2014 - 2015 Club and Organization Handbook

2014-2015 Club and Organization Handbook

A Publication Of Regis University Student Government Association 3333 Regis Boulevard Denver, Colorado 80221-1099 303-964-5394 303-964-5530 (fax)

Regis University Office of Student Activities Mail Stop J-12 / 3333 Regis Boulevard Denver, Colorado 80221-1099 303-458-3505 303-964-5530 (fax)

Regis University Club and Organization Handbook 2

TABLE OF CONTENTS

TOPIC Clubs and Organizations at Regis University (Listing) Frequently Asked Questions

PAGE 4 5

Clubs and Organizations: General Information Beginning a New club or Organization Registration with Student Government Benefits of Registering with RUSGA RUSGA Application and Registration Process (chart) Starting Strong: Student Organization To-Do List

7 7-8 8 9 10

Clubs and Organizations at Regis University What makes Regis distinct?

What makes a Student Leader?

Identifying Your Leadership Style Expectation Inventory Team Building: Facilitating Learning and Fostering Ownership Developing an Organizational Mission Statement Programming at Regis University: What does that mean?

Feedback: Wrapping Up the Year Constitutional Items Regarding Clubs and Organizations and Student Senate Model Constitution: About Model Constitution Guidelines for Spending Appropriation Grant Money Sweatshop Free Apparel Amendment for Clubs and Organizations Sweatshop Free Resource List Regis University Student Government Appropriations Process (chart)

12 12-13 14 15 16 16 17 18 19-21 21 22 23 24 25-26 27

Policies and Procedures for Clubs and Organizations Mission of the University • Student Life Mission Statement • Student Conduct Expectations University Guidelines for All Student Organizations Special Category Organizations Club and Organization Sanctions Alcohol Policy and Procedures • University Alcohol Policy • Alcohol at University-Sponsored On-Campus or Off-Campus Events • Inclusion of Alcohol at Events • Public Performances for Films and Video • Recognizing a Public Performance • Programming Examples • Obtaining a Public Performance License Fundraising Policy Fundraising Drive / On-Campus Solicitation Form University Image: Graphic Standard Policy Publicizing an Event, Service of Organization On-Campus?

On-Campus Speakers, Public Events, political or Religious Activities, or Outside Groups Reserving the Student Activities Van

29 29 29 30-31 31 31 32-33 32 32 32-33 33-34 33 33-34 34 34-35 36-37 38 39 40 41

Frequently Used Forms Club and Organization Annual Registration Form Club and Organization Roster Club and Organization Service Project Forms Program Planning Guide Program Evaluation RUSGA Appropriations Appeal Form

43 44 45-47 48-49 50 51-52

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Regis University’s Office of Student Activities publishes the “Club and Organization Handbook” annually. Copies of this handbook are distributed to club and organization leadership and advisors with the intent of assisting emerging and existing student groups become successful and sustainable organizations, while walking them through the process of becoming officially recognized clubs by the Office of Student Activities and RUSGA. Subsequent editions supersede the policies and procedures contained in this edition.

In addition to this handbook, the Student Activities professional staff, and the RUSGA executive cabinet, are available to assist you with any student organization issue. For questions or comments regarding this manual or the procedures herein, please contact the Office of Student Activities at: Office of Student Activities Student Center Room 200 Regis University, MS J-12 3333 Regis Boulevard Denver, CO 80221 Phone number: 303-458-3505 Fax number: 303-964-5530 http://www.regis.edu/regis.asp?sctn=lif&p1=sa CONTRIBUTORY RESOURCES In many ways, this guidebook is the consolidation of pre-existing policies and procedures from across Regis University. Several departments and individuals graciously shared useful materials which have been included in the preceding pages. The Office of Student Activities would like to acknowledge the contributions to the Club and Organization Handbook made by the following offices and individuals: • • • •

Office of Development Office of Public Affairs University Wellness Center Office of Service Learning

In addition to the many references within the Regis community, the following external resources added to the development of this handbook: • • • •

Creighton University’s Student Organization’s Guide to Success for Moderators; Gonzaga University’s Clubs and Organizations 2000-2001 Recognition Manual and Recognition Packet Canadian Association of Student Activity Advisors: Leadership Styles Canadian Association of Student Activity Advisors: Spot the Student Leader: Is it you?

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Clubs and Organizations at Regis University

Student Activities Programs Best of Colorado: freshmen and transfer student events Graduate Student Council Last Call: Senior student events.

Leadership Development Certificate Program Ramblers: a singing and performance arts group Walkers Pub

Wellness and Recreation Programs Club Sports

Lacrosse (men) Volleyball (men; women) Rugby (men) Dance team Intramural Sports

Basketball (men and women; 3 on 3; 5 on 5)

Flag Football (coed; men)

Indoor/outdoor Soccer(coed)

Ultimate Frisbee (coed)

Volleyball (coed)

Dodgeball (coed) Outdoor Adventure Program

Academic Organizations and Honor Societies Alpha Epsilon Delta: Pre-­‐‑Medicine Honor Society Alpha Sigma Nu: National Jesuit Honor Society Chemistry Club HSAC (Honors Student Advisory Council) Lambda Pi Eta: Communications Honor Society Leadership Program National Society of Collegiate Scholars Phi Alpha Delta: Pre-­‐‑Law Society Polaris: Honors department publication Pre Health Club Reflections: literary magazine Regis Association of Nursing Students (RANS) Regis Forensics Team

Social and Special Interest Organizations Active Minds Art Club Asian American Association Bicycle Club Black Student Association Chessuits -­‐‑ Chess Club CHOICES: Substance abuse/healthy lifestyles Peer Educators

College Republicans Commuter Student Association Compassion by the Book Fellowship of Christian Athletes GSA: Gender and Sexuality Alliance Insignias: Admissions Office Tour Guides OutRegis: improv comedy club Peace and Justice Organization Mi Gente: Latin American/Hispanic ResJudica: Pre-­‐‑law club RHA: Residence Hall Association Romero House: a live-­‐‑in community service experience SAAC: Student Athletes Association Students For Life: Pro-­‐‑life club Student Veterans of America Swinging In the Rain: Swing Dance Club Young Democrats

Student Media Highlander: campus newspaper KRCX: student-­‐‑staffed radio station (101.5) Ranger Yearbook Student Government Organizations Appropriations: hears funding appeals and distributes club funding Class Representatives: sponsor events for each class Community Involvement Committee (CIC): sponsors neighborhood clean-­‐‑up and community garden.

Executive Cabinet: responsible for providing strong leadership—lead by the Student Body President Healthcare Awareness Committee: hosts events to increase healthcare awareness (HAC) Judicial Board Multi-­‐‑cultural Awareness Club: plans events to celebrate cultural diversity (MAC) and supports student identity groups.

Program Activities Committee: plans weekly event, both on and off campus (PAC) Social Justice Committee Student Judicial Board: responsible for hearing and deciding cases regarding student discipline Student Senate: addresses issues facing student body— chaired by Student Body Vice President Sustainability Committee: spearheads environmental stewardship and programming for student body

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FREQUENTLY ASKED QUESTIONS

1.

2.

Who do I call to reserve meeting/event space?

Event Services (x4143, Student Center room 216) schedules the Ranger Grille, Cafeteria, and other conference rooms on campus. If you need to reserve a meeting space or a location for an event, contact Event Services.

How do I get money for my club/organization?

Once your club has attained official club status by the University, you are eligible to apply for funds through the Student Senate Appropriations Committee. Appropriations packets are available in the RUSGA Office, first floor of the Student Center. The committee will review your application, set-­‐‑up a hearing with your club, and then make a decision. (For more info on appropriations see pgs. 19)

3.

How do I spend money for my club/organization?

There are a few ways to spend your club’s/organization’s allocated budget:

a.

4.

5.

Fill out a Cash Advance form (available from Student Activities Professional Staff) and bring it to the Cashier’s office (first floor, east side, Main Hall) and they will give you cash (up to $200) to spend for your club. You must save all receipts/invoices and return them, with change, to the professional staff member who signed the advance form. b. Pay for the items on your own and get reimbursed by filling out an Expense Form (available from Student Activities Professional Staff). Again, you must save all your receipts and invoices to get reimbursed. Purchases of less than $200 will be reimbursed with cash; purchases of more than $200 will be reimbursed through a check request. NOTE: reimbursements will only be given for materials approved by the Student Senate appropriations committee or a Student Activities professional staff member. c. In certain instances a purchase may be made with a university purchasing card. Contact a Student Activities Professional Staff member for more details regarding this form of payment. d. Check Request. For purchases involving amounts greater than $200 a check request is generally used.

The processing of a check request takes a minimum of five business days.

Don’t forget that Regis University is a Tax Exempt institution, so students need to present a copy of the Tax Exempt Certificate when purchasing items in the state of Colorado. Copies of the Tax Exempt Certificate are available from the Assistant Director of Student Activities. The University will reimburse up to $3.00 of tax on any purchase/purchases. The best rule of thumb is to obtain a copy of the certificate prior to purchasing any items for an event or for your club/organization. The tax exempt number may not be used for personal purchases.

Can our club fundraise? Who do we need to talk to? (For more info on fundraising see pgs. 29-­‐‑31) Yes, fundraising is an option for clubs to raise money. Any club or organization wanting to do a fundraising project must complete a “Fundraising Action Plan” form and submit it to the Development Office (Main Hall, x3535) for approval. Forms are available in the Student Activities Office.

What are some ways to publicize an event? (For more information on publicizing see pgs. 33) There are many resources available through Student Activities for publicizing an event. Remember that anything you post in campus buildings must first be approved and posted by the Student Activities Office. If your organization wishes to post in the Residence Halls, posting must be dropped off in Residence Life, room 216 of the Student Center. Here are some highly effective publicity alternatives:

a. Post flyers in buildings around campus b. Post your event on the electronic marquee outside of the Student Center c. Have your event advertised in the Student Activities slideshow on the big screen in the Dining Hall. d. InSite posting

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e. f. g.

