs

Student Life is committed to building the connection between the student and campus life. In support of Cleveland State University�s educational mission, the Department of Student Life contributes to an enhanced University experience by providing students, faculty, staff and the Greater Cleveland community with a wide range of co-curricular services, programs, and advocacy activities that promote connections, involvement, and retention. Please contact the Department of Student Life if you would like more information on these programs and services. Our office is located in University Center #102; call us at (216) 687-2048, or you can access information on the web at www.csuohio.edu/student-life • WELCOME TO C.S.U. WEEK: August 26 – August 30, 2002 Welcome to C.S.U. Week �Celebrating Students� is an all campus celebration to jump-start the new academic year in style and welcome new and returning students. The week of over 150 events features departmental open houses, information tables, campus orientations, educational and social events, music, food and the fun! • STUDENT ORGANIZATION’S ACTIVITIES FAIR: September 18, 2002 Held during the first month of the Fall semester, this event offers a fair-like atmosphere where students can meet with members of active student organizations and organizations can recruit new members. Each year the Student Organizations Fair has a theme and participating groups are encouraged to decorate their booths accordingly and win prizes. • BAKE-OFF: February 12, 2003 The Student Organization Bake-off is a deliciously decadent fund-raising opportunity for CSU student groups to compete by concocting taste-tempting cookies, cakes, and candies. In return, student groups make big bucks, recruit new members and win great prizes. Join the fun and sample some of the wonderful desserts. • CHILI CHALLENGE: February 26, 2003 The Chili Challenge is an annual event sponsored by Student Life that features a tangy chili feast of competition with meat and vegetarian recipes cooked up by CSU faculty, staff and student organizations. Music spices the proceedings as contestants compete for bragging rights and trophies. All profits benefit local social service agencies. • NATIONAL COOL CONFERENCE: March 13-15, 2003 Three days of activities, workshops and presentations that focus on issues related to social justice, service and leadership. • AWARDS AND RECOGNITION CEREMONY: May 2, 2003 The Awards and Recognition Ceremony is a very special evening of appreciation saluting student achievement in academics, leadership, university, and community service. Featured during the evening are the awards for Student Organization of the Year, Who�s Who Among Students in American Colleges and Universities, and the Peggy P. Kirschner Outstanding Student Leader Award. • LECTURE SERIES: Throughout the year! Lectures and workshops on today�s latest issues affecting our world and our campus presented by CSU and Cleveland area experts, as well as nationally known speakers, during both day and evening hours. Look for the Lecture Series presentations held throughout the year! • STRESS FREE ZONES: Throughout the year! This monthly series focuses on stress management techniques. Each session gives participants the opportunity to learn new coping strategies and to practice the techniques discussed. • SUNSET CELEBRATIONS: Throughout the year! CSU students attending classes in the evening hours need opportunities to socialize, educate themselves, and seek out co-curricular activities that support their academic pursuits. That is why the Sunset Celebration was developed�to provide educational and social programming during evening hours. It will include cookouts, lectures, food, music�you name it!

http://www.csuohio.edu/student-life


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STUDENT ORGANIZATION SERVICES & PROGRAMS

AUDIO/VISUAL SERVICES: Audio-visual equipment, including VCRs and monitors, cassette tape players, microphones, public address systems, slide and overhead projectors, is available to student organizations through Instructional Media Services. Have your advisor call IMS directly at 687-3846 or note on your Facilities Reservation Form through Conference Services that you will need AV equipment. Conference Services will arrange the set up. There are charges for delivery and set up, but some charges can be waived if your organization personally picks up the equipment. IMS suggests that you provide a minimum of 24 hours notice to guarantee your equipment reservation. AWARDS: Student Organization of the Year The Student Organization of the Year Award has been established by the Department of Student Life to promote both involvement and community spirit across the CSU campus. In striving toward your positive organizational development, this award competition challenges you and your student group to increase your involvement and visibility on campus. As an incentive, the Department of Student Life is providing a commemorative plaque and cash award to the winning student organization�s university agency account. Student Organizations can accumulate points toward this award by completing community service activities and sponsoring all-campus events as well as through participation in a variety of Department of Student Life sponsored events. Organizations are informed of �Point Bearing Opportunities� through their organizational mailboxes. A complete listing of Student Organization of the Year Award criteria is available in the Department of Student Life. This award is given during the Annual Awards and Recognition Ceremony held at the conclusion of the academic year. (See next page for details) Peggy P. Kirschner Outstanding Student Leader of the Year Award This prestigious award was established in honor of the former Dean of Student Life, Peggy P. Kirschner to recognize the student who demonstrates excellence in academics and leadership. A plaque of recognition is presented to the award recipient at the annual Awards and Recognition Ceremony. The selection criteria include junior or senior status, cumulative grade point average of 3.0 at CSU, leadership in CSU student organizations, non-paid service to the university, and non-paid community service to the Greater Cleveland area. Who’s Who Among Students in American Universities and Colleges Members and officers of recognized student organizations may nominate outstanding juniors, seniors and graduate students in their organizations to be included in the annual edition of Who�s Who Among Students in American Universities and Colleges. Nominations are based upon the student�s academic record, participation and leadership in academic and co-curricular activities, community service and service to CSU. Nomination forms are available in the Department of Student Life and Who�s Who recipients are formally announced at the Annual Awards and Recognition Ceremony in May. CENTRAL STORES: Student organizations may need to order operating supplies from the Central Stores department on the CSU campus. To order items such as envelopes, paper supplies, pen, pencils, staplers, etc., simply complete a purchase requisition, list your Agency Account code, get the appropriate signatures, and forward your order to Central Stores in the Plant Services Building. For questions, contact Central Stores at 687-2009. In addition, an inventory list of available Central Stores items is listed on e-mail.


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Student Organization of the Year Award Set Your Goal The winning student organization for each of the three awards will receive a trophy and the sum of $500 for the Student of the Year Award and $300 for the Service and Leadership Awards to be deposited into their University Agency Account. Student Organization of the Year Award (SOYA) was established in 1996 to promote involvement and community spirit across the CSU campus. Student Organization and Service Award (SOSA) was established in 2000 to promote community service; it is given to the group most active in service activities and/or with the best quality of service activities. Student Organization Leadership Award (SOLA) was established in 2001 to promote student leadership participation; it is given to the group with the highest participation in student leadership programs, round-tables, workshops, etc. coordinated through the Department of Student Life.

Eligibility Any non-general fee CSU student organization that has received recognition from the Student Life Committee, Registered for current academic year, has completed officer training, and is in good financial standing with the CSU controllers� office.

What to do to Succeed • Return completed registration paperwork by 10/01/02. • Participate in the Activities Fair 9/18/02. • Attend Leadership of Wellness round-tables/workshops sponsored by Department of Student Life. • Participate in Community and University service activities. • Participate in select events throughout the academic year.

Timeline Competition for all three awards begins August 26, 2002 and continues until April 25, 2003. All forms and verification letters must be received in the Depart-ment of Student Life, UC 102 prior to that date.

Terms to Know Service Activity Forms To be completed two weeks prior to participation in a community service activity. The SOYA Committee will determine if an activity is appropriate for point qualification. Awards Ceremony All organization finalists will receive invitations to the Annual Awards and Recognition Ceremony on May 2, 2002. Award winners will be announced at this time. Community Service Any activity that is of volunteer nature and assist an organization, department, foundation, or program dedicated to improving the quality of life. Point Opportunity Notices Opportunities to obtain points will be posted in DSL, on DSL website, and distributed to mailboxes.


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CONSULTATION SERVICE: The Leadership Consultation Service assists students by encouraging awareness of a variety of perspectives and by helping students develop skills that enhance their academic experience while strengthening their organization. This service is provided free of charge to recognized student organizations at Cleveland State University by the Department of Student Life. This service is most effective for use in coordination with officer workshops, retreats, and training sessions; although it can also be used for organization meetings. How to Use This Service: ! Determine that your group has training needs. If possible, determine specific needs. ! Contact the Department of Student Life at (216) 687-2048. Ask for more information on leadership consultation. ! Discuss training needs of your group with Department of Student Life staff or Peer Leadership Consultant. ! Schedule a convenient training time for your group to participate in the training. Days, evenings, or weekends are

acceptable. Note: All of our presenters require at least two weeks� notice of your request. Three weeks� notice is strongly recommended.

! Reserve a room on campus, arrange for any audiovisual needs of the presenter, and advertise the workshop to your members and invited guests.

! Participate actively in your consultation that will be presented by a Peer Leadership Consultant and/or a Student Life staff member.

! Practice new skills following the presentation.

Choose From the Following Leadership Skills/Topics: • Communication • Community Service • Conflict Management • Creativity • CSU Policies &

Procedures • Designing Delegation • Facilitating Change • Goal Setting • Leadership/Behavior

Styles

• Mediation • Member Recruitment • Motivation • Planning Events • Public Relations • Retreat Planning • Stress Management • Teambuilding • Time Management • Value Clarification

Consultation Service Facilitators: All core facilitators are full-time staff members with the Department of Student Life and have presented extensively on a variety of leadership topics at the local, regional and national level. Since they work directly with students on a daily basis, these facilitators are keenly aware of student organization dynamics and the training needs of groups. They facilitate training either on their own or in tandem with another core facilitator or Peer Consultant. Peer Leadership Consultants: Peer Consultants assist in the delivery of educational programming through the Leadership Consultation Service. These students take their leadership experience to the next level through additional training and experience. Students who have completed Leadership Certification are eligible to apply for the position of Peer Consultant. For more information on Certification or applying to be a Peer Consultant, contact Paul at 687-2048 or stop by UC 102. EVENTS CALENDAR & EVENT LINE: The CSU Events Calendar and Event Line phone recording were developed because the CSU community sponsors an extensive number of diverse events of educational value open to all audiences, because involvement in activities leads to growth and development, and because CSU is a vital, metropolitan campus. The Events Calendar is a compilation of CSU events and activities listing the event, location, date, time, place, cost and sponsoring entity. This calendar can help your group plan your own organization calendar, avoid scheduling your events during other existing events, and keep you informed about great opportunities for involvement. The Calendar is also available on the world-wide-web. In addition, updated weekly event listings are available by calling the Event Line (687-EVENT) 687-3836 a recording of what�s going


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on at CSU for that week. If you want your organization�s events listed on the Events Calendar, contact the Department of Student Life before the start of each term. FACILITIES: Recognized student groups have the privilege of using University facilities. This space is available on a first-come first-serve basis and must be requested by submitting a �Facilities Reservation Form� which can be obtained in the Department of Student Life. Certain facilities require additional approval from departments and academic units in addition to approval from Student Life. (examples: Law School, Woodling Gymnasium, Main Classroom Auditorium, Waetjen Auditorium, Drinko Hall, Fat Glenn�s). For all other general requests to use university space, follow these guidelines: 1. Visit the Department of Conference Service (UC) to determine if space is available. 2. Complete a �Facilities Reservation Form.� AND obtain your Advisor�s signature on the form. 3. Note the event dates, times, locations requested, sponsoring group, expected attendance, food and equipment needs,

parking and police needs, etc. The form must be completed at least 10 working days before the event and must be signed by the Dean of Student Life or their designee.

