UNIVERSITY OF MINNESOTA DULUTH
Student Activities Guide |
A Place To Be Someone
2007 – 2008
Kirby Student Center |
Table of Contents
Kirby Student Center/Use of Kirby Student Center/Use of This Guide 3
Who’s Who in the Kirby Student Center 4
Important Offices and Phone Numbers 5
Operating Policies and Regulations for Student Organizations, and Forms 6
University Policy Concerning Student Organization Operations 7
Group Activities 9
Freedom of Speech 10
Human Relations Responsibility 11
Business Enterprises Responsibility 12
Financial Operations 13
Social Responsibility 14
Responsibility of Student Organization 16
Guidelines for the Consumption pf Alcohol at UMD 17
Policy on Possession and Consumption of Alcoholic Beverages at
Student Organization Sponsored Events 18
Programming that Involves Alcohol 19
Application to Serve Alcoholic Beverages at an On-Campus Event 20
Judicial Functions 21
Policy on Eligibility for Activity Participation by Students 22
Directory of Student Organizations 22
Policies Applicable to Individuals 23
Student Conduct Code 24
Inciting or Participating in a Riot 25
Hazing 25
Use of Facilities by Non-University Organizations 26
Fund Raising Policy 28
Campus Fund Raising, Sales and Solicitation 28
Solicitation Policy 29
Food and Alcohol Policy 30
Food Policy 31
Catering Policy 32
Registration Policy for Student Organization 33
Procedures for Registration 34
Disestablishment of Student Organizations 35
Room Reservation Policy 36
Poster and Banner Policy 37
Kirby Student Center Banner Service 39
Campus Housing Facilities Posting Policy 40
Student Organization Mail Distribution in University
Housing Facilities 40
UMD Housing Poster, Flyer, and Banner Policy 41
Operating within Kirby Student Center: Successful Event
Programming Basics and Sample Forms 42
Kirby Student Center Facilities 43
Information Desk/Room Reservations 45
Reserving Rooms in Kirby 46
Fees and Charges for Rooms in Kirby 47
Kirby Student Center Room Reservation Request Form 48
Student Activities Center 49
Student Organizations 50
Organization Registration Procedure 50
Responsibility of Student Organizations Policy 51
Proof of Insurance General Liability Policy 52
Human Rights Policy 53
Non-Hazing Policy 54
Web Page Information Template 55
Fundraiser Procedure and Policies 56
Guideline for a Student Organization Constitution 57
What is Programming 59
Programming Basics 60
Potential Source of Programming Monies 61
Kirby Student Center Community Service Award 62
Equal Opportunity Programming 63
General Policy for Planning Activities on Campus 64
Booking Entertainment – Contracts 64
Films/Videos 65
Video Piracy and Public Performance 65
People/Dances 66
Program Budget Outline 67
Artist Equipment Request 68
Ticket Sales Record for Films, Dances, Etc. 69
Request for Police Services 70
Cash Box Request 70
UMD Stores Charge Authorization Sheet 71
Pep Rallies/Bonfires 72
Fundraising Programming 73
Off-Campus Fundraisers 75
Off-Campus Local Drinking Establishment Fundraisers 75
Guidelines for Use of Space Across From Bookstore 76
Programming That Includes Alcohol 77
Serving Food and Refreshments at Programs 78
Publicizing Your Programs 79
Publicity Guidelines for University Relations 80
Tickets and Ticket Sales 81
Decorations/Christmas Trimmings and Fire Safety Regulations 81
KIRBY STUDENT CENTER
Kirby is a busy place seven days a week for students, faculty, staff, and guests. It is a place to discover an internationally known speaker, a "hot" new band, a quiet corner, or a good friend.
A relaxed, personal, caring Minnesotan atmosphere envelops you as you enter the Student Center. The atmosphere is enhanced by music, a variety of entertainment, and student artwork. You will find comfortable lounges, a relaxing game room, and contemporary and periodic meeting rooms
The staff in the Kirby Student Center also adds to the personal care that each member of the UMD community is entitled to. Their friendly, helpful manner will guide you through your roughest days.
Kirby Student Center is vibrant and subtle; spacious and cozy; comfortably yours and refreshingly public – the center of action and the focal point for the feeling that is UMD.
Kirby Student Center is more than a building. It is services and a center for co-curricular activities. The facilities, services, and activities provided by Kirby are open to the entire UMD community. Kirby Student Center is truly a place to be someone!
USE OF KIRBY STUDENT CENTER
The facilities of Kirby Student Center are used to house and sponsor the educational, cultural, social and recreational programs of the University. Under most circumstances, Kirby is able to provide its services and facilities at no cost. This is possible through the collection of student service fees.
However, a fee must be charged when the programs are a source of income to the sponsoring organization, or when the persons benefiting directly from the program are not members of the student body or the immediate University staff, or when programs are extended after the normal operating hours, or when programs require additional University personnel. The fees are imposed when it is necessary to recover a portion of the operational costs.
USE OF THIS GUIDE
This guide was created to help you learn more about the policies that affect student organizations, how to operate in the Kirby Student Center and how to program events successfully. It is certainly not meant to take the place of face-to-face contact with the Office of Student Activities. We encourage each of you to stop by our offices at any time to discuss a concern or just to say "hi".
WHO'S WHO IN THE KIRBY STUDENT CENTER
KIRBY STUDENT CENTER
Director, Kirby Student Center 726-7163
Neale Roth
Associate Director 726-8741
Patrick Keenan
Room Reservationist 726-7166
Verna Richardson
Building Manager 726-7167
Nate Langemo
Kirby Information Desk 726-7163
Kirby Games Room 726-8734
Off-Campus Housing 726-7170
STUDENT ACTIVITIES OFFICE
Assistant Director, Student Activities & Leadership Development 726-8740
Joie Acheson
Student Activities Advisor 726-8739
Christina Geissler
Executive Office & Administrative Specialist 726-7170
Mary Jo Bowman
Principal Office & Administrative Specialist 726-7169
Laura Young
Principal Operations/Student Support Specialist 726-7063
Kimberly Butson
Statesman 726-7112
Lisa Hansen
Late Night Kirby 726-8742
IMPORTANT OFFICES AND PHONE NUMBERS
BUSINESS OFFICE, 209 Darland Administration Building
726-8292
CAREER SERVICES, 22 Solon Campus Center
726-7985
CATERING, 245 Kirby Plaza
726-7177
DISABILITY SERVICES & RESOURCES, 256/258 Kirby Student Center
726-8717
HEALTH SERVICES, 815 University Circle
726-8155
HOUSING & RESIDENCE LIFE, 149 Lake Superior Hall
726-8178
PRINT SERVICES, 125 Kirby Plaza
726-7114
RECREATIONAL SPORTS OUTDOOR PROGRAM, 153 Sports and Health Center
726-7128
SPORTS FACILITIES COORDINATION, 196 Sports and Health Center
726-7387
TICKET OFFICES:
Athletics Events, Lobby Sports and Health Center
726-8595
Kirby Program Board Events, Kirby Information Desk
726-7163
Music Events, Weber Music Hall
726-8877
UMD Theater Events, Lobby Marshall Performing Arts Center
726-8561
UMD POLICE, 287 Darland Administration Building
726-7000
UMD STORES, 175 Kirby Student Center
726-7175
WOMEN'S RESOURCE AND ACTION CENTER, 266 Kirby Student Center
726-6292
OPERATING POLICIES AND REGULATIONS
FOR STUDENT ORGANIZATIONS
UNIVERSITY POLICY CONCERNING
STUDENT ORGANIZATION OPERATIONS
University Senate, October 31, l946
Amended, University Senate, Feb.19, l953
Reviewed & Updated, Student Affairs Committee February 20, 2003
PURPOSES
The University Senate, responsible for formulating educational policies, considers organized student activities and programs an integral part of the University's total educational program. In order to contribute significantly to students' educational progress, to their recreational needs, and to their personal development, student activities should give to participants experiences which yield stimulation of interest in current social, political, economic, cultural or religious issues and problems; experience in living and working in group projects with individuals of different races, creeds and cultural backgrounds; intellectual development in fields related to classroom experiences; development in ideals and standards through activities of a professional type; practice in recognizing and exercising the responsibilities of citizenship; development of personal and professional friendships and association; development of capacities for leadership in group enterprises and recreational experiences within the cultural environment of the University.
PRIVILEGES AND RESPONSIBILITIES
In the management and conduct of activities designed to attain these objectives, students enjoy certain privileges and bear certain responsibilities as members of the University community. Among these privileges are the following:
Rights and privileges similar to those enjoyed by responsible citizens in every community, including those of discussion, debate, assembly, communication and dissemination of personal and group points of view through University-recognized and/or established media of expression and distribution; the right to initiate and join in the initiation and conduct of organizations, associations and enterprises consistent with the ideals and objectives of a program of higher education; the assistance and advice of members of the University staff in planning and conducting programs; the formal and official University recognition of activities and organization; the right to establish and maintain suitable media for publicizing and furtherance of student activities and the expression of students' point-of-view and the use of University facilities, services, buildings and property in conformity with general University regulations designed to make for orderliness and to serve the best interests of the University community.
These privileges granted to students by the University imply attendant responsibilities, which are assumed with the acceptance of privileges. Among these responsibilities are the following:
The responsibility to plan and conduct activities furthering educational purposes; the responsibility of student groups and organizations to recognize at all times that their actions and words may be considered by the public as representative of the University and that such actions and words should be such as to serve the best interests of all students and the highest purposes of higher education as a whole; the responsibility to direct student activities so as to avoid narrowness and selfishness of purpose, and to achieve the furtherance of purposes consistent with educational objectives; and the responsibility to recognize the affiliation of a student group with external organizations in no way abrogates the group's relationship to the University.
TYPES OF ACTIVITIES
In the exercise of the above privileges and subject to the foregoing responsibilities, officially registered student organizations and groups may initiate and conduct activities and affairs whether through discussion, meetings, publications, or giving recognition to intellectual achievement; programs concerning matters such as political, social, economic, educational, cultural, aesthetic, vocational, scientific, of other interest; fund-raising programs, through dues, assessments, or solicitation among students, to support the organization, to support welfare and charitable projects appropriate to the University community; religious programs, recreational programs for student; participation in government of student affairs through councils, boards, and other governing bodies; and planning and practicing group living through fraternal of co-operative associations.
The foregoing activities, affairs, and programs shall be directed primarily to the University community and to its members, and may not be extended by student organizations, using any means including any medium of communication, beyond the community without the guidance and approval of the Coordinator of Student Activities' staff. Any such extension of activities, affairs, and programs beyond the University community shall be an incidental part of the organization's total program and shall be consistent with the furtherance of students' educational objectives.
RELATIONSHIPS
The University is concerned not only with objectives but also with worthwhile results accomplished through student activities. For this reason, the University has established advisory and supervisory relationships with student groups with regard to the nature of activities, problems of financial management, and effective utilization of opportunities to achieve educational, recreational, and self-development purposes. Close co-operative working relationships should be maintained by student organizations and their members with faculty advisors and with the staff of the Coordinator of Student Activities, which serves as the normal channel for relationships between student organizations and the University administration.
The Assembly Committee on Student Affairs has general jurisdiction over all matters of policy, regulations, rules and programs relating to student activities. The students at all times have free access to this committee for review and discussion of such matters. The responsibility for administering such policies, rules and regulations and for general supervision over student activities has been assigned by the administration of the University of the Coordinator of Student Activities in the Office of Student Affairs.
Appeals from decisions of the staff of the Coordinator of Student Activities affecting student organizations and activities may be made to the Vice President for Student Affairs, the Assembly Committee on Student Affairs, the Assembly, the President, and finally, the Board of Regents.
The Assembly Committee on Student Affairs is empowered and directed to establish general policies and with general University regulations. All previously established rules and regulations having to do with student organizations and their activities as defined in this document shall be reviewed and, if necessary, revised or rescinded by the appropriate body to conform to these policies. Before the Assembly Committee on Student Affairs adopts rules and regulations, all interested student organizations shall have the opportunity for study and recommendations concerning the proposed rules and regulations.
GROUP ACTIVITIES
Social Activities and Outings
Assembly Committee on Student Affairs, January 28, l972
Reviewed & Updated, Student Affairs Committee February 20, 2003
Under the Policy on the Responsibility of Student Organizations for the Conduct of Members, "each student organization shall be responsible for the individual and collective conduct of its members in all of its group sponsored activities and functions." The policy applies to both on and off-campus events, and participants are expected to act in accordance with applicable University policies, municipal and state law.
Organizations may find it wise to avail themselves of the advising services of the Student Activities Center with regard to the legal complexities of contracts for facilities or bands before signing such contracts.
Organizations sponsoring overnight outing away from campus are encouraged to leave with their University Activities Staff an information sheet including a list of participants, method of transportation, dates, time, location and information on how they can be reached in case of an emergency.
At any social activity or outing, one person, preferably over age 21, should be designated as the coordinator to serve as spokesman for the group and the one who should be made aware of any problems, which arise.
FREEDOM OF SPEECH
Responsibility of Students for Freedom of Speech
Senate Committee on Student Affairs, May l0, l963
Reviewed & Updated, Student Affairs Committee February 20, 2003
"The principle of free speech is a very precious principle in a truly free society and is a part of the American way of life explicitly guaranteed by the Federal Constitution...The University is the product of a free society. It is neither afraid of freedom nor can it serve society well if it casts doubts on the ability of our free institutions to meet the challenge of doctrines foreign to our own...We pay only lip service to freedom if only those with whom we agree are allowed a hearing."
~Excerpts from a statement by President O Meredith Wilson, April 26, l962.
Orderly discussion of issues is essential to the function of a university. Students at the University of Minnesota share responsibility to preserve conditions favorable to orderly and rational discussions.
