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Introduction
Membership
in the academic community accords students certain freedoms
and responsibilities. Groups on campus reflect the values
and attitudes of our academic community. It is the responsibility
of each registered student organization to adhere to the
mission of the University and its supporting bylaws, statues,
and policies. Therefore, all student groups are expected
to be familiar with and conduct themselves in accordance
with the “Student Code of Conduct” and the “Code of Conduct
for Organizations, Clubs, or Groups” as outlined in the
Student Handbook and the Handbook for Clubs and Organizations.
Groups that violate policies run the risk of losing recognition
on campus and may face charges/sanctions under the Campus
Judicial system.
I.
Recognition
A.
In order to gain the privileges of a recognized student
club or organization, groups must go through the recognition
process as outlined in Section One of Shepherd’s Handbook
for Student Clubs and Organizations.
B.
All clubs and organizations are required to have an advisor
who is a Shepherd faculty or staff member. Rare exceptions
to this policy may be granted by the Student Life Council.
C.
Recognized clubs and organizations are required to fulfill
the following requirements annually in order to maintain
recognition:
1.
Complete a Recognition Renewal Form by the second week of
school each year. The form includes current information
about officers and your advisor. These forms must be completed
and returned to the Student Affairs Office by the second
Friday in September. The information on these forms will
be shared with the Student Life Council and the Student
Government Association.
2.
Hold meetings regularly (at least once a month).
3.
Be represented at the annual Leadership Conference at Shepherd
as required by the Student Life Council. Organizations are
required to send at least two representatives to all sessions
of the Leadership Conference while clubs are required to
send at least one representative to all sessions of the
Leadership Conference. Social fraternities
and
sororities are required to send at least three officers
and at least two additional associate/active members (for
a total of 5 representatives) to all sessions of the Leadership
Conference. Exceptions to this policy may be granted by
the Student Life Council through appeal prior to the date
of the conference. (While they are encouraged to attend,
academic honoraries are not required to attend the Leadership
Conference.)
D.
All clubs and organizations must present written notification
to the Student Affairs Office immediately when the group
experiences a change in its constitution, bylaws, or advisor.
E.
Student clubs and organizations which fail to properly file
the Recognition Renewal Form by the deadline, may have their
campus recognition (along with its privileges) revoked by
the Student Life Council.
F.
Student clubs and organizations who fail to meet the Leadership
Conference attendance requirements as outlined above will
face the following consequences.
1.
Placed on provisional status with Student Life Council and
Student Government Association for the fall semester.
2.
Must submit minutes of their meetings to the Director of
Student Development by the 1st of each month.
3.
May still use University facilities for meetings.
4.
May retain voting privileges in SGA but must attend ALL
SGA meetings during the probationary period.
5.
May not request money from SGA while on provisional status.
NOTE:
Student groups may also have their campus recognition revoked
for missing the Leadership Conference if deemed appropriate
by the Student Life Council.
II.
Alcohol Use by Shepherd Student Organizations, Clubs, or
Groups
The
following policies apply to all campus organizations, clubs,
or groups for events BOTH on campus AND off campus.
A.
The possession, use, or consumption of alcoholic beverages
during any event sponsored or endorsed by a campus organization,
club, or group must be in compliance with all state and
local laws.
B.
Alcoholic beverages are not permitted at open parties or
events (see definitions that follow for clarification).
C.
No alcoholic beverages may be purchased using organizational
funds nor may the purchase of alcoholic beverages be undertaken
or coordinated (through collections, kitties, etc.) by anyone
in the name of or on behalf of the organization, club or
group.
D.
Alcoholic beverages are not permitted at membership recruitment
events or meetings.
E.
No organization, club, or group may co-sponsor an event
where any individual, group or business does not comply
with this alcohol policy for campus organizations.
F.
Alcoholic beverages may be consumed at closed parties (see
the definition of a closed party below) when all of the
following conditions have been met:
1.
