building acronyms
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UNIVERSITY STUDENT UNIONSouth Dakota State UniversityUSU 150, Box 2815Brookings, SD 57007-0898605-688-6219www.sdstate.edu (keyword: Union)
Building AcronymsSAD Administration Building BOR Board of RegentsSCH Caldwell HallKSDJ Campus Radio StationCAP Center Career and Academic Planning CenterSCM Communications CenterSPE Health, Physical Education and RecreationJ-SORC Jacks’–-Student Organizations Resource CenterSMPC Motor Pool ComplexOSA Office of Student ActivitiesSPAC Performing Arts Center SYE Printing and JournalismRA Resident AssistantRHD Resident Hall DirectorSA Students’ AssociationSARF Special Activity Authorization Request FormUAFBC University Activity Fee Budget CommitteeUPC University Program CouncilUPD University Police DepartmentUR University RelationsSSU The UnionVBR Volstorff BallroomSWC Wecota HallSWN Wenona Hall
StudentOrganization
Handbook2005-06
South Dakota State University
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Contact InfoThe prefix for telephone numbers is 688 unless otherwise noted.
OFFICE PHONE
Accounting Office SAD 234 6101Accounts Payable SAD 233 6282Advocacy Office SAD 217B 6361Cashier’s Office SAD 218 6116Central Mailing SYE 103 6422Central Reservations SSU 150 4022Collegian Newspaper Office SSU 069 6164Campus Dining (ARAMARK) SSU 155 697-2550Educational Technology Center SPC 101 6312Emergency 111Information Exchange SSU 150A 6127Instructional Technologies Services (ITS) SRO 280 5720KSDJ SSU 057 5559Motor Pool Complex (Reservations) SMPC 4323Office of Student Activities (OSA) SSU 140 6129Outback Jacks (OBJ) SSU 062 4617Print Lab SYE 102 5111Purchasing Office SAD 233 5128Residential Life SCH 5148State Tech SSU 150 4960/4972Students’ Association (SA) SSU 140A 5181The Union SSU 150 4960University Police Department (UPD) SSOR 5117University Program Council (UPC) SSU 140D 6173/5524University Relations SCM 105 6161University Stores (Office Supplies) SSTO 6124
Additional Contacts
E-mail: [email protected] • The Union fax number: 688-4973
Dear StudentOrganizationLeaders andAdvisorsInvolvement in a student organization can be one of the most rewarding andchallenging experiences during your timehere at South Dakota State University.The Office of Student Activities in theUnion has designed this handbook to provide you with the resources needed tosuccessfully navigate the “ins and outs”of the policies and procedures governingstudent organizations at SDSU.
The Handbook includes:•Information on program planning and how
to promote your organization’s events
•Sections on fundraising, support servicesavailable through the Office of StudentActivities, advisor responsibilities, as well asorganizational development
•Helpful hints for student organization leaders and advisors
•Policies and procedures governing recognized student organizations
The Office of Student Activities is committed toenhancing opportunities for involvement for allSDSU students. We are pleased to offer this handbook for student organizations as a part ofour continuing efforts to ensure that all studentswho are involved in student organizations have apositive experience.
If you or your organization has any questionsor concerns, please feel free to stop by the Officeof Student Activities located in the Union, Room140, or give us a call at 688-6129.
The Union is supportive of the concepts of non-discrimination, affirmative action, and equal opportunity as they relate to race, creed, religion,ethnic origin, gender, sexual orientation, age andphysical ability. In holding with these tenets, theUnion stresses the importance of eliminating discriminatory behavior and content from theUniversity community and urges all organizationsto cooperate in this effort. This statement is not to suggest support of censorship, but to urgethoughtful planning so that promotional materials,advertising, and other aspects of programs reflectand affirm the value and dignity of all members of the campus community.
ContentsLetter of Introduction, Contact Info................1
The Union: Office of Student Activities ..........2
The Union Services ......................................2
The Union Floor Plans ..................................3
Student Organizations at SDSU ....................4
Organizational Development..........................5
Building Acronyms........................................7
Program Planning .........................................8
Publicity & Promotion Resources.................10
Financial Information..................................12
Students’ Association ................................13
University Policies Affecting StudentOrganizations..........................................14
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The Union:Office of StudentActivities
Jacks’ – Student Organizations Resource Center (J-SORC)
Union Services
Central Reservations
Main Street Reservations
Information Exchange Services
Outback Jacks Services (OBJ)
Technical Services (State Tech)
The Office of Student Activities (OSA) is an important resourcecenter for SDSU student organizations.
Support services available:•Conflict management strategies•Creating University accounts•Event contract negotiations•Marketing (promotion tips/guidelines)•Recruitment strategies•Student organization recognition process•Jacks’-Student Organizations Resource Center (J-SORC)•Specialized programs for your organization•Training for student organization faculty or staff advisors•Officer leadership training workshop
Other programs and services offered by OSA include:•BOR Awards•Computer work station•Campus and Community Fall Festival•Student organization storage •Mailboxes •Resource files, including topics such as time management,
membership recruitment, effective meetings, etc., toassist in day-to-day operation of a student organization
The Office of Student Activities encourages students to becomeinvolved in existing organizations or to establish new and different organizations. The office is located in the Union (SSU140, 688-6129), and staff are available to assist you in answering any questions regarding student organizations.
Jacks’–Student Organizations Resource Center (J-SORC)Jacks’-Student Organizations Resource Center (J-SORC) providesa variety of services for student organizations. The Office ofStudent Activities staff encourages all student organizations to take advantage of the services and information available inthe J-SORC.
The Union Services Central ReservationsCentral Reservations (SSU 150) schedules meeting rooms andMain Street table space in the Union. In addition, CentralReservations reserves academic facilities for use after 5:30 PMon weekdays and anytime on weekends. Reservations may bemade in person by calling 688-4022 or by e-mail: [email protected]. A written confirmation/e-mail responseof your reservation will be sent to you to verify your reservation.
Main Street Reservations There are five (5) table spaces located on Main Street in the Unionwhich may be reserved by student organizations. Displays mustbe informational in nature or must promote activities officiallysponsored by the group. Reservations are on a first-come, first-served basis. Only a current member or officer of the respectiveorganization may make a table reservation for the organization. Contact Central Reservations (688-4022) to reserve a table.
Information Exchange ServicesInformation Exchange, located on the main level of the Union,provides a wide variety of services including:
•General information about SDSU and the campus community
•Ticket sales services for student organization programsand major University events
•Room reservations for the Union and after hours for other locations
•Postage stamp sales•Union lost and found•Approval for organizational promotions and posters to be
displayed in the Union and on campus•FAX machine service•Cash boxes available for check-out•Notary Public service•Check cashing•Off-campus housing assistance
Call Information Exchange at 688-6127 for more informationabout services and hours of operation.
Outback Jacks Services (OBJ)Outback Jacks, located in the lower level of the Union, providesa wide variety of services including:
•Banner design and production•Button making•Tag board and embossed signs•Billiard equipment checkout and billiard tournaments•Game room including darts, billiard tables, snooker tables,
ping pong table and foosball •Outdoor equipment rental including cross country skis,
backpacking, camping, and canoeing equipmentFor more information about the services provided by OutbackJacks, please call 688-4617.
Technical Services (State Tech)The State Tech office is located in the lower level of the Union(see OBJ) and provides the following production services fordances, bands, lectures, large and small events, or any occasion:
•Sound equipment•Lighting•Staging•Technicians•DJ services•Tent
Call State Tech for more information at 688-4972.