In order to more fully support the democratic processes, we encourage students to actively participate in and assume responsibility for freedom of speech. This implies the following:
1. Students who participate in campus programs are expected to conduct themselves in a manner, which
will not interfere with freedom of speech.
2. Students who participate in campus programs in which disorder occurs have a responsibility to act to
restore an atmosphere conducive to free expression.
3. Students who participate in campus programs are also expected to cooperate with the police,
University staff members, and members of the sponsoring organization in their attempts to restore an
atmosphere conducive to free expression.
The Assembly Committee on Student Affairs disapproves the following actions as being detrimental to freedom of speech:
1. Questioning, inappropriate to the format of the meeting.
2. Interruptions, which prevent the continuation of the programs, e.g., singing, abusive heckling, feet
stamping, seizing the microphone, throwing of objects.
3. Picketing, designed to restrict the freedom of expression. (The committee recognizes that orderly
picketing expressing ideas is legitimate.)
A registered student organization planning to attend the meeting of another student group to
demonstrate its disapproval by orderly picketing of the other group or its activities is expected to notify the Coordinator of Student Activities in advance of the meeting of its plans to demonstrate. However, this does not imply approval of disapproval of picketing under the terms of this policy.
HUMAN RELATIONS RESPONSIBILITY
Policy on Human Relations
Senate Committee on Student Affairs May 3, 1964
Approved, University Senate, June 3, 1964
Reviewed & Updated, Student Affairs Committee February 20, 2003
The University of Minnesota believes that an educated person recognizes the existence of and understands diversity in attitudes, beliefs and practices with respect to racial, religious, cultural and socioeconomic groups, color, creed, national origin, sex, age, marital status, disability, public assistance status, veteran status, and sexual orientation.
The goal of this policy is to overcome prejudice and discrimination. The University atmosphere should be one in which participation in extracurricular activities will lead to a commitment to values based upon knowledge, familiarity, understanding, association, and respect for individuals from divergent backgrounds,
Implicit in the framework of the University's educational goals is the development of students:
1. Who are respectful of members of other races, religions, color, creed, national origin, sex, age,
marital status, disability, public assistance status, veteran status and sexual orientation.
2. Who understand the interests, needs and desires of people from other socio-economic groups, and
3. Who have worked with people from different cultural, racial and religious backgrounds on projects
and programs of common interest.
Advisors and student officers are responsible for implementing this policy in their work with student organizations.
Use of University Buildings by Registered Student Organizations
Approved, Senate Committee on Student Affairs, June 4, l958
Reviewed & Updated, Student Affairs Committee February 20, 2003
Registered student organizations have the privilege of using University facilities for activities, which meet the requirements of the Assembly Committee on Student Affairs. These facilities should be scheduled in the order of application, and in accordance with the established policies and practices governing their use.
The resources and expert staffs of the many University departments should be made available to student organizations for consultation and aid in the development of their programs. The use of such resources by student organizations should be encouraged.
Use of University Buildings by non-University Groups
If your organization contemplates the sponsorship or co-sponsorship of conferences, conventions or activities that would include non-University groups, information regarding policies and procedures may be obtained by contacting the Coordinator of Student Activities.
BUSINESS ENTERPRISES RESPONSIBLITY
POLICY ON BUSINESS ENTERPRISES
Approved, Board of Regents, October 17, l980
Reviewed & Updated, Student Affairs Committee February 20, 2003
The Board of Regents, aware of its responsibility for all business enterprises, services and activities within the University adopts as a general philosophy the following policy on such activities for the University of Minnesota. The Board of regents requires that all business enterprises, services and activities conducted within the University shall be operated by the University except as outlined as follows:
1. The University may under contract; lease, sub-lease, or secure management services for its business
enterprises.
2. The University may authorize the operation of business enterprises, services, and activities to
registered student groups using the following guidelines:
a. Priority will be given to registered organizations, which are broadly representative of
campus students or a large sub-section thereof (e.g., student government, union boards,
college boards): other registered student organizations shall be considered on the basis of the
manner in which their enterprise would significantly benefit the campus.
b. The venture is complementary to the academic environment and compatible with overall
University policy. The benefits of the venture must be demonstrable. The appropriate
Assembly Committee on Student Affairs will review appeals concerning questions of
operational procedure, products sold, and disposition of excess funds.
c. Adequate financial resources are available and evidence of on-going commitment to the
venture demonstrated.
d. Reasonable standards are followed regarding employment, cleanliness, safety and financial
accountability, which comply with city, state, and federal regulations.
e. Prior to commencement of business, agreement must be arrived at between the
administration and the student organizations as to the method of financial accountability
according to the usual standards of good business practice.
All business enterprises, services and activities, whether University operated or student operated, shall provide opportunities for University community review and guidance through established boards and committees.
The Board of Regents is aware of a variety of short-term, fund-raising projects by student organizations, which are not expressly provided for in this policy. Control of these is the immediate responsibility of the Student Affairs officers and the Assembly Committee on Student Affairs on each campus of the University.
Administration of Policy
Under this policy, the Vice President for Finance, Planning and Operations shall have authority to designate which business enterprises, services and activities shall be provided by the University on the Twin Cities Campus of the University and in consultation with the Provost of any campus shall so designate University-operated enterprises on a campus. The Vice President for Finance, Planning and Operations, in consultation with the Vice President of Student Affairs and in consultation with the appropriate campus Provost, where applicable, shall approve the operation of business enterprises, services and activities by registered student groups within the guidelines as established by this policy.
FINANCIAL OPERATIONS
Supervision by Assembly Committee on Student Affairs
University Senate by-laws, adopted May 20, l964
Reviewed & Updated, Student Affairs Committee February 20, 2003
It (the Assembly Committee on Student Affairs) shall maintain supervision over the financial affairs of all student organizations over which the University has control.
Report of the Administrative Committee to the University Senate,
November 18, 1948
Reviewed & Updated, Student Affairs Committee February 20, 2003
Resolved, that the Administrative Committee of the Senate reaffirms the University policy of financial supervision of student organizations, including fraternities and sororities, under the rules and regulations of the Assembly Committee on Student Affairs.
University Senate,
February 17, l944
Reviewed & Updated, Student Affairs Committee February 20, 2003
In regard to the monies and finances of student organizations and organized student activities it shall be the responsibility of the Office of Student Affairs to supervise, counsel and advise all student organizations including fraternities and sororities, through conferences, interviews and periodic audits and reports for the purpose of ascertaining the stability and the prudent, efficient operation of the organization.
In regard to the monies and finances of student organizations and organized student activities it shall be the responsibility of the designees from the offices under the direction of the Vice Chancellor for Academic Support and Student Life to supervise, counsel, and advise all Student Service Fee organizations on financial concerns.
SOCIAL RESPONSIBILITY
Responsibility of Student Organizations
Revised Student Affairs Committee, March 9, l972
Reviewed & Updated, Student Affairs Committee February 20, 2003
Acting in the belief that the governing of student affairs should at all times be as close to the governed as possible, each student organization shall be responsible for the individual and collective conduct of its members and guest in all of its group sponsored activities and functions. The appropriate elected officers of each group shall exercise this responsibility on behalf of the organization.
EXTENSION OF THE GENERAL POLICY TO COVER ALL-SCHOOL SOCIAL EVENTS
The following specific regulations and responsibilities of student organizations for social events follows naturally, in the opinion of the Student Affairs and Student Behavior Committees, from the general policy on student organization responsibility.
1. Conduct Unbecoming a Student
This is a general description covering a wide variety of inappropriate behaviors. There need be no cause for concern about vagueness in this instance. It clearly embraces drunkenness, abusive behavior that infringes upon the rights of others as conduct unbecoming to a student.
2. Sponsoring Student Organization Responsibilities
It is expected that the organization officers will impress upon all members prior to the event that the organization will be responsible.
If there is drinking, disorderly behavior, etc. during the function and no evidence that the sponsoring organization attempted any restraining action through officers or members, the organization will be held responsible by the Student Affairs Committee and disciplinary action will be taken.
3. Actions Appropriate for Sponsoring Student Organizations
It is not the intent of this statement to cause student organizations to assume a police role in the extreme sense. It does, however, expect the sponsoring organization to recognize problem situations and to deal with them in appropriate ways.
For example, if any member of the sponsoring organization is witness to drunken behavior or other misconduct he/she should speak to the offending person(s), or request friends of the offending person(s) to aid in curbing the offensive conduct, or not being able to deal with the problem himself/herself, report the situation to an organization officer, a chaperon or a police officer.
Police officers will not patrol the specific areas assigned to the function, i.e., ballroom, gym floor, etc. For major events on or off the campus an officer will be available on call, however, and she/he will police the areas not under the direct supervision of the sponsoring organization (halls, washrooms, check rooms, parking areas, entry points). When police action is taken in the area under the direct supervision of the organization it will be on request of the sponsoring organization through a member, an officer or chaperon - unless the situation is such that the officer can not help but be aware of it independent of the organization and its personnel.
All possible situations or actions cannot be encompassed in any policy. It is hoped that this rather detailed statement will, however, clarify the expectations of the University with respect to student organization responsibility.
The faculty committees responsible for this statement extending the basic policy on student organization responsibility believe that if the student body wants pleasant, well organized and well mannered social functions and means to insure that they have them, those few individuals lacking maturity and self-control will either learn to exercise self-control or will avoid the school functions. Either action will insure the general success of University social events.
4. Calendar Conflicts
All parties, departments and student organizations concerned with organizing and scheduling campus events should be guided by the proposition that those conflicting and competitive events likely to be detrimental to each other should be discouraged.
The Student Activities office for all-school dances and other social events if deemed necessary by the Coordinator of Student Activities shall give out forms for police officers services. Payment for police services shall be made by the sponsoring organization.
5. Place of General Meetings and Social Events
The University of Minnesota Duluth believes there are values in a campus centered social and community life, which are important to both students and faculty. General meetings and events are therefore, expected to be held on the campus except that for reasons of variety in programming or of limitations in campus facilities, organizations may hold events for their members and individual guests of members off the campus.
6. Hours
Closing hours for social events may not extend beyond the normal closing hours unless special arrangements are made.
Responsibility of Student Organizations
The policy on the Responsibility of Student Organizations states that "each student organization
shall be responsible for the individual and collective conduct of its members and guests in all its groups sponsored activities and functions. This responsibility shall be exercised on behalf of the organization by the appropriate elected officers of each group" (Reviewed & Updated, Student Affairs Committee February 20, 2003).
This policy applies to both on-campus and off-campus events, and participants are expected to act in accordance with applicable University policies, municipal, and state laws.
The following specific regulations and responsibilities of student organizations for social events follow naturally, in the opinion of the Student Affairs and Student Behavior Committees, from general policy on student organization responsibility.
1. Conduct Unbecoming a Student
This is a general description covering a wide variety of inappropriate behaviors. There need be no cause for concern about vagueness in this instance. It clearly embraces drunkenness, abusive behavior that infringes upon the rights of others as conduct unbecoming to a student.
2. Sponsoring Student Organization Responsibilities
It is expected that the organization officers will impress upon all members prior to the event that the organization will be responsible.
If there is drinking, disorderly behavior, etc. during the function and no evidence that the sponsoring organization attempted any restraining action through officers or members, the organization will be held responsible by the Student Affairs Committee and disciplinary action may be taken.
3. Actions Appropriate for Sponsoring Student Organizations
It is not the intent of this statement to cause student organizations to assume a police role in the extreme sense. It does, however, expect the sponsoring organization to recognize problem situations and to deal with them in appropriate ways.
All possible situations or actions cannot be encompassed in any policy. It is hoped that this rather detailed statement will, however, clarify the expectations of the University with respect to student organization responsibility.
Guidelines for the Consumption of Alcohol at UMD
Approved, Board of Regents
February 1974
Reviewed & Updated, Student Affairs Committee February 20, 2003
The Board of Regents adopted a policy on alcoholic beverages at their February, l974 meeting. In addition to the individual rooms and private lounges of the residence halls, and the Faculty Campus Club (separate action), the policy authorized the President to designate areas where non-intoxicating or intoxicating liquor may be possessed or consumed.
On the Twin Cities Campus, the President asked an Ad-Hoc Committee to develop some guidelines by which areas or events could be designated for possession and consumption of alcohol. These guidelines have been reviewed with most the Campus Provosts, the Campus Committee on Student Affairs, and the Faculty Affairs Committee. The President has approved the guidelines. These guidelines apply to all University property throughout the state.
GUIDELINES
1. Any exception for the use of alcoholic beverages on University property will be granted only under special event circumstances in which the event is essentially for a private affair that does not involve sales and is not conducted contrary to law.
2. For the present, only the President's Office may grant exceptions to the general prohibition of use of alcohol on campus. Requests for exceptions must be made in writing on the Request of Exception form. This request must be in the President's Office at least two weeks before the special event for which the exception is requested.
3. The possible areas for exceptions are expected to be the discrete program/event areas within campus union/center, food service areas within theatres and some outdoor recreation areas. It is not faculty or administrative offices, libraries, indoor recreational areas, and the general physical grounds.
4. The Board of Governors for student centers or unions will offer suggested guidelines to the President by which exceptions might be made in these buildings.
5. Exceptions will be permitted only for events under the sponsorship of registered student organizations, academic units or administrative departments. Student organizations will channel their requests through the Student Activities Center on the local campus.
6. The departments or organizations requesting the exception will be responsible for the management of the special event. The persons listed on the request form will be responsible for all arrangements regarding the seeking of permission, the actual physical arrangements for the event, reasonable steps to assure proper behavior at the event, fulfillment of legal requirements concerning the use of alcohol, and whatever clean up is required.
7. No budgeted University funds may be used for the purchase of alcoholic beverages directly or indirectly.
8. Adequate provisions must be made for those persons who do not choose to consume alcoholic beverages and other beverages must be available for those persons.