Sidewalk Chalk (for more information on sidewalk chalk please consult the posting policy.)

Make large posters using Butcher paper to post in the Student Center lobby or on A-­‐‑frames around high-­‐‑ traffic spots on campus E-­‐‑mail a brief description and details of your event to the Director of Student Activities, for inclusion in the weekly events e=mail.

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Section One Clubs and Organizations: General Information

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Beginning a New Club or Organization

This guide has been designed to assist you establish your new club or organization at Regis University. In order to be recognized by the University, a club or organization must meet the following criteria:  Membership must be open to all students with regard to race, color, national or ethnic origin, handicap, sex or religion. Open membership is mandatory if the organization wishes to apply for financial support from the Regis University Student Government Association’s (RUSGA) Executive Cabinet through the Appropriations Committee. Restricted membership may be granted if the organization provides adequate justification for this special status, i.e. academic honor societies.  A current Regis University faculty or staff member must agree to advise the club or organization.  Officers, as defined by the organization’s constitution, must be in good standing with the University (not on academic or disciplinary probation). If an officer’s actions or grades merit University probation, he or she will be removed from office.  Groups applying for registration must meet a need not presently met by any other organization or department on campus.  The organization must live out the University mission and be consistent with the values of Catholic and Jesuit traditions in both purpose and practice.  A Registered group must contribute to the overall educational mission of the University. It must demonstrate that its activities will contribute to the advancement of social, moral, cultural, intellectual, physical, or spiritual development of its individual members and the University community.  The views reflected and opinions expressed by student organization members or during their events are not necessarily endorsed by Regis University. Student organizations must assume full responsibility for their members and the events they sponsor. Regis University assumes no responsibility for student organizations.

Registration with Student Government

Procedures for registering a new student club

1. Individuals seeking to register a new student club must meet with the Assistant Director of Student Activities, Leadership, and the Student Body Vice President) to discuss the nature and goals of the club.

2. The club must submit a completed roster of at least 6 members, a community service project plan form, a Student Club Registration Form, a constitution, a tentative annual budget, and a tentative calendar of events.

3. The Organizational Review Committee will review the organizational materials and determine whether or not to award official recognition status.

Criteria for registration of student clubs

1. The activities and goals of prospective clubs must conform to federal, state and local laws as well as University policies and regulations as set forth in the current edition of the Student Handbook 2. The activities and goals of the proposed club must not advocate physical harm, attack maliciously, or compromise the personal rights of any individual.

3. The purpose for the organization consistent with the mission of the University and its Catholic, Jesuit identity; 4. Promotion of membership to all students consistent with University policies on non-­‐‑discrimination; 5. Adherence to the University’s values of open discourse and inquiry; 6. Compliance with University fiscal rules and procedures as designated by the University Controller and Office of Student Activities, and management of all funds through the University; 7. Disclosure of any affiliations or relationships with organizations outside of the University.

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Requirements of registered student clubs 1. Registered student clubs must annually confirm their registration with the Assistant Director of Student

Activities, Leadership. Registration requirements include: officers names, addresses, and telephone numbers.

The re-­‐‑registration period is the first four weeks of each semester. Forms may be picked up in the Student

Activities office.

2. All officers are required to maintain a minimum 2.00 grade point average and be free from disciplinary probation.

3. Registered student clubs must have an advisor who is a full-­‐‑time member of the faculty or staff of Regis

University.

4. All members of a registered student club must be registered students at Regis University. Alumni, faculty and

staff may be honorary members but may not hold office in any student club.

5. Registered student clubs that receive any funds from the University must (a) keep records of revenues and

expenses which must be made available to and the Office of Student Activities upon request; (b) must maintain a

positive balance in their club accounts; and (c) are prohibited from establishing off-­‐‑campus checking or saving

accounts and (d) complete one community service project per semester.

6. All registered student clubs, as well as the individual members, are subject to the provisions of the Student Code

of Conduct.

7. As registration of a student club in no way implies University endorsements of the position or point of view

espoused privately or publicly by members of the student organization or as a body, the student organization

agrees not to represent itself in any way that does not make that point clear (i.e. use of the University name in

identification or publicity).

8. Student clubs are prohibited from using or soliciting departmental funds from offices or departments for club

operations. Student clubs may obtain funds through the Student Senate Appropriations committee.

Loss of University registration 1. A registered club that fails to confirm its active status with the Office of Student Activities within the first four weeks of an academic year will lose its status as an active registered student club and will have to resubmit a registration application to the Organizational Review Committee.

2. Registration may be withdrawn by the Judicial Board for violation of University Policy. Disciplinary procedures and appeals are described in the Student Conduct Code found in the Student Handbook

Benefits of Registering with the RUSGA

Subject to the University and Student Government policies and regulations, registered student organizations are eligible to: • Schedule events and activities in University facilities through Event Services; • Petition for RUSGA funding through the Student Senate Appropriations Committee; • Use campus posting and advertisement space; • Participate in leadership training activities; • Vote on Student Senate issues; • Have a personal liaison from the Student Executive Cabinet to ensure support.

• Access to RUSGA, Student Activities, and Dean’s Van, contingent upon schedule and approved driver.

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RUSGA Application and Registration Process Step 1 Pick Up an Organization Registration Packet at Student Activities Office

Step 2 Plan Organizational Meeting

Step 3 Hold Organizational Meeting

Step 4 Submit Completed Application to Student Activities; Transferred to Student Body Vice President

Step 5 Club Obtains Recognition Status

Packet Includes: • Application Flow Chart • Appropriations Committee Materials • Registration Guidelines • Current Organization Resource List

Meeting Tasks: • Set Date and Time • Reserve Meeting Space (*4143) • Publicize; Get Postings Approved • Set Agenda

Agenda Topics: • Develop Participant Roster • Pick an Advisor • Complete Organization Application • Clarify Mission, Goals, and Strategy

Actions of V.P.: • Reviews application with the Assistant Director of Student Activities, Leadership.

• Referred to Organizational Review

Organizational Review Committee.: • Review registration materials • Issue Letter of Acceptance • Inform Vice President of Club Status

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Starting Strong: Student Organization To-­‐‑Do List

Over the Summer: 1. Prepare ideas for your booth at the upcoming Club Fair.

Note—the Student Body Vice President has funds available to assist your organization with its Club Fair efforts

2. Brainstorm for different aspects of school year: • Member recruitment; • Team building; • Leadership development; • Events; • Service projects; • Fundraising; • Recognize those who support the organization.

3. Plan to assist with New Student Orientation-­‐‑the weekend prior to the start of the Fall Semester – and participate in the Orientation Information Fair.

Returning to Regis—IMMEDIATE and IMPORTANT Visit Student Activities in order to: 1. Complete Annual Registration form, if not completed in the spring.

2. Confirm Club Fair date and time.

3. Check organization mailbox.

4. Obtain information regarding Student Senate Appropriations funding.

5. Learn of leadership and organization workshops.

First Weeks of School 1.

2.

3.

4.

5.

6.

Meet with group officers.

Meet with group advisor to discuss upcoming year.

Schedule and reserve space for group’s first meeting.

Prepare and submit a group roster.

Plan recruitment efforts.

Begin planning and scheduling your full year of programs.

7. Develop a budget and funding proposal for Student Senate Appropriations.

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Section Two Clubs and Organizations at Regis University Defining characteristics of Student Groups at Regis What Makes Regis Distinct?

What Makes a Student Leader?

Identify Your Leadership Style Expectation Inventory Team Building: Facilitating Learning and Fostering Ownership Expressing Your Organization’s Vision Programming at Regis University: What Does That Mean?

Feedback: Wrapping up the Year Constitutional Items Regarding Clubs and Organizations and Student Senate Model Constitution Guidelines for Spending Appropriation Grant Monies Appropriations Process

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Regis University is unique among higher education institutions. Our rich Catholic, Jesuit heritage identifies Regis University as a distinct, comprehensive learning environment. Therefore, Regis recognizes that learning occurs in a variety of forums. As a result, the University offers numerous opportunities through which students are challenged to engage their whole person, cura personalis. As extensions of cura personalis, the activities and expectations of campus clubs and organizations facilitate greater student development. In order to better understand how clubs and organizations operate at Regis University, the Office of Student Activities presents the following information. Please contact Student Activities for further clarification of these points.

What makes Regis distinct?

As previously mentioned, Regis University stands apart from the majority of colleges and universities. Some distinguishing features include:

• Jesuit, Catholic identity;

• University mission: “How ought we to live”; • Academic integrity; • Commitment to service and social justice; • Sponsorship of faith-­‐‑based programming; • Academic community size; • Location.

The institutional mission and identity guide, and in some cases restrict, the kinds of speakers, activities and events that student organizations can sponsor. The size of the university is an important programming consideration in terms of the audience, facilities, and fiscal resources available to student clubs and organizations. However, these factors can be mitigated by student organizations through the exercise of appropriate planning, creativity, innovation and collaboration.

In particular, collaborating with other student organizations and university departments allows a club to tap into a richer collection of human and fiscal resources.

What Makes a Student Leader?

Amid a demanding class schedule, late nights at the library and long hours in the computer lab, many college students find that time passes quickly. The addition of a part-­‐‑time job or a commitment to a sport team requires the majority of the week’s remaining hours. With such a demanding schedule, involvement with a campus club or organization might seem an attractive, but impossible option; however, many students find that participation within a campus group actually improves their management of, and concentration on, other obligations.