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Student UnionFloor Plans
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Student Organizations at SDSUObtaining University Recognition
Maintaining University Recognition
Organizational Privileges
Obtaining University RecognitionThe purpose of the recognition process is to provide the Office of Student Activities and potential members with vital informationabout recognized student organizations. University recognition also entitles an organization’s membership to certain privileges.
Recognition of a student organization results from the fulfillment of the requirements and conditions outlined by the University.Organizations wishing to become formally recognized must complete the recognition process with assistance from the Office ofStudent Activities staff. A Recognition Packet outlining the procedure for formal recognition is available in the Office of StudentActivities. Our office is located in the Union, Room 140, or you may contact us by calling 688-6129, by e-mail: [email protected]; or on the web at http://student affairs.sdstate.edu/StudentUnion/StudentActivities/index.htm
Maintaining University RecognitionEach student organization is required to complete an Officer Update Form to maintain University recognition. (Available on-line athttp://studentaffairs.sdstate.edu/StudentUnion/StudentActivities/forms/annual_officer_update _form.pdf) The form is also mailedto each student organization once each year to accommodate officer transitions. The form is to be completed and returned to theOffice of Student Activities in SSU 140 within two (2) weeks after its receipt.
Organizational PrivilegesStudent organizations at SDSU exist to promote the educational, cultural, social and recreational well-being of SDSU students.Recognized student organizations at South Dakota State University are able to:
•Use the SDSU name (except in the case of off-campus accounts)•Schedule the use of University Student Union meeting rooms, Main Street tables, and other University facilities•Apply for University Activity Fee funds (application does not guarantee funding)•Motor Pool services (University vehicles)•Request cabinet rental space in the lower level of the Union and mailbox space in the OSA (SSU 140)•Use the Jacks’-Student Organizations Resource Center (J-SORC) located in the Office of Student Activities (SSU 140)•Raise funds
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Team Building
How to Make Your Organization Better
Recruitment and Retention of Members:
Tips on Recruiting and Retaining Members
Membership Retention
Meetings
How to Run an Effective Meeting
Agenda Preparation
Minutes Format
General Guidelines RegardingParliamentary Procedure
Officers
Role and Expectations
Election Guidelines
Officer Transition
Selection of an Advisor
Team BuildingTeam building is the process of facilitating the evolution of anorganization into a more cohesive functioning unit throughimproving the quality of interaction among members.
•Aims to improve the problem-solving ability among team members by minimizing the impact of task and interpersonal roadblocks
•Nurtures individual potential, improves group cohesion, andpromotes a positive attitude of mutual support and trust among team members
•Takes the form of either work or play
It is Important that: • Group members who must function together know how to
work together. This does not happen by accident, it takespractice and deliberate effort. High expectations for taskaccomplishments will be set and at the same time, respectfor individual differences in values, personalities, skills, andinterests will grow.
• You find a task, an activity or event that all of the group canbecome involved in. Since team building is important early inthe group’s development, you might consider an intramuralcompetition, the Hobo Day Spirit Point contest or some othercompetitive endeavor that will get them all pulling in the samedirection. If you retreat with your group in the fall to work ongroup goals or relationships, this can have the same effect.
• The group members get to know you as the leader and whatyou want for the organization, regardless of your personalstyle. Your behavior during the building phase is similar tothe host of the party. You need to see that everyone feelswelcome, that all are participating and having a good time.
In general, if your group’s members enjoy being with each otherand group cohesiveness is accomplished, you are in a goodposition to encourage them to develop goals as a group thatwill further the purpose of your organization.
How To Make Your Organization BetterStudent leaders are often concerned about the challenges theyare having with their organizations. Listed below are some basicsuggestions on how to alleviate problems and thus improveyour organization.
1. Advisor Utilize and communicate with your advisor.2. Budgets Review your financial records and compare them to
the monthly report from the SDSU Accounting Office or to theaccount statement from your bank. In addition, implementan auditing procedure during officer transition and/or at theend of the academic year.
3. Compile Records Records of your organization’s events helpyou to learn from past mistakes and successes.
4. Devise Goals Goals help an organization to clarify its purposeand what the group hopes to accomplish.
5. Expectations Along with goals, your organization shouldalso establish member expectations that let everyone knowwhat is expected of them.
6. Fun College life can be very stressful. Your organization hasthe opportunity to provide opportunities to gather like-mindedpeople for having a good time together!
7. Hold Organized Meetings Inform your members of whereand when the meetings are being held. Attendance and attitudes at meetings will be better if members know something is being accomplished. Use a meeting agenda to keep meetings organized and running smoothly.
8. Evaluation A program is not complete until you receive feedback and evaluate it. Get feedback from your membersregarding meetings, activities, and their perceptions of theway the officers are doing their job. Compile the informationand use it to improve future events and train new officers
9. Join Forces Talk to other Student Organizations. You maydecide you would like to co-sponsor an event with anothergroup on campus.
10. Get In Touch With The Office of Student Activities StaffWe’re here to help. We want to see your organization succeed.
Recruitment and RetentionTips on Recruiting and Retaining MembersRecruiting members is a very important task which your organi-zation should undertake every year. Prior to actual recruitment,spend some time with your current membership defining thepurpose of your organization and identifying the benefits ofmembership in your group. It is helpful to be able to tell potentialmembers what your group does and what they will gain fromtheir involvement. Prepare information to share with incomingfreshman through New Student Orientation, Residential Life andthe Campus and Community Fall Festival.
The following is a list of methods you may utilize in yourrecruitment efforts:1. Send out general notices, brochures, and flyers requesting
students sign up to join your organization. Keep noticesshort and appealing. Include the benefits of involvement.
2. Go to where the people are, don’t expect them to come toyou. For example, set up a display at a Main Street table in the Union, develop programs for the residence halls,encourage members to apply to be an AdmissionsAmbassador or Orientation Leader, or take part in theCampus and Community Fall Festival.
3. Have each member be responsible for bringing one potentialnew member to a meeting.
4. Talk to the RA’s in the residence halls. 5. Ask faculty for recommendations of potential members.6. Sell the value of fun and involvement.7. Follow up on all possibilities. Make sure each interested
individual is personally contacted. 8. Stress the benefits of involvement in your organization.
Organizational Development
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Below is a list of benefits you may want to highlight about yourorganization.
•Develop leadership skills•Meet new people and make friends•Make a difference on campus and/or in the community •Have fun•Partake in new and exciting experiences•Advance your future career/build your resume•Gain prestige to belong to your organization
Membership Retention People join organizations for many reasons:
•Meet new friends•Express their opinions •Express a particular skill or interest •Be involved in decision-making •Learn new skills•Expand their resume
People usually join to have their needs met.
People will continue organizational involvement for many years if:•They are learning and growing•They are making new friends•They are accomplishing something they can be proud of•They feel their opinions and contributions are valued•They are appreciated
People continue their involvement because they feel needed andthat their absence would be noticed.
MeetingsHow To Run An Effective MeetingYour organization’s meeting is probably the most important areafor determining the success or failure of your group. It is inmeetings that the president or committee chair can add the sparkof enthusiasm. The motivation level of your organization’s mem-bers may be affected by the level of participation in meetings.
The following suggestions may help improve your meetings:1. Give notice of the meeting at least one week in advance.
Include the date, time, and location of the meeting.2. Develop an agenda that is distributed to the membership.3. Hold the meetings in the proper physical setting.4. Designate a member to record the minutes of the meeting.5. Start on time, end on time.6. Give everyone a chance to become acquainted with each
other. (In a first meeting or one with new members, find outwhy they are interested in the organization or the specialtalents they have to contribute.)
7. Conduct one piece of business at a time.8. Invite and facilitate communication. Be sure all members
contribute to the discussion. 9. Direct questions back to the group. Ask experienced or
creative members to respond and seek input from new members. Don’t be the focal point of the meeting.