9. The President's Office will forward for quarterly review by the various Assembly Committees on Student Affairs and Committees on Faculty Affairs a listing of the kinds of requests that have been accepted and rejected. The listing will also be made available to the Board of Regents.
POLICY ON POSSESSION AND CONSUMPTION OF ALCOHOLIC BEVERAGES
AT STUDENT ORGANIZATION SPONSORED EVENTS
Approved by Student Affairs Committee, April 8, 1974
Reviewed & Updated, Student Affairs Committee February 20, 2003
STUDENT AFFAIRS COMMITTEE
A motion was made by the Student Affairs Committee to recommend a policy on the possession and consumption of alcohol at special events of student organizations at UMD. The recommended policy recognizes the Regent's Policy that prohibits the use of budgeted University funds (tuition, service fee, etc.) for the purchase of alcoholic beverages directly or indirectly and prohibits the sale of alcoholic beverages anywhere on University property. It also recognizes that the Duluth city ordinance prohibits the sale of alcoholic beverages through gimmicks such ticket sales, sales of mugs, special passes, etc.
The policy is as follows:
A. Any registered student organization, by prior arrangement with the Student Activities Office, shall be permitted to dispense free at a pre-scheduled event, not open for general patronage, alcoholic beverages in the following areas on campus:
1. Kirby Student Center Ballroom
2. Kirby Student Center Rafters
3 Kirby Student Center Terrace
4. Locations of Catered Events
B. The Residence Hall Councils and Apartment Councils, working with Housing staff, shall establish their own policy, under existing Regent's Guidelines, in regard to areas where
alcoholic beverages can be possessed and consumed.
C. All student-sponsored events with over 50 people, where alcoholic beverages are served,
must have a minimum of two police officers on duty. The cost is to be incurred by the
sponsoring organization, unless special approval is received not to have police present.
D. Events sponsored by student organizations, where alcoholic beverages will be consumed on
University property cannot commence before 5:30 p.m., Monday-Friday. The Coordinator
of Student Activities must approve exceptions to this policy.
PROGRAMMING THAT INVOLVES ALCOHOL
1. Application must be in the President's Office at least l0 days before the event for which an exception is requested.
2. No University budgeted funds may be used directly or indirectly for the purchase of alcoholic beverages.
3. All State and Municipal laws must be enforced, e.g. minors may not be served; no one is to be served who is intoxicated (Minnesota law places liability on individuals and organizations for the conduct of those served).
4. Those persons listed on the reverse side are requesting these exceptions are responsible for:
5. Non-alcoholic beverages must be dispensed also.
-Sample-
Application to serve alcoholic beverages at an on-campus event
(An exception to the Regents Policy on Alcohol)
Name of sponsoring organization/department
Event description (including refreshments to be served)
Source of funds
Date of event__ Time of Event__________
Place (Building and room name or number)
Has room reservation been applied for and confirmed? Yes No
Group/persons invited Estimated attendance _______
Person making application Date __________
Address Phone ____________________
Other persons accepting responsibility for planning and conduct of this event:
Name Address Phone Dept/Organ.
1.
2.
3.
Applications must be reviewed by your academic department head, if a faculty group; the Student Activities Center, if a student organization; or your administrative department head, if an employee group.
Signature of Reviewer _______________ Department ________________________
Comment of Reviewer Date __________
Police coverage is required for the event? Yes No
Action by President's Office Approved Disapproved
Date Signature ____________________
Prepare in triplicate: l. President's Office 2.Reviewer 3.Spon.Group
JUDICIAL FUNCTIONS
Policy on the Responsibility of Student Organizations for the Conduct of Members (Conduct Control Policy)
Senate Committee on Student Affairs, May 21, l954
Reviewed & Updated, Student Affairs Committee February 20, 2003
Acting on the belief that the governing of Student Affairs should at all times be as close to the governed as possible each student organization shall be responsible for the individual and collective conduct of its members in all of its group sponsored activities and function.
The appropriate elected officers of each group under the following conditions shall exercise this responsibility on behalf of the organization:
1. In all group sponsored activities and functions, the best interests of the University as well as the interests of the organization shall be a basic consideration in planning and conducting
programs.
2. Each student organization, or the appropriate governing council, shall have the right and
responsibility for initiating policies governing conduct. Such policies shall be developed
and reviewed through joint consultation between the officers of the organization and the
Coordinator of Student Activities staff with the usual right to appeal to the Assembly
Committee on Student Affairs in instances of disagreement.
3. Each student organization shall be responsible for securing and maintaining compliance of
its members with the aims and purposes of this policy and with the rules established by the
group for the governing of conduct except that an organization will not be held responsible
for the conduct of individual members at other than group sponsored activities.
POLICY ON ELIGIBILITY FOR ACTIVITY PARTICIPATION BY STUDENTS
Assembly Committee on Student Affairs, April 21, 1972
Reviewed & Updated, Student Affairs Committee February 20, 2003
To provide a single, administratively feasible, and philosophically defensible standard for membership and participation in registered student organizations, including election to office, and membership on the various college and University committees, students' eligibility for such participation shall be conditioned only by the fact of their current enrollment for a minimum of six (6) credits. Exceptions, particularly for Continuing Education students (not enrolled in correspondence courses), may be granted by the Coordinator of Student Activities. Changes in procedures for such exceptions shall be reported to the Assembly Committee on Student Affairs. Current enrollment shall not be a requirement for continuing participation through summer sessions.
It is hoped that colleges, when issuing scholastic deficiency or probation notices, urge students to evaluate the impact of non-curricular activities, including work, upon their academic performance and that counseling/advising services will be identified to aid students in the assessment of factors affecting performance.
Student organizations may, at their option and for reasons relevant to their organizational purposes, set higher scholastic standards than the fact of continued enrollment within the University.
Directory of Student Organizations
University Senate, February 17, 1944
Reviewed & Updated, Student Affairs Committee February 20, 2003
The Coordinator of Student Activities shall prepare and publish annually an official register of registered student organizations and no student organization shall be included therein until it has fulfilled registration requirements.
POLICIES APPLICABLE TO INDIVIDUALS
Absence from Class for Participation in University-Approved Non-curricular Activities
University Senate, November l7, l949
Reviewed & Updated, Student Affairs Committee February 20, 2003
The University recognizes the desirability of student participation in various approved non-curricular activities that conflict at times with class attendance. It favors a policy of make-up procedures that will not penalize such participants in terms of class standing. The following statement of policy is therefore presented so that students and faculty may understand clearly their respective roles and responsibilities in this regard.
1. Students who are engaged in approved non-curricular activities such as forensics, band or athletics,
occasionally find it necessary to be away from the campus or engaged in the activity during the
meeting period of classes for which they are enrolled. The Coordinator of Student Activities will
make certification; that such students have been engaged in University approved non-curricular
activities on the dates and periods indicated. Instructors should allow these students to make up
work missed to the same extent they would permit make-up for other students absent from class for
other reasons such as illness.
2. The authority to excuse a student from class attendance resides in the individual instructor subject
only to the regulations of his/her department, division or college, except as a particular unit may have
specifically adopted some other policy, such as centralizing excuses through its administrative office.
3. The college, division, department and individual instructor should inform students of the relevant
policy and practices in each class at the beginning of the course.
4. Certification of the reason for absence from class does not operate to reduce the minimum work
required for the course. Such a certification should permit the student to make up the work,
according to regularly established practices of the University, college, division or department.
5. Any published lists or any slips issued to individual students indicating participation in approved
non-curricular activities should make clear the following points:
STUDENT CONDUCT CODE
UNIVERSITY OF MINNESOTA
BOARD OF REGENTS POLICY
Adopted: July 10, 1970
Amended: December 13, 1974; March 11, 1994; June 13, 2003 [Effective Date: July 1, 2003]
Excerpts from the Student Conduct Code Applicable to Individuals
1. Disorderly Conduct on Campus. Disorderly conduct on campus means engaging in conduct on
campus that incites or threatens to incite an assault or breach of the peace; breaching the peace;
obstructing or disrupting teaching, research, administrative, and public service functions; or
obstructing or disrupting disciplinary procedures or authorized University activities.
2. Possession or Use of Weapons on Campus. Possession or use of weapons on campus means
possessing or using on campus weapons or articles or substances usable as weapons, including,
but not limited to, firearms, incendiary devices, explosives, and dangerous biological or chemical
agents, except in those instances when expressly authorized by an appropriate University
authority for activities properly requiring the use or possession of the item.
3. Unauthorized Possession or Use of Drugs or Alcohol on Campus. Unauthorized possession or
use of drugs or alcohol on campus means possessing or using drugs or alcohol without
authorization.
4. Unauthorized Use of University Facilities and Services. Unauthorized use of University
facilities and services means wrongfully using University properties or facilities; misusing,
altering, or damaging fire-fighting equipment, safety devices, or other emergency equipment or
interfering with the performance of those specifically charged to carry out emergency services; or
acting to obtain fraudulently through deceit, unauthorized procedures, bad checks, or
misrepresenting goods, quarters, services, or funds from University departments or student
organizations or individuals acting in their behalf.
5. Theft, Property Damage, and Vandalism. Theft, property damage, and vandalism include theft
or embezzlement of, damage to, destruction of, unauthorized possession of, or wrongful sale or
gift of property belonging to the University, a member of the University community, or a campus
guest.
6. Unauthorized Access. Unauthorized access means accessing without authorization University
property, facilities, or services, or obtaining or providing to another person the means of such
unauthorized access, including, but not limited to, using or providing without authorization keys,
access cards, or access codes.
7. Disruptive Behavior. Disruptive behavior means willfully disrupting University events;
participating in a campus demonstration that disrupts the normal operations of the University
and infringes on the rights of other individuals; leading or inciting others to disrupt scheduled or
normal activities of the University; engaging in intentional obstruction that interferes with
freedom of movement, either pedestrian or vehicular, on campus; using sound amplification
equipment on campus without authorization; or making or causing noise, regardless of the
means, that disturbs authorized University activities or functions.
Inciting or Participating in a Riot
Academic/Administrative
Policy 2.6.4
Effective June 2003
Policy Statement
University of Minnesota students are prohibited from inciting or participating in a riot (1) on campus, (2) in areas proximate to campus, or (3) in any location when the riot occurs in connection with or in response to a University-sponsored event. Violation of this policy is a violation of the Board of Regents Policy: Student Conduct Code, and may result in sanctions under the Code up to and including expulsion.
Definitions
Engaging in, or inciting others to engage in, harmful or destructive behavior in the context of an assembly of persons disturbing the peace, including but not limited to using or threatening violence to others, damaging or destroying property, stealing or looting, setting fires, throwing bottles or other projectiles, intentionally or recklessly harming or endangering the physical safety of another, resisting arrest, impeding or impairing fire or other emergency services, engaging in disorderly conduct, refusing to leave when asked by an authorized person, obstructing traffic, or otherwise violating state or federal law.
Hazing
Academic/Administrative
Policy 2.6.5
Effective July 2003
Policy Statement
Hazing by any member of the University community is prohibited at the University of Minnesota. Hazing is prohibited whenever it occurs on University premises or in connection with any University-affiliated group or activity.
Those who violate the prohibition against hazing are subject to discipline up to and including dismissal, consistent with existing, codes, rules, policies and contracts. Any criminal complaints will be reported to law enforcement.
Definitions
An act that endangers the mental or physical health or safety of an individual (including, without limitation, an act intended to cause personal degradation or humiliation), or that destroys or removes public or private property, for the purpose of initiation in, admission to, affiliation with, or as a condition for continued membership in a group or organization.
University-Affiliated Group or Activity includes but not limited to any athletic team, association, order, society, corps, club, student organization, fraternity, sorority, or similar group that is affiliated with the University whose memberships consist primarily of those from the University community.
University community includes students, visiting students, those requesting or granted admission, faculty, staff, affiliated faculty or staff, retirees, alumni association members, sponsored affiliates (consultants, volunteers & committee workers) and anyone else engaged in any University activity or program.
USE OF FACILITIES BY NON-UNIVERSITY ORGANIZATIONS
Administrative Committee of University Senate, May 25, 1970
Reviewed & Updated, Student Affairs Committee February 20, 2003
Supersedes all previous policy statement of the Board of Regents regarding the use of University facilities by Non-University organizations.
The University of Minnesota, as a public educational institution, recognized that its teaching, research and service functions can often be complimented by making its facilities available to organizations which are not part of the immediate University community, but whose activities are relevant to University programs. A substantial number of outside organizations participate directly in the academic programs of University departments, especially in continuation study, extension and research programs, and many community service programs carried on under University auspices involve the use of facilities by non-University groups.
The University has traditionally been open to its communities, and to the extent that this tradition can be maintained without conflicting with normal work of the institution, on-campus contact with outside organizations should be encouraged whenever that contact can compliment regular programs. It should be made clear, however, that University facilities cannot be used for purposes unrelated to its educational programs, and that the University is not competing with commercial facilities and services that are available for conferences and conventions.
In general, most University facilities are seldom available to outside organizations when school is in session. The University faces severe shortages of space in most of its normal activities, but there are certain facilities maintained for conferences and supplementary programs. Some classroom and dormitory facilities are occasionally available during quarter breaks and summer sessions. In all cases, the normal programs of University units must be given first priority for on-campus facilities.
The University wishes to accede to as many requests for the University to serve as host to outside organizations as can reasonably be arranged but the University cannot recognize an unlimited right by outside organizations to the use of campus facilities, even in cases where the request is supported by students, faculty and staff who may be members of such groups. The University recognized student organizations, faculty groups, or other groups directly related to the work of the University, but it cannot always extend privileges to national, regional or other outside groups, even though they have local chapters on the campus.
ACTIVITIES SUBJECT TO THESE POLICIES AND PROCEDURES
These policies and procedures apply to any activity in which an outside organization is invited, as an organization, to use University facilities under the co-sponsorship or an on campus organization, which is not a regular academic or administrative unit. They apply whether the facilities are to be rented by the outside organization or provided by the on-campus group. Invitations to outside groups by regular University units are not subject to these policies and procedures, as they are considered to be part of that unit's normal programming.
