- Benefits of Registration
- university recognition
- use of federal tax ID number
- use of DPO
- booking rooms
- use of university account
- use of campus services
- WSU web space
- hanging banners
- inclusion in official WSU activities and events
- reservation of tables in union and on quad
- Sidewalk Chalking Policy
- Sidewalk chalking is permitted in order to promote
the activities and events of student groups and organizations
formally associated with Wright State University. Student organizations
choosing to utilize this method of communication must obtain an approval
form from the Office of Student Activities prior to chalking. Chalking by
individuals or outside groups is not permitted.
- Chalking is permitted on concrete outdoor sidewalks immediately adjacent
to the Student Union, in the circle behind the Student Union, on the
concrete sidewalks between Rike and Allyn Halls, and on the concrete
sidewalks between University Hall and the Student Union, on a space
available basis. This includes the area between the Student Union and
the Medical Sciences Building, and the lower sidewalk between the Student
Union and the Mathematics and Microbiological Sciences Building. Chalking
is also permitted on sidewalks in the residential communities in accordance
with policies established through the Office of Residence Services. Chalking
is not permitted on any other campus sidewalks, on any vertical surfaces, buildings,
walls, or on any surfaces that are brick or tiled. Only water-soluble chalk may be used.
- Violations of the location restrictions noted above or the defacing or erasing
of approved chalking is cause for offenders to be subject to university disciplinary
sanctions. To report concerns or violations of this policy, please contact the Office
of Student Activities.
- Posting Policy for General Bulletin Boards
- Bulletin boards are an important means of communication among the members of the
Wright State University community. Posted materials must be in compliance with the
policies of Wright State University. Approval for postings is not an endorsement
or sponsorship by the university.
Individuals are encouraged to use the bulletin boards in a responsible manner
by complying with the following regulations:
- Printed materials must be pre-approved by the Office of Student Activities, W036 Student
Union. This can be done by submitting two originals to Student Activities, where they
will be reviewed and, if approved, stamped and dated within 24 hours photocopies
must have the approving stamp and date to be valid.
- Printed materials must be no larger than 8 1/2 x 11 inches.
- Postings for off campus employment opportunities require the approval of Career
Services. Please include the rate of pay and approximate number of hours.
- To be approved, all printed materials submitted must have a contact name and phone
number on the front of the flyer. A contact name and address must be included
on the back of the file copy of the flyer.
- All flyers must be posted on a designated public bulleting board. No posting on
walls, windows, doors, or in stairwells, restrooms or elevators. Posting on vehicles
in University parking lots is prohibited.
- Bulletin boards assigned to a specific department or organization may be used only
with their permission, even if flyer has been approved for posting by the Office
of Student Activities.
- Pushpins or staples should be used to avoid possible puncture of wheelchair tires.
No thumbtacks or staple guns are allowed.
- Printed materials advertising events should be posted no earlier than three weeks
prior to the event. Notices for services may remain on the bulletin boards for three
weeks and will be removed by the Office of Student Activities.
- Table Reservation Policy
- Student organizations and university departments may reserve tables to promote
their organization, advertise organizational or departmental events, and to fund-raise.
Student organizations and university departments who wish to sponsor outside vendors
to assist them in fund-raising efforts must comply with the Wright State University
Vendor Policy. Table reservations can be made in the Office of Student Activities, W034
Student Union, (937) 775-5570.
- Tables are available to be reserved in the following locations:
- The lobby area adjacent to the entrance of Student Activities (two tables are available-one per reservation).
- Near the Union Station (food court) in the Student Union (one table is available).
- Near the Student Union Recreation Desk (one table is available).
- On the quad (ten tables are available).
- Guidelines for Tables in the Student Union
- Tables will be reserved on a first-come first-served basis to Wright State University
registered student organizations and university departments.
- Due to the physical arrangements necessary to ensure service, reservations must be
made two full days in advance of the time the table(s) are to be used.
- In order to accomodate as many requests as possible, tables may be reserved
form 9 a.m. to 12:30 p.m., or 12:30 to 4:30 p.m. each day, but not for the entire day.
- Social Event Policy
- Purpose
- Wright State University is concerned with providing a campus environment that
allows for the social development of our student population. At the same time
the institution must also be concerned about the safety and overall well-being
of the campus community and campus facilities. The following policies and procedures
have been developed in an effort to achieve both of these objectives while still
allowing student organizations the freedom to plan activities that allow them to
achieve their individual organizational goals.