4. If the event is a fundraiser, attach a �Special Events Application�, also available in Student Life. 5. If requesting to use food from a location other than Aramark, the Food Service Waiver form must be completed and

sent to Catering Services (Aramark) in UC #272. 6. If the event will involve amplified sound, such as a live band, the event should be scheduled for a Wednesday or Friday

between 11:00 a.m. and 1:30 p.m. Conference Services must be notified if the event involves amplification using an Amplified Sound Request Form available in UC 161.

7. Take the signed and approved form back to Conference Services. A Confirmation Notice verifying assignment of the space will be sent to Student Life and placed in the organization�s mailbox. Please note, Organizations CANNOT advertise an event until final approval on use of the space has been granted.

8. Sunday/Holiday Usage: Organizations who want to use campus facilities on Sunday or a university holiday may do so. However, the organization must pay a fee of $300 (minimum) to cover direct costs incurred to open, run, and secure the building. Contact Conference Services for detailed costs.

9. Other charges may be incurred for use of specific facilities. Refer to the Miscellaneous Charges table in this Guide. Copies of a completed Facilities Reservation Form, Addition to/Change of Facilities Application, and Food Service Waiver Request form are enclosed in this Viking Guide and available in Student Life and Conference Services. FOOD SERVICE: The food service company serving the university is prepared to cater most food service needs of student organizations. Organizations desiring to use the university�s food service should: 1. Go to the Food Service Office (UC 272) and discuss with the representative the event and your food service needs. 2. After the menu and other arrangements has been agreed on, the food service representative will prepare a Food Service

Order and give it to the student organization representative to take to Student Life. 3. In Student Life, a Food Service Use Authorization form is completed and signed by Student Life and the representative

of the organization. 4. The Authorization Form is returned to Food Service who will provide the food that was ordered and any other

arrangements that were agreed to. 5. Once the activity has been held, the Food Service will automatically debit the organization�s account for payment. Please note�if the service provided by Food Service was unsatisfactory or not in accordance with the agreement, you must notify them as soon as possible, preferably during the event. Outside Professional Catering No off-campus catering services may be used on the campus unless a Food Service Waiver has been granted. Groups must submit this form at the time they requisition the university space. The decision to grant the waiver is made by Food Service. HOUSEKEEPING/GROUNDS: If your organization is sponsoring an event where you will need special set up, electrical hook up, water hook up, trash cans, clean up, or any other type of labor, you will need to work with Housekeeping and Grounds. A Service Request Form will need to be completed and an Agency Account Code provided, as well as a signature from your advisor and the Dean of


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the Department of Student Life. If you are bringing an outside group onto campus (i.e. rental group), there will be a set up/clean up charge. Work with your group advisor to arrange for your special needs through Housekeeping and Grounds. LEADERSHIP CERTIFICATION: To be successful in today's society you need to have knowledge and skills that set you apart from others. Leadership certification is one way to get more out of your Cleveland State experience to help you better serve your organization and community both now and after you graduate. Simply attend at least:

3 personal development 3 organizational development 1 leadership principles 1 community roundtable + 8 roundtables of your choice 16 roundtables total to achieve certification.

Emerging leaders may use this certification as an additional advantage in pursuing future leadership positions. Established leaders can use certification to enhance current and future positions, provide additional support for career development, and apply for the position of Peer Leadership Consultant. LOCKERS (MAIN CLASSROOM ONLY): If you are interested in renting a CSU locker to hold your personal items for the academic year, visit the Department of Student Life. We will assign you a locker space in the Main Classroom, third floor for a returnable $10 deposit and $5 per semester. Applications are available in UC 102 and fees are billed to your Bursar�s account. MAILBOXES FOR STUDENT GROUPS: Recognized student groups may use a campus mailbox located in the Department of Student Life, UC #102 as their official address within the University. The address should read: Student Organization Name - Box # ___

Cleveland State University Department of Student Life, UC #102 2121 Euclid Avenue Cleveland, OH 44115

Boxes are assigned, but if an organization becomes inactive for one year, the box will be re-assigned. If you have a student organization mailbox, please check it on a regular basis. You can access your mailbox between 8 a.m. and 6 p.m. Monday through Thursday and until 5 p.m. on Friday. All remaining mail at the end of each term will be sent to the organization�s faculty advisor via campus mail. Important information and opportunities for your organization are announced through your mailboxes. MEDIA (Cauldron, Vindicator & WCSB Radio Station) The Cauldron and The Vindicator, two popular CSU student publications, can help to publicize your event. To place an ad, choose the ad size (display or classified), select the date you want the ad printed, decide your method of payment (pre-pay or bill to your Agency Account), note any specifications of the ad, see an advertising representative at the Cauldron or the Vindicator. In order to place an ad for a Monday issue of the Cauldron, all information must be in by the previous Friday at noon. For Thursday publications, ad information must be in by the previous Tuesday at noon. There is no charge for basic typesetting and advertising design. However, ads requiring excessive typesetting will result in additional charges based on time and material cost. Spot color is available at $100 each color. The Vindicator rates are reasonable and affordable. WCSB radio station offers an underwriting option to student organizations at $10 for each hour of programming with a ten week minimum. Groups may submit public service announcements (PSA�s) to WCSB and they will be run at the discretion of the staff of WCSB. OFFICE SPACE FOR STUDENT GROUPS: On the lower level of the University Center, office space has been developed for student organization use. These two areas are UC 5 and UC 9 and are available for request by recognized organizations. To obtain an office, groups must be current


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with all paperwork within the Department of Student Life. An application and review process will take place early fall semester. Office space is assigned for the entire academic year; however, if guidelines are not followed loss of space will result at the end of the semester. Offices are to be cleaned out at the end of the academic year. For more information, visit the Department of Student Life. PARKING: Special parking arrangements can be made for non-CSU guests who may be visiting the campus for a student organization conference or event. Contact Karen Dietrich at 687-2057 prior to your event to arrange for parking passes at a minimal cost. If you have an event requiring truck parking, she can also assist you with making the necessary arrangements. Calling in advance will insure a smooth preparation for your guests. POLICE: Security may be required or desired for some events on campus. In such cases, security is provided by the Cleveland State University Police. Student organizations that recognize the need for security at an event should indicate so in the space provided on the Facilities Reservation form. The number of police assigned to an event will be determined by the University Police Department. Charges for the police will be assessed to the student organization's Agency Account. PRINT SHOP: The Student Government Association Print Shop is located in University Center 160B (Green Lounge) and provides student groups a number of services. Fax service is available at a minimal cost. Posters and banners can be made and copies are available at a low cost; banner paper is available for purchase by the foot. In addition, the SGA Print Shop provides approval stamps on flyers and postersfor recognized student organizations in order for them to be hung on SGA bulletin boards throughout many CSU buildings. Posters or flyers without an SGA approval stamp will be taken down. Contact the SGA Print Shop for more information at 687-5304; fax 687-9338. Email orders are taken as a special service. Email address: [email protected].


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Faculty Advisors

PICK UP YOUR COPY OF THE ADVISOR GUIDE BOOK in the Department of Student Life. Cleveland State University requires that each recognized student group have an advisor. CSU believes that, by sharing knowledge and experiences, the advisor can positively impact the quality of the student group experience. The relationship between an advisor and an organization will vary, but the general concerns of the advisor remain constant. The Department of Student Life offers these expectations for advisors to give the organization members and advisor a foundation for a mutually beneficial relationship. We suggest the following: • The advisor recognizes and supports participation in student organizations for their contribution to the educational and

personal development of students. • Advisors should work with student groups, but should not direct nor dictate the organization�s programs and activities.

However, advisors should be frank in offering suggestions, considerations, or ideas for the group�s discussion. • The advisor should stay well informed about the plans and activities of the group. It is expected that advisors will

attend as many meetings and activities of the group as possible and will consult frequently with student officers. • The advisor must be aware of the organization�s goals and direction and help to evaluate its progress toward reaching

these goals. • The advisor provides continuity within the group from year to year. He or she should be familiar with the constitution

and bylaws of the organization and be prepared to assist with the interpretation of them. • Advisors should assist the organization in complying with University policies and procedures. • Advisors should be aware of the general financial conditions of the group and make sure the group keeps accurate and

accessible financial records. • The advisor should assist in orienting new officers and in developing the leadership skills of members. • The advisor should be prepared to deal with major problems or emergencies within the organization. • Advisors monitor group functioning and encourage members to fully participate, to assume appropriate responsibility

for group activities, and to maintain balance between academic and co-curricular commitments. • The advisor should be the link to University administration and serve as a resource person. • The voluntary association between an advisor and the organization should continue as long as both parties believe the

relationship is productive and mutually satisfying. The Department of Student Life strongly suggests open discussion between organization members and advisors to define the advisor�s role and set reasonable expectations that are agreed upon by all parties. If support and guidance are needed, Student Life is a ready resource for both faculty and students.


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Constitutions

WHAT IS A CONSTITUTION? A constitution is an official internal document used by organizations to govern them. It serves as the backbone for the student groups to ensure that the purposes are fulfilled by constituents. All student organizations, with the exception of the Judicial Board that operates under the student code, must have a constitution. The constitution provides structure for the officers and members interested in serving students and the university. The constitution shapes the group�s vision and in some cases, it protects the organization members� rights and gives students organizations credibility on campus because it is approved and recognized by the Board of Trustees. It establishes the relationship of each organization with students and the CSU community. PURPOSE OF A CONSTITUTION • The constitution protects the organization�s rights. If actions against the group are filed and if the decision of the group

is questioned or challenged, the constitution will support them, as long as they abide by the rules and policies contained within. The constitution is used as a document of support because it is formally approved and recognized by the university.

• The constitution provides structure for student organizations by offering the current officers, future officers and the CSU community a detailed description of its structure. All student organizations have policies and procedures to maintain organization, efficiency and high standards toward the fulfillment of the group�s purpose.

• The constitution provides information for student organization accountability by providing detailed information about student organization operations. It defines the roles of officers and/or members and the purpose of the group and the role of officers responsible for the success or failure of the group.

• The constitution legitimizes the monetary compensation received by general fee student leaders (See Student Handbook pp. 28-30) Most general fee officers are given a stipend to perform their jobs. The constitution describes the amount of money each officer gets and the number of hours each officer has to work. It also states when the stipend will be received or ceased.

WRITING OR REVISING YOUR CONSTITUTION A sample constitution is included in this handbook to assist in the development or revision of your constitution. All student organizations must include the following sections in its constitution. • Purpose • Officers • Membership • Election/resignation procedures • Distribution of Stipend • Jurisdiction • Amendments Constitutions should be reviewed annually by officers and the advisor; the Department of Student Life requires updated constitutions every five years. Any changes to the constitution must be presented to the Student Life committee for review. Copies of each recognized group�s constitution are filed in the Student Life Office. All student organizations are subject to the rules, regulations, and policies of Cleveland State University.


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Key Policy

Within the Department of Student Life, keys are distributed to allow admittance to locked areas and/or access to/operation of furniture and equipment so that personnel may effectively perform their job duties. This is done at the discretion of the Dean of Student Life with the following stipulations: • Keys are issued to departmental staff and authorized General Fee student officers/leaders. This is a privilege that is

non-transferable; keys may not be issued or lent to another individual. Each person who is issued keys is required to sign a Key Contract.