Continuation study, extension programs, concerts, lectures and the like are considered to be regular programming when sponsored by official University departments.
These policies do not apply to invitations to individuals who are being asked to speak at functions on campus, as the Speaker Policy of the University Senate covers these.
CRITERIA APPLIED TO FACILITIES REQUESTS
1. The facilities requested must be available at the time requested and appropriate to the use proposed.
The University will not displace on-campus functions to provide space for outside organizations. In
the event of a conflict between a request for special use of space between a campus department or
agency and an outside group, priority will be given to the campus agency. In the event of conflicting
requests from two or more outside agencies, priority will be given to the event judged
administratively to have the most relevance to the educational purposes of the University.
2. An outside group requesting that the University host a particular event must be prepared to furnish,
on request from the University, a statement describing the relevance of the proposed event to the
University's educational program. In most instances, relevance to University programs will be self-
evident. In certain cases, however, outside organizations whose primary objectives are not
educational or directly education related may be asked to relate their proposed activities to the
educational purposes of the University.
3. An outside organization must establish proof of financial responsibility and pay all usual and
customary charges established by the University for space, facilities, equipment and services.
4. Any outside organization requesting the use of University facilities must be sponsored by an on-
campus organization. On-campus sponsorship by student organizations is limited to those groups
officially recognized by the Assembly Committee on Student Affairs. Since there is no comparable
recognition process for faculty and staff groups not officially connected to University departments,
the determination of sponsorship eligibility must be made individually.
5. The sponsoring group or groups must agree to abide by the policies and procedures of the University
concerning the use of space, facilities, equipment and services and to follow the directions of
authorized University personnel.
FUND RAISING POLICY
Student Organizations are expected to be financially self-supporting from dues and similar fees collected from within their membership. Bake sales, candy sales and similar small moneymaking activities directed to the student body at large, are permitted with approval through the Student Activities office.
A representative from your organization should be responsible for obtaining a cash box from the Kirby Information Desk, returning it to the desk after the sale, and filling out the form in the cash box. The money taken in during the sale will be counted the Kirby Student Center staff. Your treasurer will be responsible for picking up the money from the desk two days later for deposit into your checking account.
CAMPUS FUND RAISING, SALES AND SOLICITATION
Assembly Committee on Student Affairs, June 4, 1973
Reviewed & Updated, Student Affairs Committee February 20, 2003
A. Essential control of fund raising, sales and solicitation on campus is required to protect the
University community's interests by insuring that health, sanitation and consumer protection criteria
are met. Registration provides an opportunity to inform student organizations about relevant
University and municipal standards, taxes when applicable, and where and how they might set up for
contact with the University community.
1. All campus fundraising efforts by student organizations must be registered with the Kirby
Student Center. Registration includes a description of the activity and when and where it is
to be held and how it is to be conducted. The name of the student in charge must be
included. Registration does not constitute University approval of or support for the drive.
2. Fundraising activities may not be conducted in classrooms, campus offices and other
University buildings except with the express consent of the instructor or appropriate
administrator.
3. In the instance of food sales, specific approval by the Student Activities Office and Food
Service must be secured. If the food is coming from off-campus additional approval must
come from the office of Office of Environmental Health and Safety.
4. The name of the sponsoring student organization must appear prominently in all advertising
and other communications connected with the fundraising effort.
5. Fundraising activities may not be conducted in residence hall units or to the members of
other registered student organizations while in meeting except with the express consent of
the Housing Office or the officers of the registered student organization.
6. Student organizations may sponsor drives for the benefit of non-profit off-campus agencies
and organizations, such as March of Dimes, Legal Defense Fund, United Way, etc.
However, such agencies and organizations themselves cannot directly solicit funds on
campus.
7. Upon completion of a fund raising effort, a summary report must be filed with the
Coordinator of Student Activities, if requested. This should report the amount of money
raised and its disposition. Funds raised through campus fundraising, sales and solicitations
may not be used to the benefit of individual members or officers of the sponsoring
organization and must, if retained by the student organization itself, be expended for the
general program of the organization.
B. On-campus sales by individuals may be conducted on University grounds only after registration at
the Student Activities Center.
1. Registration for sales by individuals will be granted if the person is being sponsored by a
registered student organization. Registration does not constitute University approval or
support of the items for sale.
2. Food sales by individuals are not permitted.
3. Complaints about items sold on campus referred to the Coordinator of Student Activities
may affect future registration applications.
SOLICITATION POLICY
Any organization not registered with the University of Minnesota, Duluth who requests to sell merchandise must follow the procedures below:
1. A signed contract stipulating agreement with the policy and procedures for the sale of
merchandise at UMD in conjunction with a department.
2. Inventory must be taken by the sponsor prior to the sale and after the sale. All
unaccountable items will be considered a sale.
3. If the sponsor sells the merchandise, the sponsor shall receive 20% of gross sales (after taxes
when applicable). If the organization requesting sale space sells the merchandise
themselves, the sponsor shall receive l5% of gross sales (after taxes when applicable) or
$25, whichever is greater.
FOOD AND ALCOHOL POLICY
Programs and Activities Involving Alcohol
If you are planning to have alcohol at any program or activity, we strongly suggest that you weigh the pros and cons of the dependence of alcohol for the success of the program. Too often, student groups decide to have alcohol at an event solely because it is feared that if beer and wine isn't offered, no on will show up. If this is the case, then maybe the program itself may not be a good one. An alcoholic beverage is to be used to supplement or enhance an activity. When alcohol becomes the reason for the program, you may be heading for trouble.
Alcohol use at campus activities is regulated, not prohibited. Above and beyond these regulations, some common sense elements are to be considered. With the drinking age being 21, we are faced with the fact that approximately half of University students are eliminated from alcohol use. That is an awfully large group to bar from programming. Be very sure that you really need alcohol before you begin to refuse people admission to a program held in a location, which they are funding through their student service fee money. If your group does decide to have alcohol at a program held on campus, here is what needs to be done:
1. Complete the "Application to Serve Alcoholic Beverages at an On-Campus Event" form
(in triplicate). You can pick it up from the secretary in the Student Activities Center. It
must be returned to and approved by the Coordinator of Student Activities (office located
next to the Kirby Information Desk).
2. This form must be completed at least two weeks before the date of your event.
3. Request police to be on duty. You can do this by filling out the appropriate form
available in the Student Activities Center. The expected attendance regulates the number
of officers needed.
4. If you plan to use alcohol in a residential facility, please see an area coordinator.
5. You need to show a proof of insurance liability form. You can get one of these as an
addendum on your auto or home insurance policy.
Alcohol use at events and activities on campus is not prohibited, it is only restricted. Alcohol can be used during an on-campus activity while adhering to the restrictions established by the University. Enforcement of this policy does not mean the complete elimination of alcohol use on campus. It simply encourages those who wish to use it do so wisely and with discretion.
Please read and refer to the guidelines and the University policies as they appear in this guide. If you have any questions or want any ideas on how to work within these guidelines, please consult a member of the Student Activities Staff.
FOOD POLICY
Special Regulations from the Department of Environmental Health & Safety
Food Source:
All food supplies must come from approved, commercial sources.
Storage:
All food and food containers shall be protected from contamination at all times and shall be kept at least 8" off the floor.
Waste Water:
Wastewater shall be discharged into an approved sanitary sewer, ground discharge is not permitted.
Refuse & Garbage Disposal:
Refuse and garbage must be stored and disposed in a manner, which will not create a nuisance.
Single-Service Items and Condiments:
Single-service utensils and self-service food, including condiments (including catsup, mustard, coffee whitener, and sugar) must be individually packaged.
Employee Practices:
Individuals working in special events food stands shall comply with the following:
A. Employees shall maintain their hands in a clean and sanitary condition.
B. Hands shall be washed after using the toilet, handling raw food, smoking, or otherwise
soiling the hands.
C. Outer garments shall be clean. Effective hair restraint (such as hairnets, headbands, and
caps) shall be worn while engaged in food preparation and service.
D. Employees shall not use tobacco in any form while on duty.
E. Individuals with a communicable disease (e.g. gastrointestinal illness, sore throat, discharge
wound) shall not engage in any food preparations or serving activities.
CATERING POLICY
For the protection of students, staff, and the public, UMD Food Service and Health Department regulations require that all food and beverages served on campus be obtained from UMD Catering. No food can be brought on campus without the approval of the Office of Environmental Health and Safety. The only exception being those employees may bring "potluck" only if it is to be served to other University employees at individual office parties. If you have any questions on this policy, please call the Environmental Health and Safety Office at 726-7273.
Reservations for banquet or reception service must be made at least one week in advance. A guaranteed final count must be given 72 hours before the scheduled event. Orders for light meals and coffee must be made 72 hours in advance to avoid a late charge. The minimum number for meals to be served is 6.
All banquets or catered events not completed by 10:00 p.m. may be assessed a late charge unless prior arrangements have been made. All groups should allow time for dinner tables to be cleared before any program or speech lasting longer than 15 minutes begins.
You can make arrangements to pick up your order from Catering or it will be delivered. A delivery charge will be added to your bill. If you pick up an order, it is your responsibility to return all carts and Food Service equipment. Delivery charges are not assessed to meals.
The department head should approve catering orders. Orders can be sent via e-mail, (catering@d.umn.edu) or telephone (726-7177).
When planning an event, begin by calling the Kirby Student Center Room Reservationist at 726-7166 to reserve a room. When you call or send information to Catering, please have the following information at hand:
2. Room reserved
3. Number of guests
4. Billing information: address and CUFS number
The Catering Manager welcomes and encourages any comments concerning your catered function either before or after your event.
REGISTRATION POLICY FOR STUDENT ORGANIZATION
Student groups seeking to establish a relationship with the University in order to have access to University facilities, services, and staff shall register with the University. Campus Assemblies shall establish procedures and conditions for registration. Registration shall entitle a student organization to certain facilities and services and shall oblige the student organization to abide by all applicable University and campus policies.
Student groups seeking to establish a relationship with the University in order to have access to University facilities, services, and staff shall register with the Student Activities Center. Documents to be submitted for registration shall include:
1. Annual Registration Form
2. Responsibility of Student Organizations
3. Human Rights Policy
4. Non-Hazing Policy
5. Proof of General Liability Insurance Policy
6. Fundraising Policies and Procedures
7. Student Activities Website Form
Registration allows a group of students to join together for a common interest and to express their ideas as an organized body. This in no way should express or imply University approval of the interests and ideas around which the group form. Registration further allows the organization to use University facilities, services, equipment rental, advisory services, and publicity outlets.
Registration implies that the organization assumes certain responsibilities which include the responsibility not to deny nor interfere with the rights and privileges of others; the responsibility not to discriminate in electing members and officers other than the qualifications, interests, beliefs and congeniality of the prospect; the responsibility to obey all applicable laws and University policies and regulations; and the responsibility to recognize that extra University affiliations in no way change one's relationships to the University; the responsibility to hold open meetings except where special prior permission has been granted under appropriate University guidelines.
PROCEDURES FOR REGISTRATION
1. Constitution and/or Statement of Purpose
Each student organization should be strongly encouraged to develop a constitution which includes a statement of purpose, procedure for becoming a member, method of selecting officers, and the manner and extent to which students determine the plans and policies of the organization. A viable constitution provides the organization continuity, stability and efficiency of operation. Any future amendments or changes in the Constitution or Statement of Purpose shall be filed with the Student Activities Center.
2. List of Officers
The names of the President, Treasurer, and other principal officers (including contact persons) and of the advisor must be furnished to the Student Activities Center. When new officers are elected or appointed, their names shall be submitted to the Student Activities Center. All officers must be currently registered students (except for summer session). The purpose of this requirement is to facilitate communication between the organization and the University and to identify responsible officers.
3. Officer Awareness Statements
Signed statements by the officers on behalf of the organization that they are aware of all University policies and regulations applicable to student organizations. The current officers shall submit these statements annually.
4. Signature of the Advisor (optional)
Each student organization should be strongly encouraged to select a faculty or staff advisor, but no groups should be denied registration if it does not have one with the exception of those groups receiving student service fee funds. All such student organizations must have an advisor. Advisors can benefit a student organization by providing continuity, information and expertise.
5. Membership
Voting membership shall be limited to currently enrolled students. Although membership lists are not required, the Student Activities Center may request that the advisors or officers certify that all voting members are students. Some organizations may wish to include faculty, staff, spouses, and non-students in their programs and activities, but they shall not be voting members or officers.
DISESTABLISHMENT OF STUDENT ORGANIZATIONS
Registered student organizations shall be considered eligible for disestablishment by the Student Activities Center when one of the following criteria is met:
1. When an organization submits a written request for inactivity.
2. When both of the following conditions are fulfilled:
a. When the organization does not register with the Office of Student Activities
b. Any of the last officers and/or advisors verify the inactivity of a group or none of
the last listed officers and/or advisors can be reached.
3. When a constitutional provision deactivates a group as of a certain date.
REPORTING PROCEDURES
The Student Activities Center will periodically report to the Assembly Committee on Student Affairs the names of student organizations registered or disestablished under the above policies. In cases where there is a question on the administration of the policies, exceptions to the policies or on matters of major importance, they shall be referred to the Assembly Committee on Student Affairs.
ROOM RESERVATION POLICY
1. All room assignments in Kirby Student Center and the Griggs Center are made through Verna Richardson (726-7166).
2. All requests for scheduling of general-purpose classrooms, regardless of the time of day, will be done through the academic classroom schedular (726-7579).
3. The Sports and Health Center, and the outdoor playing field areas are scheduled by the Events and Sports Scheduling (726-7387).