- Policies
- For purposes of this document, social events will be defined as follows:
any event sponsored by a registered student organization as defined by the
Wright State University Student Organization Handbook; any form of entertainment
that involves active participation by nonseated attendees; any event with an
anticipated attendance of 50 participants or more. Questions regarding
whether an event is a social event should be directed to the Office of
Student Activities.
- All events must be registered with the Office of Student Activities. This applies regardless
of the campus facility that will be used. If the event, as defined in Section one,
will be held off campus and will use, or imply, the Wright State University name or
money handled through the Wright State University Office of the Bursar or Financial
Services or is publicized on campus, the event must also be registered. This will
ensure that university policies and/or procedures are understood and followed.
- Wright State University students, with Wright State University identification,
may participate in the event. Each Wright State University student may sponsor up
to three guests. Each guest must show a valid college ID. If the college ID does
not have a photo, a valid picture ID must also be presented. Each guest must be at
least 18 years of age and a student of another college or university. Each guest
admitted must sign at the entrance to the event and list the name of his or her host.
The WSU host or hostess must also sign the guest list at this time. The host can be
held responsible for the behavior of his or her guest and may be subject to disciplinary
action as outlined in the Student Handbook. It is required that all guest lists be
submitted at the end of the event to the Student Affairs and Enrollment Services
designated representative. Any publicity for social events must state this policy.
Parents, siblings, and friends of Wright State University students may enter an event
without a college ID provided that a guest list is furnished to the Student Affairs
and Enrollment Services representative and Public Safety officers anytime prior to
the required meeting one-half hour before the event. The guest list must include
the name of the Wright State University host or hostess for each guest, as well as
the guest's name.
- All events, whether using campus or off-campus facilities, must adhere to the
Alcohol Use Policy for Student Organizations as outlined in the Student Handbook
and the Student Organization Handbook.
- Publicity for events must adhere to the regulations outlined in the Student Handbook
and the Student Organization Handbook. All advertising must state the following:
University ID Required.
- Any publicity through nonuniversity media must be coordinated with the Office of
Communications and Marketing. Due to the guest policy (three guests per Wright State
student), no off-campus publicity will be permitted for dances or parties.
- The organization's official advisor, a full-time faculty member, or staff member
must be present for the duration of the event. The advisor may designate a substitute
who must be approved in advance by the Office of Student Activities. The designated
substitute must be a member of the faculty or staff.
- Campus events that will include alcohol and/or have an expected attendance in excess
of 100 will require the presence of Public Safety officers. The number of officers
necessary and any applicable charges for the officers' time will be determined by the
Department of Public Safety based on the expected attendance figure provided by the
sponsoring student organization and the nature of the event.
- The organization is responsible for selecting one student monitor per 50 individuals
expected at the event. The monitor(s) will be responsible for helping to monitor event
policy violations and will immediately report such observations of disorderly or
suspicious conduct to the advisor, the designated Student Affairs and Enrollment
Services representative, and/or Public Safety officers in attendance. Student
monitors and advisors are not intended to replace or act in the capacity of Public
Safety officers. Monitors may not consume alcohol at the event and must limit
socialization. At least one monitor must be present at the entrance to the event
at all times. Monitors must be identifiable in some manner
(name tags, T-shirts, hats, armbands, etc.).
- All money collected at the event should be accounted for according to specified
policies and procedures.
- Actions that interrupt the event or carry the potential for causing harmful/disruptive
physical contact are not permitted and may result in the termination of the event.
Individuals or hosts found responsible for such disruptive behavior will be referred
for disciplinary action as outlined in the Code of Student Conduct.
- The attending advisor, facility manager, Public Safety officer(s), Student Affairs
and Enrollment Services representative, and/or student organization leadership will
jointly determine whether an event must be terminated. It will be the responsibility
of the student monitors, attending advisor, or student organization leadership to
announce the decision.
- Entrance to social events will be stopped at midnight. No new participants will be
permitted to participate in the event after that time. All events held in a campus
facility must conclude no later than 1 a.m. All attendees are expected to leave the
facility and the vicinity at that time.
- Student organizations may schedule dances and parties in the Multipurpose Room of the
Student Union. The maximum attendance for these events is 450. The cafeteria
(dining room) may be reserved for seated events such as comedians or style shows.