• A deposit of $25.00 is required of all individuals who are issued keys, which is returned when a person leaves his/her

position. • Keys are to be returned to the Department of

Student Life Office Manager or student organization advisor as applicable no later than the last day of Spring Semester, or upon leaving one�s position. Failure to do so will result in forfeit of the key deposit and ineligibility to receive another key as well as the filing of criminal charges as appropriate.

• Misuse of keys or any other office items or equipment will result in loss of key privileges and possible loss of office

use privileges, • Lost or stolen keys are to be reported immediately in writing to the Department of Student Life Office Manager and/or

student organization advisor as applicable. The Office Manager will consult with the Dean to determine if the key is to be reissued, whether or not any lock changes must result, and the amount, if any, to be charged to cover replacement of the key and/or lock change.

Posting Policy The following policy pertains to all bulletin boards on the CSU campus, other than Student Government Association specified boards and departmental specified boards: 1. All posting literature from non-CSU student organizations or departments

must be stamped by Conference Services. If an original stamp does not appear on the literature, it will be removed.

2. The literature will be posted by Conference Service employees. 3. Only one piece of literature from each approved event will be posted per bulletin

board. 4. It is not permissible to adhere the approved literature to any surface on campus other than

the approved bulletin boards. 5. All literature will be taken down and disposed of immediately following the expiration date stamped on the

literature. 6. Posters cannot be larger than 19� x 24� 7. Banners cannot be larger than 6� x 15� and can only be hung from the second and third floor balcony in UC.

Banners may be displayed no longer than seven days. (See the SGA Print Shop to sign up for banner space on the Thursday before the week you wish to reserve.)

8. A specified public forum bulletin board is available in the UC Cage area where information not related to the CSU mission statement may be posted, IF they are stamped by Conference Services

9. Temporary freestanding outdoor displays may be approved by the Physical Plant Department. 10. Conference Services will not be held responsible for damages to postings while removing material that is out of

date, over-sized, or incorrectly posted. 11. Costs to repair any damage due to improperly posted materials will become the responsibility of the group or

organization listed on the literature.


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Bulletin Board Locations (19 total) These are the 19 locations where conference services will post stamped, approved literature. Fenn Tower: First floor Admissions Office area. Main Classroom:

Second floor bridge Second floor across bridge next to MC 204 Second floor next to MC 233 Second floor near staircase �B� Outside MC 219 Rhodes Tower: Lobby area bulletin board. University Center: Ground floor next to UC 1 and across elevator First floor 22nd street entrance, Cage area, and exit from Viking Express Second floor across elevator and across Second Floor Lounge 2 B level across elevator Third floor across elevator Fourth floor across elevator Fifth floor across elevator Viking Hall: Viking Hall Main Lobby

Viking Parlor Facility Use Due to the increase in requests for facility use of Viking Hall Parlors by the campus community, the following criteria will be implemented to insure safety and security of the dormitory residents: 1. An event with an open guest invitation will not be permitted. A comprehensive guest list must be presented to

Residence Life a minimum of 24 hours prior to an event. A photo ID is required for admittance to Viking Hall. 2. A representative of the sponsoring organization is required to be present throughout the event to assume

responsibility for the organization�s conduct. 3. Written authorization is required from Residence Life prior to event approval. 4. Alcohol is not permitted in any event in Viking Hall. This is in keeping with the Residence Life �No Alcohol in a

Common Space� policy. 5. An event with music must end by 12:00 midnight to limit the potential disturbance to dormitory residents. The

Resident Assistant on duty is authorized to determine if the amplification level is appropriate during the event. 6. Events occurring after 5:00 pm weekdays, and all day on weekends may require police coverage. The police

department, in conjunction with Conference Services, will decide if coverage is necessary. The sponsoring organization is responsible for the fees assessed.

SPEAKERS & PERFORMERS Contracts: 1. A contract must be completed for all paid performers and speakers at the University. 2. Once the student organization arranging the speaker/performer establishes the terms of the

agreement, two copies of the contract must be prepared by the student organization. Both copies of the contract are submitted to the Department of Student Life, who obtains the signature of the Vice Provost for Student Affairs, the only individual designated to approve contracts. No officer or member of a student organization may sign a contract.

3. If an agent sends an "agent's contract" for signature by the University, the Vice Provost for Student Affairs may sign it with the approval of the University Legal Counsel. Student organizations should discourage "agent's contracts" whenever possible. If an "agent's contract" is required, it may be necessary to use a University contract as well, or to modify the �agent�s contract.�

4. Once this approval has been obtained, the contract can be sent to the performer. 5. The two original signed contracts are sent to the performer with a letter asking the performer to sign and return one

copy to the student organization as soon as possible. You must include Exhibits A and B that describe the city


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withholding tax for services of entertainers, performers, speakers, etc., and the requirements applying to non-resident aliens providing independent personal services.

6. Once the contract has been returned by the performer, make a copy of the signed contract and keep it in your student organization records.

7. Complete a Small Order Form or Purchase Requisition with the information about the performer or agent (their social security number or federal I.D. number, name, and address). Also include a description of the event, including the date, time, and location.

8. Two copies of the contract bearing the original signatures of the performer should be attached to the Small Order Form or Purchase Requisition. These materials should be forwarded to Accounts Payable (Small Order Form) or the Purchasing Office (Purchase requisition).

9. A check will be written by Accounts Payable within a week of receipt of the appropriate form and contract. If you plan to pay the performer in person, be sure to write on the Small Order Form or Purchase Requisition the statement: “Hold For Pick Up By [name].”

Payment Guidelines & Procedures for Contracts: 1) University policy generally requires that all payments be made after the event. No advance payments, or deposits,

should be made to any individual or group. Checks to pay a performer are picked up at the Bursar's Office. 2) Speakers/performers may be paid by check either in person or by mail. If you plan to pay the performer on the day of

the event, be sure to write on the appropriate form “Hold for pick up by [name].” The check will be held in the Bursar�s Office for the named representative to pick up to pay the performer.

3) Checks not held for pick up are automatically mailed to the performer. 4) If the performer is to be paid on the date of the performance, the check should not be turned over until the performance

has been completed to the satisfaction of the student organization.


TRODUCTION

erhaps no other area of organizational activities requires as much attention to details and

nformation as well as answers to additional

GENCY ACCOUNTS

ll recognized CSU student organizations must have an Agency Account into which their funds are to be deposited. The

dvantages of Agency Accounts: at are not in keeping with the group purposes or in the best

• count. ersity Controller�s Office. Monthly statements that list the group�s current balance

• mains active.

ff Campus Accounts: al fraternities and sororities whose dues cover property maintenance, is permitted to

etting Up Your Agency Account: authorized to disburse the organization�s funds. Consider having

2. authorized persons

3. Account Form. UC #102. All groups will be assigned an agency

5. izations is: 8405-0890-90_ _ _. The last three digits are

Financial Management IN Pprocedures as does the management of your organization funds. This section is intended to provide you with information, policies, and procedures to help your organization and your treasurer manage funds effectively. However, we strongly encourage your Treasurer to attend one of the Officer�s Training Meetings for more in depth iquestions he/she may have. A Apurpose of the Agency Account is to ensure that funds raised by the organization are used for the purpose of the organization and benefit the entire membership rather than individual members. A• Protection of the organization against expenditures th

interest of the membership. No service charges on the ac

• Free bookkeeping done by the Univand financial activities are available from the Department of Student Life. Automatic carryover of unspent funds to the next fiscal year if the group re

ONo student organization, except for socihave an off-campus checking or savings account due to the risks associated with independent accounts. All funds raised by the organization are held in a CSU Agency Account and are the property of that student organization. S1. Select at least two (2) officers/members who will be

your advisor serve as one of the authorized signatures for purposes of availability and security. Complete an Agency Account Form available in the Department of Student Life, having the twosign the form and provide the requested information (address, phone, social security number). Please note�incomplete forms cannot be processed. Obtain your Advisor�s signature on the Agency

4. Return the completed form to the Department of Student Life in account number by the University�s Controllers Office. The standard Agency Accounts number for student organunique to each group.

6. ve for one year and must be renewed annually at the end of the school year (July 1). ent

7. inactive for two consecutive years will have the funds in their agency

gency Account Statements:

ransaction Register� that lists your group�s completed financial e

ent

Agency Accounts are actiAccounts not renewed by December 31 of the current school year will be closed and the funds held by the Departmof Student Life until the group reactivates. Organizations with accounts that have beenaccounts confiscated.

AEach month, the Controller�s Office compiles a �Ttransactions for the month and those of previous months. Your organization�s treasurer should carefully reconcile thgroup�s records with the Transaction Register. Please note�any discrepancies should be reported immediately to StudLife.

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1) Fundraisers: Organizations are encouraged to be self-sufficient and to supplement their activities by enga ng

h a

ff-Campus Fund-raisers: Opportunities exist off-campus for groups to raise funds. Examples include

und-raising Guidelines:

ognized student groups can sell items owned by or consigned to (items issued without advance

2. ted to market an outside business or that

SOURCES OF FUNDS

giin fundraising. A variety of fund-raising opportunities are available to groups such as selling tee or sweatshirts, candy, balloons, flowers posters, used books or clothing, and homemade baked goods. Organization members should meet witDepartment of Student Life staff member during the planning stages of the fund-raiser to ensure that the activity is conducted properly. Oworking one the refreshment stands at the Gund Arena, the CSU Convocation Center, Jacob�s Field, Cleveland Browns Stadium, or other special events in the city. F1. Consignment Sales

Members of CSU recpayment) the organization. However, any �consignment� of goods from a single vendor exceeding $500.00 requires the organization to execute a release form obtained from the Department of Student Life that must be signed by an organization officer and a cosigner absolving CSU from any liability that may arise as a result of the consignment. Again, this release form is available in the Department of Student Life. Marketing an Outside Business or Product No organization is permitbusiness�s products.

3. sold at Bake Sales must be homemade.

must provide verification of the distribution of items or

6. student organization to solicit funds outside the university must be

und-raising Forms and Procedures:

fund-raiser. o discuss the fund-raiser (687-2048).

fore

3. held, deposit all

Bake Sales. All items4. Beverages. No beverages, including coffee, may be sold. 5. Verification of the awarding of prizes won Organizations

money obtained from raffles or other solicitations. Solicitation of Outside Funding. All requests by apre-approved by the Departments of Student Life and University Relations & Development. Submit a �Sign-Off Sheet for Fund-raising� form available in the Department of Student Life, UC #102.

FOrganizations should follow these procedures when planning a 1. Schedule an appointment with a Department of Student Life staff member t2. Complete a �Facility Requisition Form � and a �Special Event Application� and submit them it to Student Life be

beginning the fund-raiser. After the fund-raiser has been funds into your Agency Account. This is done in the Bursar�s Office,

4. funds are deposited, the Bursar�s Office will give you two (2) copies of a receipt verifying your deposit.

5. deposit receipts to it, and turn in your form. When you turn in your

) Dues: To support their activities and events, organizations may charge its members dues. However, authorization

will be

) Student Government and Student Bar Allocations h an application process.

University Center, 4th Floor. If checks are being deposited, make sure they are made payable to �Cleveland State University� or �CSU,� and list your Agency Account Number on the back of the checks to properly credit your account. After the Take one of the two copies of your receipts to the Department of Student Life, University Center, Room 102, and complete a Special Event Summary Form. After completing the form, attach one copy of your Summary Form with the receipt attached, the process is complete, and you are able to start a new fundraiser.