With greater participation within an organization, some members may find that their interests expand from supporting a club’s activities into a desire to shape its organizational direction. These students have developed an understanding of an organization’s guiding principles and mission, and are willing to combine that knowledge with a plan for the organization’s future, an ability to communicate this vision and a willingness to work with other like minded individuals to make it happen; a Student Leader is born. In order to transition into an effective leadership role, a successful student leader must be willing to make the following commitments:

• Be fully committed to work; • Be visible and available to fellow students; • Be comfortable and confident engaging diverse people; • Be able to listen to group and individual concerns; • Be energized by group goals; • Seek experiences that will positively challenge participants; • Delegates responsibilities and includes all when developing final decisions; • Confronts obstacles as they appear; • Work persistently; • Fosters quality relationships characterized by appropriate boundaries, open communication, encouragement and;

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• Support peer programs.

Examining the desired attributes of leadership, you may identify some qualities that you model very well and others that can be strengthened. Do not be discouraged! Rather, recognize that the development of leadership strategies and the demonstration of leadership traits is a continual process. Often, the corresponding actions of effective leadership originate from an intense thought process. More specifically, Student Leaders consider and address several questions:

• Why should I assume a leadership position?

• Why not let someone else do it?

• What are the responsibilities of leadership positions?

• What is my personal leadership style?

• How does the group communicate?

• How do I communicate with the group?

• What are strategies to foster club project ownership amongst the members?

• How can the club’s structure provide learning opportunities for other members?

• What does the organization consider a success?

• What would serve as indicators of success?

• With what expectations do I approach the organization?

• What expectations should others have for me?

To support student leader development, the following pages contain exercises which clarify personal leadership styles and leadership expectations.

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Identifying Your Leadership Style

While each individual has a leadership style with which they are most comfortable, an effective leader recognizes that different situations require different leadership styles. In order to complete the variety of tasks before an organization, student leaders cognizant not only of leadership approaches, but also of appropriate style application can better serve their organization.

Characteristics When Effective When Ineffective AUTOCRATIC Style Tells others what to do; Time is limited; Developing a strong sense

of team is the goal; Limits discussion on ideas Individuals/Group lack skill and new ways of doing and knowledge; Members have some degree things;

of skill or knowledge;

Group does not know one

Group does not experience another Group desires spontaneity the feeling of teamwork. in their work;

DEMOCRATIC Style Involves group members in Time is available; Group is unmotivated; planning and carrying out

activities; Group is motivated/sense of Members have no skill or

team exists; knowledge; Asks before tells;

Some degree of skill or High degree of conflict Promotes the sense of knowledge available in present. teamwork. group.

LAISSEZ-­‐‑FAIRE Style Gives little or no direction to High degree of skill and Low sense of group; motivation; team/interdependence;

Opinion is offered only Sense of team exists; Members have low degree when requested;

of skill/knowledge;

Routine is familiar to

A person does not seem to participants; Group expects to be told be in charge; what to do.

Considering the above classifications, what style of leadership best describes your approach?

What are some strategies that will enable you to integrate other leadership styles into your interactions? Several campus resources (Career Services for example) can help you identify and implement strategies through exercises such as the Myers-­‐‑Briggs Type Indicator.

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Expectation Inventory This experience should help Students to: Appreciate different perspectives Be sensitive toward others who are different from them Have a better understanding of different cultures Identify others’ values Understand personal values Establish personal, social, academic and professional balance Develop and respect a healthy lifestyle Realize they are part of a larger community Understand issues affecting society Educate others on issues that affect society Reflect on meaningfulness of their experiences Develop a greater understanding of God’s purpose in their lives Additional Skills and values sought from experience Build self-­‐‑confidence in my abilities Relate more skillfully to others in a work-­‐‑type situation Identify organizational and personal strengths and weakness Enhance active listening skills Improve public speaking More articulate written communications Contribute more effectively as part of a group Facilitate productive meetings Form a team and accomplish a goal Lead a group Influence others in a fashion that will better equip them to lead Prepare and give honest, constructive feedback to others Receive honest, constructive feedback from others Appropriate task delegation to others Motivate other people Negotiate for a desired outcome Resolve conflicts diplomatically Improve decision-­‐‑making Build consensus within a group Take calculated risks Problem-­‐‑solve creatively Practically apply knowledge and information to problem-­‐‑solving Establish priorities Organize tasks Plan activities and events Create event promotion and marketing Manage multiple tasks Set long-­‐‑term goals Manage stress Manage time

Yes

No

Maybe

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Team Building: Facilitating Learning and Fostering Ownership

Successful student organizations function as a team. United by a common vision, individual group members are cognizant of and contribute towards the group goal. In addition to accomplishing the identified goals, whether executing a well-­‐‑received program or creating a member recruitment campaign, the openness of the team approach allows newer members of the group to participate in the planning, implementation and evaluation of club efforts. Furthermore, the practice fosters, within individual club members, a sense of ownership for the organization. Specifically, increased input possibilities enable club members to feel that their organization values their suggestions and encourage club members to extend their best efforts towards club activities.

Structuring a group so that the team approach is the norm requires a conscious effort by organization leaders. To assist the formation of clubs which facilitate leaning and foster ownership amongst group members, the Office of Student Activities presents the following elements exhibited by empowering student groups.

Common Vision: Student groups develop to champion a particular interest or activity. A clearly defined and understandable vision allows similarly interested individuals a forum through which they can explore the interest in greater detail. Each member of an empowering student group can describe the common vision of their group.

Communication: An effective communication system enables the dissemination of the organization’s collective goal.

Furthermore amongst the diversity offered by individual club members, communication, the ability and the channels to articulate the common connection that links the group, is essential. To facilitate the formation of a cohesive team, effective group leaders structure group meetings and conversations to allow members the opportunity to contribute their views.

Respect & Trust: Inclusive communication can thrive only in a respectful and trusting environment. Furthermore, respect and trust allow group members to explore atypical, innovative possibilities in a safe and supportive peer setting.

Celebrates Success: Drawn together through a common vision, empowering student groups celebrate both collective and individual triumphs. A group’s ability to recognize achievements directly and positively impact group member’ through the incorporation of successful strategies, as well as through the expansion of activity ownership.

Developing an Organizational Mission Statement As previously discussed, empowering student groups have a clear and an understandable vision. The format to communicate organizational vision is the Mission Statement. Providing both definition and direction, mission statements communicate the purpose of the organization and the values and ethical principles by which the organization operates.

As representatives of the organization, members aspire to live consistently with the mission statement.

Developing and integrating a clear and empowering mission statement requires time and commitment. To create an organizational mission statement or to review and existing organizational statement, you can refer to the Regis University and Student Life statements and consult the following list of characteristics. An empowering mission statement: • focuses on contribution and worthwhile purposes • should be created by organizational members and executive officers • contains both vision and principle-­‐‑based values • addresses the needs of all participants • includes fulfillment of physical, social, mental and spiritual dimensions • is written to inspire you – not to impress anyone else

•

is based on timeless principles

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Programming at Regis University: What Does That Mean?

Informed by our commitment to cura personalis, clubs and organizations are one component to a complete collegiate experience. Engaging members in a variety of challenging activities, clubs and organizations fulfill a vital need within the Regis University community. Though separated from the classroom lecture or University library, the work of clubs and organizations are educational extensions, opportunities that facilitate active learning. Addressing a variety of interests, from athletic to pre-­‐‑professional to social justice, clubs and organizations educate members while, simultaneously, expanding members’ awareness to previously unknown areas.

Well-­‐‑structured clubs and organizations serve as springboards for student development. Energized not only with a greater understanding or by skill improvement but also by interacting with a group of similarly interested peers, clubs and group members are driven to greater interaction. Involved in new and interesting areas, club members develop new skills while enjoying themselves.

Understanding the tremendous positive effects that result from clubs and organizations, the vital role of the student leaders for these groups becomes apparent. Student leaders enliven programs with vision, organization and energy. The examples set forth by student leaders are contagious. To assist club and organization leaders in their pursuit of achieving effective and intentional activities at Regis University, the Office of Student Activities presents the following habits as solid foundation points.

Professionalism Club and organization members, particularly group leaders, occupy uniquely visible positions within the Regis community. As University representatives, these individuals must recognize that they are seen as examples for their peers; student leaders continually role model for fellow students. In this regard, student leaders are encouraged to set high behavior standards for themselves, and, in turn, for the Regis community.

Quality programming is another measure of a professional approach. More exactly, the student leader positions call event programmers to excellence. Strong programs result from a comprehensive action plan, as outlined within the Program Planning Guide. High quality publicity further enhances programs. Several resources are available to groups seeking to advertise an event either to the University community or to off-­‐‑campus audiences.

Stewardship An understanding of fiscal responsibility and an awareness of talent are two stewardship areas vital to the effective student leader. Budgetary authority is a component of entering a leadership position of an organization. Funds made available to student clubs and organizations are generated from student fees. Therefore, budgetary authority enables and requires the student leader to act on behalf of his or her peers. Equally as important as fiscal responsibility, an awareness of talents is critical for a student leader to succeed. Assembling a group with a collection of diverse talents benefits a student leader. Recognizing and responding to a dispersal of talents, student leaders structure duties in order to engage, teach and empower group members.

Safety The pursuit of professionalism and stewardship culminate in safety. An intentional student leader consistently acts with safety in mind. Proactively identifying possible complications, the student leader seeks to control risk exposure by creating a positive event environment. The Programming Activities Committee, PAC, is an example of a student group that considers participant safety on a regular basis. As an example from off-­‐‑campus events, PAC provides transportation to and from the activity. The most valuable assets of Regis University are its students. Structure your event to ensure the safety of your friends and peers.

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Feedback: Wrapping Up the Year

During the school year, clubs and organizations do a tremendous amount of work not only hosting events across the Regis community, but also, creating new and refining existing procedures and strategies. Often, the development occurs at such a pace that new practices are simply adopted rather than recorded. As a result, club members possess significant experiential knowledge, yet the organization has limited records of what worked and why. Without a year-­‐‑end evaluation, much of the year’s knowledge can be lost as new officers assume leadership positions and former participants either graduate or pursue other interests. To foster organizational continuance and institutional memory, the following topics address some essential wrap-­‐‑up items.