4. Set-up arrangements are made at the time of reservation through the appropriate room reservationist.
POSTER AND BANNER POLICY
The following policies affect all posters, flyers, handbills, and other promotional materials
posted on the walls of the UMD campus.
Approval:
2. All posters must contain the following information before they will be approved:
• Sponsoring Organization (Must be a registered student organization or campus department)
• Time of the event
• Place of the event
• Cost to attend the event
• Who can attend the event
Note: Off-Campus events that express certain educational or service value may be approved by the Director of Student Activities; please allow at least one day for this.
3. Posters may not advertise an alcoholic event and may not advertise a bar or alcohol sponsor.
6. Each poster must be individually stamped and initialed by the Kirby Information Desk.
8. The Director of Student Activities must grant approval for any poster that does not meet these criteria.
Posting:
9. There are eighteen (18) official posting locations on campus. At a number of these locations, there is more than one area given for you to hang your poster. You may hang only one (1) poster at each posting location. For instance, each landing of a stairwell may be designated as a posting area. Only post on one landing. You may not post more than the approved eighteen (18) posters. If a posting area is full, you must skip that area and move onto the next posting area.
10. Posters must not be put on department bulletin boards, painted surfaces, wood surfaces, wallpapered surfaces, metal, glass, or on other approved University organization signs.
12. To place posters in the Residence Halls, see the Area Coordinator in the Housing Office or stop at the Residence Hall Information Office in Lake Superior Hall.
13. Groups needing masking tape to hang up posters are responsible for signing out the tape at the Kirby Information Desk. Do not use other tapes or special poster mounts.
14. To keep all efforts to advertise UMD activities effective, each group is asked to remove the publicity after each event. If the old posters begin to accumulate, even the best poster is no longer effective.
Banners:
15. All wall banner spaces must be reserved with the Room Reservationist in Kirby Student Center, K134.
Any poster not approved, lacking information or not following the posting policies will be removed.
Failure to comply with any of the posting policies will result in the loss of future posting privileges.
-Sample-
Kirby Student Center
BANNER SERVICE
Today's Date_________________________ Requesting Organization: ___________________________
Contact Person: Phone:__________________________________________
Date Needed: (You must allow 7 working days)
BANNERS (Fill in or check your choices below)
How Many Size (length) ft. Ink Color(s) ________________________
Paper color: White Other________________
POSTERS (Fill in or check your choices below)
How many ________________ Size x (Maximum: 22"x 27")
Vertical or Horizontal__________
Posterboard color Ink Color(s)
Please indicate information that should appear on your banner or poster below. Include any special instructions, logos, colors, etc. Sketch how it should appear in the space provided or leave the creativity to us!
CAMPUS HOUSING FACILITIES POSTING POLICY
All posters, fliers, and banners to be posted in any residence hall or on-campus apartment must be approved and stamped at 189 Lake Superior Hall. General guidelines for posters are as follows:
following requirements:
STUDENT ORGANIZATION MAIL DISTRIBUTION
IN UNIVERSITY HOUSING FACILITIES
Officially recognized student organizations who wish to distribute group mailings to students living in University housing facilities must submit a written request to the Associate Director of Housing at least five working days in advance of the requested distribution date. If the request is approved, the following guidelines must be followed:
1. Each piece must include the student's name and campus address (mailing labels are available
from Housing for a nominal cost).
2. Pieces must be sorted and bundled in room/suite/apartment by numerical order.
3. Pieces, other than postcards, must be folded in thirds and stapled or enclosed in an envelope.
4. Deliver the mailing to 149 Lake Superior Hall at least one day before the desired distribution
date. Housing staff will attempt to distribute group mailings on the desired date.
If you are using the intercampus mail system, you must sort and bundle the mail by residence hall or apartment. The bundled mail must be in room/suite/apartment numerical order.
UMD HOUSING POSTER, FLYER, AND BANNER POLICY
1. All posters and flyers to be posted in any residential facility must be approved and stamped at 189
Lake Superior Hall.
2. All groups requesting to hang posters must be a University organization or department with the
name of the organization or department clearly printed on each poster.
3. Posters are only permitted on approved bulletin boards in public areas of Housing. Posters not on
approved bulletin boards will be removed.
4. Pictures suggesting alcohol or alcoholic beverages cannot be mentioned on any poster.
5. Sliding flyers under doors is NOT allowed.
6. Distribution of pamphlets, leaflets, or flyers by placing them in mailboxes is not permitted.
A maximum of 35 approved posters or flyers may be posted on the following bulletin boards and/or areas:
Burntside Hall One poster at entrance, one in each lounge
Griggs Hall One poster on bulletin board for each section
Lake Superior Hall One poster on bulletin board, one on elevator landing on each floor
Vermilion Hall One poster at entrance, one poster in each lounge along the main corridor
Junction Apartments One poster on bulletin board by mailboxes in each building
Oakland Apartments One poster on bulletin board by mailboxes next to each office
Stadium Apartments One poster on the bulletin board at the entrance to each building
Heaney Apartments One poster in Heaney Service Center on bulletin board by mailboxes,
One poster on first floor across from elevators
Goldfine Apartments One poster on bulletin board at the entrance of each building
Any large banners, which are to be hung in the Griggs/Lake Superior Hall lobby, must meet the following requirements:
1. Reservation requests are made by calling 726-7390.
2. The size of the poster must not exceed 8 ft. x 2-1/2 ft.
3. Parties and other social events cannot mention kegs or alcoholic beverages on the poster or
approval will be automatically denied.
4. Banners must be approved and stamped at 189 Lake Superior Hall before posting.
OPERATING WITHIN KIRBY STUDENT CENTER
SUCCESSFUL EVENT PROGRAMMING BASICS
AND
SAMPLE FORMS
KIRBY STUDENT CENTER FACILITIES
LOWER LEVEL
Kirby Games Room
The unique atmosphere of the Kirby Games Room offers a great place to relax on campus. The Games Room offers foosball, pinball, video games, pocket billiards, cards, backgammon, chess, a variety of board games and a large screen television.
Kirby Poster Room
The Kirby Poster Room is also located on the lower level. Banners of all sizes can be ordered to fit your organization's needs. The service is fast and the rates are reasonable. Banner order forms are available at the Kirby Information Desk.
FIRST FLOOR
Kirby Information Desk
The Desk has campus information, newspapers, bus schedules, cash boxes, and lost and found items.
Student Activities Office
Student Activities Advisors, Kirby Leadership Institute, Late Night Kirby, Off-Campus Housing, Notary Public Service, Student Association, Kirby Program Board, and many resources for all registered student organizations all share the Student Activities Office.
Statesman
The UMD newspaper is published every Thursday during the school year and distributed throughout the University. Writing and photographic opportunities are always available. Advertising space is also available. Interested organizations should contact the Statesman office.
UMD Stores Lower Level
UMD Stores Lower Level sells textbooks, computers, electronics, software, school supplies, leisure reading books and study guides.
Northern Shores Coffee Shop
The Coffee Shop sells coffee, tea, sandwiches and bakery items.
Kirby Lounge
The Kirby Lounge is a multi-purpose lounge for the campus community. It is a great venue to read, relax, visit with friends, or participate in one of the many events programmed there. Adjacent to the Kirby Lounge is the Greek Life office, home to the UMD social and service fraternities and sororities.
Kirby Terrace
The "Patio of Kirby"! Great for outdoor activities!
SECOND FLOOR
Multicultural Center
The Multicultural Center include meeting rooms, student organization offices, a multimedia and graphics room, and a student lounge.
Griggs Center
The Griggs Center can be used for special events and programs, luncheons, and recognition celebrations.
UMD Stores Upper Level
UMD Stores Upper Level has everything in UMD apparel, gifts, art supplies, cards, snacks, and beverages.
THIRD FLOOR
Ballroom
The Ballroom is a multi-purpose facility in which concerts, dances, lectures, special events, and social gatherings are held. In addition to the main ballroom, on either side we have meeting rooms (Ballroom A & C) that will accommodate up to 50 people.
Rafters
This inviting space is a multi-purpose room and home to many Late Night Kirby events.
Garden Room
A spacious meeting room that will accommodate up to 50 people.
Meeting Rooms
Each Kirby room has its own motif to fit your group's needs. Audio-visual equipment is available upon request from the Room Reservationist, Verna Richardson.
Dining Center
The Dining Center is for residents who have signed a meal contract or students and guests on a cash basis.
INFORMATION DESK
The Kirby Information Desk (commonly known as "the Desk") is centrally located on the first floor. Desk attendants are there to provide anyone with information regarding all campus-wide activities. The Kirby Information Center is a quick referral service and the first place to go with any questions or problems. The Kirby Information Center also provides the following services:
ROOM RESERVATIONS
UMD facilities are reserved through the room reservationist located by the Kirby Information Desk. Office hours are from 8:00 am - 4:30 pm, Monday through Friday. All University events are scheduled on a master calendar with the reservationist. Reservations should be made well in advance of the scheduled event. If you should have to cancel your activity, please notify the reservationist immediately.
A variety of special set-ups for Kirby Student Center meeting rooms are available. Should you need to cancel a meeting that involves a special room set-up, you must notify the reservationist at least 48 hours before the event. Failure to notify the reservations office will result in a service charge to cover the cost of set-up.
RESERVING ROOMS IN KIRBY
STOP BY AND SEE THE ROOM RESERVATIONIST. (Verna Richardson, 726-7166)
1. Indicate the date wanted (RESERVATIONS SHOULD BE MADE AT LEAST ONE
WEEK IN ADVANCE).
2. Indicate the room desired.
3. Indicate the time of the event (beginning and ending) and set up time. Indicate set up
and/or technical equipment desired.
4. In the event the room is not available for the time and date you desired, it is best to have
some alternate requests.
ROOM CAPACITIES
Ballroom…………………………...………499 auditorium/dancing
Ballroom A and C…………………………24-60
Kirby Garden Room……………………….40-54
Kirby 351…………………………………..11
Kirby 355-357……………………………...32 meetings/28 luncheon
Kirby 361…………………………………..10
Rafters………………………………………200
Kirby Lounge……………………………….200
* Kirby 311……………………………………26
* Kirby 323……………………………………26-30/16 luncheon
* Kirby 333……………………………………25
Kirby 335……………………………………6-8
Dining Center…………………….…………450
Room capacities change with different kinds of set-ups. Ask the room reservationist for more information.
RAFTERS
The Rafters may be used by any registered student organization. The Rafters Television Lounge, however, may not be reserved for private functions when school is in session.
BALLROOM
The Ballroom is a multi-purpose room, which can be reserved for a variety of events, from a seminar to a dance.
*Seating can be expanded to 40 for lectures.
FEES AND CHARGES FOR ROOMS IN KIRBY
STUDENT ORGANIZATION ACTIVITIES
There is no service charge for activities, conferences, workshops, or seminars, which are sponsored by students. If special personnel, extra custodial staff or technical services are required by the sponsoring group, an additional hourly rate will be charged to the organization.
Any food needs can be directed to Catering. Your food needs may be as simple as popcorn or as elaborate as a full meal. The Catering Office is located at 245 Kirby Plaza, and can be reached by calling 726-7177, or through email (ID: Catering). If you need to cancel your order you need to allow a 48-hour notice or you will be billed for the cost of the food.
If you are holding a dance the University police must be present. A police request must be filled out 3 weeks before your scheduled event. The police request forms are available from either the Kirby Student Center Activities secretary of the Kirby Room Reservationist. Your group will receive a bill from the police for their services. Check with campus police department at 726-7000 for the current cost of their services.
If you are holding your group functions at UMD but outside of the Kirby Student Center or the Sports and Health Center, you MUST have liability insurance. Please see a Student Activities Advisor for more details.
EVENT REQUIRING THE KIRBY STUDENT CENTER TO BE OPEN BEYOND NORMAL CLOSING HOURS
Any event, which requires the building to be kept open beyond the normal closing time, shall cost the sponsoring organization an additional charge for each hour after the normal closing hour. This shall be in addition to any other service charges. This charge is for wages of employees required to stay additional hours. Please check with the Kirby Room Reservationist for the current cost.
EQUIPMENT AND SUPPLIES
The Kirby Student Center has a wide variety of equipment and supplies available for you meetings and events. Please make the necessary technical arrangements with the Room Reservationist when reserving your rooms.
-Sample-
Kirby Student Center
Room Reservation Request Form
Date Submitted: _________________________________________________________________________
Contact Name: _________________________________________________________________________
Contact Number: _________________________________________________________________________
Head Count: _______________________________________________________________________
DESCRIPTION
Group Name:____________________________________________________________________________
Set-up Instructions:
_______________________________________________________________________________________
_______________________________________________________________________________________
_______________________________________________________________________________________
_______________________________________________________________________________________
EVENT:
Day: _________________________________________________________________________________
Date: __________________________________________________________________________________
Start Time: _____________________________________________________________________________
End Time: ______________________________________________________________________________
Desired Room/Space
1st Choice: _____________________________________________________________________________
2nd Choice: _____________________________________________________________________________
3rd Choice: _____________________________________________________________________________
Verification of your reservation will be sent back to you.
Submit completed form to Verna Richardson, Kirby Student Center. 1120 Kirby Drive, Duluth, MN 55812. Phone: (218) 726-7166
STUDENT ACTIVITIES CENTER
The Student Activities Office complex is designed to meet the needs of registered student organizations. The Student Activities staff is composed of trained professionals, all of whom possess experience in various areas of programming and organizational development. They can be an excellent resource to your organization as you plan events, book guests, or set up for functions. They are also available to answer any questions you may have about University policies and how they affect you and your organization.
Throughout the year, a variety of leadership, skill development, and topical workshops are sponsored by Kirby Leadership Institute. The Student Activities staff is also available to meet with your organization to provide specific skill development training or problem solving skills.
The Student Activities Center maintains a file on each registered organization. This serves to answer inquiries and helps keep the administration informed of the organization's members, purpose, and programs. Please keep files updated with officer's names and addresses, constitution revisions, and any other information that would be helpful to those people becoming involved in your organization.
