student organization handbook 2015 2016
DESCRIPTION
Policies and procedures for operating a student organization at Monmouth College.TRANSCRIPT
Student Organization Manual
1
A publication of the Office of Student Involvement
© 2012 Monmouth College
The Mission of Monmouth College
Monmouth College was founded in 1853 by pioneering Presbyterians. As a campus community
we honor that heritage and value religious diversity as we explore the spiritual dimension of
human existence and the relationship between faith and knowledge. As both observers and
participants we seek to deepen our understanding and appreciation of the creative tension that
exists among the principles of democracy, pluralism, equality, and freedom in our own nation
and beyond.
As a community of learners we strive to create and sustain an environment that is value-
centered, intellectually challenging, aesthetically inspiring, and culturally diverse; and we hold
as central our commitment to liberal arts education and to one another.
We integrate a four-year program of general education with in-depth study in the major and a
rich array of co-curricular activities in order to foster the discovery of connections among
disciplines and of larger patterns of meaning.
Through these experiences, we help our students explore multiple perspectives on the human
condition and prepare themselves for rich personal and professional lives—for leadership,
citizenship, and service in a global context.
Welcome to the 2015 fall semester! This year brings with it
many changes and opportunities and we hope you take
advantage of everything Monmouth College offers.
The Office of Student Involvement is the main hub for student
organizations on campus. The office is a part of the Wackerle
Career and Leadership Center, which is a department within the
Division of Student Affairs.
It is our hope that this manual will answer your questions, help
clarify policies, get your organization started on campus, and
give you good ideas in order to run a successful organization.
Our door is always open in the Office of Student Involvement so
don’t be a stranger!
Division of Student Affairs
Mission
The mission of the Division of
Student Affairs is to create
extended student learning
opportunities outside of the
classroom that create in
students an understanding of
citizenship, leadership,
service, the world and its
people.
2
Table of Contents
Student Organization Manual
3-4 GENERAL INFORMATION
3 Important Phone Numbers 4 Office of Student Involvement 4 Involvement Fair 4 Community Engagement 4 Leadership Workshops
4-8 REGISTRATION AND RECOGNITION PROCEDURES
5 Student Organizations and Recognition 5-6 Benefits of Recognition 6 New Organization Recognition Process 6 Un-recognized Student Organizations 7 Annual Recognition Requirements 7 Student Organization Advisors
8-15 OPERATING AN ORGANIZATION
8 Reserving Space on Campus 8 Food Guidelines Across Campus 9 Audio-Visual Equipment Rental 9 Decorations and Use of Tape in Campus Spaces 9 Accessibility Considerations 10 Alcohol at Events 11 Event Publicity 12 Posting of Signs 12 Showing Films on Campus 13 Setting Up an Organization Bank Account on Campus 13 Collecting Income and Fundraising 14 Paying Bills 14 Fundraising Request Form 15 Student Mail 15 Transportation Options for Student Organizations 15 T-Shirt Policy of Monmouth College
3
General Information
IMPORTANT PHONE NUMBERS
Academic Affairs ………. 457-2325 Admissions ………. 457-2131 Alumni Programs ………. 457-2316 AMBULANCE/FIRE/POLICE ………. 457-2911 Athletic Department ………. 457-2176 Boone House ………. 457-2204 Business Office ………. 457-2124 Campus Events ………. 457-2345 Campus Services ………. 457-2126 Chaplain ………. 457-2380 Counseling Center ………. 457-2353 Food Service Office ………. 457-2346 Health and Fitness Center ………. 457-2176 Library ………. 457-2190 Office of Student Involvement ………. 457-2268 Stockdale Center ………. 457-2345 Residence Life ………. 457-2113 Student Affairs ………. 457-2114 Student Publications ………. 457-3456 TROUBLE DESK ………. 457-3333 Trotter Fitness Complex ………. 457-3626 Underground Café ………. 457-3017 Wackerle Career and Leadership ………. 457-2115 WMCR ………. 457-2377
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General Information
What is the Office of Student Involvement? The Office of Student Involvement specializes in student involvement and leadership and provides programming assistance to student organizations.
Where is the Office of Student Involvement?
The office is located in the lower level of the Stockdale Center.
When is it Open?
The office is open Monday through Friday from 8:00 AM to 5:00 PM. We are closed on the weekends and college holidays. What exactly can the Office of Student Involvement offer me?
Opportunities for Involvement
Student Organization Mailboxes
Policy Interpretation
Programming Resources
Supplies The following is a compilation of materials offered:
Resources/Handouts:
Motivation
Brainstorming
Goal Setting
Event Planning
Parliamentary Procedure
Constitution Support
Conflict Resolution
Team Building Activities/Materials
Stress Management
Time Management
Supplies:
Butcher Paper in assorted colors
Colored Paper
Lamination
Markers and Crayons
Binding Equipment
Certificate Paper
Stencils
*There are many additional resources available in the Office of Student Involvement. Please stop by and take advantage of them.