2to charge dues is granted in the organization�s constitution. In addition, the constitution should state how and when (monthly, annually) dues are to be collected, as well as when the determination of the amount each member will pay made. This usually occurs at the first organization meeting of the academic year. 3Both SGA and SBA receive funds that may be allocated to active student organizations througThe Student Government Association allocates funds for graduate and undergraduate groups and the Student Bar


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Association allocates funds to recognized law student organizations as part of the Cleveland-Marshall College of Law. SGA/SBA Allocation Guidelines The following guidelines, taken from the CSU Student Organization Policies located in this Viking Guide, have been developed to provide structure for the allocation of funds to the active, recognized student organizations by the Student Government Association and the Student Bar Association of Cleveland State University. Additional guidelines may be developed by SGA or SBA as the need arises and should be obtained from the SGA/SBA Treasurer. A) Money may be allocated by the Student Government or the Student Bar Associations for educational, recreational,

social and cultural purposes. Educational in this sense is defined as those activities and programs consistent with the purpose of the University and its Board of Trustees.

B) No money may be allocated by the Student Government or Bar Association for political purposes. Political in this

sense is defined as candidates, activities, and issues which either appear on the ballot or are directly involved in any public election. Political shall also be defined as lobbying activities that represent a private interest.

C) Money may not be used in social, recreational, cultural, and educational activities that will benefit individual students

or members of organizations only; it must be used in these activities to the benefit of a significant percentage of the student populations.

D) Only student organizations with membership composed entirely of members from the Cleveland State University

community and granted University recognition by the Faculty Senate Student Life Committee will be eligible to receive funds from the Student Government or Student Bar Association. University recognition by the Faculty Senate Student Life Committee grants the privilege to apply for allocation from Student Government and the Student Bar Association - it does not guarantee that the funds will be granted.

E) In an attempt to assist as many organizations as possible, the basic philosophy for allocations is that the allocations

from the Student Government and the Student Bar Association should serve only as financial assistance and support to the organization rather than as the complete funding. Student organizations are encouraged to develop programs and projects that will supplement the allocations from the governing organizations. Although solicitation of advertising in bona fide publications and programs is acceptable, any organization planning to engage in fundraising activities (other than membership dues) should have the plans cleared with the appropriate staff member in the Department of Student Life. In general, student organizations are forbidden to solicit funds off the campus.

F) Recognized student organizations which have restricted membership criteria or membership by invitation only may

apply for funds from the Student Government or Student Bar Association for educational, recreational, cultural, and social activities which benefit or are open to attendance by non-member students of the University.

G) Procedures for requisition, allocating, and spending funds are to be developed in cooperation with the Department of

Student Life after consultation with representatives of student organizations. The procedures shall be written by the Student Government Association and the Student Bar Association and distributed to all student organizations annually.

Requesting Funds from the Student Government Association 1) Complete a Funding Request Form available in the Student Government Association Office or the Department of

Student Life. Submit your Request Form along with any supporting information to the Treasurer of SGA. The Treasurer will review your request and submit it to the Finance Committee. The Finance Committee is the official body of Student Government who makes recommendations for the allocation of funds to student organizations.

2) After submitting your Request form, sign up for a presentation time at the next Finance Committee meeting. Have a representative of your organization attend the Finance Committee meeting at the time assigned to your group. The person attending must be able to explain and defend your request. After your group�s presentation, the committee will deliberate and notify you of their recommendation. In addition, they will submit the recommendation to the Student Government Senate. Final approval of your request comes from the Student Government Association Senate at that meeting.

3) If your request is funded, the Treasurer of Student Government will notify you of the amount your group was allocated, and provide you with information on accessing the funds allocated to your group.


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Requesting Funds from the Student Bar Association Recognized and active student organizations in the College of Law requesting funding from the Student Bar association should: 1) Obtain a copy of the current year�s Allocation Guidelines prepared by the Budget Committee of the Student Bar

Association. 2) Following the allocation guidelines, prepare and submit to the SBA Treasurer, a Budget Request. 3) Once the Budget Committee decides on the funding, the organization is notified and must accept or appeal the

allocation. If the allocation is accepted, the SBA Treasurer will transfer the funds into the organization�s Agency Account. Appeals are re-submitted to the Budget Committee by the Student Organization.

4) Once the funds and have been transferred into the organization�s account, the Treasurer or the appropriate individual of the Organization manages the funding according to the instructions in the group�s constitution.

Miscellaneous items funded by the Student Government or Student Bar Association Organizations may receive the following items or funds to purchase them by applying directly to the appropriate Student Government. The amount of the allocation and the procedures for obtaining the items are determined each year by the appropriate Student Government. Requests in excess of these allocations must be made to the Finance/Budget committee of the appropriate student government. Student organizations may request allocations from the Student Government or the Student Bar Association funds to cover the following: • Travel • Equipment • Publicity-Promotion • Special Projects Contact the Treasurer of your appropriate Student Government for more information. A) In general, student organizations are forbidden to solicit funds off the campus. B) Recognized student organizations that have restricted membership criteria or membership by invitation only may apply

for funds from the Student Government or Student Bar Association for educational, recreational, cultural, and social activities that benefit or are open to attendance by non-member students of the University.

C) Procedures for requisition, allocating, and spending funds are to be developed in cooperation with the Department of Student Life after consultation with representatives of student organizations. The procedures shall be written by the Student Government Association and the Student Bar Association and distributed to all student organizations annually.


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MANAGING YOUR ORGANIZATION’S FUNDS

Depositing Funds To make a deposit into your organization�s Agency Account, take your funds to the Bursar�s Office, located in University Center, Room 460. If you have checks, be sure that they are made payable to Cleveland State University. For checks made payable to the organization and not Cleveland State University, on the back of the check, write �For Deposit Only� and your organization�s Agency Account Number. Once you give your funds to the Bursar�s Office clerk, the funds will be counted and verified. The depositor will be given two (2) copies of a receipt listing the amount of the deposit and the Agency Account into which the funds were deposited. Bring one (1) copy of the receipt to the Department of Student Life for your group�s file. Your treasurer should keep the second copy for his/her records. Spending your Funds There are four (4) forms used to access the monies in your organization�s Agency Account. The forms are all available in the Department of Student Life, UC #102. Please note…in all cases, Department of Student Life approval is required before funds can be disbursed. Hold For Pickup Individuals who do not want their checks from a Small Order Form or Purchase Requisition mailed by the university must write the phrase �Hold for Pick Up� in the body of the form. When this occurs, the check is held for them in the Bursar�s Office. Without this phrase, the check issued will be mailed to the individual at the address listed on the form or the address on record, if a student. Cash Boxes All recognized, active student organizations may reserve a cash box or a deposit bag. Cash boxes and deposit bags provide security for funds when you are conducting an event involving the collection of cash. The procedures requires that you: 1. Call the Bursar�s Office at 687-3615 at least 48 hours before your event. There are a limited number of boxes and

deposit bags available. Your request will be granted based on availability. 2. Provide the Bursar�s Office with the NAME of your organization and the DATE of the event. 3. Complete a cash box/deposit bag request form (see below) available in the Bursar�s Office in University Center room

460. 4. Pick up your box or bag at the Bursar�s Office on the day of the event or other date as specified by the Bursar�s Office.

Remember to have your student I.D. card with you. 5. NOTE: All income from events must be immediately deposited into your Agency Account and should not be used to

pay out expenses. Instead, checks should be issued to cover these expenses from the group�s Agency Account. Record Keeping Your organization�s constitution should identify the individual with the responsibility of maintaining financial records, usually the treasurer or secretary. Each treasurer should develop a clear system that provides accurate and detailed records of all deposits and expenditures. A filing system should also be developed to retain copies of all financial paperwork. Student Life staff can help the treasurer to devise a helpful system of record keeping.


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FINANCIAL FORMS

Journal Entry/Controller’s Office Memo: The Journal Entry, sometimes referred to as the Controller�s Office Memo, is used to transfer funds to or from organizations accounts. The form to do this is available in Student Life. To properly complete the form you should: • On the �FROM� line, write your name and the name of your organization. • Complete the remainder of the form, writing in the amount of funds to be transferred, the account number from which

the funds will be transferred, and the account number to which the funds will be transferred. • Complete the section stating the purpose of the transfer. • Sign the form, or obtain the signature of the authorized officer/member of your group who can approve expenditures

on the �ORGANIZATION APPROVAL� line. • Submit the form to Student Life for signature on the �STUDENT LIFE � line and verification that the funds are

available. • Student Life will forward the completed form to the Controller�s Office for final processing. Petty Cash Forms: Petty cash forms are used to reimburse individuals for out-of-pocket expenses under $100. These forms are available in Student Life, UC #102. Process a Petty Cash Form as follows: • Complete the form and list the Purchaser�s name, social security number, the Agency Account number from which the

funds will be deducted, a description of the purchase, and the amount of the reimbursement, • Attach the original receipt to the form. • Have the form signed by (1) the purchaser, (2) an authorized signer from your group, and (3) a Student Life staff

member. Once signed, take the form to the Bursar�s Office (UC, 4th Floor) where a cash reimbursement will be issued. The person picking up the reimbursement will need to show a valid CSU I.D. to receive the reimbursement. The receipt must be returned to Student Life to keep on file and to enter the information into the student group�s financial record. Small Order Forms: The Small Order Form expedites delivery of purchases and services under $1000. The Department of Student Life will provide you with Small Order Forms. Use the form to: • purchase supplies and other items for use by the organization • reimburse individuals for approved organizational purchases over $100 • pay organization expenses such as national dues or membership fees • pay for convention registrations, common carrier travel, lodging and meals Processing Small Order Forms: 1. Obtain the form from the Department of Student Life, UC #102 2. Complete the Vendor Portion of the form, listing the name of the company or individual who is being paid or

reimbursed. Be sure to provide all the information requested such as name, address, city, state, zip code and social security number/PeopleSoft Number.

3. Complete the Order section of the form listing the quantity of product you want, the part number or description, unit price, and extended price. If the form is being used to pay a bill or reimburse someone, state the reason for the transaction (example: Payment for 10 pizzas or reimbursement for postal expenses, etc.)

4. Attach the original bill/receipt. Copies will not be accepted. 5. Obtain a signature from an authorized member/officer from your group approving the expenditure. 6. Submit the form to the Student Life for final approval and processing. Purchase Requisitions: The Purchase Requisition is used for all financial transactions (purchases, payments, reimbursements, cash advances) over $1000. However, for purchases, approval must be obtained before an order is placed! The approval process consists of obtaining a written estimate of the entire purchase, including shipping and handling costs, from the potential vendor, AND obtaining the signatures of approvals from Student Life, the Purchasing Department and the Controller�s Office. Consequently, student organizations are expected to follow these procedures when making purchases:


38

1. Contact the vendor and obtain in writing, a delivered price of the items you�re interested in purchasing. The delivered price should include the items, shipping and handling, and other included costs, except Sales Tax. Cleveland State is

Tax Exempt, meaning that within the State of Ohio, we pay no state Sales or Federal Excise Tax on purchases. Once you have obtained the itemization of the potential order, go to Student Life and complete a Purchase Requisition. After completing the Purchase Requisition, obtain the signature of the Student Life Representative. Take the Purchase Requisition to the Purchasing Department (FT 207), the Controller�s Office (FT 213), and finally back to Purchasing for final processing. 2. Purchasing will take the form and place your order, thereby completing the process. Your items will be

delivered/picked up based on the instructions you provided on the Purchase Requisition. 3. Obtain an Invoice (bill). Once the company has shipped the items to you or you pick them up, you will receive an

invoice. It will be sent along with the order or given to you when you pick up the goods. 4. Bring the invoice to Student Life. If Purchasing receives the invoice, they will send Student Life a copy of the

purchase order with instructions for the organization to sign the form if the goods have been received and it is okay to pay the bill. After signing the form, it is sent back to Purchasing for final processing and payment of the bill by Accounts Payable.

