MOUNT ALOYSIUS COLLEGE Club & Organization Handbook 01 1
Table of Contents Mount Aloysius College Mission and Philosophy Statement .................................................................... 3 Introduction ............................................................................................................................................................................ 4 Recognition as a College Club or Organization and Community Service Requirements ........ 4 Fundraising Guidelines ................................................................................................................................................... 5 Club Accounts and Expenditures ............................................................................................................................... 6 Business Office Policies................................................................................................................................................... 8 Club Trips and Events ...................................................................................................................................................... 11 Vehicle Usage Guidelines and Violation Sanctions ........................................................................................ 12 Copyright Policies……………………………………………………………………………………13 Facilities Request Procedures………………………………………………………………………...13
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Mission Statement The mission of Mount Aloysius College is to respond to individual and community needs with quality programs of education in the tradition of the Religious Sisters of Mercy. Each student is provided the opportunity to acquire knowledge and to develop values, attitudes, and competencies necessary for life-long learning within an environment that reflects a liberal arts orientation and a Catholic, Judeo-Christian heritage.
Philosophy Statement As a Catholic College founded and sponsored by the Religious Sisters of Mercy, Mount Aloysius College provides a setting in which students are encouraged to synthesize faith with learning, to develop competence with compassion, to put talents and gifts at the service of others, and to begin to assume leadership in the world community. With emphasis on values of justice, hospitality, mercy, and service, the College’s liberal arts core curriculum provides the necessary basis for leadership and the knowledge and skills in a wide range of professions. While the academic focus is paramount at Mount Aloysius, the College also considers spiritual, cultural, social and personal growth as essential elements in the development of the student.
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Introduction Mount Aloysius College is committed to providing co-curricular activities for student programs that will enhance student development, promote community involvement and provide social and recreational activities for the campus. The formation of new clubs is expected and encouraged to come from the students. In order for a club to operate on campus as part of the Mount Aloysius College clubs and organizations all clubs must be recognized by the college and the Student Government Association. The Student Activities staff is available to assist all club members, officers and advisors with questions regarding their organization. Students can register their club or organization on the Student Life tab on the portal page.
Recognition as a College Club or Organization Criteria for being recognized by Mount Aloysius College as a club or organization are as follows: •
All clubs and organizations must complete either a Registered Student Organization Yearly Registration Form (existing clubs) or a Registered Student Organization Application (new clubs) in the Student Life tab of the myMAC Portal Page.
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Clubs must be proposed, approved and accepted at an active Student Government Meeting.
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An up-to-date constitution and active membership list that must be on file electronically with the Office of Student Activities within the first weeks of the semester.
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A representative of the club or organization must attend two Student Government Meetings per calendar month.
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Clubs must fulfill a community service requirement as outlined in this document.
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Community Service All clubs must perform one community service project per semester to be eligible for college funding. One of these projects must have a 50% participation rate by the club members in at least two hours of service. In order for the college to officially recognize the community service project the club must complete and submit an approval form with the office of The Mercy Center for Community Engagement in person or electronically via the MyMAC portal page. Once the service project is completed an evaluation form must be submitted to The Mercy Center for Community Engagement.
Fundraising Guidelines All fundraising activities and events must be pre-approved by the Office of Student Affairs. Clubs and organizations planning to engage in fundraising as a part of their programs should complete a Fundraiser Approval Form on the portal page under the Student tab. The following are guidelines in planning your fundraising event. (Tax exempt status and other issues from the Internal Revenue Code can be technical, so contact Institutional Advancement or the Business Office for additional clarification. •
Clubs and organizations can normally utilize the College’s tax exempt status to make purchases. Contact the Business office for help.
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Solicitation of businesses (asking for donations, etc.) requires approval by Institutional Advancement. Generally, approval will be granted to solicit small local merchants.
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If a donor would like to deduct their donation from their taxes, most student organizations have accounts with the College. As long as the funds are processed through the Business Office with correct documentation is, the donor should be able to take a deduction. Contact Institutional Advancement with questions.