Involvement Fair This is an opportunity for you to advertise your organization to the entire campus. During the New Student Orientation weekend the Office of Student Involvement sponsors a fair on campus where student
organizations can display signs and other material to gather interest for their groups. Some suggestions are:
Have materials to give to the students who stop at your table so that they have something to look at to remind them what the organization is. In that pamphlet include contact information and upcoming events.
Have bright and colorful posters that can be seen from
far away.
Have your people at the table dress in the same colored shirts.
Be creative in ways to get people to your table, such as free shirts, karaoke, sundaes, etc.
Don’t be afraid to talk to students! Let them know why you joined the organization and how it is benefiting you.
Most importantly, make sure that the people working the table are having fun so that those walking by will see that your group actually enjoys what they are doing and likes to hang out with each other.
Community Engagement Fact: 85% of your time is spent outside of the classroom. Volunteering looks good for your organization, for your resume, and makes
others feel good about the work that they have done. Students and student organizations can find volunteer opportunities by visiting the Office of Student Involvement which has many opportunities to volunteer and other contact and resource information. Leadership Workshops Each semester the Wackerle Career and Leadership Center sponsors a leadership conference called Scots’ Connection Conference for campus leaders. These conferences help students become better leaders in their organizations, teams, and is a great way to meet and network with alumni. For more information on when these workshops are being held, please contact the Wackerle Career and Leadership Center at 309-457-2115. *Also look in your mail boxes and around campus for information throughout the year.
5
Registration and Recognition
What constitutes a student organization at Mon-mouth College? A student organization is defined as a group of Monmouth College students who unite to promote or celebrate a common interest. While student organizations of the College may recognize members from other schools, faculty, staff, or community members, the bulk of the organization must be Monmouth College undergraduates. Additionally, only currently enrolled undergraduates are permitted to serve as officers of officially recognized student organizations.
What are the different categories of student organizations? Student organizations are put into broad categories that assist interested students in locating a suitable organization for their needs. They are as follows:
Departmental Affiliated with a College department.
Honorary Main purpose is to recognize the attainment of
scholarship of superior quality. There are honoraries for each class, special interest, as well as for almost all of the academic disciplines.
Governing Body Elected to represent a number of organizations in the same categories.
International/Cultural Mission is to study or promote the culture of other nations and/or ethnic groups.
Service Mission is to provide service to Monmouth College and/or the Monmouth community.
Religious/Spiritual Mission is to further the interest of a particular church, sect, or denomination.
Political Mission is to further the interest of a particular
political group or issue.
Professional Mission relating to a professional career, many of which are nationally affiliated.
Sports/Athletics Mission is to promote a common interest and to foster participation, officiating of and competition in a
specific sport or recreational activity.
Special Interest Mission does not coincide with any of the other
categories.
Social Greek Letter Private, national or international Social Greek Letter, voluntary associations.
Why does the College recognize student organiza-tions?
Each undergraduate organization leaves a special mark on the cultural, social, and intellectual life of Monmouth College. The College recognizes the vital contributions that student organizations make to the quality of life on campus and seeks to fulfill its commitment to free inquiry and to an education encompassing the whole person.
Recognition of Student Organizations The Student Affairs Committee of the Faculty is a committee that meets on an as needed basis during the academic year to discuss issues of importance regarding co-curricular and social life of students at the College. This committee has the responsibility to recommend official recognition of undergraduate organizations to the Faculty Senate and to establish regulations for their governance. The College assumes that organizations will comply with the understandings reached at the time of recognition. If the Student Affairs Committee of the Faculty determines that a student organization has failed to abide by these criteria or the regulations posted, it may revoke the organization’s recognition. Student organizations must also register each year with the Office of Student Involvement to continue their official College recognition. Recognition of any organization is not to be interpreted as an endorsement by the College of the purpose, activities, partisan political position, or point of view.
What are the benefits of official recognition? There are many benefits to becoming a registered student organization at Monmouth College, some of which include:
Advising Assistance from the Office of Student Involvement staff members and other relevant offices on campus pertaining to your organization.
Banking Free banking services through the Business Office in Poling Hall including tax-exempt status (as part of Monmouth College).
Email Access to a College email address for your organization.
Facilities Access to Monmouth College facilities and space for student activities, meetings, and events.
Funding Eligibility for funding through the Associated Students of Monmouth College.
Continued on next page...
6
Registration and Recognition
4. Upon receiving a favorable recommendation from the Executive Committee of ASMC, the proposal will be brought to a vote before the Student Senate.
5. Upon receiving a favorable recommendation from the Student Senate, the ASMC Student Affairs representative will recommend to the Student Affairs committee of the faculty that a group’s proposal be brought to a vote.
6. The Student Affairs Committee of the faculty will conduct a review of the petitioning organization according to its own criteria. (A copy of the committee’s criteria for recognition may be obtained from the committee chair of rom the Office of Student Affairs). If deemed appropriate, the committee will recommend to the faculty as a whole that the group be formally recognized as a Monmouth College student organization. The Student Affairs Committee of the faculty must approve all appointments of faculty advisors.