Task Checklist • • • • •

Club elections have taken place with new officers in place.

New officers have received club records from current and any past years.

Incoming club officers have exchanged contact information.

Club advisor has agreed to continue his or her role for the next year.

Club participants have been thanked for their service and effort.

Vision: As communicated through mission statements, clubs and organizations identify guiding principles, which shape activities. In the past year, how have the organization’s anchor points been communicated and demonstrated so that new organization members have become more familiar with the club vision?

Program: During the past year, did the organization develop a new program? What types of club events were successful?

How were successful events hosted?

Budget: For the past year, did the organization have sufficient funding? Did the organization appeal to the Appropriations Committee for funds? Did the club have a budget and, if so, did the budget projection match actual expenditures?

Reflection: What was a challenge to the organization during the past year and how did the group respond? What was one aspect of the last year which was most enjoyable?

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Constitutional Items Regarding Clubs and Organizations and Student Senate ARTICLE III

Section I: Student Senate There shall be a Student Senate, which shall facilitate student activities at Regis University within the limits placed upon it by this Constitution. It shall further act as a liaison to any faculty and administrative bodies of Regis and other organized bodies whose actions have a bearing upon members of Senate.

Section II: Duties and Powers

The Student Senate shall have to empower to initiate and enact any and all legislation necessary and proper under this Constitution; to address issues related to the Regis Community; to delegate its authority as it deems fit; to approve the appointments of all members of Executive Cabinet, Appropriations, Judicial Board, and Class Representatives; to affiliate Regis Student Government with any inter-­‐‑collegiate or intra-­‐‑collegiate organizations; to call for special elections; to oversee and manage their affairs as they deem necessary and proper; and to have the final vote on impeachment of an officer in Executive Cabinet, Judicial Board, Appropriations, and Class Senators once the said club or organization has itself voted to begin the process as provided by this Constitution. It is the Senators'ʹ duty to ensure their respective club/organization shall complete the following: One community service event each semester, and one social event for the Regis University campus. If these do not occur each semester, the club/organization will not pass Organization Review.

Section III: Senate Membership Senators shall be elected by plurality vote of members voting for that club or organization in an internal election. Voting membership in the Student Senate shall consist exclusively of:

1. Elected Class Senators of each of the four respective undergraduate class distinctions.

2. All Executive Cabinet Members.

3. One Senator from each club and organization deemed in good standing by the Organization Review Committee.

4. One senator from Residence Life, University Ministry, and Student Activities.

The Vice President shall chair all meetings of the Student Senate.

Section IV: Senate Meetings

The first Monday of every month shall be declared a formal Caucus meeting where legislation shall be formed within each sub-­‐‑committee. The third Monday of every month shall be declared a formal Senate meeting where legislation will be given a first reading, time for discussion,'ʹ a second reading, and a vote. Each Senator has only one vote when voting is called for. At least one Judicial Board member must be present at each Caucus session for the purpose of constitutional interpretation, clarification of parliamentary procedure, and to act as a general dispute resolution resource. During the formal Student Senate meetings, the Chief Justice and at least one Judicial Board member must be present to fulfill the obligations stated above.

Section IV-­‐‑A: Provisional Subcommittees Caucus sessions of Student Senate will consist of club presentations and/or meetings of the subcommittees.

Subcommittees will or will not be formed based on majority vote of the Student Senate for that school year.

Section V: Senator Duties, Powers, and Obligations

1. Senators shall be responsible to their constituents and shall seek the advisement on a regular basis of their club or organization on Student Senate matters and legislation. Senators shall also report to the Senate the proceedings and events of their respective constituency.

2. Senators and their respective club/organization must complete one community service project per semester to pass

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Organization Review.

3. Senators and their respective club/organization must complete one social event for the Regis Community per semester to pass Organization Review.

4. Senators and their respective club/organization must complete one presentation per year on their club activities to pass Organization Review.

5. Senators who propose legislation within their committee will be required to sign their name and organization'ʹs name to the piece of legislation.

6. Legislation shall be prepared during Caucus sessions and discussed and voted on during regular Student Senate sessions.

7. Senators must attend all of their club/organization'ʹs meetings as stipulated by their respective clubs/organizations.

8. Senators may appoint one and only one Associate Senator to attend as many of their Caucus or Student Senate meetings as deemed necessary by the club/organization.

9. The Regis Association of Nursing Students does not fall under the aforementioned. The nursing association may appoint three Associate Senators who will attend the Caucus and Student Senate meetings on a rotating schedule, which will be submitted each semester.

10. Clubs and organizations also have the right to appoint a representative who is already a voting Senator of another organization. If an organization chooses this option, they relinquish their voting rights, but maintain representation rights with the appointed Senator.

Section VI: Absenteeism An excused absence occurs when neither the Senator nor Associate Senator attends Senate or Caucus meetings, but a representative from the organization is present.

An unexcused absence occurs when there is no representation from a club or organization to the Student Senate or Caucus meetings. Unexcused absences may be appealed to the Organization Review Committee.

A Senator shall be allowed one unexcused and two excused absences during the year. A Senator with more than the above stated three absences will automatically be removed from the Senate.

Whenever a vacancy in the Senate occurs, the Vice President shall inform that club or organization immediately in writing. The appropriate club or organization shall have the power to fill the vacancy in the manner described in their respective organization constitution. The vacancy must be filled by the next Senate meeting; however, the club or organization may not fill the vacancy with a Senator that has been removed/impeached from the Senate during that current semester.

Section VII: Restoring Voting Rights

1. The club/organization under suspension must send their Senator to two consecutive Student Senate meetings, including the Caucus that falls between.

2. The club must become in good standing with the Student Senate by working towards their community service and social event requirement. The Vice President will review this before they may petition for voting rights.

3. At the time when the Vice President sees that the club is working toward its good standing, it will then be allowed to petition the Student Senate for their voting rights.

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4. The club under suspension, after completing the above process, by a simple majority vote of the Student Senate will thereby be granted voting rights and be removed from suspension.

Model Constitution

This model constitution outlines the requirements for a student organization and gives sample wording for all of the required and optional sections of a constitution. Following this model will aid in the approval process, by the Organizational Review Committee (ORC). An electronic copy of this document is available from Student Activities.

The following is a key to required and optional sections of a Student Organization Constitution:

 Articles which are starred (*) and not in italics are required. The wording of these articles is optional, although the wording which appears is suggested.  Articles/Sections/Phrases which appear in italics are optional. If you choose to use an optional section, the wording which appears is suggested.  Sections/Phrases which appear in bold are comments.  Insert your organization'ʹs name where appropriate.  You may add any additional articles that you feel are necessary for your organization'ʹs constitution.

* = required bold = comments italics = optional

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Model Constitution The (insert name here) Constitution

* Article I – NAME

The name of this organization shall be the (insert name), here after referred to as the Organization.

* Article II – PURPOSE

The purpose of this organization shall be:(state or list the purpose of your organization).

* Article III – MEMBERSHIP

* Section 1. Regular membership in this organization shall be open to any full-­‐‑time Regis University student.

(Can be further qualified: Who subscribes to the ideals of the organization. Who pays his/her dues).

* Section 2. Associate membership in this organization shall be open to any part-­‐‑ time student, graduate student, professional student, faculty member, staff member, or administrator at Regis University. (Can be further qualified -­‐‑ See Section 1 above).

Section 3. (Address the method of membership revocation).

* Article IV – OFFICERS

* Section 1. Officers of the organization shall be as follows: • • • • •

President Vice President (the following titles may vary) Secretary Treasurer (Any other officers you wish.)

* Section 2. Elections of Officers: Officers of the organization shall be elected (specify a time, we recommend during the month of April) by a (majority vote or a quorum of the organization) -­‐‑ as defined in Article V, Section 2.

* Section 3. Officers shall take office (specify when, we recommend during April so that the outgoing officers

can transfer leadership effectively) and shall serve for a period of (specify period, generally one year).

BYLAWS (Optional)

Constitutions may also include a "ʺProvision for By-­‐‑Laws"ʺ article or a clause pertaining to the establishment of by-­‐‑laws.

The following items might be included:

1. Standing committees of the organization.

2. Ad-­‐‑hoc committee of the organization which are established for a single purpose, one-­‐‑year commitment. Such committees will be eliminated from the by-­‐‑laws once abolished or defunct.

3. Policies pertaining to the time and location of organizational meetings.

4. Structures/purpose of the committee.

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Guidelines for Spending Appropriation Grant Money

Student Government funds are available to most registered student clubs and organizations. The Student Senate Appropriations Committee determines single grant awards up to $1999. Allocation requests in excess of that amount require a vote of the full Senate. Receiving monies through the Student Senate appropriations process, clubs and organizations agree to use the received funds under the following guidelines:

1. Grants of Student Government money are approved and distributed on a semester basis to registered Regis University clubs and organizations. As a result, approved funds must be spent during the academic semester within which they are issued.

2. Grant funds will be approved for use in three areas: • Programs or events.

• Professional or student conferences • Organizational operations.

3. Organizations that will be using grant money to purchase event supplies MUST obtain a copy of the UNIVERSITY TAX-­‐‑EXEMPT NUMBER prior to making purchases.

4. Appropriations appeals will not be approved for FOOD, CLOTHING, and TRAVEL expenses to clubs and organizations. An exception to the food prohibition is for food provided to the audience/participants at a program.

The following page outlines the process of applying for Student Senate Appropriation Committee funding in greater detail. Please contact the Student Body Vice President or the Office of Student Activities if you have further questions.