A mailbox is provided for each registered organization. This enables a group to have a convenient mailing address (Kirby Student Center) as well as allowing the University to communicate with your group. Office space is also made available to Student Association, Kirby Program Board, and Statesman in this area.
STUDENT ORGANIZATIONS
Student activities and organizations are considered an integral part of the University's total educational program. Involvement in student activities contributes significantly to an individual's personal development, intellectual growth, and social responsibility. Consequently, any groups of students who have a common bond of interest are encouraged to join together and form a student organization. The officers of a registered group must be UMD students carrying at least six (6) credits. As an official registered student organization, each group must recognize its obligations to the educational advancement of its members as well as to the University of Minnesota Duluth.
Once an organization has registered, it is entitled to the following:
-listing in the roster of official student organizations
-use of campus facilities for all meetings
-a designated mailbox in the Student Activities Center: each organization may distribute
material to all other groups using these boxes
-use of campus advertising privileges (in accordance with established poster regulations –
see separate section on publicity)
-advisory service of the Student Activities staff
-the right to request funds for projects either through a loan or a grant from Student
Association
ORGANIZATION REGISTRATION PROCEDURE
All four officers of your organization must register each academic year with the Student Activities office. These procedures are used for all organizations whether they are re-registering or becoming a new organization.
1. Student Organization registration is accomplished by meeting with a Student Activities Advisor in Kirby Student Center. All four officers must attend this meeting. Group registration times are set up in the beginning of each year. When you meet with a Student Activities Advisor, he/she will review all required forms and verify that they are filled out correctly and that you are aware of all University policies regarding student organizations. This will complete your registration process.
2. The following forms are provided at the time of registration and must be completed before registration is complete.
a. Annual Registration Form
b. Responsibility of Student Organizations
c. Human Rights Policy
d. Non-Hazing Policy
e. Proof of General Liability Insurance Policy
f. Fundraising Policies and Procedures
g. Student Activities Website Form
3. Organizations are encouraged to write an organizational constitution and file at least one copy with the Student Activities Office. Student organizations receiving student service fees must submit a constitution to the Student Activities Office. All amendments must be filed as well. An outline of a constitution is provided in the appendix of this Guide. Should you need further assistance, please contact one of the Student Activities staff.
-Sample-
UMD Registered Student Organization
Responsibility of Student Organizations Policy
The policy on the Responsibility of Student Organizations states that each student organization shall be responsible for the individual and collective conduct of its members and guests in all its groups sponsored activities and functions. This responsibility shall be exercised on behalf of the organization by the appropriate elected officers/designated representatives of each group.
This policy applies to both on-campus and off-campus events, and participants are expected to act in accordance with applicable University policies, municipal, and state laws.
The following specific regulations and responsibilities of student organizations for social events follow naturally, in the opinion of the Student Affairs and Student Behavior Committees, from general policy on student organization responsibility.
This is a general description covering a wide variety of inappropriate behaviors. There need be no cause for concern about vagueness in this instance. It clearly embraces drunkenness, abusive behavior that infringes upon the rights of others as conduct unbecoming to a student.
It is expected that the organization officers/designated representatives will impress upon all members prior to the event that the organization will be responsible.
If there is drinking, disruptive/disorderly behavior, etc. during the function and no evidence that the sponsoring organization attempted any restraining action through officers or other members, the organization will be held responsible by the Student Affairs Committee and disciplinary action may be taken.
It is not the intent of this statement to cause student organizations to assume a police role in the extreme sense. It does, however, expect the sponsoring organization to recognize problem situations and to deal with them in appropriate ways.
All possible situations or actions cannot be encompassed in any policy. It is hoped that this rather detailed statement will, however, clarify the expectations of the University with respect to student organization responsibility.
Your signature below indicates that you and your organization have been informed of, and agree to abide by, the Responsibilities of Student Organizations.
Name of Organization:
Signature of Officer: Date:
-Sample-
UMD Registered Student Organization
Proof of General Liability Insurance Policy
As a result of their independent and autonomous status from the University of Minnesota, student organizations are required to provide proof of insurance in order to conduct activities in University facilities. General Liability Insurance provides coverage for third party liability and is required to hold most activities, or meetings with over 100 attendees, outside of either the Kirby Student Center or the Sports and Health Center. To determine whether your group is required to provide proof of General Liability Insurance, please answer the following questions:
1. Is your event going to be held in either the Kirby Student Center or the Sports and Health
Center facility?
2. Do your meetings/events exclusively involve less than 100 people and do these events
exclude alcohol and sporting events?
3. Are your events exclusive to on-campus events only?
If you answered ‘yes’ to each of the questions above, you do not need to purchase a General Liability Insurance policy. If you answered no to any of the questions, you may need to purchase a General Liability Insurance policy. The policy form is called a Special Event Blanket Liability Coverage Certificate of Insurance and is available from the Kirby Room Reservationist (Verna Richardson, 134 KSC). The completed policy form, along with your check in the amount indicated below, should be given to the Kirby Room Reservationist at least five working days (one calendar week) prior to your event.
‘Per Event’ premiums for on-campus events only currently are as follows:
Without Alcohol With Alcohol
0-100 Attendees (meeting) $0 $69
0-100 Attendees (event) $46 $69
101-500 Attendees $92 $138
501-1000 Attendees $231 $347
1001-5000 Attendees $289 $434
5001 + Attendees $445 $668
Please meet with Student Activities Staff to determine if you need a policy and, if you do, how much you must pay to obtain the policy. The policy only covers on-campus events held in University facilities. If you are holding an event on consecutive days, you need only purchase one policy; however, the cost of the policy will be determined on the estimated combined attendance of all the days the event is held. This policy does not cover social, service or academic Greek organizations, or political and religious organizations.
Your signature below indicates that you and your organization have been informed of, and agree to abide by, the General Liability Insurance policy and procedures.
Name of Organization:
Signature of Officer: Date:
-Sample-
UMD Registered Student Organization
Human Rights Policy
The University of Minnesota calls attention to the following interpretation of Title IX of the Education Amendments of 1972
Human Rights Statement
Name of Organization:
Signature of Officer: Date:
-Sample-
UMD Registered Student Organization
Non-Hazing Policy
Hazing is a fundamental violation of human dignity. It means committing an act against a student, or coercing a student into committing an act that creates a substantial risk of harm to a person in order for the student to be initiated into or affiliated with a student organization. (Minnesota Statute 127.46). Hazing is against Minnesota State Law and against University of Minnesota policy as established by the Board of Regents.
Acts of hazing include but are not limited to the following:
It is still hazing if:
You are committing an act of hazing when you:
Sanctions or Penalties for Hazing:
Your signature below indicates that you and your organization have been informed of the Non-Hazing Policy and that your organization will not plan nor participate in hazing activities of any kind.
Name of Organization:
Signature of Officer: Date:
-Sample-
UMD Registered Student Organization
Web Page Template Information
The Student Activities Office provides every registered student organization a web page that allows all students the opportunity to learn more about each organization on-line. The URL for this web page is www.d.umn.edu/~student/stuorg. The information you provide here will be used to create that web page.
Organization Name:
Statement of Purpose:
Meeting Days, Times and Location:
Are there dues or other type of membership fee? YES NO
If yes, how much are the dues/fees, how often are they charged and for what are they used?
Past Activities/Events:
(speakers, social activities, field trips, competitions, etc.)
Benefits of Involvement:
(social opportunities, skills learned, leadership experiences, career and academic field networking, etc.)
Contact Person (Full Name and E-mail Address):
(For those interested in joining your organization or who have a particular question.)
-Sample-
UMD Registered Student Organization
Fund-Raising Procedure & Policies
Procedure
Policies
Your signature below indicates that you and your organization have been informed about the Fundraising Procedure and Policies and agree to follow these policies.
Name of Organization:
Signature of Officer: Date: -Sample-
GUIDELINE FOR A STUDENT ORGANIZATION CONSTITUTION
The following outline and questions are designed to help you write a constitution for your organization. The constitution should contain statements concerning enduring aspects of the organization. Items that are subject to frequent revision (such as time and date of meeting) should be included in the by-laws. You may want to delete certain sections and add others to your constitution. University policies that apply to registration of your organization are included in the outline. Remember to include a section on fund disbursement should your organization ever become inactive.
CONSTITUTION OF (Name)
PREAMBLE
Is a preamble desirable? Often the purposes of the organization are most effectively stated in a preamble. There should be a statement here or in Article I of the group's willingness to abide by established University policies.
Article I NAME AND PURPOSE (if not in preamble)
Section l. What is the exact title to be used in addressing this organization?
Section 2. What is (are) the purpose(s)? Is it fostering a broad educational goal? Will it train
Leadership? Has it a social or cultural aim?
Article II MEMBERSHIP
Section l. Who is eligible for membership? Are there any restrictions on University students?
How does one become a member? (University policy requires that there be no
arbitrary exclusion on the basis of race, color, and religion.)
Section 2. Are there categories of membership? (For example: Associate Membership, for
non-student members). If so, what are they? What are the privileges and
responsibilities of the separate categories? (Control and leadership of the
organization must rest with University of Minnesota students.)
Section 3. Do you want to provide for withdrawal of membership? Can a member remain in
the organization if he fails to pay dues or if he has broken group rules? Who or
what board has the right to request a member to withdraw?
Article III OFFICERS
Section l. How many officers are there? What are their titles and duties? Do you want to
include special offices for Social Service or Human Relations? Will the officers
constitute an executive committee? Description of committees likely to undergo
change should be in the by-laws.
Section 2. How are the officers elected? When and for what period? Who is eligible for
office? (University policy restricts officer positions to students enrolled for 6 or
more credits). When do officers assume office? You may wish to specify the
existence of an adviser and define his role.
Article IV AMENDMENTS
Section l. How are amendments to be proposed and by whom? What vote is required to
adopt? (usually 2/3's of voting membership). Because constitutional changes are to
be filed with the Coordinator of Student Activities, a statement to that effect should
be included as a reminder to future officers.
Article V PROVISION FOR BY-LAWS
Section l. Can by-laws be established for this organization? Because by-laws are traditionally
easier to establish and amend, include in the by-laws the rules most subject to
change: time of meeting, amount of dues, date of elections, committee structure, etc.
Section 2. How many votes are necessary to establish or alter by-laws (usually a majority
vote)? By- law changes should also be filed with the Student Activities Center.
NOTE: If you need any help with any section of your constitution or by-laws, please talk with a Student Activities Advisor.
WHAT IS PROGRAMMING?
Programming has become a popular and much used word among student leaders and professional activities staff. A program is a planned experience and should be used as a tool to provide opportunities for social, recreational, and educational learning as well as entertainment. An activities program on campus is the vehicle through which many organizations' goals and purposes are met. Activities and programs are always learning experiences for the organizers and the participants. The programming of activities is a concentrated effort by student leaders and staff to build an attitude of responsibility and community involvement on campus.
Any organization with the intention of providing programs has assumed some major responsibilities. Before an activity is planned, the question of primary concern should be: What is trying to be accomplished and for whom? It is the organization's responsibility to survey the students, identify interests and needs and then provide a balanced "bill of fare".
Objectives should be established and resources identified when a group plans the specifics of an activity (or activities). Determine the order in which the program-related tasks are to be accomplished and by whom. Responsibilities for the event are divided among working individuals of the group and a person is assigned or appointed to coordinate the entire program or activity.
The Student Activities Guide is an invaluable tool at this stage. Arrangements are facilities, set-ups, food, and resource people are simplified by using this handbook. Planning is important because it minimizes cost and inefficient activity. It allows for the best use of an organization's limited time together and also insures freedom from overlooked details. Remember: when planning an activity, it is possible to fall short of your goal by not taking care of all necessary details.
An essential part of programming is the evaluation of a program or activity. It is the only way an organization can discover whether or not the original goals were met and aid in the development of future programs. It gives the group a means to determine where improvements are needed in order to strengthen the overall programming. The outcome is more successful programming and elimination of wasted money, time, and effort.
OFF CAMPUS PROGRAMS: To avoid hassles, please notify your Activities Advisor of your program and its location.
If your organization decides to use off campus facilities to put on a program, it is extremely important to remember that, in a way, you are representing all UMD student organizations. Any indiscretion on your organization’s part (breach of contract, damage, etc.) hinders the use of that facility by any other UMD organization in the future.
PROGRAMMING BASICS
When your group is planning an activity or program, whether it is a weekly meeting, a tournament, or a dance, you have some definite responsibilities. This is just a basic checklist. Items may be deleted or changed depending on the situation. Please use this list and the Activities Guide often, duplicate the checklist or develop your own for other group members when necessary.
1. Identify the specific need, concern, or interest for which something is to be done. Filling
this need becomes the primary objective. Some examples of objectives: an opportunity
for people to meet; information dissemination; entertainment; calming students frazzled
test nerves; etc.
2. Decide what might be done to fill the need. This part of event planning is called
brainstorming. This is creative thinking time. There is no room for judgment or killing
of ideas such as "It will never work" or "Nobody will show up". Your imagination is the
limit.
3. Decide which of the ideas appear to have the best chances of meeting your primary
objective. When making your final decision consider the availability of essential
resources such as funds, space, equipment and people.
4. Build a budget. How much is your organization willing to and able to pay for
entertainment, advertising, food, decorations, etc? What is your limit? Rules of thumb:
1. Promotional campaigns are usually 10-15% of event expenses.
2. Never plan to have a full house. Use 2/3 of expected attendance as your base expected
income.
3. Never count on event income to pay your bills.
5. Determine the date, time, and best place for your event. Always have alternatives
available.
6. See the Kirby Student Center reservationist to reserve the facility you need and any
necessary equipment or personnel for that day and time.