7. Recognition does not occur until voted by the faculty. The College strongly supports the creative thinking of students and encourages them to identify opportunities to create new student organizations on campus. Student Organizations should add value to the campus experience, contribute positively to the overall mission of the institution, and must be in line with institution values including, but not limited to, the College non-discrimination policy. All new student organizations are given the same oversight and support as the process unfolds. Be sure to check with the Office of Student Involvement for any updates to this process.
The benefits of official recognition continued...
Information Receive useful up-to-date information for registered student organizations.
Leadership Tips Handouts on basic leadership tips for student organizations are available in the Office of Student Involvement.
Name Permission to use “Monmouth College” in association with the student organization name.
Promotion Access to free table space at the annual Student
Involvement Fair, listing of student organization name in College publications and on the College website, permission to post events on the College Web Calendar, and use of designated bulletin boards throughout campus.
Resources Access to College audiovisual equipment, staging,
tables, chairs, etc. for events and activities.
Web page Access to create an organization website linked to the Monmouth College web page.
How does the process of recognition work for new student organizations? Process for becoming a recognized student organization at Monmouth College Steps on this checklist should be completed in the order they are listed.
1. The group, which consists of currently enrolled students, will develop a constitution (and by-laws if appropriate) and seek a member of the faculty or staff willing to serve as an advisor.
2. Upon completion of step 1 the organization will schedule a meeting with a representative from the Office of Student Involvement to present their proposal to seek official recognition. The representative from the Office of Student Involvement will assist the group in seeking approval by first reviewing the proposed constitution (and by-laws if appropriate) for content and structure.
3. Upon receiving a favorable recommendation from the Office of Student Involvement, the representative will recommend to the Executive Committee of ASMC that the proposal be brought to a Student Senate vote.
A note on un-recognized student organizations From time to time, undergraduates raise questions about their membership in non-Monmouth organizations. It is important that students make well-informed decisions when considering membership in these organizations. While some of these organizations may officially be recognized at other colleges, universities, and towns, they are not permitted to conduct activities at Monmouth College without permission from the proper college bodies. The regulations at Monmouth College require that undergraduate organizations maintain local autonomy. This means that they can have no required institutional connections with non-Monmouth organizations and that all policy decisions should be made without obligation to any parent organization. In this way, the independence and integrity of the College is maintained. Monmouth College also requires that organizations not discriminate on the basis of protected status such as religion, sex, age, sexual orientation, race, or gender.
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Registration and Recognition
Student Organization Advisors
At least one faculty advisor is required for all recognized
student organizations. This serves to promote student/
faculty interactions outside of the classroom and allows
faculty to stay connected to student’s co-curricular lives.
Simply having your faculty advisor sign that he or she will
serve as your advisor is not harnessing the contributions
that he or she might offer your organization.
It is important for student organizations to select advisors
who will help the organization meet its goals and provide
guidance along the way. Each year, student organizations
should determine what role they might want their advisor to
assume for the upcoming period and have a conversation
with their advisor about these expectations. Similarly, each
advisor may have his or her own expectations for the group
or the role he or she is willing to play. It is a two-way street
and both advisors and student organizations should ensure
that they are well matched for one another. If not, a more
appropriate fit should be found. Your organization may
select a new advisor at any time. Please notify GLI of any
changes.
Requirements of all student organizations
(new and re-registering organizations)
Students must file information about the previous year’s
activities with the Office of Student Involvement in Stock-
dale each fall semester in order to maintain their
recognized status with the College. In addition, student
organizations must notify the OSI whenever officer changes
occur or there is a change in contact information. At all
times, OSI should have the contact information for all offic-
ers of the organization.
The following are the necessary components of the annual
registration process:
1. An updated copy of the organization’s constitution and
by-laws. Please include even if unchanged from the
previous year.
2. An updated membership roster and officer list updated
in the database. Officer list should include, but is not
limited to, President, Vice-President, Secretary, and
Treasurer
3. Continued abidance of all regulations and policies for
student organizations, including but not limited to: the
use of Monmouth’s name, proper registration for
events, and all other rules outlined in this Student
Organization Handbook.
Sample considerations for selection of a faculty advisor
1. How much involvement is expected/needed?
2. How often does the group meet and do you expect your
advisor to be present at the meetings?
3. How many major activities does your organization
execute each year?
4. How experienced are the officers of the organization?
5. What are some ways that your organization could use
the advice of an advisor? Is there someone at the
College who has particular interest or experience in this
area?
6. What skills would your proposed advisor bring to the
organization? How do these skills match those of your
organization?
7. Are there areas in which you need specific assistance
from your advisor and/or are there areas that are hands-
off for your advisor?
8. If you want your advisor to let you know when they
believe that you are making a mistake as an
organization, how do you want them to express this
concern?