- Step shows will not be permitted during social events. Step shows may be held prior
to an approved social event in a separate location and as a seated event.
- Any student organization not following these policies and procedures will be subject
to disciplinary action as specified by the Code of Student Conduct. At a minimum, the
student organization will not be permitted to sponsor such events for the remainder
of the academic quarter in which the violation occurs.
- Procedures
- Student organizations can obtain a Social Event Registration Form by scheduling an
appointment with the assistant director of Student Activities for Leadership Initiatives
or designee to discuss the organization's plans for the event.
- After obtaining the preliminary approval of the assistant director of Student Activities to
hold the event, the student organization leadership should schedule appointments with
the facility manager of the requested campus facility, as well as the director of Public
Safety or designee to obtain their approval for the event and signature on the social
event form. Specific campus facilities may impose additional policies or requirements
pertinent to the facility. Contact the facility manager for further information.
Current Facility Managers
Student Union-Event Coordinator, Student Union Creative Arts Center-Administrative
Coordinator or designee, Residential Community Facilities
(Hamilton Hall Lobby or Recreation Room, Forest Lane Community Center,
Woods Green Space)-Associate Director for the Office of Residence Services or designee,
Ervin J. Nutter Center and adjacent outdoor recreational facilities-Director,
Nutter Center, or designee, Classroom Buildings-Assistant Director of Student Activities
for Student Organizations and Leadership Development or designee, Bicycle
Shop-University Dining Services Amphitheater and Quad-Assistant Director of Student
Activities for Student Organizations and Leadership Development or designee.
- The completed form must be submitted to the Office of Student Activities for final approval
no later than one month prior to the event. A checklist will be provided outlining the
procedures to be completed.
- If the request is approved, the student organization, the facility manager, the Office
of Campus Parking, the Student Union Administrative Office, Conferences and Events, and
Public Safety will be notified. The Student Union Administrative Office or other
facility managers will be responsible for working with the student organization to
determine the appropriate room and facility arrangements. Public Safety will be
responsible for determining the number, if any, of officers needed for the event, and
for notifying, in writing, the student organization, the facility manager, and the
Student Activities staff of the number and any associated charges. If the request for the
event is denied the student organization will be informed in writing.
- The student organization leadership, facility manager, advisor, Public Safety
representative, designated Student Affairs and Enrollment Services representative who
will be attending the event, and Student Activities staff are required to meet two weeks
before the date to discuss logistics. Student Activities staff will be responsible for
scheduling this joint meeting. No major changes in the implementation of the social
event will be approved after this meeting.
- Student Activities staff will provide a kit that contains a counter for attendance, signage
concerning admissions policy, a sign-in log, hand stamp with pad, lockable money bag,
and arm bands. If the student organization chooses not to use the provided materials
they must provide similar materials approved by the Office of Student Activities in advance
of the event.
- All student monitors listed on the social event form and the student organization
leadership who submitted the initial social event form are required to meet with the
attending advisor, facility manager, Public Safety officer(s), and the designated
Student Affairs and Enrollment Services representative at least one-half hour prior
to the commencement of the event to confirm the following: expected attendance; the
coordination of identification checks and guest list requirements; admission charges
for students and their guests, if applicable; if alcohol will be served; and plans
the organization has made to monitor behavior at the event. It is the responsibility
of the designated Student Affairs and Enrollment Services representative to determine
that all are in attendance. In the event the advisor is not present at the meeting,
the designated Student Affairs and Enrollment Services representative will be
responsible for attempting to contact the advisor to confirm his or her attendance.
In the event that the advisor does not arrive prior to the start of the event or is
not able to be reached, the designated Student Affairs and Enrollment Services
representative in consultation with Public Safety staff will determine if the
event can proceed.
- If it is necessary to change the advisor prior to the event, the Office of Student
Activities must be notified in writing at least one business day prior to the event.
Student Activities is responsible for informing the facility manager, in writing, of any
such changes immediately upon receipt.
- Student organizations scheduling social events and subsequently canceling those events
two times within one academic year for invalid reasons will be prohibited from
participating in the social event lottery for one quarter following the cancellation
of the second event. Valid reasons for cancellation of a social event are
weather-related problems and/or the cancellation of performers.
- Operating procedures will be the responsibility of the Office of Student Activities with
approval by the vice president of Student Affairs and Enrollment Services.