7. AVOID HASSLES - Meet with one of the Student Activities Staff as soon as you have
decided what to do. Work with the staff throughout the entire process of planning,
staging, and evaluating the event. The advisors have the expertise and knowledge to
make programming easier and a more enjoyable experience for all involved. The staff
can also identify other resources and people that can help your program. Consult this
Student Activities Guide prior to seeing the staff in order to be familiar with whatever
rules, policies, and regulations govern the particular event.
8. Now you are ready to make whatever plans are necessary, depending on the type of
activity. Here are some helpful hints:
A. Delegate responsibilities to all members within the group; appointing a
coordinator for all delegates. Find additional volunteers if necessary. People can
be divided into work groups or committees. Areas assigned include, but are not
limited to, publicity, food/beverage, entertainment, set-up and clean up,
decoration, and finances. The coordinator of the event should keep accurate
records of all financial commitments.
B. If planning an event with refreshments:
1. determine what you want to serve
2. consult with the catering manager of Food Service, located in Kirby
Plaza 245, for prices, availabilities, and completing a Food Service
Catering Request (see appendix E)
C. If planning an event that includes live entertainment, reserve a dressing room,
and see the room reservationist about basic equipment needs and set-ups.
D. Many entertainers require contracts or letters of agreement. A contract or letter
of agreement is a legal document that holds the signer responsible for insuring
that the agreement is kept. DO NOT SIGN ANYTHING! Meet with a Student
Activities Advisor for a contract review before signing anything.
E. When planning a large event and it is open to the entire campus, the University
police will be required. See the secretary in the Student Activities Center for
the appropriate forms and instructions.
F. You might need help with crowd control at a large dance, concert, or special
event. Invite student organizations to usher for the event as one of their service
projects.
G. You might want to send special invitations to significant people, according to
your activity.
H. Use only inflammable decorations. Set-ups should not obstruct fire exits.
I. Make sure all equipment is in working order.
J. Don't forget to have your program, if it is a fundraiser, approved by the Student
Activities Staff.
K. When planning an event such as a lecture, special event, or meeting that is open
to all students or the general public, please refer to the section on Equal
Opportunity Programming.
9. Confirm all activity-related details. Never assume things have been or will be done.
10. After the event, return all borrowed equipment promptly. Pay off all bills as soon as
possible. Thank everyone who helped with the program.
11. Evaluate the event at its conclusion. Did it accomplish the primary objective? Make note
of any helpful hints for the next time. Involve as many people as possible in this process.
POTENTIAL SOURCES OF PROGRAMMING MONIES
Each semester the Student Association Loans and Grants committee gives monetary awards to registered student organizations that wish to participate in and/or organize programs and activities that promote the growth and development of their group and the UMD community. Announcements for the loans and grant application period will be put in your organizational mailboxes and announced over the President Council Alias. Please note that your organization must sign up for an appointment at the time your application is turned into the Student Association Office.
-Sample-
KIRBY STUDENT CENTER
COMMUNITY SERVICE AWARD
Nomination Form
The Community Service Award recognizes those student organizations whose efforts in undertaking service projects have made a positive impact in the UMD and Duluth communities. This award publicly acknowledges the contribution of time and energy that student organizations give while helping others. Recognized organizations receive a certificate of recognition. Nominations are accepted spring semester from both within the student organization and from non-members.
Student Organization Date
# of Organization Members Student Organization Advisor __________________
Individual Submitting Nomination Phone
Address Email
Service Project/Event Information
Project/Event Location
Date(s) Time # of Participants
Describe the service project or event in detail. How and when did this project originate? Who organized it? What did it entail? Who did it benefit and how? Be as specific as possible with your description. If possible, please provide supportive material including photographs and letters of appreciation.
Please submit this nomination to the Kirby Student Center Activities Office, K115.
EQUAL OPPORTUNITY PROGRAMMING
Section 504 of the Rehabilitation Act of 1973 mandates that co-curricular activities be provided in a manner that allows students with disabilities an equal opportunity for participation.
The intent of this legislation is to ensure that disabled individuals have an opportunity to take advantage of those services and programs available to all students or to the general public.
When planning and presenting an event (including meetings, workshops, and lectures) that is open to all students and/or the general public, these guidelines should be followed:
1. Schedule events in accessible and barrier-free locations.
a. Arrange for special seating sections (aisles, in front, in back) with an emphasis
on convenience for people in wheelchairs, on crutches, or with other mobility
handicaps.
b. Arrange for areas with good lighting to accommodate the visually impaired so
that they may see more clearly.
c. Train ushers to be alert and responsive to individuals needing special assistance.
2. Groups that receive allocations from the Student Service Fee should incur the expense for
sign language interpreters for their meetings and activities when requested. Non-fee
supported groups will be expected to incur the expense (which should be included when
preparing an even budget). If you have any questions, contact a Student Activities
Advisor.
3. When advertising events open to the public, include information on accessibility with the
national symbol of access and the following statement: "Sign language interpreters for
the hearing impaired will be provided with 48 hours advance notice. Call 726-8709 for
more information."
4. If a request is made for a sign language interpreter, you are responsible for providing
such assistance. The Hearing-Impaired coordinator is Nancy Diener at 726-8709.
GENERAL POLICY FOR PLANNING ACTIVITIES ON CAMPUS
The Coordinator of Student Activities or his/her designee must approve functions, such as dances and entertainment programs sponsored by a student organization, which are open to and dependent upon public attendance. An organization seeking approval to sponsor such an unrestricted function must provide the following to the coordinator:
1. Evidence of the organization's ability to guarantee the financial success of the function
from the resources of the organization itself.
2. Assurance that preference will be given to students in the pricing and sale of tickets.
3. Assurance that ticket controls will be in accord with University requirements.
BOOKING ENTERTAINMENT--CONTRACTS
There are a few general rules to follow when booking any form of entertainment:
1. Prices for artists are flexible depending on "routing". The agency or artist will usually set
a high price but may go lower if they are in a 150-mile radius or need the exposure in the
area. Before you talk to the artist or agent, know what you want to pay and how high you
will go if you have to. Offer what you feel is the correct price and stick to the current
rates for the agency or artists.
2. Inquire what the acts' technical equipment needs are. Do they carry their own sound
system or do you have to provide it? Make sure you can fulfill their requirements before
proceeding further. You can do this by seeing the room reservationists.
3. Be sure there is agreement and understanding of all terms: price, starting and finishing
times, length and number of performances.
4. If you can offer room and board as a negotiating point it really helps, but make sure this
will be a deal for you. If not, do not offer this benefit. The cost of hotel/motels and food
is increasing. Do not agree to the terms of the contract. Tell the agent that you need to
talk the terms over with a Student Activities Advisor before you can agree to the contract.
5. Meet with a Student Activities Advisor to go over the terms of the contract.
6. If you decide to call for the contract then you can contact the agent and ask him/her to
send you the contract via mail.
7. Meet with a Student Activities Advisor to go over the contract. The contract will be
processed and given to the Director of Kirby Student Center to sign or to the Vice
Chancellor of Academic Support and Student Life, depending on the amount of the
contract agreement.
8. A copy of the signed contract will be given to you for your files once everything is
processed.
FILMS/VIDEO
Films are either handled by one distributor or, in the case of older films, by several distributors.
There are good, reliable distributors and there are "fly-by-nighters" who deal in hot prints or retired prints from other distributors. There is not much difference in price among the reputable dealers. If you find a distributor with a vast price difference on a film be very careful. Ask questions like "how old is the print?" "Do they have inspecting machines?" "Is the print a full-length version?" Listed below are things that you need to be aware of when booking a film:
VIDEO PIRACY AND PUBLIC PERFORMANCE
The Federal Copyright Act (Title 17 of the United States Code) governs how copyrighted materials, such as movies, may be used. Buying a video, in most cases, does not give one the right to show the tape/DVD outside of one's home or residence hall room. Many of the films available for home video libraries are licensed for home use only. For instance, most of these videotapes/DVDs cannot be shown at a student organization meeting/event or in residence hall lounges without obtaining a public performance license. This legal requirement applies regardless of whether or not an admission fee is charged. Unless a video you show explicitly states it is licensed for public performance, you must seek a public performance license for any uses outside the home. "Willful" infringement of this law is punishable as a felony, carrying a maximum sentence of up to five years in prison and/or a $250,000 fine. See a Student Activities Advisor for more details.
PEOPLE
Booking people differs from films for obvious reasons. You're dealing with an animate object that has feelings and needs just like yours.
People you might hire do different things for a living, such as performing musically, speaking, performing magic, performing theatrically, and conducting seminars, workshops or training sessions. Be sure to hire the right person for your program.
Whatever these people do, they will have general needs like eating, sleeping, resting, and being alone. They'll also have specific needs related to their jobs. Most of the needs will be specified in the contract they send, but should be discussed before settling the deal to assure you can deliver their specified needs.
It should be remembered that there is a relationship between the performer's mental frame of mind and the success of the performance. The more satisfied the performer is with your care and concern, the more satisfied the audience will be.
DANCES
1. Dance requests should be made as early as possible. At that time, space will be reserved in the
all-school calendar and the reservation book with the Kirby Reservationist.
2. Remember to fill out a fundraiser form and have it approved by the Student Activities staff prior
to contracting for entertainment, food, etc. This should be done no later than two weeks prior to
the event.
3. A minimum of one police officer must be on duty for all dances. Police requests must be made
with a Student Activities staff person who will determine the actual number of police officers
needed. Be sure all members of your organization realize that they are responsible for the
conduct of everyone attending the dance. The police officers will be available for problem
situations beyond the control of your organization. The number of police officers needed for the
event determines the charge. Your organization should budget approximately $125.00 for this
expense when planning a dance.
4. Get the contract from the band within 30 days or no later than two weeks before the event. The
band should furnish contracts, but contract forms are available from a Student Activities staff
person. See the Kirby Student Center directory of this guide for loading and unloading
instructions for the band. The band should not be paid in cash from the income of the dance. The
organization's treasurer should pay the band by check at the conclusion of the dance.
5. If you are planning a dance to raise funds, you must determine admission charges. Student
Organizations whose major function is to raise funds solely for that organization will be permitted
to charge an entrance price providing it is reasonable. Charges should be based on expenses.
Example: If the organization has a gross expense of $1000.00 ($125.00 for police, $750.00 for the band, $50.00 for refreshments, $75.00 for publicity) and the average attendance is around 350
students, you would want to charge a minimum of $3.00 to break even or minimize any losses.
6. When charging admission, you should make sure that there are people to sell tickets at the door.
You should also make provisions for a re-entry door using a stamp instead of ticket stubs as proof
of being a paid participant.
7. Report decorations, set-up, and equipment needs to the Kirby Reservationist. See the separate
sections in this guide for more information.
8. Closing hours for any event shall not exceed 12:00 a.m. unless prior arrangements are made with
the Coordinator of Student Activities or his/her designee.
-Sample-
Program Budget Outline
I. EXPENSES
A. Programs
1. Professional fees
2. Sound and Lights
3. Stage Crew (electrician, too)
4. Piano Tuning
5. Ticket Printing
6. Accommodations
7. Media Service Rentals
8. Equipment purchases (awards, etc.)
9. Transportation (air, ground)
10. Food (comp. dinner, receptions)
11. Police, Security
B. Publicity
1. Newspaper, radio, TV
2. Out-of-house printing
3. In-house printing, duplicating
C. Other
1. Phone
2. Postage and shipping
3. Bookstore materials (itemize)
4. Other (itemize)
5. Deposits expected (not for sale)
Total Expenses:
II. REVENUE OR INCOME
1. Dues
2. Ticket Sales
3. Fund Raising/Co-sponsorships
Total Revenue or Income:
Revenue or Income - Expenses:
-Sample-
Artist Equipment Request
Group or Artist
Date of Performance
Performance Location
Performance Time
Will you be bringing your own equipment?
If not, please have the artist fax you their technical rider. Check with the room reservationist to see if we can accommodate the artist’s needs.
What kind of lighting do you require?
Anything else required:
Load in time:
Sound check time:
Any questions call the agent for further clarification
-Sample-
Ticket Sales Record for Films, Dances, Etc.
DATE:
CHANGE FUND:
ORGANIZATION
EVENT:
Ticket starting #
Ticket finishing #
Total Sold @ $
Total amount due
Less change fund
Actual amount in box
Over + or under -
Signature:
-Sample-
Request for Police Services
DATE NEEDED:________________________________________________________________________
EVENT:_______________________________________________________________________________
PLACE :
# OF OFFICERS:_______________ HOURS--FROM_______________ TO_______________________
CHAIRPERSON:________________________________________________________________________
METHOD OF PAYMENT: ___CUFS ____ CHECK ____ OTHER (PLEASE CHECK)
CUFS # ________________________________________________
________________________________________________________
STUDENT ACTIVITIES STAFF
************************************************************************************
-Sample-
Cash Box Request Form
Person(s) or Organization
Location of Event
Type of Event____________________________________
Price ___________________________________________
Date(s)
Cash box picked up _______________________________________________________________
Where Date and Time
Approved by:__________________________ Room Reservationist ____________________________
Cash box received: Date _______________ Name ________________________________________
Date_________________ Name ________________________________________
Date_________________ Name ________________________________________
Total Money __________________________
Less Cash box __________________________
Profit Received _________________________ ____________________________________________
Date Name
- Sample-
UMD STORES CHARGE AUTHORIZATION SHEET
NAME OF ORGANIZATION
Signature and office of persons authorized to charge materials at UMD Stores:
Signatures Office
1.
2.
3.
Student Activities Center Date
PEP RALLIES/BONFIRES
Student organizations interested in sponsoring or presenting a pep rally involving bonfires should observe the following rules:
1. Before getting the permit contact UMD Police at 726-7000 and let them know the date
and time you want to hold the bonfire. They will see if the bonfire site is available. Also
talk to the Police about crowd control.