What to provide and expect of your advisor(s):
Student organizations should be sensitive to the
expectations placed on advisors; however, at the same time,
it is perfectly acceptable (and encouraged) that you involve
your advisor in your activities. Here are some possible
expectations your advisor might have about working with
your organization:
1. Give notices of meetings — You should always give
notice of meetings to your advisor and try to include
and invite his or her participation on a mutually agreed
upon level of involvement.
2. Develop relationship with officers—This will help
communication flow easily and establish a base from
which to work from together.
3. Send invitations to events—This is a great way to keep
advisors informed. Try to give enough advance notice
to allow advisors to plan attending an event.
4. Consult on problems — Advisors should be notified of
problems. Their experience and knowledge could be
invaluable in helping to solve the issues productively
and quickly.
5. Provide copies of minutes — Advisors should regularly
receive any document produced by your organization
(e.g. minutes, agendas, etc.).
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Operating an Organization
The success of your organization’s events will rely on how
prepared you are for the unexpected. However, your
organization should try to anticipate everything by
systematically following these steps and remaining
organized throughout the process. Obviously, smaller
meetings are less complex than campus-wide events. You
should recognize the scope of your event and plan
accordingly. Avoid last minute stress, anxiety, or even the
need to cancel your event by adhering to the necessary
steps.
1. Brainstorm ideas. Keep in mind why are you having
the event, the mission of the organization, what the
event will provide to the College community, and how
you can collaborate with other student organizations to
plan the event.
2. Establish a budget and determine if your organization
has enough money to cover the expenses of the
program or if you will need to develop fundraising
plans.
3. Work with appropriate administration to receive
permission to hold the event. Be aware of any
necessary waivers or releases. You should not continue
with the event planning if you have not received
permission to hold this event.
4. Develop program goals, timelines, a master task list,
and how responsibilities will be delegated.
Communicate often with those involved and ensure that
everyone is aware of their particular responsibilities.
5. If necessary, work with the College’s offices/
departments when inviting dignitaries or other high-
profile performers, speakers, or guests.
6. Reserve a room location or site. Make sure that the
room or location is accessible for students with
disabilities. To reserve space contact the Stockdale
Center.
7. If you require a contract with a disc jockey, performer,
or venue, be sure to follow the contract guidelines and
have the contract reviewed by the Stockdale Center
office.
8. Make necessary equipment arrangements including
audio-visual, sound, light, staging, maintenance, etc.
9. Make travel arrangements, if necessary, for your
organization’s members or invited guests.
10. Order catering, food, etc.
11. Develop a press kit, publicity materials, t-shirts, or
other
Reserving Space on Campus
It is strongly recommended that you place your
organization’s request at least 14 working days prior to
your event to ensure space availability. When you request
a space, please remember that this is only a request.
Rooms are not guaranteed until an approval e-mail is
delivered to you. Do not advertise meeting or event
locations until this application is processed and confirmed.
1. Visit www.monmouthcollege.edu
2. Top right corner, click “Quicklinks”
3. Select “calendars”
4. Click on “campus calendar”
5. On this page you will see a list of all meetings/events
happening on campus.
6. To reserve a location, click on the blue text “Room
Request” 7. Follow the prompts. You will receive a confirmation
of receipt email upon completion, and then a
confirmation email for your space.
Food Guidelines Across Campus If a meal is being served, it is YOUR
RESPONSIBILITY TO CONTACT FOOD
SERVICE (2346). The Stockdale Center will only
reserve the meeting space.
All food served in the Stockdale Center must be
ordered through ARAMARK. No outside vendors
may provide food.
Meal exchanges will only occur at the discretion of
ARAMARK.
One meal exchange per night will be permitted on a
first come, first served basis.
Meal exchanges may only occur in the Highlander
Room, Private Dining Room and Tartan Room.
Food Service has the right to decline a meal exchange
according to their policies, even if the room is
available.
Student Organization Food Guidelines
Fundraising involving food must be made by a
professional bakery, company or store bought. No
homemade, packaged foods are permitted.
Preferably, all food items should be prepackaged for
sale.
On occasion, food is given away to the campus
community. This should be prepackaged or store
bought. i.e. Cake for Shakespeare’s birthday. Hand
dipping ice cream is not acceptable.
Exceptions to this policy may be granted from the
Associate Dean of Students.
Operating an Organization Reserving Space in the Boone House
The Boone House is a very unique location to host an event.
Note the following guidelines:
No overnight retreats.
Student groups MUST have an advisor present during
the meeting. Name of advisor must be given prior to
the date of the event.
Advisor must sign out the key for the group. No key
will be issued to a student.
House must be left in the condition which it was found,
i.e. trash must be removed, furniture straightened, etc.
Audio-Visual Equipment Rental
Audio-visual equipment that is available in Stockdale
includes: Microphone, Podium, Overhead Projector, LCD
Projector, Slide Projector, Film Projector, TV/VCR, Dry
Erase Board, Flip Chart. This equipment can be reserved
when making space requests.
All audio-visual needs for College group events other than
in the Stockdale Center will need to be made by contacting
the Audio Visual/Information Systems Technician at 309-
457-2193.