HELPFUL HINTS • Bring original receipts and/or copies of all transactions and transaction requests to the Department of Student Life in

UC #102. • Fill out all forms completely�it is better to provide too much information than not enough. • Ask for assistance in the Department of Student Life any time you are unsure of how to process paperwork or what

paperwork to use. • Plan ahead -- leave at least 10 days for most procedures to be completed. • Keep complete records of all financial paperwork and transactions.


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General Fee Organizations

General fee organizations are recognized student organizations who receive their operating funds from the general fee which is paid by all students of Cleveland State University. The following organizations are considered to be general fee organizations: • Student Government Association • Student Government Association Senate • University Judicial Board • Campus Activities Board • Student Bar Association • Cauldron • Vindicator • Whiskey Island Magazine • Gavel • WCSB Radio General fee organization members are either elected or appointed to serve as representatives of the student population of Cleveland State University. Select members in these organizations are paid salaries or receive tuition stipends; (See �Student Employment� Section of this Guide or Student Organization Policies and Procedures in this Guide). Because of this, the members of these organizations have an even greater responsibility to the entire student body and should perform their duties accordingly. Students who are a part of any of the above general fee organizations are held to high standards and are expected to serve as role models for their fellow students. EXPECTATIONS: This Viking Guide lists the University�s expectations of general fee organizations. All policies herein are to be followed. Noncompliance by an organization or individual members of that organization may lead to disciplinary actions against the organization or individual members. It is beneficial that the information contained in this document be reviewed and referenced regularly to ensure compliance. CONSTITUTIONS All general fee organizations, with the exception of the University Judicial Board, which operate under the Student Handbook Conduct Code, are required to have a constitution on file in the Department of Student Life (DSL). Organizations are encouraged to update their constitutions annually. Every five years, an updated version should be submitted, with copies to the Student Life Committee, DSL, and their advisor (See �Constitution� Section of this Guide or Section II.A.8 of Student Organizations Policy and Procedures in the Student Handbook). In addition, all members of student organizations should receive a copy so that they may become familiar with their organization�s constitution. ADVISOR Each general fee organization is assigned an advisor, many of whom are full time staff members within the Department of Student Life. It is important for the advisor to meet with the executive members of the organization at least once a month to relay information and to discuss organizational issues. Advisors are also there to provide continuity and direction to the organization and to serve as their administrative link to the University (See �Faculty Advisor� Section of this Guide or Section I.B.1. f and I.B.2.g of Student Organizations Policy and Procedures in the Student Handbook). LEADERQUEST MANDATORY TRAINING LeaderQuest is the name given to leadership development education required of stipend-receiving student leaders of general fee organizations. LeaderQuest provides educational experiences targeting both emerging and established leaders. Students involved in the LeaderQuest program must complete 12 points worth of leadership development education by the conclusion of their first semester in their stipend-receiving position. Each point corresponds approximately to one topic or component of leadership development education.

• Summer Retreat: 6 points, this annual event occurs on a Saturday, all day, and features a variety of topics and methods for exploring leadership.

• Fall Officer Training (mandatory of all officers for organization recognition) -1 point • Workshops: points vary according to topic and length- 3-4 points

2002-2003 Viking Guide • Roundtables: 1 point each unless otherwise specified • Accolades: This Spring program is designed to recognize the contributions of stipend-receiving student organization

leaders and to celebrate their leadership accomplishments with their peers. It is neither mandatory nor are points assigned for this event.

Leadership Probation Students who fail to achieve a 2.5 cumulative GPA will be placed on Leadership Probation for one semester. Students who are placed on probation will be required to meet with the Coordinator of Student Leadership Programs for a one-hour session prior to the end of September for the Fall semester and February for the Spring semester. Students will be required at this meeting to sign a statement containing mutually agreed upon action steps to work towards restoring their GPA to a 2.5 average. This statement will also reiterate the Student Handbook policy to ensure that the student understands the ramifications of not achieving the 2.5 cumulative GPA. PERFORMANCE REVIEWS Advisors to general fee organizations will conduct performance reviews of the executive officers. During this review, the advisor and the individual student will revisit the job description (See �Student Employment� Section of this Guide) and discuss any problems or obstacles the student has faced in meeting the requirements of the position. If the student is not performing the job as stipulated by the job description, actions may be taken to dismiss him/her from the appointment. These actions will be in accordance with that organization�s constitution and bylaws and/or the University�s student employee dismissal policy. GOAL SETTING AND REVIEW The Department of Student Life and the advisor require the organization to set goals for the upcoming year. It is expected that executive officers will set individualized goals to be accomplished during their appointment. The advisor will meet with individual leaders of the organizations twice a year to establish goals and to plan steps towards the accomplishment of these goals. This review provides an understanding of individual leadership development and will not have an effect on the student�s performance review or status with the organization. AUDIT OF BOOKS AND ORGANIZATION RECORDS General fee student organizations are required to keep two copies of their financial records. One copy will be kept within the organization�s office and one in the Department of Student Life (See �Financial Management� Section of this Guide). The advisor is responsible for auditing these records twice a year to ensure proper maintenance. At the end of the academic year, all records should be transferred to the new officers of the organization. The advisor will participate in this process. OFFICE SPACE/OFFICE HOURS General fee organizations are provided with campus office space in order to make them accessible to the campus community. The space and any equipment provided by the University are to be used by the organization for organization and University business only. Keys to these offices should be secured and distributed only to members of the organization (See �Key Policy� Section of this Guide). The organization is responsible for establishing office operating hours for students. These hours should be equally distributed throughout the week covering both A.M. and P.M. time periods. For certain leadership positions within the organization, specific requirements for minimum office hours will be included in the job description. TELEPHONE ACCESSIBILITY To facilitate the accessibility of all general fee organizations, each office is equipped with a voice mail answering system. This is not to be used for personal use or forwarded to other offices unless previously cleared with the organization advisor. Messages should be retrieved in a timely manner and calls returned promptly. Long distance calls must be recorded appropriately and reconciled at the end of the month. All voice mail passwords should be shared with the advisor for message retrieval during term breaks and holidays. Individuals are personally responsible for personal long distance phone charges. EXPECTATION CHECKLIST Once your leader expectations have been finalized, construct an Expectation Checklist that lists specific expectations/goals, comments and projected dates for completion. This checklist will give the organization an internal monitor system to chart progress in meeting expectations.

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41

Record Keeping and General Fee Organizations

LOCATION OF RECORDS Copies of all financial documents shall be kept in the organization office and in the Department of Student Life. These documents include but are not limited to: all Purchase Requisitions, Small Order Forms, Journal Entries, Petty Cash Requests, Budget Transfers, Travel Forms, Deposit Slips, Record of Hours Worked, Payroll forms, Controller's Statements and NCR forms. Copies of Facility Requisitions must also be kept both in the organization's office and in the Department of Student Life. PROCEDURES FOR FINANCIAL RECORDKEEPING Once a form is processed, a photocopy of it and any attachments must be provided to the Department of Student Life by the organization's officer. The organization will keep the "department copy" in the organization's office. Each document will be filed in account code order, by date within each account code. All budget paperwork will be logged by the organization using either ledger/accounting sheets or a spreadsheet program like Lotus or Excel. This should be reconciled with the Controller's Statement each month. MEETINGS A copy of the agenda for each formal meeting must be kept on file in the organization's office as well as the Advisor's office. After the minutes of the meeting are approved by a vote of the membership, attach them to the agenda and keep them on file in the organization's office where members can refer to them. (Copies of both documents go to the Advisor.) MEMOS/LETTERS/CORRESPONDENCE Copies of correspondence, including CSU memos, letters, inquiries and responses must be kept on file in the organization's office for reference.

LONG DISTANCE PHONE CALL POLICY Each organization's office is supplied with long distance call logs for each extension having long distance capability. A log must be posted at each phone, and filled out each time a long distance call is made. The treasurer or business manager will compare these logs with the Controller's statement each month. Responsible individuals must reimburse their organization for any personal calls within two weeks of being notified. Unusual or unauthorized long distance phone usage must be reported to the advisor immediately. Misuse of long distance policies will result in removal of long distance capability from the organization's phones and/or other appropriate disciplinary action. Logs must be submitted to the advisor each month. Failure to do so will result in removal of the phone, etc. Additional record keeping procedures specific to your organization shall be determined in consultation with your organization's advisor.

Student Employment Procedures For General Fee Organizations

INTRODUCTION General Fee-supported student organizations may have many dealings with the Cleveland State University student employment system. This Viking Guide is a resource for helping students to understand the philosophy, forms, rules and regulations of student employment issues. The Department of Student Life and the various student organizations follow procedures established by other University departments that have a more direct responsibility for employment issues, including, but not limited to: the Student Employment Office in Career Services; the Payroll Office; and the Financial Aid Office. These offices are responsible for applying Federal, State and other laws and regulations regarding employment to students. Much of this guide borrows information from the above-mentioned offices, with specific applications for General Fee-supported groups. Please consult with your advisor or a staff member in the Department of Student Life responsible for student employment if you have questions.