10. Keep the conversation focused on the topic and directed toan eventual solution. Summarize the discussion frequently.
11. Concentrate on reaching decisions by consensus of members.12. Delegate responsibilities to the members of the organization.
Clearly state the scope, nature, and time limits of thetask. Be sure expectations are clear.
13. Keep your meetings short--generally within 60 minutes.Members are more willing to attend if they know when themeeting will be over. If you anticipate going beyond 60minutes, be sure to include that in the agenda or meetingannouncement so members can plan their time accordingly.
Agenda PreparationTo eliminate confusion and to ensure maximum productivity inthe allotted meeting time, always prepare an agenda. It is alsovaluable to you as an organizing tool and preparation list foryour meeting. An agenda is an outline for the meeting which
contains the topics, issues, or problems to be discussed at the meeting.
I. Call To OrderChairperson calls meeting to order
II. Roll Call/AttendanceRoll Call can be time consuming but must be done for accountability. Use creativity and different methods: assigning seats, signing in at the front door or passing around a sheet of paper for members to sign.
III. Approval of Minutes of Last MeetingCan be done quickly by reading old minutes before, oras people enter the meeting. Chair must ask for anycorrections or additions. Changes can be resolved with afriendly amendment; if there are none, the chair canstate “They stand approved.”
IV. Officer ReportsA. TreasurerB. Secretary (If applicable)C. Parliamentarian (If applicable)D. Vice PresidentE. President
V. Standing Committee ReportsThis will help the organization to keep on top of committee progress, while reminding committee chairs that they have an important role in the completionof business outside the meeting.
VI. Special/Ad Hoc Committee ReportsVII. Old Business VIII. New BusinessIX. Advisor ReportsX. AnnouncementsXI. Adjournment
Minutes FormatWritten minutes give your organization a record of the businessaccomplished and provide authorization for action. Minutesshould include:
1. Name of organization2. Date, place, and time of meeting3. Name of presiding officer4. A list of those present and absent5. A record of approval or correction, if necessary, of old minutes6. A record of the motions passed, including the name of the
persons proposing and seconding the motion7. A record of all affirmative and negative notes that involve
counting (ballots, roll call, division of house) 8. A record of how each member voted if roll call vote is taken 9. A record of the time of adjournment
10. A signature of the person preparing the minutes
General Guidelines Regarding Parliamentary ProcedureParliamentary procedure is a method of organizing meetings.The primary authority on parliamentary procedure is Robert’sRules of Order-Newly Revised. Many books have been writtendiscussing parliamentary procedure and its various rules andpolicies; however, if you and your members feel uncomfortableusing it then you probably shouldn’t. The most important thingto remember about using parliamentary procedure is it shouldhelp, not hinder, how your meetings run.
If you choose to use parliamentary procedure, invite a presenter to come to a meeting to teach your members basicrules of order. Don’t rely on members to “learn as they go.”
Additional information on parliamentary procedure is locatedin the J-SORC Leadership Library in the Office of StudentActivities (SSU 140).
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TOfficersRole of the OfficersOfficers of recognized student organizations must be registeredat South Dakota State University. Officers must also be at leasthalf-time (as defined by the University) in all semesters duringthe term of office, and must maintain a cumulative grade pointaverage of 2.0. Officers will be held accountable for the activitiesof the organization in the event that the organization violatesUniversity rules. Organizations violating University rules are subject to revocations of recognition and/or other disciplinaryaction by the Student Affairs Organization Sub-Committee or theAssistant Director of Student Activities.
Officer Expectations1. Inform the advisor of all organization meetings, times, places,
agendas, and to send a copy of the minutes to the advisor.2. Set regular meeting times with the advisor to discuss plans
and problems (agendas, creative ideas, and development ofthe person and the group).
3. Keep the advisor informed of all the organization’s activities.4. Allow the advisor an opportunity to express an opinion
on issues which affect the welfare of the organization andthe University.
5. Meet with the advisor on a regular basis during the year to keep her/him informed of the daily operations of theorganization.
6. Extend an invitation to the advisor to all social functions oractivities of the organization.
7. Let the advisor know from time to time that the time andeffort on her/his part is appreciated.
8. Be accountable for organization members’ actions and forthe success of their program.
Sit down with your advisor at the beginning of each semester toreview these expectations and to establish your specific require-ments of each other.
Election GuidelinesElections should be conducted in accordance with theConstitution and Bylaws of the organization. Be sure to includea process by which the election can be recalled or contested.While you hope to never have a need for it, it is best to planahead rather than set something up when people may be dissatisfied with the results. Elections should be done by ballot.Nominations do not require a second as a show of support.Prior to the election by ballot, the question should be asked,“Are there any further nominations?”
The following is a list of guidelines you may want to utilizefor your next election.1. A reasonable amount of time before elections, publicize the
election meeting to all members.2. Announce available positions at least 1-2 weeks (meetings)
before elections. Provide a brief summary of the duties ofeach position and qualifications (if any). Outline the electionprocess and announce the date of election.
3. If possible, 1 week (meeting) before elections, announce the names of people who have been nominated or are interested. Review the election procedures, and ask for additional nominations.
4. Introduce all candidates. Allow each candidate to share theirideas and goals for the position.
5. Hold elections according to parliamentary procedure or yourconstitution. Announce elected individuals.
Officer TransitionThe transition of officers within an organization is probably themost crucial activity for a group...and it is generally the mostneglected activity. Training new officers directly affects the levelof success the organization reaches during the year. The storiestold by officers about their training (usually their lack of training)
are astonishing! Take an hour or two to pass on vital informationto your successors. The following checklist provides some ideasof what new officers need to know:1. Introduce the new officers to your organization’s advisor, the
Office of Student Activities Staff, and any other resource people you utilized. Show them where useful offices such asthe Accounting Office, Central Reservations and the Jacks’-Student Organization Resource Center (J-SORC) are located.
2. Make sure each officer meets with his/her replacement todiscuss duties, policies, procedures, and how to do things.Review the Student Organization Handbook and officer notebook with the new officer so he/she knows where tofind answers to questions.
3. Turn in the names of those authorized to make transactionsto the SDSU Accounting Office and/or your bank. Be sure toremove the names of the outgoing officers.
4. Review the requirements for student organizations to retainrecognition on campus.
5. File a new Officer Update Form with the Office of StudentActivities so the new president will be added to the OSAorganization mailing list.
6. Review the services available to student organizations.7. Discuss the successes and challenges of the outgoing
officers. Recommend projects, goals, and changes for theupcoming year.
8. Consider utilizing an officer transition contract (resourcesavailable in SSU 140).
Selecting of an Advisor All recognized student organizations are required to have anSDSU full-time faculty, staff, or administrator as an advisor.While the organization may have an advisor not employed by SDSUwith expertise relevant to the organization, SDSU recognizesonly the faculty/staff advisor. Organizations who wish to sponsorevents must have an advisor’s approval before the event can beofficially scheduled. The importance of an organizational advisorshould not be overlooked. Advisors, through their knowledgeand expertise, can be invaluable resources for your organization.Give serious consideration to the role you would like your advisorto play before selecting him or her.
The term for advisors should be stated in the organization’sconstitution. Criteria for selection, change or removal of an advisorcan also be included in your constitution. If the organizationdeems necessary, there is the option of selecting two advisorsto maximize their availability.