Service of alcohol to those under the legal drinking age
is prohibited.
2.
Alcohol must be served on a cash bar basis by a professional
bartender, who is not an active member of the sponsoring
organization and who is fully covered by liability insurance.
(No open bar service is permitted.)
3.
Reasonable precautions must be taken by the organization
to prevent the excessive consumption of alcoholic beverages
and to prevent the service of alcohol to underage persons
by anyone.
4.
Members and/or guests who arrive at an event in an intoxicated
state shall not be admitted.
5.
The sponsoring organization shall designate non-drinking
members who will attend the event to insure that responsible
behavior is maintained by members and guests.
6.
Food and non-alcoholic beverages must be provided at the
event.
7.
The service of alcoholic beverages must be cut off at a
specific time, which shall be established and clearly published
before the event.
8.
No drinking games are permitted.
9.
No kegs, party balls, or alcoholic punch are permitted.
IMPORTANT
DEFINITIONS:
G.
Open Party — An open party is an event that BOTH members
of the sponsoring organization club, or group AND non-members
are permitted to attend. These events generally have blanket
invitations through posters, flyers, or word-of-mouth. No
guest list is required in advance; no registration check
is conducted at the door of the event.
H.
Closed Party — A closed party is an event that is sponsored
by a particular campus organization(s) where ONLY members
of the organization and their invited guests are allowed
to attend. Closed parties may not be advertised and are
open to people by invitation only. In order to hold a closed
party, organizations must provide a list of the names of
all invited members and guests to the Director of Student
Development in the Student Affairs Office at least 24 hours
before the event. The sponsoring organization is responsible
for registering all guests at the door and checking the
guest list to insure that the individuals were indeed invited
and registered.
III.
Anti-Hazing Policy
Shepherd
University unconditionally opposes any action taken or situation
created, intentionally or unintentionally, whether on or
off premises owned or leased by the organization, which
has the effect of producing psychological or physical discomfort,
embarrassment, harassment, or ridicule. Such activities
or situations may include but are not limited to the following:
•
use of alcohol or other drugs;
•
paddling in any form;
•
creation of excessive fatigue;
•
physical and/or psychological shocks;
•
quest, treasure hunts, or scavenger hunts,
•
road trips or any other such activities carried on outside
or inside of the confines of an organization’s facility
or living unit (e.g., house);
•
wearing of public apparel that is conspicuous and not normally
in good taste;
•
engaging in public stunts and buffoonery;
•
morally degrading or humiliating games and activities; and
•
any other activities that impede academic achievement; are
inconsistent with the constitution, regulations, policies
or ritual of the national governing organization, or violate
University policies or applicable State law.
A.
Activities including, but not limited to, those listed above,
that humiliate, degrade, abuse or endanger a person’s physical
or mental health for the purposes of affiliation with, membership
in, or initiation into any organization – regardless of
the person’s willingness to participate – will result in
the club or organization being prosecuted to the fullest
extent allowable under Shepherd University’s judicial system.
(Class I Offenses)
B.
Activities including, but not limited to, those listed above,
that are implicitly or explicitly required of any prospective,
new or associate members but not required of active or full
members regardless of the person’s willingness to participate
– will result in the club or organization being prosecuted
to the fullest extent allowable under Shepherd University’s
judicial
system. (Class II Offenses) Adapted from: Fraternity Insurance
Purchasing Group (FIPG), 1998.
IV.
Planning and Scheduling a Campus Activity
Any
recognized campus organization, club, committee, board,
or department of the University may plan an activity and publicize
it on campus. In most cases, a University facility may be reserved
by the organization or department for such activities. Advance
planning and scheduling is necessary to allow equal opportunity
for all organizations to reserve
facilities.
The Student Life Council has established the following policies
and procedures for those wishing to schedule activities
on campus.
A.