42

The following information applies to students as employees (usually as leaders compensated by stipends), and also as employers (some groups employ students and act as the employer/supervisor). EMPLOYING STUDENT LEADERS THROUGH GENERAL FEE Students who serve the University in various positions through General Fee supported organizations make a commitment of time, energy and creativity to the University. Student leaders are usually rewarded with set monetary awards per semester, generally referred to as stipends. Some students work in positions where they are compensated on an hourly basis. Both are considered student employees in the CSU system. Student employees have a responsibility to perform their jobs to the best of their ability, and to inform their supervisors if they encounter problems in performing their jobs (these may be job-related, but personal and academic reasons may also place stress on job performance). Student employees should consider themselves exactly that: students FIRST and employees SECOND. A campus job should never interfere with the academic success of a student. Campus positions can often enhance a student's academic career, providing leadership and skill training that can be used in other aspects of life. Care should be taken to balance all aspects of a student's life at CSU. GENERAL GUIDELINES The Student Employment Office has published the "Student Employment Guide.� This is a good general overview of the common majorities affecting student employees. Paperwork for all student employees is mandated by the University student employment system. Part of the process of becoming a student employee involves completing employment paperwork in a timely and correct manner. All paperwork should be typed or printed neatly (except where signatures are required) and should be done in ink. It is the responsibility of the potential employee and the direct supervisor to make sure that the various forms are completed properly before they are submitted to the Student Employment office for entry into the computerized payroll system. In addition, students should also receive a copy of the "Student Employment Guide,� a copy of their job description, and a copy of their signed "Student Employment Agreement." This paperwork is not intended as a barrier to employment, but fulfills several federal, state and local laws, and standard accounting and management practices. No student should assume that they are able to begin work until all paperwork has been submitted to the appropriate offices, and the Student Employment office has verified that the student can be employed. The following forms must be filled out for all employees who have never worked for the University: • Student Employment Form (SEF) • Federal Tax form • State Tax form • PERS exemption form (optional) • I-9 form Students who have previously worked for the University and have no changes to their paperwork need only complete the SEF. THE S.E.F. This form is used to initiate, change or terminate employment. A copy of both sides of the form are attached for review. Once the correct information has been filled in, a student must read, understand and sign the form, then give it to the advisor of the group, or a person designated in the Department of Student Life to handle such paperwork. The adviser will review and sign the form, then transmit it (and any other paperwork) to the Student Employment Office. THE I-9 (EMPLOYMENT ELIGIBILITY) FORM This form must be carefully filled out, using valid forms of identification as specified on the document. (Some areas may want photocopies of these IDs to keep on file). Copies of both sides of the form are attached for review. Consult with the person designated as the I-9 authority in the Department of Student Life with questions. REQUEST FOR P.E.R.S. EXEMPTION Unless this exemption form is completed and approved, students will be required to pay into the Public Employees Retirement System. A copy of this form is attached for review. Students who work more than 20 hours in a week during the academic year, or who work during the summer without talking classes will be enrolled in the PERS system, and cannot withdraw from it until they terminate employment with the University. (Note: If a student has paid into PERS and wishes to withdraw the employee-contributed funds when they terminate, a form can be obtained from the Payroll office, and a


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refund of the amounts contributed by the student-employee will be mailed by PERS. It takes up to 90 days from the time application is made to receive these funds.) W-4 (FEDERAL INCOME TAX WITHHOLDING) FORM This form is used to determine the amount of money withheld from your pay for federal taxes. If you have questions, consult your personal tax adviser for information on filling out this form. OHIO EXEMPTION CERTIFICATE Similar to the federal form, except it applies to Ohio state income taxes. If you have questions, consult your personal tax adviser for information on filling out this form. INVITATION TO SELF-IDENTIFY AS VETERANS OR PERSONS WITH DISABILITY A set of forms (letter of explanation, invitation to self-identify as a person with a disability, and a form to self-identify as a Vietnam era and/or Disabled Veteran) must be given to each new person hired. These forms are mandated by federal regulation. It is the responsibility of the employee to return them to the Office of Affirmative Action. Do not collect these forms from the employee. In addition, the hiring department must notify the Office of Student Employment that the form has been given to the students. There will be a check-off box on the new SEAF forms for this. In the meantime, simply make a note on the current SEAF form or attach a memo to Student Employment. OTHER PAPERWORK Organizations will supplement the above with copies of the "Student Employment Guide," their job description, and a signed copy of their "Student Employment Agreement." STUDENT EMPLOYMENT GUIDE This is a document created by the Student Employment Office to assist students in their employment situations. JOB DESCRIPTION No person should accept a job unless they read and understand the specifics of the job, as outlined in the job description (see following page for a sample). STUDENT EMPLOYMENT AGREEMENT This is a statement affirming that the student employee is aware of basic student employment information, their job description, and expected compensation. TIME SHEETS These must be filled out by the employee AS TIME IS WORKED and must accurately reflect time spent on the job. Refer to the Student Employment Guide for information regarding filling out this form. In general, time is recorded in tenths of an hour (6-minute increments). The form must be signed by the employee's supervisor, and submitted to the organization's adviser. The adviser will keep a copy and return a copy to the organization. The original will be sent to Payroll. RECORD OF HOURS WORKED This green and white three-part computer form should be completed by the business manager or other authorized financial officer of the group and given to the adviser to approve. The adviser will keep a copy and return a copy to the organization. The original will be sent to Payroll. STUDENT EMPLOYEES WITH STIPENDS Stipends are fixed-sum amounts of compensation that are awarded for various leadership positions. Prior to the first payroll reporting date of each term, the business manager or other authorized financial officer of the group will notify the adviser of the names, Social Security numbers, titles and amounts of compensation for students on stipend that semester. The adviser will route this information to Payroll. Students are paid equal amounts every two weeks, depending on the number of pay dates in the term.


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HOW MANY HOURS CAN I WORK ON STIPEND? In general, student may not work more than 20 hours per week (excluding the Summer term and breaks). Some jobs that are paid via stipend list a number of hours expected per week, while others do not. All students who are paid via stipend will be reported to the Student Employment office, and if employed by more than one department, students may be subject to PERS withholding or other conditions. FEDERAL WORK STUDY (FWS) Students who are employed hourly or by stipends can be paid using FWS funds. Students may have more than one work-study position. FWS funds (expense code 150) are applied proportionally to each position, unless the Student Employment office is notified to place the student on the Non-Work Study (expense code 151) line. Students should be told if their position is FWS-dependent, so that accommodations may be made. A department may choose to not use FWS funds to hire a student, if those funds must be used by a student elsewhere. SAMPLE JOB DESCRIPTION DATE: 07/01/02 DEPT. Student Life TITLE Student Organizations Assistant WAGE $5.85 per hour HOURS 15 - 20 per week FED WS preferred REPORTS TO: professional staff member in the Student Organizations area SUPERVISES: none QUALIFICATIONS: Excellent written and interpersonal communication skills; knowledge of basic office procedures and word processing; ability to handle several tasks at once and to work with some independence; pleasant disposition and strong customer service skills required; person must be dependable and have a commitment to detail. Knowledge of University procedures preferred, but not required. Preference is given to students with a record of strong academic performance. BASIC DUTIES: Provide initial contact for students and visitors, and assess their needs regarding student organizations; provide information regarding University forms and procedures related to operation of student organizations, and provide appropriate referrals as needed; assist professional staff in gathering and assembling data; maintain student organization records; sort and deliver student organizations mail; perform general office tasks; attend departmental events as needed; other duties as assigned. NOTE: The following is not inclusive but illustrative of specific tasks and areas of responsibility. Details on these tasks may be provided later. SPECIFIC RESPONSIBILITIES: General Office: inventory and maintain supplies; make copies; maintain files; sort and distribute mail; word processing; log financial information on computer; keep area tidy; distribute and process forms; run errands. Customer Service: answer phones; greet visitors/students; make referrals; explain procedures and review incoming forms; assist in review of internal procedures. • The Student Employment office of Career Services is located in the Euclid Building. Kathleen Basinski is Assistant

Director of Career Services for Student Employment, and Margie Cook is the Student Employment Support person in that office. They can be reached at 687-5574.

• The Payroll Office is located in the cashier's area of Fenn Tower. The person who deals with student employment is Lori Ryan, and she can be reached at 687-4868.

• The Financial Aid office is located in the Euclid Building. Call them at 687-3764 with questions.


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o

t

TRAVEL: TIPS WHEN TRAVELING

Before You Travel: # Secure funding for the travel (through Student Government Association,

your student organization funds, departmental support, etc.). # Secure copies of the conference materials including the Conference Registration Form to be used for

pre-payment. # Complete the “Travel Checklist” (See the Coordinator for Student Organizations). # Form Complete the “Travel Approval and Expense Report” Form regardless of the source of

funding for the trip (See the Coordinat r for Student Organizations). # Read the CSU “Travel Policy and Procedures” which applies to all University travel regardless of

the source of funding. # To obtain pre-payments for transportation and registration whenever possible using Small Order

Forms (under $1000) or Purchase Order Forms (over $1000) and the conference materials. # You must be an active, registered student in good standing with Cleveland State University. # The student organization for which you are traveling must be active/recognized for a member to

travel. # Student Life recommends that two drivers be used for each trip. # Student Life highly recommends that a CSU faculty or staff advisor attend the trip with the

organization. # Because of shared liability, student organizations are NOT encouraged to travel with other

universities. # Travel financed by SGA must follow all procedures as set forth in Finance Committee Guidelines.

Please note: all SGA Travel is done on a reimbursement only basis.

During Your Travel: # Remember that you are representing Cleveland State University. Please demonstrate

responsibility, model professional behavior, attend sessions, and avoid illegal activity. # Collect original receipts for all expenses; no receipts are required for food reimbursements; meals

are not covered unless the traveler is away over night. # Remain at the conference site whenever possible. # Get the most out of your experience: attend organized conference programs, take notes, share

responsibility for attending sessions with your fellow conference attendees. # If the event is financed by Student Government, you can only be reimbursed for pre-approved

expenses. # Notify Cleveland State University personnel if/when an accident occurs (preferably the department

sponsoring the academic travel or the Department of Student Life if a student organization). If all are unavailable, contact CSU police at 687-2020.

After You Travel: # See the Coordinator for S udent Organizations to complete the remaining sections of the “Travel

Approval and Expense Report” Form within two weeks of the travel; attach original receipts for reimbursement; NO reimbursements for alcohol

# Complete “Small Order Forms” ($1000 or less) or “Purchase Order Forms” (over $1000) and attach original receipts for reimbursement.

# Report your accomplishments to your student organization members. # You’re encouraged to bring additional copies of session packets to share with your student

organization members who could not attend. # Individual students will be responsible for the costs associated with the trip if they cancel.


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Travel Checklist

Must be completed no lat r than one week bef re the trip with T avel App oval Form. e o r r

or

Please type or print neatly.

Name of Trip: ____________________________________________ Contact Person: ____________________________________________ Destination (City/State): ____________________________________________ Dates of Trip: ____________________________________________ Name of Student Organization/Class: ____________________________________________ Organization Account#: ____________________________________________ Company/Organization Sponsoring the Conference: _____________________________________________ Phone Number at Conference Site (in case of emergency): ______________________________________ Purpose of Trip: ___________________________________________________________________ ___________________________________________________________________ List of Participants: CSU ID Number: Emergency Contact Information Coordinator_____________________ _________________________ ______________________________ _________________________ _________________________ ______________________________ _________________________ _________________________ ______________________________ _________________________ _________________________ ______________________________ _________________________ _________________________ ______________________________ _________________________ _________________________ ______________________________ _________________________ _________________________ ______________________________ _________________________ _________________________ ______________________________ _________________________ _________________________ ______________________________ _________________________ _________________________ ______________________________ _________________________ _________________________ ______________________________ _________________________ _________________________ ______________________________ _________________________ _________________________ ______________________________ _________________________ _________________________ ______________________________ _________________________ _________________________ ______________________________ _____________________________________________ ______________________________________ Signature of Student Organization/Class Representative Signature of CSU Advis /Dept. Head Date ______________________________________ Date _______________________________


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CLEVELAND STATE UNIVERSITY TRAVEL POLICY & PROCEDURE

I. PURPOSE

1.1 The purpose of the University Travel Policy is to facilitate travel of faculty, staff and students by the most expedient means and at the most reasonable cost.

II. BASIC POLICY 2.1 With prior approval, the University will pay all or a prearranged portion of reimbursable expenses for travel to

attend an important meeting for one or more of the following purposes: a) To represent the University on official business. b) To present a professional paper. c) To chair a national or regional committee meeting. d) To participate in professional development activities.