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Regis University Student Government Appropriations Process

Step 1 Attain Club Status

Attaining Club Status • Complete Organization Recognition Packet • Develop Constitution • Recognized letter by Student body Vice President and Student Activities

Step 2 Obtain Appropriations Application

Step 3 Submit Completed Application to Director of Finance for Review

Step 4 Appeal Appearance Set Before Appropriations Committee

Step 5 Appropriations Committee Hears Organization Representative

Appeal Denial

Appeal Approved

Grounds for Denial: • No Money Available • Inconsistency with University Mission • Duplicates Existing Organization’s Efforts • Double Dipping

Actions of Finance Director: • Application Approval • Returned with Recommended Revisions

Actions of Finance Director: • Consult with Organization Representative on Date for appeal • Add appeal to Hearing Docket

Responsibilities of Organization Representative: • Confer with Advisor • Prepare and Deliver 10 minute Presentation about the club and the proposed budget

Using Program Funds: • Complete Programming Planning Guide • Return Completed Form for Approval • Decide on Purchase Option (Check Request, P-­‐‑Card, Cash Advance) • Obtain Tax-­‐‑Exempt Identification Number • Make Purchase; Save Receipts • Copy Receipts • Submit Receipts to Finance Director • Track Purchases and Balance in Budget

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Section Three Policies and Procedures for Clubs and Organizations University Mission and Policies Statements of Regis University and of Student Life Missions Student Conduct Expectations Guidelines for all Student Organizations Policy for Student Groups

General Policies and Procedures University Image: Graphic Standard Policy

Event Guidelines General Statements on Student Organizations University-­‐‑Sponsored Organizations Special Category Organizations Religious Organizations Honor Societies Procedures for Reviewing Potential Misconduct by Student Groups Club and Organization Sanctions On-­‐‑Campus Speakers, Public Events, Political or Religious Activities, or Outside Groups General Guidelines for Alcohol University Policy Alcohol Policies/Procedures for Selected Event Publicizing an Event, Service, Organization or Advertisement on the Regis University Lowell Campus Public Performances for Films and Video Student Group Fundraising Policy Fundraising Action Plan Form University Authorized Driver Application Reserving the Student Activities Van Guidelines for Student activities Van Use Club and Organization Registration Form

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Mission of the University

Regis University educates men and women of all ages to take leadership roles and to make a positive impact in a changing society. Standing within the Catholic and United States traditions, we are inspired by the particular Jesuit vision of Ignatius Loyola. This vision challenges us to attain the inner freedom to make intelligent choices.

We seek to provide value-­‐‑centered undergraduate and graduate education as well as to strengthen the commitment to community service. We nurture the life of the mind and the pursuit of truth within an environment conducive to effective teaching, learning and personal development for students, faculty and staff. Consistent with Judeo-­‐‑Christian principles, we apply knowledge to human needs and to preserve the best of human heritage. We encourage the continual search for truth, values, and a just experience. Throughout this process, we examine and attempt to answer the fundamental question:

“How ought we to live?”

As a consequence of Ignatius Loyola’s vision, particularly as reflected in his Spiritual Exercises, we encourage all members of the Regis community to learn proficiently, think logically and critically, identify and choose personal standards of values and be socially responsible. We further encourage the development of skills and leadership abilities necessary for distinguished professional work and contributions to the improvement and transformation of society.

Student Life In keeping with the Mission of the University, its educational goals and assumptions, the Division of Student Life strives to support the growth and development of Regis students…

• Through the Jesuit tradition of cura personalis, the care and concern for the individual human person, • Through an effort to integrate development of the whole person – spiritually, personally, socially, physically, intellectually and vocationally, • Through programs that develop leadership skills and encourage students to assume positions of significant responsibility, • Through promotion of an academic atmosphere in all student activities and services, • Through encouragement of students to exercise their freedom and judgment while respecting the rights and needs of the campus community, • Through activities that promote service to others on and off campus, • Through activities and services that maximize the opportunities for students to understand themselves and to grow and to develop to their fullest potential.

Student Conduct Expectations Within the traditions of its mission and Catholic, Jesuit heritage, Regis University expects its students to develop a high standard of behavior and personal values. Among these expectations are included: 1. Respect for the rights and human dignity of others, especially in the conduct of relationships; 2. Respect for the rights and needs of the Regis community to develop and maintain an atmosphere conducive to academic study and personal development; 3. Respect for the University’s academic traditions of honesty, freedom of expression and open inquiry; 4. Tolerance and respect for the different backgrounds, religious traditions, personalities and beliefs of the students, faculty, and staff who make up the Regis community; 5. A willingness to assist others in need of support, guidance and friendship; 6. Respect for Federal, State and local laws and ordinances; 7. Respect for authorities, policies, procedure and regulations established by the University for the orderly administration of University activities and the welfare of the members of the University community.

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University Guidelines for All Student Organizations

Regis University encourages the formation and continuation of student-­‐‑run organizations in order to advance our mission of developing men and women in the service of others. These students develop skills in leadership and service, offer diverse activities for the University community, and provide opportunities for personal and professional development.

As a result, the University sponsors a number of student organizations and permits others to register with the Office of Student Activities in order to enjoy the benefits of University facilities and privileges. Any student organization wishing to receive these benefits must be a sponsored or registered group; however, the University reserves the right to deny registration to any group whose purpose is judged to be incompatible with the University mission and/or its Catholic, Jesuit identity.

General Statements on Student Organizations: Club registration at Regis does not in any way imply specific endorsement or support for the activities of a student organization or its members, nor does the University monitor the activities of these groups at all times. Registered organizations should not claim such endorsement. University-­‐‑sponsored organizations are permitted to use the University name and logo, in compliance with the University’s Graphic Standards policy, on a continuing basis, and to note the endorsement of Regis for its activities, subject to review of the appropriate sponsoring departments.

The University reserves the right to deny club sponsorship or registration to any prospective student group that is unable or unwilling to observe organizational guidelines and requirements. Further, the University may restrict the activities of a current group, modify its constitution, or rescind the sponsorship or registration of any student organization that fails to observe them.

Responsibility for such actions rests with the supervising department for the sponsored organizations, subject to the review of the appropriate Dean or Vice President. Responsibility for decisions affecting registered student organizations rests with the Dean of Students and Student Life, following review and recommendation by the Student Life Committee, Student Senate, or Student Judicial Board, as appropriate.

University-­‐‑Sponsored Organizations: At its discretion, the University provides significant support and sponsorship for University-­‐‑sponsored student organizations. Such groups typically represent the university in competition with other universities, through media publications, or provide activities and functions that correspond with University programs and services.

University departments, including but not limited to, the Student Activities Office, the Athletic Department, the Office of Service Learning and the Regis College Academic Dean’s Office, administer university-­‐‑sponsored organizations. These groups receive University budgets, direct oversight by a coach or supervisor designated by the sponsoring department, and where appropriate, office space and equipment provided by the University. Since these groups receive continuing sponsorship and support at the discretion of the University, they are not typically eligible for additional funding from the student government available to registered student groups.

Currently active University-­‐‑sponsored organizations include:

• Highlander Student Newspaper • KRCX Radio (101.5 FM) • Outdoor Adventure Program • Reflections Literary Magazine • Regis Ramblers Theater and Music Group • Romero House • Varsity Athletics

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• • • • • •

Regis Forensics Team Intramural Sports Cheerleading Team Dance Team Men’s Club Lacrosse Men’s Club Rugby

Special Category Organizations Religious Organizations Jurisdiction for the establishment and operation of religiously orientated organizations is under the Office of University Ministry. After approval from University Ministry has been given, the organization may then begin the Student Organization Recognition process.

Club and Organization Sanctions

The Club and Organization Manual details University guidelines and expectations for campus groups. In the event of behavior incongruent with these criteria, the Organization Review Committee (ORC), on behalf of the University and Student Activities, examines the club or organization. Depending on the severity of the offense, ORC may apply one of the following sanctions on the club or organization: Self-­‐‑Monitor, Education, Club Probation, Loss of Recognition.

Self-­‐‑Monitor: Responding to the gravity of the infraction, the ORC may present the club or organization with the option of self-­‐‑monitoring. In this option, the club or organization develops and implements strategies to resolve the matter in question. More importantly, the student group has the opportunity to internally correct the matter without further ORC involvement.

Education: As a result of an infraction, the ORC may call a club or organization to further education.

In this process, the organization analyzes the discrepancy, educates club participants and enacts an action plan in order to alleviate conflict with University policy.

Club Probation: Upon entering probationary status, organizational funds are not accessible until further review both by the ORC and a representative of Student Activities. In addition to consultations with club members, the club advisor will be included in the infraction review. Fulfilling probationary stipulations, as decided by the review, a club or organization will be removed from probation and all previous organizational privileges will be returned.

Loss of Recognition: In certain circumstances, including severe offenses and incompletion of probationary requirements, the ORC may revoke a club or organizational charter. Loss of organizational funds and of University recognition accompanies the charter removal. If necessary, individuals will be referred to the Director of Student Activities. To gain University recognition, the organization must submit a New Student Organization Application and complete the outlined tasks for recognition.

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Alcohol Policy and Procedures

ALCOHOL POLICY The Alcohol Policy at Regis University is based on the central and fundamental educational focus of the University to create an environment that fosters learning. The University believes in personal responsibility, moral growth and development, awareness of communal consequences of personal choices, obligation of citizenship, and responsible decision-­‐‑making. The University strives to build a community that is welcoming, hospitable, fair, inclusive, rooted in mutual understanding and appreciation, and respectful of diverse perspectives, traditions and practices. Therefore, it is critical that the members of the University community are committed to the physical and emotional health and well-­‐‑being of those who work, study or congregate at the University.

The Alcohol Policy is set in the context of the legal requirements governing the sale, consumption, and distribution of alcoholic beverages and in the context of community expectations. To cultivate a campus environment consistent with the stated goals and purposes of an educational institution, the University has adopted the following policies and procedures for the use of alcoholic beverages:

1. Alcoholic beverages are prohibited in DeSmet Hall, O’Connell Hall, West Hall, athletic events, public areas and anywhere on campus except at authorized University events or as authorized by the Dean of Students or designee. The service of alcoholic beverages at all events on campus shall be in accordance with the guidelines available from the Office of Student Activities (i.e., appropriate licensing). Student organizations that seek to sponsor an event on-­‐‑ or off-­‐‑ campus which includes the service of alcoholic beverages must be granted prior approval by the Director of Student Activities. Additional security may be required to attain permission.