Shepherd programs such as Homecoming, Family Day, Orientation,
Student Recognition Day, and July and January Advisement/Registration
Sessions are given a high priority by the University. Therefore,
groups that wish to hold events during the programs listed
above, must receive prior approval from the committee in
charge of planning that event. (Contact the Student Affairs
Office for assistance in contacting the appropriate person
or committee.)
B.
Organizations planning non-fundraising off-campus events
are not required to receive campus approval for the scheduling
of that event. However, the University expects campus organizations
not to schedule off-campus activities that would compete
with any of the major campus events listed in the preceding
paragraph.
C.
The following policies have been established for orderly
scheduling and use of Student Center facilities:
1.
The Program Board, instructional divisions, departments
of the administration, and recognized campus clubs or organizations
may schedule use of the Student Center meeting rooms, ballroom,
or other facilities by completing a “Room Request” form
(available at the Student Center Information Desk or in
the Student Affairs Office). Requests will be granted on
a first-come first-served basis as space
is
available.
2.
Events held in the Student Center must be scheduled during
the normal hours of operation of the Center when staff is
available.
3.
During final examinations, no social events may be scheduled
in the Student Center or elsewhere on campus without approval
from the Vice President for Student Affairs or the Dean
of Students.
4.
Recognized student clubs and organizations may use the meeting
rooms for their normal weekly meetings free of charge. However,
a clean-up fee will be assessed to those groups that do
not clean up or leave the room in an orderly fashion after
use. Note: The ballroom may not be used as a weekly meeting
space.
5.
Meeting rooms are available to non-student groups and departments
for a small usage fee.
6.
All events held in the Ballroom must be scheduled at least
two weeks prior to the event by using the “Room Request”
form (available at the Student Center Information Desk or
in the Student Affairs Office).
7.
It is the responsibility of the Campus Program Board to
schedule events in the Student Center that are open to all
students.
8.
Campus clubs and organizations that would like to sponsor
an open event (event that will be open to more than just
the members of the sponsoring club or organization) in the
Ballroom or Ram’s Den must receive written approval in advance
from the Director of Student Development or the University
Center Director to prevent conflicts and overlap with other
campus wide events. A usage fee of $25-$50 may be charged
to the sponsoring group.
9.
Recognized clubs and organizations who wish to use the ballroom
for a nonmeeting closed event (open only to the members
of the sponsoring organization) may do so as space is available.
A set-up/clean-up fee of $25 to $50 may be charged to the
club or organization sponsoring a closed event in the Ballroom.
10.
Organizations and clubs may not charge admission to events
scheduled in the Student Center unless they have received
special permission in advance from the Student Government
Association. Groups charging admission to events will be
charged a usage fee. See Section V (B) for more information.
D.
Recognized clubs and organizations that would like to schedule
use of the Midway or the Amphitheater for events may do
so by submitting a “Room Request” form along with written
approval from the Student Center Director or the Director
of Student Development.
V.
Fundraising
A.
The Student Government Association will review and approve/deny
requests from recognized campus clubs or organizations to
sponsor fundraising activities or charge admission to events
in the Student Center. To gain approval for a fundraising
event, the following criteria will be used:
1.
Uniqueness of the program or activity (not something that
Program Board would normally sponsor).
2.
Quality of the program or activity.
3.
Potential for appeal to the students of the campus.
4.
Potential for enriching student life on campus.
B.
All groups granted permission to hold fundraisers or charge
admission to events held in the Student Center will be assessed
a $100 usage fee. The usage fee may be waived only with
the permission of the Student Center Director or the Vice
President for Student Affairs.
C.
Organizations desiring to conduct sales, raffles, or other
fundraisers on-campus must complete a “Request to Hold a
Fundraiser” form. These may be obtained in the Student Government
Association Office or the Student Affairs Office. The request
must be approved by the SGA Executive Board at least two
weeks before the event.
D.
Fundraisers may not be conducted in the residence halls
without prior approval from the Dean of Students.