2.2 This policy applies to all University travel regardless of the source of funding. 2.3 Reimbursements for travel outside the U.S.A. will be made at the appropriate U.S. currency rate of exchange.

III. AUTHORIZATION OF TRAVEL 3.1 To obtain authorization for travel for which reimbursement is expected, the top portion of the Travel Approval

and Expense Report must be completed indicating the purpose, date, and duration of the trip, estimated total expense, portion to be paid by the University, and bear the appropriate supervisory approval signature.

IV. PREPAYMENT OF EXPENSES 4.1 The University will prepay common carrier transportation and registration fees for conferences as follows: a) To have the University prepay your transportation, contact one of the authorized travel agencies and make

your travel arrangements. Instruct the travel agency to deliver your tickets to your department along with an invoice. Attach the original invoice to a Small Order Form or to a Purchase Requisition (if the amount of the invoice exceeds the maximum limit for a Small Order Form). Forward Small Order Forms to Accounts Payable; Purchase Requisitions should be sent to Purchasing Services.

b) To request a prepayment of registration fees, the traveler shall submit completed Small Order Form or a Purchase Requisition (if the amount of the registration fee exceeds the maximum limit for a Small Order Form), along with the original registration form and a copy of the registration form. Forward Small Order Forms to Accounts Payable; Purchase Requisitions should be sent to Purchasing Services. Accounts Payable will submit the registration form along with a check.

c) Prepayment checks shall be made payable only to the vendor. 4.2 All other miscellaneous expenses shall be paid for by the traveler and original receipts submitted for

reimbursement on the Travel Approval and Expense Report. 4.3 Faculty members who are traveling out of the country for an extended period may, with the approval of the

Provost, receive a travel advance. 4.4 Lodging for students may be prepaid by submitting either a Purchase Requisition or a Small Order Form.

V. ALLOWABLE TRANSPORTATION 5.1 Common Carrier a) Reimbursement for travel by air, rail, bus, or other common carrier shall not exceed the cost of coach fare or

the economy rate in the chosen method of travel. b) The traveler shall be personally liable for any charges assessed due to his/her failure to cancel reservations

within the time limit specified by carriers, unless the failure is due to circumstances beyond his/her control. c) Expenses claimed under this section must be supported by original "passenger receipt" ticket stubs. 5.2 Personal Automobile Mileage a) A traveler may be reimbursed for the use of a privately owned automobile at the federal government rate in

effect on July 1 of the current fiscal year. The current mileage of rate can be found on the University�s web site.

b) Reimbursement for use of a privately owned automobile shall not exceed the round trip coach air fare of all persons traveling in the car or the mileage allowance, whichever is the lesser.

c) Mileage is payable to only one of two or more persons traveling on the same trip in the same vehicle. The names of all persons traveling on the same trip and in the same vehicle must be listed in the designated section of the Travel and Expense Report.


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d) The mileage rate provided for in subparagraph (a) of this section is meant to cover all expenses incurred in using a privately owned vehicle for University business except those covered under subparagraph (a) of section 5.4.

e) Mileage while commuting to and from work will not be reimbursed. Mileage while commuting from home to an off-campus location may be reimbursed, but only to the extent that it exceeds mileage from the employee's home to CSU's campus.

f) No traveler may be reimbursed for expenses on the mileage basis unless he/she carries motor vehicle liability insurance with coverage equal to or greater than that required by the Ohio Revised Code Section 4509.51.

5.3 Rented Automobile a) With prior approval, the traveler may be reimbursed for the rental of an automobile used for official

University business; and for gasoline purchased for the rented automobile. Original receipts must be submitted.

b) The traveler must read and comply with the rental agreement�s provisions covering driver eligibility, use of seat belts, and other restrictions.

c) Reimbursement for use of a rented automobile shall not exceed the round trip coach air fare for all persons traveling in the car.

d) Although the University�s automobile insurance covers rented vehicles, it is recommended that travelers purchase insurance from the vendor.

e) The University has negotiated discounted rates with several automobile rental companies. The traveler should contact Purchasing Services for more information.

5.4 Other Transportation Expenses a) Reimbursement may be claimed for parking charges, ferry and taxi fares, and bridge, highway and tunnel

tolls. b) The use of private or rented aircraft will be reimbursed at the same rate per air mile as allowed for use of a

personal automobile under Paragraph 5.2 (a). c) Each item of expense claimed under this section must be listed on the Travel Approval and Expense Report.

An original receipt is required for each item of expense greater than five dollars ($5.00). VI. ALLOWABLE LODGING EXPENSE

6.1 The employee will be reimbursed for the actual reasonable expense for lodging in a hotel or motel. Reimbursement is for room and applicable taxes only. Reasonableness is determined by the appropriate supervisor.

6.2 Original itemized receipts are required to support the reimbursement claim for the expense of lodging. 6.3 Cost of lodging of members of the traveler's family is not reimbursable. 6.4 There will be no reimbursement for tips associated with lodging.

VII. MEALS AND INCIDENTAL EXPENSES 7.1 The traveler will be reimbursed for meals and incidental expenses according to the Federal Standard Meal

Allowance (FSMA) in effect on July 1 of the current fiscal year. Receipts are not required. 7.2 Allowable reimbursements vary by city. Contact your department head or the Controller's Office for a current

FSMA schedule. 7.3 There will be no reimbursement for meals unless the traveler is away overnight. 7.4 If allowed, reimbursement for a partial day is computed by dividing the day into quarters (e.g., 12:00 a.m. to

6:00 a.m.). The traveler is entitled to 25% of the FSMA for each quarter of the day during which he/she was away from home for any part of that quarter.

7.5 If the travel is to more than one location in one day, use the FSMA for the city where the traveler has overnight accommodations.

7.6 There will be no reimbursement for alcoholic beverages. 7.7 Tips and gratuities are included in the FSMA. 7.8 Actual and reasonable expenses for a qualified business meal may be claimed for the traveler and non-

university guest(s). The traveler must submit an original receipt along with an explanation of the business purpose of the expense. An overnight stay is not required.

VIII. MISCELLANEOUS EXPENSES 8.1 Expenses incurred for conference registration fees, stenographic fees, storage of baggage, fax or telephone

calls for official University business, and rental of equipment or temporary meeting facilities necessary for the conduct of official University business may be reimbursed.

8.2 Miscellaneous expenses must be itemized separately on the Travel Approval and Expense Report. Original receipts must be submitted for all miscellaneous expenses.


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IX. REPORTING AND DOCUMENTATION OF EXPENSES 9.1 All requests for reimbursement of travel should be made on the standard CSU Travel Approval and Expense

Report. If additional space is required, a supplementary schedule may be attached. 9.2 The Travel Approval and Expense Report must be submitted after completion of travel unless prepayment of

registration by CSU is the only expense incurred. 9.3 The Travel Approval and Expense Report should be completed and filed with the appropriate supervisor

within two weeks of the travel completion date. 9.4 The Travel Approval and Expense Report must be signed by the traveler and the expenses approved in

accordance with Section 3.1 of this policy. The approvals received prior to the trip were intended only to authorize the travel. The Travel Approval and Expense Report is then forwarded to Accounts Payable.

9.5 If the trip is cancelled and there has been any prepayment of fees by CSU, the department will be charged for these expenses. If Cleveland State University is due a refund, it is the responsibility of the department to follow-up with the vendor and ensure that credit is received.

9.6 If a receipt is lost, the traveler must provide a written statement indicating that it was lost. This statement must be signed by the traveler.

9.7 If the traveler received a travel advance, original receipts must be submitted and remaining funds returned to the University within two weeks of the travel completion date. If funds are not returned within a reasonable time, the full amount of the travel advance will be taxed to the traveler and included on his/her W-2. Subjecting the advance to taxation does not relieve the traveler from the responsibility of accounting for the advance and returning any unused funds.

X. AUDITS OF TRAVEL EXPENSES 10.1 The Department of Audits will periodically audit a sample of Travel Approval and Expense Reports.

Violation of travel policies could lead to suspension of reimbursement for travel expenses by the University.

April 1, 1996/updated July, 2001

GENERAL TRAVEL GUIDELINES Members of student organizations are encouraged to travel to participate in activities or events that will benefit their organization or the university. However, all travel must be approved in advance, especially if the person traveling will be reimbursed by the Student Government/Student Bar Association, colleges, student organizations, and university departments. Approval for travel can be obtained in two ways:

(1) At a meeting of your organization, discuss the travel and obtain the permission of the members of the organization to go. This would then commit the organization to paying for your travel.

(2) Once your organization has been granted funding by the SGA or SBA, you obtain approval for travel by completing the top portion of the Travel Approval and Expense Report Form BEFORE leaving on the trip. In completing the form, you must state the purpose, date, duration, estimated total expenses, the amount to be paid by the university, and obtain the required signatures approving your travel. The required signatures for an organization would be one of the officers who can approve expenditures and the Dean of Student Life or their designee.

Payment for Travel Travel expenses are paid normally on a reimbursement basis. The individual travels, pays for their expenses, obtains a receipt, and brings the receipt/s back to campus where they initiate the process of reimbursement. Reimbursement is made via the TRAVEL FORM. Prepayment of Expenses for Travel Some expenses for travel can be prepaid by the student organization through the university. These would be transportation, lodging and registration expenses. However, this applies ONLY if the Vendor (a Travel Agency or Hotel) will accept a Purchase Order Number from the University!!! Advance payments of Registration Fees can be done using a Small Order Form or Purchase Requisition, depending on the amount of the payment. Airline Tickets If using a Purchase Requisition, it must be completed and submitted to Purchasing to obtain a Purchase Order number to give to the agency. If the agency will accept a Purchase Order number from the University, the traveler completes a Small Order Form or Purchase Requisition, calls the agency setting up their travel arrangements, and gives the agency the


50

Purchase Order Number. The travel agency will then obtain the tickets and forward them along with the invoice to the traveler in the Department of Student Life, University Center, Room 102. The form/s for payment can be processed once Student Life receives the tickets. Hotels If the hotel where the traveler is staying will accept a Purchase Order Number, the traveler calls the hotel and makes a reservation giving the PO number from a Small Order Form. If over $1000, a Purchase Order must be obtained from Purchasing using a Purchase Requisition. On the day of the trip, the traveler checks in and stays the appropriate time as was approved. When checking out, the traveler uses the same PO number and obtains a receipt/invoice for the hotel stay. The receipt/invoice is brought back to the university and submitted along with the SOF (or directly to Purchasing if over $1000). Cash Advances Organizations can also request a Cash Advance for travel. In this instance, the traveler is given a check drawn on the organization�s account, cashes it, and goes on the trip paying their expenses from the cash advance. The cash advance is processed using a Small Order Form or Purchase Requisition, depending on the amount. The traveler is responsible to the organization in accounting for the money spent. WARNING!!!!!!!!!! Please note… once the SGA/SBA has approved an amount for travel, the individual traveling is held to those amounts. If the individual exceeds their allocation, they do so with the possibility of not being reimbursed for the overspending.


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PLANNING EVENTS…A How To

Step One: Answer these questions... � Why? Why do an event?

! does it meet your mission and objectives? ! does it help the organization move forward? ! does it help/serve a target audience you wish to help?

� What? What kind of event?

! a service? ! fundraiser? ! social, educational, recreational, spiritual, etc?

� Who? Who should benefit from the event?