Decorations and Use of Tape in Campus Spaces
Decorations must not cause physical damage to the
facility.
Nails, tacks, staples, or other sharp objects are not
permitted to be driven into walls, floors, doors,
ceilings, or tables.
Decorations must not be attached to curtains, blinds, or
air vents.
Only masking tape may be used.
Glue or scotch tape is not to be used on any surface.
The Stockdale Center Office staff can offer suggestions
on ways in which to decorate a space without causing
damage.
Fire extinguishers, alarm pull stations, alarm horn,
strobes, and exit doors and corridors are not to be
hidden or obstructed.
Accessibility Considerations
When planning events that are open to the public, make
sure that your organization’s events are accessible for
students with disabilities. Your organization’s event may
require a sign language interpreter, large print handouts, or
simply making sure that the room you reserve is easily
accessible. Please follow the guidelines below with these
accessibility needs in mind:
1. Clearly list contact information - Clearly list on all
signs, posters, and event, advertisements the contact
information for the member, of your organization who
is aware of and responsible for accessibility concerns.
2. Wheelchair Accessibility - Be aware of the physical
accessibility of the building and specific rooms in
which events are held, as well as the accessibility of
nearby bathrooms. Note the location or absence of
functioning elevators and unobstructed ramps. Also
observe entrances and exits to the event, reception,
and refreshment areas, as well as proximity of
bathrooms to these locations. Consider also the
possibility of extra-wide wheelchairs.
3. Seating - Determine the locations of seats free of line-
sight obstruction or ambient-noise interference. Try to
choose rooms with ramp platforms to most, if not all,
parts of the room.
4. Audio-Visual Equipment - Technological
capabilities available include film and video open
captioning, FM microphones, printed or print
alternative copies of dialogue and scripts of media
presentations, monitors and boards fully visible from
all seats, and amplification appropriate for particular
rooms. For more information, please contact Media
and Technology Services at 309-457-2193. For events
in Stockdale, please call 309-457-2345.
5. Alternative Print - Consider print alternatives,
including handouts in large print or on discs (for
persons who have requested this with advance notice).
Also, please post printed materials electronically, if
possible, for reference after your event.
6. Podium - It is impossible to assume in advance the
needs of all your participants. If the event includes
members of the public as presenters or speakers, be
sure to consider access to the podium and all event
activities.
7. Other considerations - Confirm any requests with
Media Technology Services and pick up any needed
equipment. Assure nearest bathrooms are unlocked.
Locate seats for optimal viewing and listening.
9
10
Operating an Organization
Alcohol at Events
Monmouth College seeks to educate students, consistent
with State laws and to understand the use and abuse of
alcoholic beverages. Providing an environment where
students can accept privileges as well as responsibilities
with the use of alcohol is an extension of our educational
role in giving guidance to the learning processes outside the
classroom.
Organizations are bound by Illinois State Law and
Monmouth College policies as found in the Scots Guide.
Illinois State Law
The College will expect to discipline members who, on or
in the immediate vicinity of the campus, violate State law.
Illinois State Laws on Drinking
Any person to whom the sale, gift or delivery of any
alcoholic liquor is prohibited because of age shall not
purchase or accept as a gift such alcoholic liquor.
No person shall transfer, alter, or deface an
identification card, use the identification card of
another, carry or use a false identification, or obtain an
identification card by means of false information.
No person shall purchase, accept delivery of, or have
possession of alcoholic liquor in violation of this
section.
The consumption of alcoholic liquor by any person less
than 21 years of age is forbidden. Whoever violates any
provision of this section shall be guilty of a Class C
misdemeanor.
Every person who is injured in person or property by
any intoxicated person has a right of action in his/her
own name, severally or jointly, against any person who,
by selling or giving alcoholic liquor, causes the
intoxication of such a person.
The State provides penalties for offenders up to one year in
jail and a fine of $1000.
Campus Wide Regulations on Alcohol
1. No person under-age may possess or consume
alcoholic beverages on College property. Members of
the College and visitors are particularly warned against
making alcoholic beverages available to a person who
is under age.
2. A person of legal age may consume alcoholic beverages
in his or her room, a room of another member of legal
age, or in an approved social area.
3. There can be no consumption of alcoholic beverages or
the carrying of open containers in halls of residence or
houses, in public rooms, or in any College building and
public places except as approved in paragraph two and
nine.
4. Alcoholic beverages may not be consumed or carried in
open containers outdoors on the campus.
5. Athletic teams and other traveling groups representing
Monmouth College must abide by the College’s
regulations.
6. No organization may include in its budget funds for the
purchase of alcoholic beverages.
7. No organization may demand from its members monies
for the purchase of alcoholic beverages.
8. Bars are not permitted on campus.
9. A living group may petition the Office of Student Affairs
at the beginning of each semester to establish that persons
of legal age may consume alcoholic beverages in a
lounge or social room. Such a petition must carry the
signatures of three-fourths or more of the membership. In
assessing the petition, the Office of Student Affairs will
consider the prior behavior of the petitioning group.