VI.
Policy Regarding Publicity for Events Sponsored by Recognized
Clubs and Organizations
As
is recognized by state and federal law, Shepherd University
reserves the right to regulate the time, place, and manner
of flyer and media distribution on its campus. All recognized
student clubs/organizations and off-campus entities who
wish to post signs/flyers on campus either publicizing events
they will be sponsoring or providing information about themselves
must
have
the sign/flyer approved by the Dean of Students or his/her
designee(s) prior to posting it anywhere on campus. The
approval process ensures that the sign is in compliance
with Shepherd University policies and is in no way intended
to inhibit the “marketplace of ideas.” The Dean of Students
or his/her designee(s) reserves the right not to approve
flyers which fail to
meet
flyer guidelines or violate community standards with regard
to their content.
How
to Have a Flyer Approved:
Student
clubs/organizations and off-campus entities should submit
a clean and final original of their flyer to the Dean of
Students Office, located in the ground floor of Miller Hall.
Please allow at least 72 hours for the approval process.
Upon approval, the flyer will be stamped, signed and dated.
Because the approval stamp and signature provides visual
evidence that the flyer has been approved for posting, it
is highly recommended that copies for posting be made from
this original with the stamp on it, as building managers
have the right to remove media materials which have not
been approved. Approved flyers may be posted on any designated
bulletin
board space or kiosk on campus. It is the posting entity’s
responsibility to consult with each building manager about
the appropriate places for posting (see next page for a
directory of building managers).
Important
Exceptions:
NOTE:
Academic Departments, subcommittees of Student Affairs (Student
Government Association, PASS, Program Board, Leadership
Conference), Shepherd athletic teams, cocurricular groups
(Debate, The
Picket,
Sans
Merci, Theater,
Music, etc.) are not considered clubs or organizations.
Since they are affiliated directly with departments of the
University, they DO NOT need to have flyers approved by the
Dean of Students.
A.
Recognized campus clubs and organizations may post approved
signs on bulletin boards provided in the Student Center,
the Library, the Dining Hall, Residence Halls, and instructional
buildings. Each building manager may designate other appropriate
places to post.
B.
Organizations are prohibited from posting signs on the outside
walls of buildings, in stairwells used as fire exits, or
on any part of building doors.
C.
Banners are permitted on the Student Center with the permission
of the Student Center Director. Banners may be hung on other
buildings with the written permission of the respective
building manager (see list below for the contact information).
D.
The sponsoring organization and a contact phone number or
e-mail must be identified on the sign or poster.
E.
The size of a sign/poster may not exceed 18" x 24".
Exception: Signs and poster in residence halls must not
exceed 8.5" x 11".
F.
All publicity materials, decorations, etc. must be removed
by the sponsor within 72 hours following the event.
G.
Police officers and building directors reserve the right
to remove any sign that does not comply with these policies.
Building directors will also be asked not to remove signs
that comply with University policy.
I.
Placing flyers or leaflets on vehicles parked on campus
is prohibited.
J.
Depending upon the seriousness of an offense, clubs/organizations
distributing media that do not comply with University policies
may face disciplinary action under the campus’ judicial
system. Off-campus entities who repeatedly violate these
guidelines may lose their privilege to post media on campus.
No group or individual will be compensated
for
the cost of media removed by University officials under this
policy.