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The contributor can retain ticket stubs, receipts, programs or other materials for evidence of their donation.
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Tax deductions can be taken when the donation exceeds the value of goods or services being provided.
The activities may take place off-campus (if pre-approved) without jeopardizing the tax issues herein discussed.
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Approval and Financial Guidelines Most fundraising activities by student organizations and clubs are not large enough to worry about tax deductibility. If a club sells baked goods or hoagies, only the amount of the contribution is deductible (this will be small in most cases). Complete the Fundraiser Approval Form on the Portal Page under the Student Tab to have your activity approved, Institution Advancement if calling businesses, and the Business Office for tax exempt purchases. Fundraising activities range from charitable projects to raising funds on campus to defray costs of a limited number of special College approved projects. Fund raising activities may not be used for any contributions to a political campaign. Deposit Fundraising proceeds in the Business Office regularly. Proceeds may not be deposited in personal checking accounts and personal funds cannot be used to directly pay fundraising vendors. All money received and expended must flow through the Business Office. Deposits can be made to the club’s Unrestricted Account. Please submit all checks and cash. Do not submit one check to cover the amount of all donations received.
Club Accounts and Expenditures Once recognized by the Student Government Association, the Office of Student Activities and the Business Office create both Restricted and Unrestricted Accounts for Student Organizations. Unrestricted funds are funds gathered through fundraisers and donations to the organization. Clubs and organizations are required to deposit these monies in their Unrestricted Account. Please give the Business Office five days of advance notice in order to use these funds. These funds can be used for most purposes as long as the club members and advisor has authorized the expenditure. Unrestricted funds may not be used to purchase alcoholic beverages. The Office of Student Affairs holds a small games of chance license for organizations interested in conducting raffles or other games of chance. The Director of Student Activities approves all gaming requests. Restricted funds are funds given to a student organization by the Student Government Association. When using these funds, Clubs and organizations are required to follow the same purchasing procedures as college offices. Clubs will request to use these funds at SGA meetings by asking for a specific amount to be transferred into their accounts. Generally, a club may request up to $200 per semester. Restricted funds must be used by the last day of the Spring Semester.
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Restricted funds CANNOT be used to: Donate to charities or other nonprofit causes Purchase alcoholic beverages Discriminate against other individuals or groups on any basis. Payment for student memberships in other organizations (unless approved by the Director of Student Activities) Lobby Purchase pins or commencement regalia Restricted funds CAN be used for the following purposes: Promote the student organization through flyers, mailings, social media, and more Make copies and purchase supplies for the student organization at the College Support Center Purchase equipment (need to approved in advance by the Vice President for Student Affairs) Bring in speakers Attend meetings/conferences Purchase food Lease a college-owned vehicle**
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Business Office Policies
»»Office Supplies/Furniture/Equipment Supplies and equipment (particularly when ordering online) are to be ordered through the Purchasing Agent at the Support Center. You will need to provide all information pertaining to items requested; along with a contact name and number. The Purchasing Agent will verify the product(s) and pricing. A Purchase Requisition should be completed in collaboration with a club officer, the Advisor, and Director of Student Activities. The Purchase Requisition will be forwarded to the Business Office to be processed into a Purchase Order. The Support Center will place the order. Once the Order has been received, you will be contacted to pick up your order at the Support Center. Please see the Bookstore Manager about ordering College Logo imprinted items.
»»Advertising/Printing All requests for advertising and printing must be submitted to the Communications Department for approval. Printing includes any item, even clothing, with the College’s logo or name. All clothing items must be purchased through the bookstore. Computer-Related purchase requisitions for all computerrelated software and equipment must be submitted to Information Technology Services.
»»Items Costing $1,000 Or More Three bids must accompany a purchase requisition whenever an item’s cost is $1,000 or more. If it is impossible to obtain 3 bids, the reason should be noted on the purchase requisition.
»»Check Requests In order for the Business Office to issue a check for payment a Check Request form must be completed. Check Request forms are only used when use of the Purchase Requisition system is inappropriate.
Payment will not be made without supporting documentation.