(Additional guidelines for alcohol in the Residence Village are available in the section titled, “Living on Campus.”)

2. Intoxication or alcohol abuse is not permitted. Intoxication is defined as “being influenced by alcohol or a drug to the point where physical and/or mental control is markedly diminished.” Students may be held accountable for intoxication when they display intoxicated behaviors, require assistance, and/or University officials need to respond because of the students’ consumption of drugs or alcohol (even if they are of legal drinking age in the State of Colorado). Such response may include administration of a breathalyzer and/ or a search of the individuals’ person as identified in the UNIVERSITY SECURITY RIGHTS AND AUTHORITY Section in the Student Handbook.

3. Alcoholic beverages shall not be served or consumed in public areas of the University except at authorized University events.

Alcohol at University-­‐‑Sponsored On-­‐‑campus or Off-­‐‑campus Events Sponsors of social activities are expected to limit alcohol to moderate amounts and to keep the focus of the party or event on social interaction rather than alcohol consumption. Food and non-­‐‑alcoholic beverages should be available at any event where alcohol is served, and both ought to be served in equal proportion.

The Office of Student Activities seeks to facilitate excellence in a variety of programming. In addition to enabling student leaders with resources and support for successful events, Student Activities encourages clubs and organizations to structure events to engage a variety of student interests. In this pursuit, the inclusion of alcohol is limited to specific events. Other student events where the presence of alcohol is requested must be pre-­‐‑arranged specifically with the Director of Student Activities (x 3505).

Alcohol in Advertising Events Advertising which includes alcohol references or states or suggests that alcohol will be available at an event is prohibited.

The Student Activities Office (Student Center, Room 214) must approve advertising before it is displayed.

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Inclusion of Alcohol at Events The Office of Student Activities seeks to facilitate excellence in a variety of programming. In addition to enabling student leaders with resources and support for successful events, Student Activities encourages clubs and organizations to structure events to engage a variety of student interests. In this pursuit, the inclusion of alcohol is limited to specific events. The following descriptions detail the structure of alcohol at events: A. Downtown Events (Snow Ball) Requirements - Beer and Wine cash bars only. No hard alcohol or mixed drinks.

- Provide venue with birthday list-­‐‑available through Student Activities.

- Venue has a secure method of marking of-­‐‑age people.

- Must set up a beer garden – no beer allowed outside of that area, and no under-­‐‑age students allowed inside of that area.

- Student attendees and their guests must take a university contracted charter bus to the venue.

- Presence of off-­‐‑duty DPD officers, at the expense of the hosting organization.

B. Ranger Day Requirements - Secure a Cabaret/Special Event License through the City and County of Denver.

- Birthday list for student age-­‐‑verification. ID check for non-­‐‑students. There must be a secure method of marking of-­‐‑age people - Must set up a beer garden – no beer allowed outside of that area, and no under-­‐‑age students allowed inside of that area.

- Area must be supervised by professional staffing agency.

C. Walker’s Pub usage: Walker’s Pub will keep regularly scheduled and posted hours. Recognized University organizations or departments may sponsor an event involving the Walker’s; however, Walker’s Pub is only open to university community members and their guests. For Walker’s to open outside of its regularly scheduled hours there must be an activity associated with the sale of beer, arranged 72 hours in advance through the Director of Student Activities (ext. 4089).

Public Performances for Films and Video

Many groups throughout the Regis community have shown either personal or rented videos to program audiences. Until recent discoveries, the practice was not analyzed. However, a clarification of movie copyrights has produced a programming addition to the presentation of personal or rented movies. The programming addition, outlined below, does not prevent student groups from showing a film or movie as a program activity; rather the new procedure ensures programmatic consistency with guiding principles of the University. To assist your club or organization obtain authorization to show a film or movie, the following guidelines are presented: Recognizing a Public Performance Prior to the beginning of each home video, the Federal Bureau of Investigation displays the following warning: “Any use or exhibition of this video other than the non-­‐‑commercial home viewing is prohibited. Federal law provides severe civil and criminal penalties for the unauthorized production, distribution or exhibition of copyrighted motion pictures, video tapes, and video discs” (Title 17 § 501 and 506). Though a typical video experience fast-­‐‑forwards through this copyright statement, the law expresses that rental or purchase of a videocassette has viewing limitations. Watching a movie with a few friends is within the viewing guidelines. However, larger viewings, including non-­‐‑classroom use at schools and universities, are “examples of situations where a public performance license must be obtained. This legal requirement

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applies regardless of whether an admission fee is charged, whether the institution or organization is commercial or non-­‐‑ profit…”according to the Motion Picture Association of America.

Programming examples: •

•

Student Activities used to hold “Movie Friday” for its office staff. They did not charge an admission fee; the event was not advertised; and about 15 people came each Friday. Did Student Activities need to obtain a Public Performance License to continue legally with “Movie Friday”? Yes. Even though the showings were not in an office not open to the public, the number of people involved indicated “a substantial number of persons outside the normal circle of a family and its acquaintances”. As a result, “Movie Friday” was a public performance and required a license.

For a Thursday Night Thrills event, the Programming Activities Committee (PAC) plans to show “Ferris Bueller” in the cafeteria. The event, open to the student body, does not charge an admission fee; also, the event is advertised throughout campus. Will PAC need to obtain a Public Performance License prior to the screening of “Ferris Bueller”?

Again, the audience size exceeds the typical family circle and its acquaintances. Therefore, a public performance license is necessary.

Obtaining a Public Performance License Public Performance Licenses are easy to obtain, usually accomplished through a phone call. Several factors influence the fee for a particular movie: overall demand; times the movie will be shown; and audience size, for example. The general range for film licensure is $200-­‐‑750. Generally, fees are less expensive for smaller performances. To find the licensing fee for a specific film, there are two major licensing firms you can contact: • •

Criterion Pictures: 1-­‐‑800-­‐‑890-­‐‑9494 Swank Motion Pictures, Inc.: 1-­‐‑800-­‐‑876-­‐‑5577

Fundraising Policy

Throughout the year, student clubs and organizations may solicit contributions in order to build their organizational funds. Vital components of an effective fund campaign (purpose, audience, goal, time frame and method) are further identified within the On-­‐‑Campus Fundraising Drive Form/ On-­‐‑Campus Solicitation Form (subsequent page). Prior to initiating any fundraising efforts, a club or organization must complete the On-­‐‑campus Fundraising Drive form and submit it to the Office of Student Activities for approval.

Any individual or group wishing to sell a product or service, or to solicit for religious, political or commercial purposes, is strictly prohibited from doing so anywhere on campus without written consent from the Dean of Students. Under no circumstance can door-­‐‑to-­‐‑door solicitation occur. Anyone encountering a solicitor without written authorization is asked to report this to campus safety.

Use of University name for solicitation of funds There is to be no solicitation by anyone of advertisements, patrons, donations or any other type of financial support for any Regis University activity. The only exceptions are those approved by the Vice President for Development.

Regis University encourages student clubs and organizations to develop a comprehensive solicitation action plan prior to approaching potential benefactors. In this process, the Regis University Development Office is a valuable and necessary resource. Prior to initiating a fundraising project, the Development Office must review and approve the club or organization’s prospect list. In addition to providing the most recent contact information, the Development Office eliminates the possibility that more than one Regis University representative will solicit the donor at one time. The Office of Development considers the prospect list as it relates to the University’s overall funding priorities.

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If a donor contacts a club or organization offering support (an unsolicited donation), the club or organization may accept the contribution with the help of the Development Office. Specifically, the Development Office must record the donation, deposit collected funds into the club or organizational University account, recognize donors through University publications and provide contributors with a charitable donation receipt.

It is very important that our donors receive proper recognition for their gifts to the University. If you have any questions or need further information, please contact Russ Shaw, the Associate Vice President of Development at extension 3539.

In the past, many clubs have been able to raise extra funds while working at major events in Denver. Contemporary Services Corporation is an example of the many companies that offer fundraising opportunities for student groups. Each semester, CSC generates a list of upcoming activities, collegiate and professional sporting events as well as concerts, in need of staffing. To learn more, please contact the Office of Student Activities.

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On-­‐‑Campus Fundraising Drive Form / On-­‐‑Campus Solicitation Form Student clubs/organizations planning a fundraising drive for charity, soliciting tickets for a University-­‐‑sponsored event, or selling clothing or other items must complete this form. The following guidelines must be followed by Regis University student organizations in possession of funds collected from the University Community.

 This form must be completed in advance of a fundraising drive, ticket sales, t-­‐‑shirt sales, or other events at which funds are collected by student organizations.  This form must be submitted to a professional staff member of the Office of Student Activities at least five (5) business days prior to the date the fundraising drive or solicitation period is to begin.  Completion of this form does not necessarily indicate permission to proceed with the fundraising drive or solicitation period. Fundraising and/or solicitation may only begin after this form is approved (with signature) by the Dean of Students.  University rules prohibit door-­‐‑to-­‐‑door solicitation (fundraiser or otherwise) in the University Residence Halls.  The collection of funds is limited to two business days following the date (indicated below) on which the solicitation of funds is to begin.  Funds collected must be deposited in the Student Activities safe by 5pm of each business day money is collected.

Internal Information Sponsoring Campus Organization:

Individual(s) Responsible for Funds:

Name

Contact Number

Name

Contact Number

Purpose of Collection (check all that apply)

Fundraiser

Event Support (ticket sales)

T-­‐‑Shirt/Clothing Sales

**subject to 7.6% sales tax

Method of Transaction (check all that apply)

Cash Donations

Ticket Sales

Gate Receipts

Sales Items

Fundraising Drive Information Date Drive is to Begin:

Date Drive is to End:

How does this activity fit into the mission of your organization?