10. Parties and other social events at which alcohol is
available may be open only to members of the hall,
house, or to specifically invited guests. Food and non-
alcoholic beverages must be made available when alcohol
is present. Sponsors of social events where alcohol is
present must clearly define the length of the events and
provide adequate supervision in the form of chaperones
or social hosts.
11. Advertising of alcohol related events is strictly
prohibited. Advertising which promotes the
excessive use of alcohol is strictly prohibited.
12. Kegs are not permitted on campus.
11
Operating an Organization
Event Publicity
Officially recognized organizations may have their events
publicized on the on-line campus calendar. To have your
event appear on the calendar, please contact Stockdale’s
Office at 309-457-2345.
WMCR
Monmouth College’s radio station. For advertisement call
the station at 309-457-3060.
MC-TV
Monmouth College’s television station. To advertise email
the station in care of Chris Goble: [email protected].
Electronically
Another way to reach many students is through the on-line
campus message boards. It takes little time to post the
event and the best part is that it is free.
Courier
Monmouth College's newspaper. The office is located in
the basement of Stockdale and can be reached by calling
309-457-3456.
Monmouth’s Review Atlas
The community’s newspaper is a great way to advertise
events that are available to the public and students. When
preparing a press release, please consider:
1. Always include a date of release, a contact person with
telephone number, and a headline. Don’t make the
reporter guess what the release is about.
2. Keep the press release to one page by avoiding fluff
and unnecessary information. The lead sentence should
include the most information. Get to the point – why
your event is newsworthy – as quickly as possible.
3. Use plain and simple language and avoid jargon. If you
want to provide background information about the
organization or about the speaker or performer, do so at
the end of the release after you have given the
essentials about date, time, location, tickets, etc.
4. Target your release to the publications likely to be most
interested. Make sure your press release answers how
your event/discovery impacts the readers of these
media outlets. The College Publications Office staff
can help you to identify entertainment, education,
science, or other reporters who might cover your event.
Call the reporters before you send the release and give
them advance information about the event.
Posters/Signs/Flyers, Chalking, and Banners
Once you have confirmation of space for your campus
event, you can publicly advertise your event. It is important
for student organizations to respect the right’s of other
organizations when publicizing events.
Posters/Signs/Flyers
1. Do not post on doors, walls, fences, entry posts, gates,
poles, or sidewalks.
2. You may post on any of the bulletin boards on campus
except for ones sanctioned for departmental or
organizations use only.
3. ALL POSTERS placed in the Stockdale Center must be
approved by the Stockdale office and be stamped
before going up. Suggestion: Create one poster and
get that approved —then make copies of that poster.
4. Posters may be placed on walls with the use of masking
tape or other substances approved by the Stockdale
Center.
Chalking
The campus sidewalks may be chalked; however, DO NOT
chalk walls, buildings, doors, or anything else that is not
considered a sidewalk.
Banners
Regulations for Banners in Stockdale:
Banners in the Stockdale Center are restricted to
approved activities and/or Monmouth College related
functions.
The Stockdale Center office must approve banners.
Campus groups may hang one banner per event, and all
banners should have the name or logo on the banner.
Banners are restricted to the mailroom and brick walls
in the lower level lobby area.
General information banners may be hung for a
maximum of 14 days. Date specific banners will be
removed 48 hours after the advertised event date.
Set-up and removal of banners is the sole responsibility
of the group. The banner area is checked daily, and
banners will be removed and discarded as needed to
comply with this policy.
Hints for a good banner: Use bright colors and make
lettering large; use stencils if possible; avoid brown
paper.
Banners placed in other locations must be cleared
through maintenance by contacting 309-457-2201.
12
Operating an Organization
Showing Film at Monmouth College
Overview
Monmouth College student organizations are required to
follow a number of rules regarding movie showings in the
library’s electronic classroom, HT 109, and other campus
spaces. We have tried to compile all of the regulations in
one place for your convenience.
Public Performance Rights
If you represent an organization or group on campus that
wishes to host the public performance of a movie or video
you should be aware that there are copyright issues
involved in such a presentation. While showing an item for
educational purposes and on a free-of-charge basis are a
good start, even when taken together these factors do not
add up to copyright compliance.
Regarding the performance/display of pre-recorded
videocassettes and DVDs, copyright law automatically
grants usage rights under the following conditions:
1. for the purpose of private, in-home viewing;
2. as part of mediated, face-to-face classroom
instructional activity;
3. if the item has been borrowed or purchased with
public performance rights granted.
If an item is being shown to an unspecified audience in a
public place and/or publicity material was used to promote
the showing beforehand, it is regarded as an instance of
public performance, and usage permission must be
obtained from the distributor of the title before the
showing may occur.
Home vs. Public Viewing
If you rent a film or a videotape/DVD, you always have
permission to show it in your home. The College feels that
the residence halls meet the requirement as homes.
However, no other Monmouth College building qualifies.