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Program PlanningProgramming
Strategies for Program Planning
Timing
Location
Interest
How to Begin
From an Idea to Reality–SampleProgramming Model
How to Initiate a Contract
Fund Raising Planning Hints
Ideas for Fund Raising Projects
ProgrammingOrganizing and planning a program will bring your organizationtogether with a common goal and purpose. Programming is agreat way to recruit new members, develop skills, have fun, andincrease the name recognition of your organization. There are awide variety of programs that have been done by organizationsover the years. Programs range from Greek Week and HoboDay, to lectures and movies, so let your creativity run free. Theonly limit is your imagination.
Strategies for Program PlanningPlanning a successful program requires careful advance planningin a number of areas. These areas include timing, location,student habits, and interest in the topic. Advance thought givento the questions below can help increase your organization’schances for a successful program.
Timing1. Avoid academically heavy times:
• Avoid weeks when there are large numbers of tests andexams in classes. People will be too concerned with academicmatters during that week to want to attend a program.
• High exam periods are usually found one-third (1/3), one-half(1/2), and two-thirds (2/3) of the way through a semester.The last two weeks of a semester are also bad times toschedule programs.
• The first several weeks of each semester and the firstweek after a long vacation are relatively good times to plan programs.
2. Avoid competition:• Check for times when a large number of other programs
are planned. As more events are scheduled into a limitedtime period, students will become very selective and bemore careful in choosing which events to attend.
• Utilize the University Relations Calendar of Events whenpicking a time.
3. Financial issues:• If your organization’s program involves an admission fee or
sale of an item, plan your program during the times studentsgenerally have more money at their disposal.
• The beginning of the fall semester is a particularly excellenttime, closely followed by the beginning of the spring semester.
• A student’s money supply is sometimes replenished immediately after a three-day weekend or longer holiday.
• The last weeks of a semester and immediately after springbreak are times when money is tight.
4. Avoid vacations:• The days just before a three-day weekend or holiday divide
people’s concentration between going home or away, finish-ing up last minute projects, assignments, and socializing.
Thoughts about your organization’s program may becomelost in the details.
5. Time of day:• Think about the time of day that will be “right” or convenient
for people to attend. • Take into account night classes and times of day that are
popular for taking classes. • Faculty and staff often prefer to attend programs between
8 a.m. and 5 p.m., but will occasionally return at night.Remember also not to compete with other events by checking withUniversity Relations, Athletics, Office of Student Activities, Theatre,area high schools, and the Brookings Chamber of Commerce
Location1. Choosing a facility:
•What facility is best matched to the purpose of the program?A theater production is best suited for Doner Auditorium orthe Performing Arts Center (PAC). A dance would be bettersuited to Jacks’ Place.
• Think about the requirements for the type of program your organization is sponsoring - and then match it to theproper facility.
2. Location of a facility: (see page 10)• Is the proposed location convenient to a large concentration
of classes or to the residence halls at night? • Will people see the location as being too far to walk or
drive to, especially on a cold winter night? • Do people know where the facility is located? Just because
you know what the VBR is and where it is located, doesn’tmean others will know.
Make sure that space is available prior to completing the planningby calling Central Reservations at 688-4022 or InformationExchange at 688-6127.
Interest1. Survey interests:
• Do not assume just because your organization membersare excited about a program that everyone else willrespond in the same way. A quick survey may be obtainedby asking a cross-section of people whether they wouldattend or think other students would attend.
• The trick to getting a true cross-section is to not just talk tomembers of your organization or everyone’s individual groupsof friends, but to include acquaintances in classes also.
2. Research:• Try to be aware of what other colleges and universities
across the country are doing. Sometimes what works atone school will work at another and will save trying to re-invent the wheel.
• Always take into consideration the local interests as well—what type of CDs are selling, what types of movies pack inthe audience, what issues and concerns are brought topeople’s attention by the media in Brookings? What trendsare catching on in the area?
3. Programming resources:• Check with others who plan programs on a more frequent
basis and solicit their opinion; for example the Office ofStudent Activities staff.
• Contact members of organizations such as the UniversityProgram Council, Residence Hall governing boards, and fraternities (men’s and women’s) who plan programs on a frequent basis and have developed some expertise in keeping in touch with interests, fads, and their directions.
4. Program size:• Would your organization’s members be more interested in
planning one big dance or program using all of your budget,time and energy, and other resources?
• Or would participation be just as great for several smallersocial functions and fund raisers spaced over the course ofa year, each using a small portion of the budget?
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How To Begin Once your organization has made decisions on basic programconsiderations—the who, what, where, when and why—a goodproject coordinator should begin to organize both themselvesand the organization to successfully accomplish planning theevent. Listed below are some tips that a good project coordinatortakes into account.1. Begin planning as early as possible. Two to three months is
not too early and is probably a good minimum. If your organi-zation begins early enough, there will be enough time to payattention to all those details. Some things may even comeup which haven’t been thought of before!
2. Determine areas of responsibility. Think through the programfrom start to finish. In what areas are key people needed tocoordinate aspects of an event or program? Some suggestedareas include the following: tickets, security, setting up, andpublicity. Other areas may be added depending upon thenature of the program. It is usually best to break up the tasksto be done in respective areas rather than just assign tasks.This way there can be “experts” in each aspect of the programbecause they will have a clear understanding for that area.
3. Organize a committee to work on details. It may not be wise tohave one or two people do all the work—they’ll never make itthrough all the details. If a coordinating committee has notbeen established, organize one. Keep the work committeesmall enough to facilitate communication but large enoughto do the job without overburdening anyone. If a coordinatingcommittee is already in place, identify or select reliable people to put in charge of each area. The coordinatingcommittee should have weekly meetings to report progress,discuss problems and come up with solutions.
4. Write down a checklist of tasks to be completed for eacharea of responsibility. Deadlines and important items shouldbe noted clearly. In setting deadlines, work backwards fromthe day of the program allowing some extra time for delayswhich sometimes happen. Stick to checklists and deadlines.
5. Spend some time planning for emergencies. Try to think ofwhat could possibly go wrong and then think of ways to handle problems when the “what if” becomes a reality. Knowin advance where to go to get something fast if your basicprogram plans change.
6. Plan for the day-of-the-event logistics. Plan for all the activitiesthat must happen on the day of the program and who will beavailable to assist with them. Plan to keep the coordinatingcommittee free of detail work so they can be available tocommunicate with the other members of your organizationand to coordinate everyone’s efforts. Try to have one or twopeople who can act as “gophers” or “runners” so they cantake care of small details during the program.
Thorough program planning takes a lot of work but makes theprogram flow more smoothly. Keep in mind, though, that advanceplanning will not eliminate all the hassles and headaches—justmake them fewer and smaller. Don’t forget to complete the Special Activity AuthorizationRequest Form if applicable. This form will be given to you atInformation Exchange when you make your reservation.