Five working days are required for a check to be issued after the Business Office receives the form. Use of unrestricted funds requires the signatures of a Club Officer and the Club Advisor. Use of restricted funds requires the signatures of the Club Advisor, a Club Officer, and the Director of Student Activities. Checks may be mailed to the payee or picked up in the Business Office. The person requesting to pick up checks will be notified by e-mail that the check is available. Supporting documents (receipts) must be original and confirm dollar amounts. Let the Business Office know if you will need a copy.
»»Travel Advances Travel advances should be reconciled immediately after travel is completed and turned into the Business Office, along with original receipts and any excess monies not spent.
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Receipts Receipts for all purchases, including meals, must be original and itemized. The College does not reimburse for: •
Alcoholic Beverages
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Personal Phone Calls
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Any tips other than a 20% gratuity for meals
Seven Day Rule for Receipt of Invoices: When invoices are sent to a department, submit the invoice to the Business Office within seven days of receipt so that payment may be processed. If no purchase order exists, a check request with appropriate approvals should be submitted.
Recording Transactions Revenue received through organizations must be documented by the person accepting payment. Submit the revenue to the Business Office along with a Transaction Record of Cash and Revenue form. The following information must be provided on the form: date received, amount received, description of revenue, account number, form of payment (cash, check, credit card), organization accepting the payment, and the employee who accepted the payment.
Receipts Payments accepted by departments within the college must be acknowledged by a college receipt. One copy is retained by the college and one copy is given to the person making the payment. Receipts contain the following information: • Date received •
Amount received
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Description of revenue
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Form of revenue (cash, check, etc.)
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The identity of the person receiving the revenue
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The identity of the department receiving the revenue
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Reporting & Depositing Cash Received All cash received by organizations must be hand-delivered to the Business Office as quickly as possible. A TROC form, cash, and other supporting documents are to be prepared and delivered to the Business Office. Cash receipts are not to be intermingled with petty cash funds or used for making purchases normally made from petty cash. Cash receipts are not to be used for making personal cash advances to individuals or for cashing checks.
»»Safeguarding Cash Cash should not be retained in desk drawers or standard file cabinets, but should be submitted to the Business Office to be stored in the safe room. After 4:00 P.M., funds can be deposited in the night deposit located outside of the Business Office.
»»Checks Received All checks and money orders must be made payable to MOUNT ALOYSIUS COLLEGE. Checks must be endorsed immediately. The endorsement should read: FOR DEPOSIT ONLY - MOUNT ALOYSIUS COLLEGE.
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CLUB TRIPS AND EVENTS
Club Trips Club trips for service projects, workshops, and conferences must be approved by the club advisor and the Director of Student Activities prior to the event. If approved, the club must complete and submit the following forms to the Director of Student Activities and the Vice President for Student Affairs: •
Trip Information (must be submitted at least one week prior)
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Trip roster with emergency numbers (submitted to Campus Police as well)
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Signed waivers by all attending the trip. Contact Student Activities for waivers.
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Travel Expense Summary Report (if reimbursement is needed) The travel allowances are as follows:
High Cost Area (population 200,000+): o Lodging- $159 per day o Meals per day - $45 Low Cost Area (population 200,000-) o Lodging - $90 per day o Meals per day- $35 Tips for meals, hotels, taxi, etc. Up to 20% Internet access charges by hotels will be reimbursed on a limited basis when there is a documented need to attend to matters that cannot wait until the return to Campus. Mileage-per mile rate is $.40. Not reimbursable items: alcoholic beverages, personal phone calls and unrelated entertainment.
CLUB EVENTS If the club wishes to conduct an event (community service project, conference, workshop, etc.) on campus, the club must get approval with the Director of Student Activities. The club advisor must submit a Facilities Request form. Submitting this form does not guarantee the club space for their event. Because campus events are planned months in advance, it is wise to make arrangements as soon as possible. If the club wishes to utilize food services, the club advisor must submit a Request for Food Services form to Metz, Inc. This form can be found on the MyMAC Portal Page
VEHICLE USE GUIDELINES
Driver Requirements In order to use a college vehicle, students must find an advisor or graduate student who is on the driver list and must: • • •
Be 21 years of age Have a valid driver’s license. Drivers must submit their driver’s license number to the Business Office. Complete a driver record information request (sent to the Pennsylvania Department of Transportation).