Charging Admission
Charging always requires explicit public performance
rights. If your organization wishes to show a film or video
tape/DVD outside a residence hall and/or charge money,
your organization must have an acceptable public
performance rights. There are several ways to obtain these
rights:
Renting the film from a distributor. (The cost of this
solution varies with the popularity of the movie.)
Owning a copy of the movie that comes with public
performance rights.
Getting written public performance rights from the
copyright holder. (We will accept a letter from the
company, filmmaker, producer, or director of the
film.)
The projectionist cannot show the film unless your
organization has obtained the appropriate performance
rights.
Posting of Signs
All materials must be either located on a bulletin board
or concrete block walls. NO MATERIALS MAY BE
POSTED ON PAINTED WALLS.
NO MATERIALS MAY BE POSTED ON THE
GLASS OF THE FRONT OR MAIN DINING ROOM
DOORS
The Stockdale Center will only approve items to be
posted which are materials from recognized campus
groups, departments, and local businesses. No adver-
tisements for alcoholic beverages or parties will be ap-
proved.
Other materials may be approved at the discretion of
the Associate Dean.
All materials will be reviewed for appropriate content
and photos.
Assigned boards are not to be used for general posting,
i.e.: Wellness Center, Wackerle Center and Chaplain’s
Office.
Special Considerations for posting locations may be
made by clearing through the Stockdale Center office.
Only masking tape is permitted to post materials. NO
SCOTCH TAPE.
Any materials posted on surfaces other than bulletin
boards or concrete block will be removed.
Please be considerate of other items posted and do not
post over them.
The Stockdale Center approves posters only for the
sake of keeping control of the number of posters in the
building and for manageability and neatness.
7
Operating an Organization
There are many elements that contribute to strong
organizations. Strong financial management, combined
with adequate resources, can go a long way toward achiev-
ing sustainability for your group.
Officers Responsibility
Officers’ Responsibilities: Checks and Balances. The bot-
tom line: Your organization is responsible for its own fi-
nances and financial records. The College will provide
guidance, if needed, but the responsibility rests with the
leadership of the student organization. In order to maintain
good financial control, it is necessary for more than one
person to hold responsibility for financial transactions. The
philosophy of checks and balances is an important one to
maintain because Monmouth College holds all officers re-
sponsible for any debts incurred on behalf of the organiza-
tion if the organization does not have sufficient funds to pay
for an expense.
Planning the Fiscal Year
The officers of each student organization must determine
for themselves an optimal time at which the finances for the
organization should be wrapped up for the year. This deci-
sion may be based on any number of factors such as the
primary activity of the organization, the end of the academ-
ic year, or prior to or after the election period of new offic-
ers.
Periodic Reporting: Officers should and must know the
financial standing of the organization (income, expenses,
encumbrances, etc.) at all times throughout the year in order
for the organization to make accurate decisions about future
events and expenses. Depending on the complexity of your
student organization, the Treasurer should make no less
than one formal report each semester to the other officers of
the organization (and/or members, depending on the
organization’s constitution). The report must be reviewed
and approved by the officers. All officers should give
signed approval of these reports. (Please note that officers
will be held responsible whether or not these approvals are
made.)
Five Major Financial Functions
Budgeting
Collecting Income
Paying Bills
Bank Reconciliation
Financial Reporting
Budgeting
At the beginning of each fiscal year, the officers should
plan the potential activities of the year and create a budget
for each of these activities. This budget will then provide a
general basis to determine how all funds of the organization
will be used in the coming year. Be certain to document the
key assumptions you have made in creating your budget,
including ticket price, projected number of sales, etc. The
document should include:
Last year’s actual expenses and income.
The present year’s budget (projected expenses and ex-
pected income).
The present year’s actual year-to-date-total expenses
and income.
The variance between budgeted and actual expenses
and income.
Collecting Income
Cash receipts include all revenue collected by your organi-
zation as cash or checks. Whenever possible, it is important
that actual cash not be used by your organization—using
cash for transactions prevents accountability of officers and
is difficult to track and document. Your organization should
request that income to your organization be in the form of a
check or cashier check, made payable to your organization.
All revenue must be deposited in the organization’s bank
account and recorded in an Organizational Receipts Log
immediately upon receipt. Checks should be deposited
frequently (at least weekly). Please remember that all
merchandise sold is subject to sales tax.
13
Setting up a Bank Account with Monmouth College
Officially recognized student organizations are required to
set up a bank account for their organization through the
Business Office located on the main level of Poling Hall.
The business office can be reached by calling 309-457-
2124. Their hours are 9:00 am to 4:30 pm.
BELOW IS A SAMPLE RECIPTS LOG , MEMBERS SHOULD CREATE A SYSTEM THAT
WORKS BEST FOR THE NEEDS OF THE ORGANIZATION
7
Operating an Organization
Paying Bills
Cash disbursement (or “accounts payable”) is the process of
paying the expenses of your organization and entering those
payments in your financial record. (Organizations might
wish to consider purchasing financial management software
to simplify record keeping and reconciliations.) Payments
or reimbursements should only be used for expenses that
are for the purpose of the organization, as the organization
has defined its mission in its constitution. In other words,
student organizations are not permitted to use the
organization’s bank accounts for individuals’ expenses. By
following some simple guidelines, your organization will be
well on the way to good financial management.