2. Contact Facilities Management, at 726-8262 and let them know the date and time of your bonfire. You also need to go to Facilities Management in 241 Darland and pick up a work request form for site preparation and restoration. Budget $150 – $200 dollars for this work to be done. Firewood may be available from Facilities Management.
3. Go to the City of Duluth Fire Hall (602 W. 2nd Street) and get a permit for open burning.
Fill out the permit and take it to Fire Station #4 (the University Station) where the captain
on duty will sign it and set up conditions for burning. Set up arrangements for the fire to
be put out by Fire Station #4 at this time.
4. Give a copy of the signed permit to UMD Police, Facilities Management, and the Student
Activities Office.
5. If wood is not available from Facilities Management then try local gas stations and
convenience stores that carry firewood.
6. Composition:
FUNDRAISING PROGRAMMING
Student organizations are expected to be financially self-supporting from dues and similar fees collected from within their membership. Each student organization is limited to sponsoring six fundraising events a year, with no single event more than three days long, and not more than three fundraisers in any given semester. The Student Activities secretary must approve all fundraising, including raffles and gimmick sales. Once you have received the form, fill it out and return it to the secretary as soon as you can. If your request is approved, a confirmation slip will be placed in your organizational mailbox. Take this confirmation to the room reservationist and sign up for a space in Kirby and a cashbox.
All-school functions sponsored by student organizations for the purpose of raising funds are permitted by approval of the Coordinator of Student Activities so long as the publicity and sales are directed solely to students and staff.
Raffles
According to the Minnesota Charitable Gambling Control Board, the following guidelines must be followed for Bingo and Raffle fundraiser events:
Raffles
1. Organizations are limited to four raffles during a one-year period. The market value of
the merchandise to be given away at these raffles must not exceed $750.
2. Sponsoring organizations must be non-profit. The Student Activities secretary will write
the Minnesota Charitable Gambling Board in St. Paul informing them 30 days before the
raffle will take place. The letter must state the sponsor, where and when the raffle will be
held, what merchandise is being raffled off and its market value. (Form letters are
available in the Student Activities Center.)
3. Should the organization's members decide that they would like to exceed the merchandise
limit of $750, a license is required and the organization members must prove they are
either incorporated or non-profit proven by an income exemption. (Please see the
Student Activities secretary for more information.)
Bingo
Bingo games may be held up to four times a year. Each event may not be more than four hours long. The organization must be three years old and have more than 15 members to sponsor a bingo game. A completed registration form is to be sent to the Minnesota Charitable Gambling Board available through the Student Activities Office.
Gimmick Sales
Having to raise funds for the organization may seem to be frustrating at times. However, it can be turned into an activity that can be socially and educationally rewarding. One way to raise funds is by using gimmick sales such as selling buttons, T-shirts, bumper stickers, and posters. Gimmick sales may also be used when promoting a larger forthcoming event.
Before you decide what you are going to sell, determine how much money you need to raise. You then need to choose an item that will allow you a worthwhile profit margin. It is important to keep the unit price down and within the budget of your consumer. If you are going to use a logo of any sort on your gimmick the Student Activities secretary must approve it. For information on using the UMD Bulldog logo, please contact the Bulldog Licensing Coordinator at 726-7517.
Food Fundraisers
To start your food fundraiser you must first book the table with Laura in the Kirby Student Center Student Activities Office. She will give you a permission slip to hold your fundraiser. Bring this permission slip to the Catering Office located in 245 Kirby Plaza between 8:30 a.m.- 4:00 p.m. Monday through Friday.
Your food orders must be placed at least 1 week prior to your fundraiser. Food orders for a Monday fundraiser must be placed by the previous Monday.
On the day of your fundraiser you may pick up your food at the arranged time. The kitchen is on the first floor of the Kirby Student Center. Go through the double doors in the hallway by the telephones and the kitchen is the first door on the left.
Your first batch of food (i.e., hotdogs) will be ready and waiting for you. It is your responsibility from then on to let the kitchen know when you need more food. Each food item takes time to prepare, so please think ahead and don't run out during a potentially busy hall time.
Buns in packages that are unopened can be credited to your bill. Leftover meat, opened buns, cookies, and chips cannot be returned for credit. If you will be selling pop you are billed for only the amount of pop used.
Due to Health Department regulations, only packaged condiments can be served. These include ketchup, mustard and relish. All persons handling food must use the tongs and gloves provided by Food Service. All items sold, unless individually wrapped, must be handled by a small utensil or sanitary wrapping when given to the customer.
No food, which normally requires refrigeration, can be sold. These items include cream-filled pastries, sandwiches, etc. Baked goods must be covered while displayed to the public.
An invoice for actual amount of food ordered from Food Service will be in your organization's mailbox approximately 2-3 weeks after the event. These invoices are paid in the Auxiliary Services office located in 245 Kirby Plaza.
If cancellation of your fundraiser occurs prior to 72 business hours of scheduled date, no penalty will apply. If you cancel past the deadline or if your organization doesn't show up, you will be charged for any food ordered plus an additional $5.00.
OFF-CAMPUS FUNDRAISERS
The regents of the University of Minnesota has developed strict guidelines as to who may or may not use university facilities for their own personal profit; be that of an individual or a business enterprise.
The University does not consider the fund raising activities of an organization to fall within the educational mission of the University. Therefore, the Risk Management Office of the Twin Cities campus will not issue a Proof of Insurance form to any organization holding a fundraiser off campus.
Soliciting and advertising of outside businesses or individuals is not permitted by Regents' or campus policy. Therefore, a student organization may not, as co-sponsor for one of these events, advertise the business where facilities have been provided. In doing so the organization is advertising for that establishment on university property and the student organization is acting as the promoter for that establishment. The only vehicle for advertising such events on campus is the Statesman since it is an open source of advertising.
OFF-CAMPUS LOCAL DRINKING ESTABLISHMENT FUNDRAISERS
Every year organizations wish to hold fundraisers at local libelous bars. This may seem like a great idea; however, there are several prospects to consider before holding such an event:
1. If minors are in the bar and it is raided, members of your group can be charged with
"aiding minor consumption". This holds true even if there is personnel checking I.D.'s at
the door.
2. If anyone gets hurt on the way home, the officers of the club as well as individual
members can be named in a lawsuit.
3. This type of fundraiser averages about the same revenue as a hot dog or bake sale.
4. This type of fundraiser may not be advertised on campus through banners, posters, etc.
The only vehicle for advertising such events is the "Statesman". Your event would be
considered a commercial activity and treated the same by "Regents' Policy".
-Sample-
Guidelines for Use of Space Across From Bookstore
Tables 1-6 are for non-food fundraisers. Tables 7-12 can be used for food fundraisers. All tables may have screens behind them; however, the screen must be requested at the same time as the table. VCR's can be used with tables 1-6.
For additional questions or concerns, contact Laura Young in the Student Activities Office at 726-7169.
Group Name: __________________________________________________________________
Contact Person: __________________________________________________________________
Reserved Space: __________________________________________________________________
Equipment Reserved: __________________________________________________________________
PROGRAMMING THAT INCLUDES ALCOHOL
In accordance with city and state laws, any organization that holds an event that requires the purchase of a ticket and includes alcohol will not be permitted to sell tickets on University premises.
The law states: "If the purchase of a ticket to a function entitles the purchaser to alcoholic beverages that he/she would not be entitled to if he/she had not purchased the ticket, a 'sale' of alcoholic beverages has occurred and such a sale is illegal, unless the person or organization making the sale is properly licensed."
"If the function were arranged with a licensed person or organization to handle the dispensing of the alcohol and/or the function is held on the licensed premises of a liquor dealer, such persons are not permitted to make sales away from their place of business or where their license states such events should be held."
"SELLING ALCOHOL WITHOUT A LICENSE IS NOT ONLY A CRIMINAL VIOLATION, BUT A PERSON MAKING SUCH A SALE MAY BE CIVILLY LIABLE FOR INJURIES OR DAMAGES CAUSED BY PERSONS TO WHOM SUCH A SALE IS MADE."
Student Organizations who do hold functions off campus may publicize on campus, but are advised that the University couldn't be held responsible for that event, their sponsors, or those that attend said event. Organizations are further advised not to use the University name when holding an event not directly sponsored by the University.
When planning an event off-campus or with alcoholic beverages included, please see a Student Activities Advisor in the Kirby Student Center.
SERVING FOOD AND REFRESHMENTS AT PROGRAMS
For the protection of our students and staff, the public, and the University, the following statement of policy with regard to the serving of food on University premises is deemed necessary.
General Policy
It is understood that the ultimate responsibility for serving food on campus rests, in general, with the UMD Food Service; thus, any food served on campus other than food specified in this policy should be obtained through Food Service unless an alternate source is approved by the Food Service.
Light Refreshments
Refreshments such as tea, coffee, soft drinks, cookies, cake, and doughnuts may be served at any department meeting, student organization, or outside group meeting provided:
1. When department or organizational funds are involved, or an outside group is sponsoring
the meeting, refreshments must be purchased and served on campus and be arranged
through the University Food Service. (This does not prohibit organization members from
providing their own light refreshments brought by organizational members if it has been
approved, because no funds are involved.)
2. Organizations may brew coffee at meetings or conferences if permitted by the unit having
jurisdiction over the meeting room; however, this can be obtained through the UMD
Food Service.
Food Requests
All food served on campus, except for light refreshments provided by organization members, must be purchased through the UMD Food Service unless arrangements have been approved through the Food Service. If there are any questions about a specified food item or policy, contact the food service office located at Kirby Plaza 245, or call 726-7177, or e-mail catering@d.umn.edu.
PUBLICIZING YOUR PROGRAMS
The success of your activity usually depends a great deal on how it is publicized. You should plan on spending some time giving consideration to the type, cost, and scope of your promotional campaign. The Student Activities staff can be a great asset in helping you plan and carry out your campaign. The following are some suggestions, guidelines, and regulations you should follow:
UNIVERSITY RELATIONS
The UMD University Relations office is interested in providing proper exposure of your organization's activities to the community as well as within UMD. The UMD University Relations office hopes to give every student group on campus an opportunity to have its upcoming events and accomplishments announced to the public; either by community calendar or news release (which is sent to local newspapers, TV, and radio stations).
All submissions will be reviewed by the University Relations office for possible distribution; it cannot be guaranteed that everything you submit will be used. The University Relations office asks that you submit the information to them at least two to three weeks before the event, meeting, or activity is to occur.
STATESMAN
Articles or ads for the Statesman must be received the Monday before the Thursday issue in which the article or ad is to appear. There will be a cost for advertising. Check prices with the Statesman.
If planning an article, meet with University Relations and the Statesman editor at least two weeks in advance.
KUMD
Announcements for the planned event should be submitted on a 3' X 5' index card to the station manager. The message should be non-commercial and no admission charge will be quoted. Information required for the announcement is the name of the event, the sponsor, the time, and the place. KUMD is located in Humanities 130, phone 726-7181.
BANNERS
For a minimal fee, banners may be ordered through the Banner Service, operated by the Kirby Student Center. All orders must be submitted one week in advance at the Kirby Information Desk. Request forms are also available there.
-Sample-
Publicity Guidelines for University Relations
ACTIVITY: (group meeting, special event, accomplishments, etc.)
SPONSORING ORGANIZATION:
WHAT is going to happen?
WHEN will it happen? (give complete time, date, day, etc.)
WHERE will it happen?
Is the event open to the public? Is there an admission price? How much?
WHO is involved? (give complete name, including middle initial, hometown organization or activity title or position)
HOW or WHY will it happen?
WHO is the contact for more information? (name, campus or off-campus phone #)
For simple stories of upcoming meetings or events, use these guidelines. Major events usually require a meeting with University Relations, 315 DAdB, at least one month in advance, so proper publicity may be arranged. Remember stories should be of interest to the general public.
TICKETS AND TICKET SALES
1. Printing
a. All tickets must be serially numbered. State law requires that tickets must show the sale
price, tax, and total, if tax is required. (Tax is required on reoccurring functions) Also
include the date, time, place, and the organization's name on the ticket.
b. Tickets should be printed at least a week before sales begin.
2. Ticket Booth
a. Reserve a table and cashbox with the Student Activities office secretary.
b. Schedule students to maintain the table throughout the sales period.
c. Pick up cashbox at Kirby Information Desk.
3. Ticket Person's Responsibilities
a. Type a list of complimentary tickets. Have everyone who receives a complimentary
ticket sign his/her name and ticket number.
b. Deposit income from sales on the evening of the event at the Kirby Information Desk. A
cash bag should be in the bottom of your cashbox. Put all the money in the cash bag
along with a slip stating your event and total amount of cash.
c. Money will be totaled and changed into large bills for you to deposit into your checking
account by the staff at the Kirby Student Center. Pick it up from the Kirby Information
Desk and deposit it within 48 hours of your event.
DECORATIONS
1. When reserving space, request it early enough to allow time for decorating. Plan to remove
decorations immediately after the event.
2. Concentrate on a few large displays, rather than small items. Think about lighting in relation to
decorating. All materials must be non-flammable.
3. Nothing may be hung from the ballroom ceiling.
CHRISTMAS TRIMMINGS AND FIRE SAFETY REGULATIONS
1. Consider the drapes in relation to your decorating plans. If pinning decorations to the drapes,
keep them light in weight and do not pin through the blackout linens.
2. Wall dividers are available for your use. Do not use them in a manner, which will create a hazard, such as blocking exits.
3. Suggestion: Talk to a Student Activities Advisor about your plans.
--As used herein, the term "Christmas Tree" shall mean any natural tree, or branch of tree, which has been cut down and is set up, used, installed, or maintained within any building or structure for decorative or commemorative purposes. Every university department that shall use, keep, install, or maintain Christmas trees or Christmas decorations must observe and comply with the following regulations:
The provisions of this regulation shall not apply to artificial trees constructed of non-flammable materials.