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Benefiting Group/Organization Information * All fields must be completed for a fundraising drive to be approved * Organization Name:

Contact Name:

Phone Number:

Confirmed by Student Activities Professional Staff (initials)

Organization Address:

Organization’s need being met by this fundraising drive:

Date check must be cut to organization:

Date

Date

Amount Collected

Name of Depositor

Student Activities Initials

Amount Deposited with University Cashier’s Office:

Date Check Request for Donation submitted to Accounts Payable:

Date:

Initials:

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University Image: Graphic Standard Policy

Specific graphic standards, developed by the Regis University Image Coordination Committee and regulated by University Brand Marketing (UBM), must appear on all promotional items that will represent the University. In addition to its image-­‐‑enhancing value, a carefully managed visual identity program actually saves time and money. Consistent application of the standards outlined within the Graphics Standard Manual (available from both UBM and Student Activities) will enhance Regis University’s visibility, image and reputation. Some general guidelines are presented below:

These examples are intended to serve as an introduction and a guide to the basic components of the visual identity standards.

Vendor Policy • • •

Copyrights protect the Regis University logo and seal.

Design or color alterations to the Graphic Standard specifications are prohibited without the approval of University Brand Marketing.

Regis University will pay only for outside printing that has followed these guidelines. The University reserves the right to reject delivery of materials containing unauthorized or incorrect use of Graphic Standard guidelines.

Novelty Items •

All producers of specialty items must adhere to the general guidelines for the University logo, seal and athletic logo usage as outlined within the Graphic Standards policy.

Athletic Logo • •

Designed for the express use of the Athletic Department.

The Regis University Rangers name and logo may not be used by intramural sports teams or divisions of the University not directly related to intercollegiate athletics.

Key Points for Clubs and Organizations • •

Registered student organizations must comply with the University’s Graphic Standards policy in order to use the Regis University logo, the Regis University name or the Regis University Athletic logo.

Prior to use of the University name or logos, student organizations must have the proposed items approved by the Office of Public Affairs and the Office of Student Activities.

The University name and logos cannot be altered from the Graphic Standard format

•

As previously stated, University Brand Marketing is the resource regarding University Graphic Standards applications.

Regis University Club and Organization Handbook 37

Publicizing an Event, Service, or Organization on campus?

In order to maintain an orderly and appropriate distribution of information to the community, Regis University has developed the following guidelines for posting on campus. These guidelines apply to all clubs, organizations, departments, and outside organizations.

1.

Approval. Materials to be posted must be approved by a member of the Student Life professional staff, Student

Center room 200. Materials advertising the sale or use of alcoholic beverages or containing offensive images

will not be approved. Similarly, materials that do not identify the sponsoring organization will not be approved.

2.

Residence Halls. Materials to be distributed or posted in the residence halls must be approved and distributed by the

Office of Residence Life, Housing and Conference Services.

3.

Once stamped, materials may be posted on (non-­‐‑departmentally specific) bulletin boards located in the academic

and administrative buildings on campus. Sandwich boards, which can be distributed throughout campus, are available through the Office of Residence Life, Conferences, and Events Services.

4.

Places to avoid posting: -­‐‑ Windows -­‐‑ Doors (particularly glass doors) -­‐‑ Painted surfaces -­‐‑ Exterior building walls -­‐‑ Green entrance signs into campus

5.

Materials to use when posting: - Clear tape - Removable poster putty

6.

7.

Materials to avoid when posting: Duct tape Masking tape

Chalk Policy: Sidewalk chalk may be used on campus within the following guidelines: - Within 50 feet of the Student Center, O’Connell, West and DeSmet Halls.

- Sidewalk chalk is prohibited in the plaza area between O’Connell and DeSmet halls, where the university crest is located in the concrete.

- Sidewalk chalk is prohibited on the north side of West Hall, near Main Hall.

Failure to follow these guidelines will result in the removal of posted material and forfeiture of posting privileges.

Regis University Club and Organization Handbook 38

On-­‐‑Campus Speakers, Public events, Political or Religious Activities, or Outside Groups

As a Jesuit, Catholic University, Regis is committed to its role as an academic institution in which a variety of ideas should be responsibly presented and critically examined. Fostering dialogue across a range of divergent opinions is fundamental to the development of intellectual vitality and social awareness in our students and is integral to the nature of a university. Regis University is also committed to present fairly and accurately formal Catholic positions about today’s critical social and moral issues.

The following guidelines exist to assist the Regis community in determining appropriate uses of University facilities and University sponsorship for speakers, films, political solicitations or programs, religious activities, outside groups and their presentations. These guidelines do not apply to lecturers, films, or groups invited by faculty members if the presentation occurs as part of a scheduled course.

• Any event/speaker or outside group must be sponsored by an academic department, officially recognized student organization, or administrative office of the University. The sponsoring entity must schedule the event or presentation with the appropriate University offices, including the Regis Event Planning Committee and/or other academic or departmental offices that schedule facility uses on University premises.

• Groups scheduling events must follow all policies and procedures of the University, including those of the relevant facility. In order to allow for such facility arrangements, the University requires notice of 21 days to plan for speakers, films, events, or other outside group activities. Such notice must be provided to one of the scheduling offices noted above.

• As a tax-­‐‑exempt organization, we are obliged to comply with government regulations that prohibit the support of particular candidates, political parties, or substantial activity that attempts to influence legislation.

• Employment recruiters will be allowed on University premises providing that they Follow applicable guidelines of the University’s Employment Recruitment Policy.

• The scheduling or sponsorship of an event, activity, or speaker does not imply approval or endorsement by the sponsoring group or Regis University of the views and opinions expressed at the event.

• Non-­‐‑university groups that wish to claim that an event or activity, whether or not on University premises, is sponsored, co-­‐‑sponsored, or otherwise supported by Regis University, or one of its departments, programs or registered student organizations, must receive the permission of the University’s Office of Public Affairs to use the Regis University name for the event.

• If there is reason to believe that the presentation or event on University premises may pose safety problems, the Dean of Students may postpone it for an appropriate period so that security arrangements can be developed.

• In the interest of a free exchange of divergent opinions, the University reserves the right to restrict groups or speakers to a classroom environment with the sponsorship of a faculty member or to otherwise require that the presentation take place within a dialogue, debate, panel discussion, or other format that assures expression of varying viewpoints.

Regis University reserves the right to exclude events, speakers or groups whose nature or presentation is contrary to or inconsistent with the University’s mission or Jesuit, Catholic character, which determination shall be at the sole discretion of the President or his designee.

Invitations to speakers who have taken public positions in conflict with fundamental moral principles of the Catholic Church should be cleared with the President’s Office by the inviting party prior to the commitment. Such invitations may be considered by the President or his designees under the following criteria: a. If the event format provides for the Catholic position to be presented fairly and accurately; or b. If his/her topic is different from the area where his/her views are in conflict with Church teachings.

University honors will not be authorized for any person who takes a public position in defiance of fundamental moral principles of the Catholic Church.

Regis University Club and Organization Handbook 39

Reserving the Student Activities Vans

The Student Activities van was purchased in 2004 to support the efforts of officially recognized Regis University student organizations and events sponsored under the auspices of the Office of Student Life. It is now tasked with supporting departmental programs and the programmatic efforts of other University departments. The RUSGA van was purchased in 2008 (with student government money) to support the efforts of student clubs and organizations. Two fourteen passenger mini-­‐‑buses were purchased in the fall of 2013 with the assistance of RUSGA funding.

As a result, support of events and activities undertaken by student organizations and the Office of Student Activities that requires transportation will be the primary mission of the Student Activities and RUSGA vans. The two 14 passenger mini-­‐‑buses were secured to provide primary support to the Club Sports and Outdoor Adventure Program and secondary support to student clubs and organizations. Other departments and University organizations will have access to the vans as the schedule permits. These department and organizations may schedule the van no earlier than two weeks prior to the intended use.

Guidelines for Use: • • • • • • •

Vehicle driver must be an authorized University driver prior to driving any university vehicle. (Through Risk Management.)

Students with less than 30 academic credits cannot be approved drivers.

Mini-­‐‑bus drivers must be a minimum of 21 years of age and have taken, and passed, university driver training.

Due to safety concerns, vehicles are limited to operating within a 520-­‐‑mile radius of Denver, unless otherwise cleared by the Director of Student Activities.

User agrees to clean and re-­‐‑fuel the vehicle AT THEIR OWN BUDGETARY EXPENSE. VEHICLE IS LIMITED TO REGIS UNIVERSITY BUSINESS USE ONLY. Report damage or accidents immediately to the Office of Student Activities and Risk Management.

Regis University Club and Organization Handbook 40

Sweatshop Free Apparel Amendment to RUSGA Constitution

Amendment of Article V Section I: Club Organizations Requirements

All clubs and organizations will uphold specific guidelines regarding the purchase of apparel for use by the club or organization. Any apparel used by a club or organization must come from ethically responsible corporations. Specifically, ethically responsible corporations treat their employees fairly by respecting workers’ rights, paying a living wage, providing safe and reasonable working conditions, allowing workers to unionize, guaranteeing job security, and other conditions specified by the Fair Trade Federation.

Information concerning the WRC and DSP implementation:

On April 2, 2007, the Regis University Student Senate signed a proposal supporting the timely implementation of the DSP and WRC. These organizations “hold university licensed factories to higher standards by calling for designated factories to pay workers living wages and allow for worker collaboration or the ability to unionize. The links below will provide more detailed information concerning the standards and implementation of the WRC and DSP.

Worker’s Rights Consortium: http://www.workersrights.org Designated Suppliers Program: http://www.workersrights.org/dps.asp

Regis University Club and Organization Handbook 41

United Students Against Sweatshops: Regis Edition May 2007

1 May, 2007

Greetings Clubs and Organizations,

Recent advancements have been made at Regis with efforts to make our campus sweatshop free. This past fall, Article V Section I: Club Organizations Requirements was amended to ensure clubs and organizations under the Regis University Student Government Association could only purchase apparel from fair trade companies.