DO
Pay bills with checks, not cash.
Require two signatures to make a check valid.
Keep good documentation of bills received and paid.
Pay within the vendor’s terms and avoid interest
charges.
Stamp invoices “paid” to avoid double payments.
Monthly reconciliation of checkbook register.
DON’T
Pay for personal expenses with organizational funds.
Pay bills twice (always mark invoices PAID once
payment is sent).
Pre-sign blank checks.
Write checks payable to cash (except in the case of
petty cash).
Use ATM cards or cash. (They lack the records of
expenditures and deposits that are needed to maintain
internal controls.)
Check Request Form
To pay an invoice (bill) directly to a vendor, the member
requesting the payment should fill out a form and keep it on
record. The form must be submitted with the original
invoice, which clearly documents the nature of the expense,
and packing slip (if applicable). In order to avoid
duplicating payments to vendors, never pay from invoice
copies or statements. This is a common error by student
organizations. Always request new invoices from the
vendor if necessary. Keep invoices on file for five years.
Example of form on following column
Voiding Checks:
If a check is written incorrectly, void it immediately by
writing “VOID” across the face of the check and crossing
out the signatures. Then file the voided check in sequential
order with the canceled checks. Enter the check in the
checkbook register as usual and write “VOID.”
Fundraising Request Form
Student organizations interested in holding a fundraiser for
their organization, or a local or national charity, must
complete the Fundraising Request Form.
This form can be found in the Office of Student
Involvement and must be completed prior to registering
your event or reserving space with the Stockdale Center.
In order for Monmouth College to cut a check to the
charity of your choosing, the institution must have on file
the organizations 501c3 IRS status.
An image of the Fundraising Request form is below.
14
15
Operating an Organization
Student Mail
Mail may be sent to students through the campus post office.
It is only important to have the mail box number on the
publication being sent through the mail box; however,
remember to include contact information on who is sending
the publication out.
Name of Recipient
MC Box #
318 North 9th Street
Monmouth, IL 61642
*Events should be advertised via electronic message boards
or organization mailboxes in GLI*
Campus Mailers
Important documents may be mailed to each student via the
student mailboxes. Student groups may not use student mail
boxes for promotional materials unless each item includes a
box number.
Approved items would include:
Registration Materials: Course Selection Catalog,
Course Schedules, etc.
Campus Crime Reports
Residence Hall Closing Information
Residence Hall Sign Up
Redbooks
Other Emergency Notifications
Transportation Options for Student Organizations
For groups interested in using the College vehicles, please
contact the trouble desk at 457-3333. An online vehicle
request form is available at:
http://www.monm.edu/pdf/FIDC/travel-authorization.pdf.
Costs
- The organization/department using the college
vehicle will be charged per mile for vehicle use.
- In the event that vans are not available, renting
from Lakis Ford is an option. The organization/
department is responsible for all charges
associated with this process.
T-Shirt Policy Monmouth College owns exclusive trademark rights to the
Monmouth College name, corporate logo, athletic logo,
and college seal. Vendors wishing to reproduce the
College name or logos on commercial products must first
obtain a license through the College's licensing agent, the
Licensing Resource Group, Inc.
Use By Individuals or Organizations Individuals and organizations are required to secure design
approval prior to production (this also includes ALL t-
shirt designs). Students must secure approval from the
Office of Residence Life. All others must secure approval
through College Communications ext. 2314. Any use by
individuals or organizations of the Monmouth College
name or logos on printed or promotional material without
advanced approval by the College administration
constitutes trademark infringement and is subject to legal
and/or disciplinary action. Individuals or organizations
wishing to use the Monmouth College name or logos on
printed merchandise are also required to use a licensed
vendor. A list of licensed vendors is available at: http://
department.monm.edu/stuserv/pdf/licensed-vendors.pdf, or
from the offices of College Communications or Residence
Life.
Implied Use of Name
Trademark infringement applies not only to the
unauthorized use of the college name, but also to the
unauthorized implied use of the college name. For
example, a T-shirt produced in conjunction with any
Monmouth College-sponsored event or activity (e.g., Scots
Day) must receive advance institutional approval, even if
the Monmouth College name or logo does not appear on
the shirt.
Enforcement
Individuals, groups and vendors who are involved in the
creation and/or production of a product with the
Monmouth College name, logo or their implication
without authorization should expect a response from the
College either legally or disciplinarily. All questions about
the use or implied use of the Monmouth College name
and/or logos should be directed to the Office or Residence
Life ext. 2113 or the Office of College Communications
ext. 2314.
L e t ’ s p u t
o u r b e s t f o o t
f o r w a r d .
I t ’ s g r e a t t o
b e a S c o t !