Program ModelI. Basics
A. Who? Who is putting on the programB. What? Describe the programC. When? Choose a date for the programD. Where? Choose a locationE. Why? Audience and goals
1. Take a survey of interest2. Set goals for the event
II. Initiate Program PlanningA. Check for scheduling conflicts (UR, Athletics, UPC,
Theatre, Exams, Brookings Chamber of Commerce)B. Create a budget (co-sponsorship or SA funds need?)C. Contact Entertainment (see How to Initiate a Contract –
next section)D. Reserve a venue (Call Central Reservations)E. Establish committeesF. Create a timeline/checklist of duties
III. Publicity/Program PromotionA. Print Lab – printing posters, fliers, table tents, stuffers, etc.B. University Relations – press releases, SDSU channel,
Today at State, e-ConnectC. OBJ – banners, t-stand signs, buttonsD. Collegian/KSDJ – print and radio advertisingE. Union – Main Street tables, display casesF. Other – sidewalk chalking, area high schools, local
businessesBe sure to follow all SDSU posting policies. (Policies, pg. 14-15)IV. Details/Committees
A. Chair oversees the entire processB. Promotion/Publicity getting the word out (Publicity
and Promotions, pg. 10)C. Set-up/Technical ensures proper set up and tear down
1. State Tech2. Educational Technology Services3. Venue set up4. Loading and unloading of technical equipment
D. Hospitality takes care of artist’s needs and hosts the artist1. Catering/Campus Dining2. Transportation3. Lodging
E. Tickets-ordering, sales, collection of tickets (check withInformation Exchange for proper procedures)
F. Ushers/Security ensures proper traffic flowG. Clean up ensures proper tear down of facility or event
following the programV. Post Event Details
A. Evaluate the programB. Send appropriate thank yousC. Balance the budget and pay all bills
How to Initiate a ContractMany programs, events, and activities involve initiating anagreement with someone else to provide services or entertain-ment. South Dakota State University requires formal agreementsbe reached in the form of a contract. Contracts:1. Are required to initiate payment of an artist. 2. Establish a formal communication of expectations which
must be met by both the artist and the student organization(purchaser).
3. Attempt to protect student organizations and the Universityfrom liability while establishing expectations for event imple-mentation.
All contracts must have the signature of the designated staffmember from the Union. Please contact the Office of StudentActivities (SSU 140) for assistance before contract negotiations.
Fund Raising HintsChoose a project the target public will want and enjoy. Look attheir tastes and spending habits. When will people have moneyto spend? What types of things will they want to buy?
•Set fund raising goals that are achievable. Develop a realistic budget and think of all costs involved. Whatfundraiser will give you the most profit per item?
•Carefully consider timing and location. Avoid conflicts andcompetition. Check all policies and regulations.
•Develop a plan for the project, a calendar with deadlines,and a checklist of things that have to be done.
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•Be sure your members and workers know what cause youare raising funds for, and how the money will be used.
Ideas for Fund Raising ProjectsBelow are a few ideas which may spark some ideas for fundraising within your organization:1. Sales:
Popcorn/Baked GoodsRummageUsed books (text or paperbacks)Used records or CD’sPlantsButtons & promotional gadgetsHand crafted itemsCookbook
2. Services:Car washAluminum can recyclingClean-up after athletic eventsSinging telegramsSnow removalComputer portraitsValentine’s Day candy deliveryBaby-sitting servicesApartment/yard/garbage clean-up“Care” packagesPrinted T-shirt, hats, etc. (University Policy, pg. 14)
3. Programs:Movies LecturesDances PicnicsTrips/tours Game boothsSports/games competition
4. Others:Raffles (Lottery/Raffle Policy, pg. 14)Grants (business & government)
For events held in/on: Contact:The Union SSU 150, 688-6127Frost Arena or HPER Center Facilities Manager, SPE 123, 688-5817Intramural Building (the Barn) Facilities Manager, SPE 123, 688-5817Doner Auditorium Central Reservations, 688-4022,
and Theater Dept. 688-6131Sylvan or Rotunda Green(s) The Union, SSU 150, 688-6127Other Outdoor Areas The Union, SSU 150, 688-6127Armory Floor Army ROTC, SDP 200, 688-6106Performing Arts Center The Union, SSU 150, 688-6127
Publicity & Promotions Methods
How to Contact The Collegian (Newspaper)
How to Contact KSDJ (Campus Radio)
How to Utilize Outback Jacks Services
How to Utilize University Relations
How to Utilize Print Lab
Everyone knows a good promotional campaign is essential forthe success of a program, whether it is a concert, film, lecture,dance, or fundraiser. Since the right promotion for your programdepends on the type of program, it might be helpful to thinkabout the questions below before you start on your promotion(Program Model, pg. 9).
Publicity & Promotion MethodsThere are numerous techniques for advertising your event. It ishoped this list will lead to other ideas or gimmicks which willpromote your events more effectively.
GiveawaysGiveaways always attract attention and provide the individualwith a souvenir to take home as a reminder of the event. Thesemay include: bumper stickers, bookmarks, posters, pocket calendars, etc.
DisplaysSet up an attractive display in a well-traveled area. Use MainStreet tables in the Union, or other approved locations.
Living DisplaysUse sandwich boards to publicize events; hang displays on people and have them walk around on campus. Use costumedpeople to pass out information. Publicity stunts can be used to double a program’s publicity. Create “extemporaneous happenings” and while the crowd forms, pass out leaflets andspread the word. Create a core group of people with extensiveinformation about the program who will then speak to campusclubs and other organizations. One-to-one contact is time consuming but is often the most productive means of publicity.
Utilize Other ProgramsHave the master of ceremonies at different events make anannouncement about your program. Have a lucky ticket drawingwith the winner receiving a ticket to your program. Co-sponsorsome events with other organizations—there are more peopleto get the word out.
Teaser CampaignsA teaser campaign usually begins several weeks before the program and is calculated to arouse curiosity by being mysterious—such as leaking one word a week until the entire program titleis complete. Use teasers in the form of ads, posters, buttons,pins, radio announcements, newspaper ads, etc., to begin apublicity campaign.
Other GimmicksUse the corner of a blackboard in classrooms for your programinformation. Have banners made and hang them in approvedlocations. Use sidewalk chalk in high traffic areas. Contact faculty members and have them read a program announcement
Publicity & Promotion Resources
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at the beginning of class (focus on faculty whose interest maylie in the program area). Make table tents to place in eatingareas. For variety, use different designs, odd sizes, etc for yourprinted promotions. Issue invitations to the faculty or do personal invitations. Word of mouth is still perhaps the best—talk to faculty and students to inform them personally.
Printed Material – Technical TipsUse odd-shaped posters. Integrate art work with printed messagesto achieve uniqueness. Realize some posters will become walldecorations in students’ rooms. Make the rounds several timesbefore an event to re-hang posters to ensure adequate publicity.Use a consistent visual theme throughout all of your printedadvertisement.
How to Contact the Collegian (Newspaper) SDSU’s weekly newspaper, the Collegian, is located in Room069 in the lower level of the Union. To ensure your eventsreceive the widest possible coverage in the Collegian, submityour news items two to three weeks before your event. The necessary reporting forms can be obtained in the Collegianoffice. Display and classified advertising space is also available.For more information regarding Student Publications policies andprocedures, please contact the Collegian by stopping by theiroffice in the Union or call 688-6164.
How To Contact KSDJ (Campus Radio)KSDJ, SDSU’s student run radio station, serves as anotheradvertising resource for the entire campus community. Generalannouncements are read on the air daily, so be sure to utilizethis service to promote your next organizational event. To contactthe staff of KSDJ, call 688-5559 or you may stop by the station(Room 057) located in the lower level of the Union.
How To Utilize Outback Jacks ServicesOutback Jacks services can assist your organization with promotional and publicity materials by creating banners, signsor buttons. If your organization has existing designs or graphics,they can be incorporated into your promotion materials. Thestaff at Outback Jacks can also be of assistance to your group byhelping to develop the design and/or layout of these materials.For more information about the services provided by OutbackJacks, call 688-4617 or stop by the office located in the lowerlevel of the Union.
How To Utilize University RelationsUniversity Relations (UR), located in the Communications Centerbetween the Administration Building and Rotunda, offers a number of services to student organizations including:1. Announcement of organizational activities and events of
special interest to the general public.2. Promotion of individual student accomplishments through
news releases to area media. (General university policystates all information releases to the media are to be channeled through University Relations.)
3. Serve in an advisory capacity for organizations’ publications,including newsletters, brochures, and fliers. (If any fundsreceived from the University are used in producing thesepublications, they must be produced at University Relationsand printed at the SDSU Print Lab).