- The designated Student Affairs and Enrollment Services representative attending
each social event will complete a report and submit it to the director of Student
Activities or designee within one week of the social event. If a violation of the social
event policy or Code of Student Conduct has occurred, the designated representative
and the director of Student Activities will submit an incident report to the director of
Residence Services for possible disciplinary action according to the Code of Student
Conduct. Any other individual may also make a report.
Request for exceptions to these policies and procedures must be made in writing to a panel chaired
by the assistant director of Student Activities and composed of representatives from the Student Union
Administrative Office; the Department of Public Safety; and (one) representative each from:
the Inter-Club Council; the Union Activities Board; the All Greek Council; the Black Student
Union; the Residential Community Association; and Student Government. All requests must be submitted
at least one month prior to the proposed date of the event. The panel's decisions will be made by a
simple majority vote of the quorum present. A quorum will be composed of at least two staff
representatives and four representatives from the student organizations. It will also be the
responsibility of this panel, in conjunction with facility managers and in consultation with
student groups, to review these policies and procedures, at least once a year, and recommend
changes to the Office of Student Activities.
- Bake/Confectionery Food Sales
The sale of food on campus by any university-affiliated group other than the official campus dining
service is ordinarily limited to bake/confectionery sales. A bake/confectionery sale is defined as
the sale of items that will not spoil in the absence of refrigeration. Bake/confectionery sale items
include cookies, brownies, popcorn balls, cake with nonperishable icing, muffins, bread, rolls,
pretzels, donuts, caramel or candy-covered apples, and fudge. All items for bake/confectionery sales
must be wrapped in individual portions before being brought to campus. Persons wrapping items should
take care that hands are extremely clean before handling food. Food may be wrapped in any substance
that will permit the food to be seen by the buyer and keep the food free from contamination. No food
license is required to sell confectionery items on campus by registered student organizations. Badgering
passers-by for sales or otherwise promoting the sales of items in an overly aggressive manner is
not permitted. The sale of any other food item on campus requires approval
from the Office of Student Activities and Dining Services.
- Leader Responsibility
The leader-president, chair, or other chief executive-as indicated on the registration form of the
student organization, is ultimately responsible for the actions of the organization. In the event
that some member of the organization is in violation of a university regulation or policy in the
conduct of organization business, either stated or implied, the leader will be required to speak
for the organization in any disciplinary investigation or hearing if the specific violator cannot
be identified. In such cases, any disciplinary action taken will be directed to the organization
and not to its leader.
- Use of University Facilities
A registered student organization may use any campus facility based on availability. Facilities
include classrooms, conference rooms, the Quadrangle, Student Union, the Grassy Knoll,
the Amphitheater, campus entrance billboards, Campus Source Boards, activity tables, the
Forest Lane Community Center, and the Nutter Center. Student organizations wishing to reserve
classrooms, campus grounds, activity tables, tables on the Quadrangle, the Quadrangle, and the
Amphitheater should contact the Office of Student Activities, W036 Student Union, at 775-5570. Student
Union conference, multipurpose, meeting rooms, and the dining room may be reserved in the Student
Union Administrative Office. Students wishing to reserve the Grassy Knoll or Rathskeller or use
production equipment such as stage and lights should also contact this office. Campus entrance
billboards can be reserved through the student union business manager in E005 Student Union, at
775-5522. Stereo sound equipment can be reserved through the Office of Student Activities. This is for
on-campus use and basic training is required before use. The Campus Source Boards are electronic
message boards located in the Student Union basement and the Bike Shop. To reserve the Bike Shop
Campus Source, contact Dining Services, 103 Student Union, 775-2478. For Student Union basement
Campus Source, contact Union Activities Board at 775-5500. To reserve facilities at the Nutter
Center, contact the director's office at 775-3489 or 775-3670.
- Funding Sources
Other good funding sources are the SFC or Special Funding Committee, they fund special and one
time requests. If you are looking for subsidized funding then you must apply with the SOBC,
Student Organization Budget Committee during Spring Quarter. Don't forget to check with other
student groups for possible co-sponsorship opportunities.
Student Support Services
- authorizes services (media, printing, duplicating - charged to account)
- assistance in event planning
- use of bookstore/office depot discount
- registration of all social events
- assistance in finding an advisor
- use of student life leadership resources (manuals, books, training sessions)
- oversee student organizational accounts (negative accounts)
- assistance in use of WSU name, symbols, trademarks
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