In addition to the amendment, the Regis University Student Senate supported the implementation of the Workers’ Rights Consortium (WRC) and Designated Suppliers Program (DSP). These organizations will help Regis in the transition to becoming a completely sweatshop free campus. This packet includes a summary of the amendment and senate resolution for the WRC and DSP, as well as links to more information about both the WRC and DSP.

In addition, this packet provides all Regis clubs and organizations with a resource list, including various companies that offer a variety of sweatshop free products. Our hope is that these products may suit your needs. We have attempted to compile the most accurate information that will be of use to you.

We have done our best to find companies that will be helpful and timely. If you have problems, concerns or positive feedback with any of the companies on the list, please let us know so we can update the Resource List with more efficient information.

The information was compiled through the website http://educatingforjustice.org/sweatfreeproducts.htm; you may access this website to find links to the Resource List companies and also browse other fair trade companies available.

Thank you for your cooperation!

Sincerely,

The United Students Against Sweatshops: Regis Edition of RUSGA

Regis University Club and Organization Handbook 42

Sweatshop Free Resource List

Rocky Mountain Apparel:

Union Jean Co.:

Justice Clothing:

No Sweat:

Fair Trade Sports:

Best for local suppliers Reasonable prices Excellent color variety Individual or bulk Screen printing available Have sweatshirts, t-­‐‑shirts and other products Must ask for sweatshop free! (American Apparel) Already established relationship Are timely and efficient

Good color variety Individual or bulk Screen printing and embroidery Nice polos, t-­‐‑shirts and sweatshirts Contact: unionjeancompany.com 888-­‐‑937-­‐‑8009 Wide variety of apparel (from dress clothes to sweats) Individual/bulk (bulk discounts available) Good color variety Screen printing and embroidery Contact: justiceclothing.com 888-­‐‑661-­‐‑0620 Good color variety Screen printing and embroidery T-­‐‑shirts/sweatshirts/hats and other apparel Contact: http://nosweatapparel.com 1-­‐‑877-­‐‑992-­‐‑7827 Soccer, rugby, volleyballs and more Hats/water bottles Bulk available Contact: http://fairtradesports.com

Regis University Club and Organization Handbook 43

Section Four Frequently Used Forms

Club/Organization Registration Forms Registration Forms Community Service Project Planning Form Community Service Project Evaluation Form

Programming and Financial Forms Program Planning Guide Program Evaluation Form Publicity Form Appropriations Appeal Form Fundraising Form

Regis University Club and Organization Handbook 44

Club and Organization Annual Registration Form Organization Name: Organization Mission:

Does the organization have any affiliations or relationships with organizations outside of the University? If so, please name the outside organization(s).

Office President

Individual Name

Local Address

e-mail Address

Phone Number

Vice President Secretary Treasurer Senator Advisor

Membership:

When are elections held?

*Complete Club Roster on reverse side

Meeting Location:

Meeting Time:

Contact Person:

Phone #:

Signatures ORGANIZATION PRESIDENT

DATE

ORGANIZATION ADVISOR

DATE

Regis University Club and Organization Handbook 45

Club and Organization Roster

NAME

YEAR

PHONE

E-MAIL ADDRESS

5

10

15

20

25

30

A minimum of six (current) traditional Regis University students is required in order for a club or organization to be recognized.

Regis University Club and Organization Handbook 46

Club and Organization Service Requirement

Why do clubs and organizations do service?

As leaders in the Regis University community it is important to uphold the University mission: “Men and Women in Service to Others.” Your organization is a very visible part of the Regis community and it is important to be positive examples to other students. More importantly, the service you do for others will be a great help to the Denver and surrounding communities.

Service Project Requirements

• Each registered club/organization must complete one service project per semester. There is no hourly requirement per club/organization member, but the project must be planned with the size of your group in mind (i.e., larger clubs will be expected to complete a larger project).

• As part of the annual club/organization renewal and registration process, you will need to complete a Service Project Planning Form. This form will be a preliminary plan for what your club/organization plans to complete for a service project, and will be submitted to the Student Body Vice President and Organizational Review Committee (ORC)

• The Service Project Planning Form must be completed and submitted before an Appropriations Request form is submitted. A club/organization cannot receive money until the Service Project Planning Form has been approved.

• The Service Project Planning Form will be reviewed and approved by the Student Body Vice President, the Assistant Director of Student Activities, Leadership, and the RUSGA Director of Community Involvement.

• After the service project has been completed, a Service Project Verification Form must be submitted by the last day of classes of the semester that service was rendered.

• Failure to complete a service project will result in probationary status of a club/organization for the following semester. If in the following semester a service project is not completed again, a club/organization will lose its University-­‐‑recognized status.

Direct all questions about this process to the Assistant Director of Student Activities, Leadership, or to the RUSGA Director of Community Involvement.

Regis University Club and Organization Handbook 47

Club/Organization Service Project Planning Form Club/Organization Name: Membership: Advisor: WILL ADVISOR BE PRESENT AT SERVICE PROJECT?

YES

NO

Club/Organization President: e-mail Address: Phone Number: Service Project Site: *Description does not have to be a specific location.

Anticipated Dates of Project: Site Contact Name: Describe the service your organization will perform:

Outline the steps your organization plans to take to complete the service project:

What community need/issue does your project address?

IF THE PROJECT PLANS CHANGE DURING THE COURS E OF THE SEMESTER, A NEW PLANNING FORM MUST BE SUBMITTED AND APPROVED

Regis University Club and Organization Handbook 48

Club/Organization Service Project Verification Form Club/Organization Name: Membership: Club/Organization President: e-mail Address: Phone Number: Service Project Site: Address: Site Contact Name: Phone Number: Site Contact Signature: *TO BE SIGNED AS PROOF OF THE SERVICE PROJECT’S COMPLETION Describe the service your organization performed:

Briefly describe your club/organization’s accomplishments during the project

Did the project meet the community need/issue your proposal identified?

What future needs might your service site have?

Regis University Club and Organization Handbook 49

Program Planning Guide .

Chairperson Responsible:

Phone #:

Co-­‐‑sponsoring organization(s), if any:

*If you’re co-­‐‑programming, be sure to complete the co-­‐‑programming agreement and submit a copy with this guide.

What do you want to do?

Goal(s) of program:

Event Information Title: Date: Time: Place Contact Name/Number:

Target Market:

How will we know if we had a successful event? Define success for your event:

Identify and Handle Logistics Basics: Reserve event facility and equipment (if necessary).

• •

Contact Event Services at x4143 to reserve meeting rooms and/or Dining Hall, Ranger Grille Contact Media Services at x4265 to obtain additional media equipment

Facility Reserved:

Rain Location (if needed)

Equipment Reserved (if necessary)

Ranger Station Pub Reserved*

*Requests for Pub presence at a University-­‐‑Sponsored event must be approved in advance by the Director of Student Activities.

Consult the Club/Organization handbook for more information.

Execute Paperwork: Contracts and check requests must be turned in two weeks prior to event to ensure payment.

Questions? Check with your advisor!

Regis University Club and Organization Handbook 50

Internal Paperwork (Accounts Payable) Check Request Form Petty Cash Advance (keep all receipts!)

External Paperwork (Entertainment Agency) Contract Submitted to Advisor Rider Reviewed

Initials

Date Completed

Initials

Date Completed

Other Program Details: Reservations, decorations, refreshments, sign-­‐‑ups, etc Item

Who

Deadline

Completed

Rider Items for Entertainer

Publicity Campaign: Do not overlook this vital part of your program. Attendance is not always the most important factor in evaluating success, but it is often the biggest morale booster for you, your committee members, and the image of your organization.

Publicity Idea

Who

Marquee

Database

Slide Show

InSite

Budget Review: Make sure you know the budget for your event.

Event Budget $ Actual Costs Item

Total Event Budget – Total Costs $

Day of Program Detail-­‐‑ How will the actual day of program be carried out?

Market focus

Cost

Cost $ $ $ $

Time

Item

Who

Completed

Regis University Club and Organization Handbook 51

Program Information Event Title Event Date Location Estimated Attendance

Program Evaluation

.

Was the program successful?

YES

NO Comments:

Would you do this event again?

YES

NO Comments:

Did the audience enjoy the program?

YES

NO Comments:

Was the promotion/publicity sufficient?

YES

NO Comments:

What would you do differently?

FOR PROGRAM PLANNERS ONLY Agency/Agent Would you work with this agent or agency again?

YES

NO Comments:

Details/Logistics Management Were the details of this event handled well?

YES

NO Comments:

How would this event be improved in the future, from a planning and organizational standpoint?

Regis University Club and Organization Handbook 52

RUSGA Student Senate Appropriations Appeal Form Date: Club/Organization Name: Club/Organization Representative(s): Representative Name

Representative Contact #

Representative Name

Representative Contact #

Advisor Name

Advisor Contact #

A club/organization senator must attend the Student Senate Meetings (every other Monday, Newland Center)

Club Senator Name

Contact #

To assist the Student Senate Appropriations Committee, please attach the following information: • A membership roster; • Club/organization meeting time and location; • A copy of the official club/organization registration; • A brief explanation of the club/organization plans and goals for the semesters, a list of the activities sponsored by the club/organization, and a description of the planned service project for the current semester.

Regis University Club and Organization Handbook 53

Budget: complete this form to detail the use of requested funds. Please limit budget to the current semester.

Item

Amount $ $ $ $ $ $ $ $ $

TOTAL

$

Example Form Item Chess Tournament Registration Fee Instructor Fee Chess Tournament in Quad Chess Board for Demonstration

Amount $60.00 6 people @ $10 each $50 $10 (Candy for Kids) $25 (Tournament Prizes) $70 $ $ $ $ $

TOTAL

$215.00

Regis University Club and Organization Handbook 54