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Have an accident-free driving record, without any moving violations or suspensions for at least two years.
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Have participated in a college sponsored van driver training course.
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Clubs must be in good standing and be present at 75% of the SGA meetings to be eligible for vehicle usage. Complete a vehicle request form (found on the MyMAC Portal Page). After the form has been completed with required signatures, the request should be returned to the Physical Plant Office for permission.
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Make a copy of the vehicle request form to record trip information. Return the form and keys to the Physical Plant Office.
Vehicle Usage Guidelines •
The Vehicle Occupancy Roster Form must be completed, signed by the club/organization advisor, and submitted to the Director of Student Activities. The number of people in a vehicle may not exceed the number of functional seatbelts. Occupants must wear seat belts at all times.
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The driver must inspect the vehicle before and after the trip and record any damage or cleanliness issues on the vehicle request form. If the gas tank is not full, indicate the approximate level on vehicle request form.
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Record odometer reading when departing and returning to campus.
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Return vehicles in a clean condition, with a full gas tank. Any cleaning or missing items will be charged to the organization. Promptly return the keys.
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College-owned vehicles may not transport non-college affiliated people without prior consent from the Director of Student Activities.
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Alcohol and illegal drugs are prohibited in all college-owned vehicles.
Sanctions for Violating Vehicle Usage The following are sanctions for violating the Vehicle Usage Guidelines: •
Speeding - one year loss of club and driver privileges
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DUI- two year loss of club and permanent loss of driver privileges
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Unauthorized Driver- one year loss of club and driver privileges.
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Reckless Driving -two year loss of club and two year loss of driver privileges.
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At fault accident because of reckless driving will result in a two year loss of Club privileges and permanent loss of individual privileges.
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Detouring to Location Other Than That Listed - one year loss of club and driver privileges.
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Unauthorized Duplication of Keys - one year loss of club privileges and student referral to judicial system.
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Possessing Alcohol or Illegal Drugs in Vehicle - one year loss of privileges and referral to conduct system.
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Over occupancy - one year loss of club and driver privileges.
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Falsifying a Vehicle Request Form -one year loss of club privileges and referral to conduct system.
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Other sanctions may be applied through the Student Affairs Office for violations not outlined previously.
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Children on Campus Mount Aloysius College’s Children on Campus Policy can be found on MyMAC. Invited guests with children here for campus events such as Homecoming, athletic events, theatre programs, etc. are also subject to the policy. Children on campus must be supervised by an adult at all times.
Copyright Policy The college adheres to federal copyright laws. To use music or audio-visual for events without an outside professional (DJ, Musician etc.), contact Jenn Fritz, Administrative Assistant of Student Affairs. The Office of Student Activities has a license with Swank Motion Pictures. Occasionally we will work with other vendors to get proper licensing to show a film.
Facilities Request Facilities Request – (Found in Advisor Portal) Please follow the directions below. 1. You must clear the event with your advisor on date, time location, description of event and setup.. 2. Check the Reserved Facilities Listing on the MAC Portal Home Page to see the spaces that are available. 3. Complete a Facilities Request Form found on the MyMAC portal page. 4. When you receive confirmation from Administrative Services for the date, time, and location of your event, you must submit a work request (found on the MyMAC Portal Page under the “Help” Tab). Describe the setup is needed for this event. (number of chairs/tables needed and an arrangement). 5. Verify that your event is on the calendar or in the reserved facilities listing within 24 hours of your request. Call Administrative Services at x6335 with questions. • Work Order (Found in Portal) – must be done for Event Set Up and Event Break Down • Food Service Request (Found in Portal by Advisor) – must be done if food is needed • IT – MAC Help Desk Ticket (found in portal)– must be done for microphones, audiovisual carts, sound systems etc.
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