4. Approve the use of the name or logo of South Dakota StateUniversity (in any form) for any type of merchandise (i.e.,hats, T-shirts, mugs, etc.) to be distributed or offered forsale. The merchandise items must also carry a correspondingclub or event name. (All SDSU logos, seals, caricatures or word marks are licensed and cannot be used without permission. Approval for the use of the name or logo ofHobo Day must be granted by the Hobo Day Coordinator(Grand Pooba) or Program Advisor for UPC.)
How To Utilize Print Lab The Print Lab is the on-campus printing department located inSYE 102. All student organizations are encouraged and invitedto use the services of the Print Lab. If your organization has anon-campus account, Print Lab is able to charge your account.During “print while you wait,” you may pay by check or cash.
The Print Lab also has two copy centers on campus locatedin the following buildings:
Agricultural Hall Copy Center (SAG 125), 688-4921 Biostress Copy Center (SNP), 688-4417
For more information about the services provided by Print Lab,please call 688-5111.
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Financial InformationBudgeting Hints
Applying for Student ActivityFee Funds
Sports Clubs
Procedures for On-Campus/University Accounts
Advantages for On-Campus Accounts
Procedures for Off-Campus Accounts
Advantages for Off-Campus Accounts
Managing a budget is an important aspect of a successfulorganization. It is important for you to monitor the progress ofyour expenditures throughout the year. Often, one program orevent may cost more or less than what was originally expected.As a leader, it will be your responsibility to make periodic budget adjustments to insure that the organization does not goover budget.
Budgeting Hints1. When preparing a budget, you should think about what kinds
of programs, events, and activities you would like to see yourorganization sponsor during the upcoming year. Once thesehave been decided, you will need to do research. In otherwords, you are going to need to find out how much each program or activity is going to cost. This will aid you in planning your budget.
2. Below are some examples of expense and income categories/line items encountered by student organizations:Expenses
•Travel and transportation (Motor Pool costs, registrationfees for conferences)
•Awards (trophies, plaques, other forms of recognition)•Dues, fees, and subscriptions (any national dues a local
chapter might pay)•Printing and publicity (all printing including photocopying)•Refreshments and hospitality (food and lodging)•Entertainment fee (any contracts for outside speakers or
entertainment)•Office expenses (tape, markers, poster board)•Postage•Telephone (long-distance calls and monthly line charges)•Miscellaneous (used for unusual expenses; use this line
item carefully)•Recruiting (new member night, recruitment events)
Income•Membership dues•Fundraisers/sales•Donations•Requested budget funding (SA Venture Funds)
Dividing your budget into the above categories/line items willassist you in organizing your weekly/monthly expenses. Thelist should help you to identify the different items on whichyour organization spends money.
3. Evaluate the organization’s expenditures. Your organizationwill spend money on a variety of different things over thecourse of the year. It will be important to remember whatworked and what did not work.
4. In preparing for a new year’s budget, review the actual figuresfrom the previous year. How much you spent last year is usually a good starting point for the upcoming year.
Applying for Student Activity Fee FundsTo receive funding from the Students’ Association, an organization must submit a budget request to the SA FinanceChair during the fall semester. The request is then reviewed bya Student Senate Finance Committee, Student Senate, and theUniversity Activity Fee and Budget Committee (UAFBC). All recognized student organizations at SDSU are eligible to applyfor funding from student fee dollars.
Organizations needing assistance in this process or moreinformation about the process itself, may contact the Students’Association Office in SSU 140A, or by calling 688-5181. TheOffice of Student Activities can also answer any questions youmay have.
Sports ClubsFunding is available through the Intramural Office. For moreinformation about funding, contact Roxy Cook at 688-4724.
Procedures for On-Campus/University AccountsAccording to the SDSU Student Code, all student fee funding isto be deposited in a student activity account in the UniversityCashier’s Office located in SAD 218. To obtain an on-campusaccount, organizations must have received their recognition letter from the OSA. Once recognition has been granted, officersin charge of finances may visit the University Cashier’s office,located in SAD 218 to fill out the necessary paperwork.The University Accounting Office, located in SAD 234, 688-6101(hours 8:00AM-4:00PM), provides accounting services for organizations using on-campus accounts.
Advantages of an On-Campus Account1. Organizations receive monthly account ledgers through their
advisors that show income and expenditures.2. University accounting procedures protect the organization and
its members in terms of accountability for organizational funds.3. An on-campus account allows billing and payment through
the University system when using on-campus services, suchas photocopying, Print Lab, University Stores, EducationalTechnology Center, Informational Technology Services andCentral Mail services.
4. Through the purchase order procedure, purchases on a creditor charge basis can be authorized (i.e., office supplies, largeequipment purchases).
5. Limited auditing services and advisory assistance are providedby the Accounting/Accounts Payable/Purchasing Office foron-campus accounts. (The Accounting Guidelines for StudentOrganizations, published by the Accounting Office, explainsthe services, procedures and forms used in the Universityaccounting system. Contact the Accounting Office, 688-6101,SAD 234, to make an appointment to utilize the auditingservices.)
6. When new officers are chosen, there is no need to transfercheckbooks and records (bank statements) from the outgoing officers to the incoming.
Students can gain useful experience by learning the University’sauthorization and purchasing procedures. Many businesses usesimilar codes, forms, and procedures.
Procedures for an Off-Campus AccountOrganizations that do not use their money or the authority of theUniversity or of the State to collect their money, may depositfunds in an off-campus account. Permission for off-campusaccounts must be received from the Director of the Union,located in SSU 150. To begin the process, you must stop byOSA for assistance in starting the necessary paperwork.
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Students’ AssociationGeneral Overview
Student Fee Dollars
Student Involvement Opportunities
Legal Aid Services
General OverviewStudents’ Association (SA) is comprised of all SDSU students.Student Senate is the governing body for SDSU students andrepresents students to the University administration, faculty,community, Board of Regents, and state and local governments.
Student Fee DollarsA large portion of SA’s responsibility is budgeting student feedollars on behalf of the students of SDSU. Approximately two-thirdsof the activity fees that students pay each semester is allocat-ed to various departments and organizations through the SAbudgeting process. Some of the activities and services Students’Association supports are the University Program Council, StudentHealth and Counseling Service, and the Union. Any organizationmay apply for SA funding (Financial Information, pg. 12).
Student Involvement Opportunities Students’ Association provides multiple opportunities to getinvolved in campus issues. Student Senate is comprised of 30
individuals who represent the eight colleges on the SDSU campus, and is the governmental voice for students. In addition,Senate may have up to eight ex-officio members who representvarious campus populations. As Senators, students are involvedin budgeting, policy making, and a host of other activities.
The SA office staff is comprised of the Finance Chair,Administrative Assistant, and Office Assistants. These studentswork closely with the SA President and Vice-President on mattersconcerning policy changes and special projects. All OfficeAssistant positions are paid positions.
Students can also volunteer to serve on a variety of campus-wide committees. SDSU faculty and administrationseek student input at all committee levels. Interested studentsare encouraged to contact the SA office to seek committeeappointments. The Students’ Association office is located on themain level of the Union, SSU 140A, or you may call 688-5181for further information.
Legal Aid ServicesAn attorney is retained by the Students’ Association to assiststudents with legal questions such as landlord/tenant problems,wills, divorces, etc. The attorney may not represent students inlegal matters but is able to make recommendations if there is aneed for legal representation. Because the service is providedthrough the use of student fee dollars, there is no cost to students who use the service. To set up an appointment, contactthe SA office at 688-5181.