! is it to �market� your group? ! who is attending? ! who should you focus the event on? ! should anyone else cosponsor the event with you for reasons of cost, exposure, volunteers, etc?

� How? How can you �afford� to do the event?

! do you have the financial resources? ! do you have the �people power?� ! do you have the knowledge base (people to plan and implement the event)? ! can you afford the legal liability �hidden costs?�

� When? When should you hold the event?

! does any campus event conflict with when you want to hold your event? ! avoid holidays (consider all religious holidays). ! avoid finals week, Spring break, and other days off.

� Where? Where should this event be held?

! is the facility available? ! is it accessible? ! is it too costly? hidden expenses? ! will your target audience be there; if not, then bring the event to them.

Step Two: Plan your plan!

Describe your event as if you were walking through it. Depending on the size and complexity of the event, follow these guidelines: At Least One Month Before 1. Book the Facility:

Complete a Facility Reservation Form at least one month prior � sometimes earlier depending on the popularity of the space

Include details like room setup, food service needs, expected attendance Get approval signatures from advisor, officer and Student Life representative Turn it in early to Conference Services in UC 161 to get your space reserved


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If using Fat Glenn�s, refer to the Student Code of Conduct for usage policies HINT: Keep in mind many space options in case your first choice is unavailable and consider costs and capacity issues. 2. Order the Food: If you�re having food, ask yourself, what can you afford? How many people will be there? Meet with Aramark to arrange the food order and complete a Food Authorization Form (enclosed) Complete a Food Waiver Form to use a food service other than Aramark 3. Arrange Special Entertainment: DJ, band, performer, lecturer...some require extensive notice! Begin your standard agreement contract at least

one month before the program Use a contract to firm the details...the University uses a standard contract NOTE: Never sign the contract! It must be signed by the Vice President and requires at least five days notice.

Seek out an �all-inclusive� deal � remember extra costs for transportation, hotel and meals for the performer Discuss what time they will arrive to set up, what time they will perform, breaks, and what time they need to

clean up and be out of the facility. Discuss where the event is. Make sure they know how to get there, where to park, and where to load in. Does the entertainment need sound? A stage? Electrical power? Etc. At Least Three Weeks Before 4. Advertise the Event: RULE: Spend one third of your event budget on promotions. RULE: It takes 7 times before a person recognizes something. Target your audience. Seek out a wide variety of methods...WCSB radio, Cauldron, Vindicator, Friday magazine, fliers, posters,

banners, table tents, phone calls, personal invitations, e-mail, information table, giveaways, etc. Theme It...Come up with a catchy slogan, event title, or logo (in good taste) and use it on everything...even the

same colors. Two Weeks Before 5. Arrange Special Needs:

Do you need audio-visual equipment? Do you need access to power, water? Will the event need security to protect you and/or the University? CSU may decide whether your event needs

police presence depending on risk Use a Facilities Add/Change Form (enclosed) once your Facilities Form has been filed to specify setup or

arrange for AV equipment, etc. Get change from the Cashier�s window in UC 460

6. Delegate Responsibilities to Organization Members: Assign pieces to each member: marketing, site set up, entertainment, decorations, etc. Make sure each person knows what to do and has the information and the authority Get enough volunteers signed up in advance (get their phone numbers) for day-of assignments Immediately After 7. Put Closure on the Event: Make necessary income deposits in your student organization account and turn in your deposit slip to Student

Life in UC 102 Evaluate your event to decide if you accomplished your goals, what worked and what didn�t work Complete your Special Events Summary Form to Student Life


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Important Things to Consider: 1. Liability

a. Are you at risk for anything associated with the event? (1) Alcohol (2) Minors (3) Facility Damage (4) Too many people.

b. Do you need to have police/security at the event? c. Do you have a solid contract on your performers and your facility?

(1) Remember to use a University Standard Contract. (2) Have your contract signed by all University administrators first. (3) Have your performer sign the contract last. (4) NEVER SIGN A CONTRACT or PAY THE PERFORMER IN ADVANCE from your own pocket. (5) Start the contract about one month before the program!

2. Financial Risk

a. Don�t do an event if you don�t have enough money in your account. b. If you co-sponsor, get an agreement in writing, especially if there is a financial commitment. c. If the event is a fundraiser, limit your expenses. d. If you�re collecting money at the door, use a money bag, have an officer, and deposit immediately to avoid

student organization violations. e. If your attendance is lower than expected, can you pay for the event expenses?

3. Other Program Planning Issues

• do you need to order tickets for the event? • do you want to evaluate the event to improve it in the future? • do you need event rules for the participants (i.e. dance, contest, etc)? • do you want to collect names of those who attended (for accounting or recruitment purposes)? • do your event performers need parking passes? • do you need a cash box from the Cashier�s Office to hold your income? • are there prizes involved in your event? • does the menu have something for everyone on it (vegetarian)?

Phone Resource List Department Contact Location Phone Aramark (food waiver) Todd Underwood UC 2B 687-5002 Bursar’s (cash box, deposits) UC 460 687-3615 Catering Office (food orders) Lori Ondecko 687-3805 Cauldron (advertising) UC 10 687-2270 Conference Services (facilities) Rick Grospitch UC 161 687-2268 Building Services (housekeeping) Willie Todd PS 235D 523-7585 Physical Plant (water, electrical, etc) PS 687-2500 Instructional Media Services (IMS) RT 705 687-3846 Police Lt. Rock Cabot CB 687-2020 Print Shop (SGA) UC 160B 687-5304 Student Government Association Finance Committee UC Green Lng. 687-2262 Student Life UC 102 687-2048 Dean Dr. Diane Dillard Associate Dean Sandra Emerick


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Leadership Programs Paul Putman Office Manager Brenda Bey Student Activities Kelly McCarthy Student Media Dan Lenhart Student Orgs Dr. Mary Myers Greek Life William “Bill” Russell Volunteer & Educational Prgrms. Steve Liss Wellness (events with alcohol) Julie Castagnero Vindicator (advertising) UC 10 687-2118 WCSB (radio public service announcements) RT 956 687-3523 Rental Companies (stage, tents, etc) – SUGGESTIONS: ABC Rental Centers 5204 Warrensville Ctr., Maple Hts. 216-475-8240 6514 Pearl Road, Parma Hts. 440-886-0018 A AAble Rents 1365 Chardon Road 216-738-3687 800-624-9999 Sound Companies - SUGGESTIONS Empirical Sound Phil Bucur 1234 East 26th Street 241-0668 Vertical Sound Richard Masarik 13511 Lakewood Hts. 941-0913 Miscellaneous CSU Programming Expenses Updated 3/3/2000 NOTE: Costs are subject to change. MISCELLANEOUS EXPENSES COST QUANTITY Electrician $26 Per hour Housekeeping $19 Per hour (4 hour minimum) Parking $3

$6 Per vehicle for regular events Per vehicle for special events

Piano Tuning (required for MC Aud, Waetjen Aud, or Drinko Hall)

$75 Flat rate

Police $25 (4 hour minimum) $30 (4 hour minimum)

Per hour - internal sponsor Per hour – external sponsor

Sound Technician (required for MC Aud, Waetjen Aud, or Drinko Hall)

$200 $50

Minimum Fee for 4 hours Each additional hour

Stage Manager Tuning (required for MC Aud, Waetjen Aud, or Drinko Hall)

$12 (4 hour minimum) $14 (4 hour minimum)

Per hour – internal sponsor Per hour – external sponsor

Teleconference $225 $40

Minimum Fee for 3 hours Each additional hour

Chairs (beyond 100 in UC) $1.03 Each (3 types available) Coat Racks $10 Each Flipchart $10 Each Full Length Mirrors $35 Each Public Address System – Table Top Free Each “Liberty” Sound System $105 Per Event Pipe and Drape (8 foot, blue) $20 Per Event Slide Projector (35 mm) Free Each Overhead Projector Free Each Slide Projector Free Each Screen Free Each


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Staging $20 (Free in UC Cage) (6’ x 8’ section only) Stage Skirting (black) $10 (Free in UC Cage) Per Event Table Skirting (black) $10 (Free in UC Cage) Per Table (13’) TV/VCR Free Each Delivery On Campus (with truck) $50 Round trip Tape Recorder Free (if picked up in IMS) Per meeting/event Rectangular Tables (6ft) $6.47 Beyond 30 tables in UC Round Tables (60 inches) $6.72 Beyond 15 in UC Marble Flooring $.75 12” square tiles Wooden Flooring $13.80 3’ square tiles

ADVERTISING COST QUANTITY Cauldron Ads (Deadlines: Friday noon for Monday paper)

$450 $225 $115 $60 $25 Classified or Display $12.00 Classified

Local Full Page Local Half Page Local Quarter Page Local Eighth Page Local 1/16th Page Local 1/32nd Page

Vindicator Ads

$200 $160 $100 $80 $50 $25 $250 $230

Local Full Page Local 2/3rd Page Local Half Page Local Third Page Local Quarter Page Local Eighth Page Inside Cover Full Page Back Cover Full Page

SGA Print Shop $.04 $.05 & $.06 $.05 $.95 $5.00 $6.50 $8.00 $12.00 $.30 $.05 $.50

Per copy (8 ½ x 11” white) Per copy (8 ½ x 11” color) Per copy (8 ½ x 14” white) Per transparency 17 x 22” Poster 23 x 31” Poster 33 x 44” Poster 45 x 49” Poster Banner Paper per foot Envelopes Lamination

Provided by the Department of Student Life based on costs as of 10/2002.

$

For Event Planning Assistance

Contact the Department of Student Life in University Center #102 @ 216-687-2048


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FORMS APPENDIX

This section contains sample forms needed to utilize the many services at Cleveland State University. Most of these forms are available in the Department of Student Life, UC 102 and other University departments. We suggest that you review these samples to clarify any questions you have about completing these forms. Agency Account Form .................................................................................................................................58 Amplified Sound Request .............................................................................................................................59 Consignment Sales Release ..........................................................................................................................60 Constitution (Sample) ...................................................................................................................................61 Facilities Reservation Form...........................................................................................................................65 Facilities Reservation - Change/Add Form ...................................................................................................66 Food Authorization .......................................................................................................................................67 Food Waiver Request ....................................................................................................................................68 Hazing Statutes (State of Ohio).....................................................................................................................69 Hazing Regulations Compliance ...................................................................................................................70 Journal Entry Memo......................................................................................................................................71 Performance Contract (Sample) ....................................................................................................................72 Performance Contract - City Withholding Statement & Non-Resident Independent Service Statement ......74 Petty Cash Request........................................................................................................................................75 Purchase Requisition (over $1000) ...............................................................................................................76 Reactivation Form.........................................................................................................................................77 Small Order Form (under $1000) ..................................................................................................................78 Special Event Form .......................................................................................................................................79 Student Employment Agreement (for General Fee Leaders only) ................................................................80 Student Employment Position Description (for General Fee Leaders only) .................................................81 Travel Approval and Expense Report ...........................................................................................................82 (See TRAVEL Section for additional forms)


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FACILITIES RESERVATION FORM (Include a Special Events Form for Events with Alcohol and Fundraisers)


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FACILITIES RESERVATION ADD/CHANGE FORM


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FOOD AUTHORIZATION FORM (Use this form anytime you are ordering food for your event)

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