BUILDING
DIRECTORS:
Butcher
Center: Wayne Riser, Director of Athletic Facilities (x5472)
University
Center: Donald Rohel, Director of Student Center (x5214)
Dining
Hall: James Veldman, Director of Dining Services (x5149)
Frank
Arts Center: Dow Benedict, Chair for Arts & Humanities
(x5393)
Gardiner
Hall Ground Floor: Libby Sturm, Director of Financial Aid
(x5470)
Human
Resources: Brenda Branson-Johnson, Administrative Assistant
(x5299)
Ikenberry
Hall: Debbie Langford, Executive Director for Purchasing
(x5287)
Knutti
Hall: Dr. Joe Simplicio, Chair for Education & Professional
Studies
(x5237) Dr. Rachel Schipper, Director of the Library (x5312)
McMurran
Hall: Karl Wolf, Director of Admissions (x5212)
Residence
Hall Buildings: Ellisa Woodbrey, Associate Director for
Residence Life (x5172)
Reynolds
Hall: Dow Benedict, Div. Chair for Arts & Humanities
(x5393)
Sara
Cree: Steve Parrotte, Wellness Center Director (x5471)
Snyder
Hall: Dr. Don Henry, Div. Chair for Natural Sciences &
Mathematics
(x5106)
Stutzman-Slonaker Hall: Dr. Don Henry, Div. Chair for Natural
Sciences &
Mathematics
(x5106)
White
Hall: Dr. V.J. Brown, Div. Chair for Business & Social
Sciences
(x5302)
VII.
Policy on Media Distributed by Student Groups
All
printed media distributed or posted by recognized campus
groups should comply with the Community Expectations outlined
in the Student Handbook which states: “Our community standards
of behavior are intended to enhance and protect the University’s
general educational process, including research and public
service activities as well as promote personal academic
advancement and maturation. Realization of such goals can
only be achieved in a civil atmosphere of mutual respect
among individuals regardless of their beliefs, ethnicity,
gender, race, life experiences, nation-of-origin, disability,
or sexual orientation.”
One
of the University’s crucial goals is to promote the “marketplace
of ideas” via free speech. However, long-standing, recognized
legal limits exist with respect to the First Amendment’s
guarantee of freedom of speech. Campus groups as well as
individual students must abide by such limitations. Specifically:
A.
In accordance with U.S. Supreme Court and other court precedents
and national and state laws, the time, place, and manner
of flyer and media distribution can be restricted by University
officials.
B.
In accordance with U.S. Supreme Court and other court precedents
and national and state laws, the content of flyers and other
media:
1.
Must not be legally obscene.
2.
Must not be legally defamatory — i.e. libelous or slanderous.
3.
Must not create a “hostile environment” that violates the
1964 Civil Rights Act and the WV Human Rights Act or that
clearly impairs individuals’ rights under the 14th Amendment.
4.
Must not present a clear and present danger to the institution
and its community.
5.
Must not constitute seditious speech which advocates action
to overthrow the government or any part of the government
or poses a clear threat to national security.
6.
Must not constitute “fighting words.”
7.
Must not endanger the safety and health of the campus community.
8.
Must not advocate actions that violate local, state, or
federal law (although advocating in a clear, non-deceptive
manner the change of laws through the political process
is permissible).
Campus
clubs and organizations, as well as individuals, will be
held accountable and may be disciplined by University officials
for violations of Items 1 through 8 above.
C.
In accordance with U.S. Court and other court precedents
and national and state laws, commercial speech and advertising
may be regulated by University officials.
D.
Depending upon the seriousness of an offense, students or
student organizations distributing media that violate the
policies above may face disciplinary action through the
campus judicial system. No group or individual will be compensated
for the costs of media removed by University officials under
this policy.
VIII.
Off-Campus Events
The
liability and responsibility of the University does not extend
to off-campus locations; therefore, officers of student
groups should realize that the student group stands alone
in its assumption of risk at these programs.
Officers
must take "reasonable care" to insure that local,
state and federal laws are upheld. Officers must make every
effort to care for the safety and security of guests. Whether
held off-campus or on-campus, officers, members and guests
may be held liable for violations of the Student Conduct
Code or local, state, and federal laws.
Since
student groups represent the University, off-campus fundraisers
must be approved in advance by Student Affairs. (NOTE: For
assistance planning events on or off-campus, contact the
Director of Student Development in the Student Affairs Office,
101 Student Center.) |