In order to gain approval to open an Off-Campus account,the following conditions must be met:1. The organization must apply for a Federal I.D. number. The
form and instructions are available in the OSA. (4-6 weekprocess)
2. The President of the organization, the Faculty Advisor(s), theDirector of the Union and the Student Affairs OrganizationSubcommittee Chair will sign-off on the Off-Campus AccountAuthorization Form.
3. The organization must meet with a staff member from theOSA to update their constitution to include the off-campusaccount information.
4. If closing an on-campus account, the date must be specifiedand be at least 30 days from the date of the signing of the
Off-Campus Account Authorization Form, and at such time asthe final account ledger becomes available.
Advantages of an Off-Campus Account1. The use of University payment documents, such as vouchers,
purchase orders, and journal entries is replaced by thecheck-writing process.
2. Funds can be deposited in a savings account with the potential to accrue interest.
3. University regulations prohibiting the payment of purchasesnot authorized by the State do not apply to off-campusaccounts.
4. Access to checking account 24 hours a day by phone and online.
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Campus Dining Policy
Main Street Policy
Lottery/Raffle Requests
Solicitation/Merchandise Sales Policy(Union only)
Vendor Sales/Non-Affiliated Users
University Poster Policy
Union Posting Policy
Printing Procedures
Special Activity Authorization Request Policy
Statement on Illegal Drugs and Alcohol
Student Organization Travel Policy
Motor Pool Policy
Affirmative Action/Equal EmploymentOpportunities Policy
University Protest Policy
Campus Dining PolicyCampus Dining manages and operates food services for theentire campus, including the Union. Campus Dining has exclusiverights to provide food service for all functions scheduled oncampus. Contact the Catering Manager, located in SSU 155,697-2550 to arrange catering services.
Main Street Policy (formerly the Breezeway)One informational table per group is available for reservationprior to the reservation date.
When fewer than five tables have been reserved, thoseremaining are available to the first requestor of the day.
Tables are reservable for five consecutive days, excludingweekends. The Central Reservationist monitors the frequency ofrequests and determines when the reservations for table spaceneed to be altered.
Individuals, authorized by the sponsoring group, must be inattendance at all times and remain behind the table. Onlymasking tape may be used to attach signs and decorations tothe front of the tables. The windows, ceiling and wood/brickinterior of Main Street are not available for either display or signage. Exceptions may be granted by the Union Director.
Lottery/Raffle RequestsStudent organizations wishing to conduct a lottery or raffle must obtain approval through the Lottery/Raffle Request Form,available from and returned to Information Exchange or theOffice of Student Activities. Forms must be submitted 30 daysprior to the offering of chances. By signing the form, the organization agrees not to engage in house-to-house solicitationwithin the city of Brookings.
Solicitation/Merchandise Sales/Fundraising Policy(Union only)Student organizations may reserve up to two Main Street tablesfor solicitation, merchandise sales, and/or fundraising.
The use of space for any type of merchandise sale or solicitationrequires the approval of the Director of The Union.
Organizations sponsoring the solicitation and/or sale mustdisplay the organization name on the front of the table nosmaller in size than eight and half by eleven.1. Merchandise which promotes the use, makes reference to,
or depicts alcohol or controlled substances, is prohibited. 2. Any merchandise carrying the name or logo of SDSU (in any
form) must also carry a corresponding club or event nameand must be approved by University Relations.
3. The use of the UPC-Hobo Day logo must be approved by theUPC-Hobo Day Coordinator or Program Advisor.
4. Prepared food/beverage sales will be prohibited, however,exceptions may be granted by Campus Dining (i.e., popcorn,candy, non-alcoholic beverages).
5. All merchandise must be confined to the north side of MainStreet. Sales requiring a larger space will be expected to reservethe Crest Room (available on a first-come, first-serve basis).
Vender Sales/Non-Affiliated UsersSolicitation by student organizations which promotes or benefitsNon-Affiliated entities must also benefit the student organization.If the benefit is monetary, it must equal a minimum of 15% ofnet proceeds, not to be less than $25.00 per day. A signed contract between the student organization and the Non-Affiliatedentity must be on file with the Office of Student Activities by5:00 pm on the business day preceding the first day of thereservation or the requested tables will be cancelled.
SDSU Poster Policy1. All posters must have a stamp of approval from Information
Exchange before they may be displayed.2. Posters will be permitted in buildings if displayed on bulletin
boards and tack strips, provided that they meet the require-ments set forth by the Fire Marshal not to cover more than 5%of corridor walls. Selected locations will be coordinated withthe appropriate departments within the building.
3. Posters, advertisements, and announcements that do notrelate to a university approved organization and/or activity willnot be approved for display; if displayed without the properapproval, they will be removed.
4. Any posters, advertisements and announcements that arenot displayed on approved bulletin boards and/or tack stripsbut are attached to doors, windows, walls, equipment, etc.,may be removed. Placement or attachment of materials toglass doorways obstructing ones view will not be allowed andall such material will be removed.
Exceptions to these guidelines are:1. Student Body Elections2. Hobo Day Activities
University Student Union Posting PolicyThe Union provides the following for the hanging of posters,banners, flyers and other promotional materials:
1. General Announcement Bulletin Boards a. All items posted must be stamped, initialed and dated by
Information Exchange, located on the main floor of the Union.b. Items may only be displayed for 6 consecutive weeks in
advance of the advertised date of the event. c. Announcements must show sponsorship and if written in a
foreign language, must provide an English translation. d. Posters advertising a series of activities may be approved
through the date of the last event publicized. Items which
University Policies Affecting StudentOrganizations
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are displayed without the approval of the Union will beremoved and discarded.
Posters, banners, flyers, and other promotional materials hungon the Union’s interior and exterior walls, windows and doorsare strictly prohibited and will be removed.
2. Bannersa. Banner space in the Union may be reserved by any recognized
student organization. All banners must be approved accordingto the guidelines in the SDSU Posting Policy and the UnionPosting Policy.
b. Reservations for this area are made through Outback Jacks,located in the lower level of the Union, 688-4617.
c. Banners may not be used for the endorsement of politicalcandidates, parties or sponsors.
d. Banners must show sponsorship and conform to establishedsize specifications.
e. Banners may be displayed no longer than 7 consecutive days.f. All banners are hung by Outback Jacks staff.
3. University Program Council (UPC) Display CaseThe display case located in the Union Gallery Lounge is ownedand scheduled by the University Program Council. Contact theUPC Arts Coordinator or Program Advisor (SSU 140) for information regarding this display case. All displays must followSDSU and Union posting policies (listed above).
Residential Life Advertising and Publicity PolicyTo reduce the fire hazard created by unlimited posting of flyersand posters in residence halls, and to provide consistency ofenforcement throughout the system, the following guidelines willbe utilized by all students and residence hall staff members:1. All flyers/posters/banners must be approved for posting by
the Hall Director, dated and stamped with the name of theresidence hall where they will be displayed, before they willbe posted.
2. The priority order for available posting space in the halls is:a. Department of Residence Lifeb. Individual building events/announcementsc. On-campus, university recognized groups or individuals,
including administrative offices. Such material must be consistent with Residential Life and university policies and philosophies.
3. No publicity materials will be posted for off-campus businessesor organizations. With permission of the RHD, materials maybe left on a table in each building lobby. Such material mustbe consistent with Residential Life and university policiesand philosophies.
4. Flyers posted without approval will be removed and destroyed.5. Organizations or individuals wishing to advertise or publicize
in student mailboxes must follow guidelines noted inResidential Life “Mail and Solicitation” policy. (seeResidential Life Handbook)
The posting of materials is subject to Hall Director and/orDirector of Residential Life approval. Contact individual HallDirectors for more information.
Printing ProceduresThe SDSU Print Lab services are available to all student organizations. You may use your on-campus account to chargepublicity materials. Please contact the Print Lab for details. Theyare located in SYE 102 and can be reached by phone at 688-5111.
If your organization chooses not to use Print Lab services,the following guidelines may be helpful in planning your organization’s publicity printing.1. Develop detailed specifications of the project, i.e., size, color,
material, expected delivery date, and artwork.2. Obtain bids from three vendors to determine the best price
for your specifications.
3. Be sure quotes from vendors include all costs associatedwith the preparation, production and delivery of the project.
Special Activity Authorization Request FormThe Special Activity Authorization Request Form (SAARF) mustbe completed:
•when a program or event involves more than one SDSUDepartment and/or
•is scheduled outdoors, in Jacks’ Place, in the PAC, or inDoner Auditorium and/or
•will attract an attendance of 200 or more people.These forms are distributed by and returned to InformationExchange in the Union. The completed SAARF is to be returnedto Information Exchange no later than 2 weeks prior to the dateof the event. The Director of the Union has the authority togrant approval for all special activities on the SDSU campus.
Statement On Illegal Drugs and AlcoholIntroductionThis statement is provided to students, faculty and staff ofSouth Dakota State University in compliance with the requirements of the Drug-Free Schools and Communities ActAmendments of 1989, Public Law 101-226. The following information reviews standards of conduct established by theSouth Dakota Board of Regents and the University regarding theunlawful possession, use or distribution of alcohol or controlledsubstances. Information regarding health risks, treatment orrehabilitation services and disciplinary sanctions available to theUniversity for violations of drug and alcohol policies are provided.All members of the campus community are encouraged to familiarize themselves with this material.
Regental PolicyThe South Dakota Board of Regents strictly prohibits the unlawful possession, use or distribution of alcohol, marijuana or controlled substances by its students or employees while onproperty controlled by the Board or while participating in anycapacity in activities or employments sponsored by it. No possession, use or distribution of alcohol, marijuana or controlledsubstances is permitted on the campuses of Regental institu-tions except where specifically authorized by Board policy.
Disciplinary SanctionsThe manufacture, sale, possession and consumption of alcohol,marijuana or controlled substances by students is prohibited onany property controlled by the Board of Regents and in connectionwith any institutionally sponsored activity, except that alcoholmay be served at social activities held in other locations,subject to the restrictions established under state law and bySouth Dakota State University.
The SDSU judicial system will be utilized in all cases involving student violations of alcohol, marijuana and controlledsubstances policies. A complete description of judicial proceduresis available in the SDSU Student Code. http://www3.sdstate.edu/StudentLife/JudicialAffairs/StudentCode/Index.cfm
Initial sanctions for violations of marijuana and controlledsubstances policies include censure to suspension for use orpossession of marijuana, probation to expulsion for use or possession of controlled substances, and suspension or expulsion for the manufacture, distribution or possession withintent to distribute marijuana or controlled substances. Secondoffenses of these regulations will result in a minimum of disciplinary probation and a $100 fine. Third offenses will resultin a minimum of suspension for one semester or, in compellingcircumstances, probation and required participation in anapproved substance abuse treatment program at the student’sexpense. The foregoing sanctions are minimum sanctions andreference to them does not preclude more severe sanctions,including expulsion, where the circumstances warrant such action.
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The SDSU alcohol policy prohibits possession or consumptionof alcohol on campus and in connection with any institutionallysponsored activity. This policy shall be interpreted to include notonly possession or consumption of alcohol but also voluntarilyparticipating in on-campus events or activities involving alcoholicbeverages. Initial sanctions for alcohol violations will result in aminimum sanction of censure plus appropriate conditions.Minimum sanctions for subsequent offenses are the same asthose outlined above for marijuana and controlled substances.
Violations of SDSU alcohol, marijuana and controlled substances policies may be referred to local law enforcementand will be referred when the facts suggest a felony offensehas occurred.
Student Organization Travel Policy/Trip PermitsStudent organizations may travel to conferences, competitions,or other University or organization sponsored activities by completing a Trip Permit form.
Trip Permits are available in the Office of Student Activities,SSU 140.
Trip Permit Checklist:____ Obtain a Trip Permit form and related paperwork from the
Office of Student Activities (must be completed 2 weeksin advance).
____ Complete Trip Permit including Advisor signature,Department Head signature and Dean signature. An advisor must accompany the organization.
Student organizations having questions about Trip Permitsshould contact the OSA.
TransportationStudent organizations choose the type of transportation theywill use for a University or organization sponsored trip. MotorPool vehicles may be used by student organizations followingthe Motor Pool policies and procedures. Personal vehicles maybe used for student organization travel.
Motor Pool Policy Motor Pool vehicles are owned and maintained by the SDSUMotor Pool primarily for the use of University staff members oremployees for the essential conduct of University functions andmissions for the State of South Dakota. This utilization isintended to include authorized field trips associated with scheduled classes and participation in scheduled extra-curricularactivities by academic departments. Examples would includeathletic events, judging contests, debate tournaments, Students’Association activities, and other events of a like nature. Drivingresponsibilities may be delegated to participating students ifthe staff advisor is satisfied that the authorized student is properly licensed and competent, and has a copy of their drivers’license and proof of insurance on file at the Motor Pool.
Students driving state vehicles are covered by State’s insurance fund if they are employed by the University and areperforming functions related to their employment. Otherwise,a student driving a state vehicle provides primary insurance coverage for that vehicle on his or her own insurance policy.
A student that is employed by the University but driving fora function not related to employment (i.e., class field trip, teamtravel, etc.) is NOT covered by the State’s policy and must provide proof of insurance before driving the vehicle.
Also, in accordance with SDCL 5-25-1.1, state employeesusing state-owned vehicles are NOT permitted to take their family, friends, or non-state business commuter.
The use of state vehicles for activities by student organizationsand clubs is authorized only if:1. The trip relates to the competitive, performing, or educational
mission of the University as certified by the appropriatedepartment.
2. The organization’s faculty advisor makes the vehicle reservations, and accompanies the group. Student employeesare not considered faculty advisors.
3. The student organization documents sufficient funds in aUniversity account to cover the trip expenses.
Be sure to reserve a vehicle at least three weeks in advance,if not sooner.
Affirmative Action/Equal Employment Opportunities Policy
SDSU student organizations must accept new memberswithout regard to race, color, creed, religion, national origin,ancestry, citizenship, age, gender, sexual orientation, or disability.(National men’s and women’s fraternities are Title IX exempt.)
For more information, visit the website athttp://www3.sdstate.edu/Administration/OfficeforDiversityEnhancement/EqualOpportunity/Index.cfm
University Protest PolicyThe Constitutional right of peaceful protest is recognized withinthe University. However, the University is obliged to assure the safety of individuals, the protection of property and the continuity of the educational process. Orderly picketing andother forms of peaceful protest are permitted on Universitypremises and public areas within University buildings. Acts whichexceed permissible limits include:1. Interference with facility entrances or the interruption of any
class, directly or indirectly, by voice or presence.2. Interference with normal pedestrian or vehicular traffic.3. Attempts to prevent speakers invited to the campus from
speaking or obstructing any individual by physical force.4. Interference with any organization desiring to recruit at the
University.The Union requires 24 hours advance notice of a protest whenthe protest is to occur within or adjacent to the Union. The noticeis to be written and signed by the sponsoring organization’s representative. The notice must identify the sponsoring organization and include a description of planned activities. The notice is to be delivered to Information Exchange (SSU150). Facility reservations are required if the protest is to occurin a reservable area or facility.