Activities | Student Org & Advisor Handbook

Student Organization & Advisor Handbook

UNIVERSITY POLICIES (part 1 of 3)

Content: Alcohol Use Policy | Campus Policy for Campus Sales, Solicitation and Fundraising | Campus Events Admission Policy

Alcohol Use Policy return to top
1. Under the University of Wisconsin System guidelines, the Office of the Chancellor has designated the responsibility for approval to dispense or sell alcoholic beverages on campus to the Parkside Student Center. Faculty, staff and students are not licensed to sell or otherwise dispense alcoholic beverages on campus except for personal use as covered under the UW-System Policy 18.06 (13) which reads: “The use or possession of alcoholic beverages is prohibited on all University premises, except in faculty and staff housing as permitted by the chief administrative officer, subject to statutory age restrictions. The chief administrative officer may generally permit the use or possession of alcohol beverages by promulgating institutional regulations in consultation with appropriate staff and students, or specific instances by written permission.”

2. Alcoholic beverages are defined as those containing alcohol including beer, wine, spirits, etc.

3. Alcoholic beverage service is available only to University of Wisconsin-Parkside students, faculty, staff, their invited guests and non-University groups during their scheduled conferences or meetings held on campus. To be served, a person must be of legal drinking age and be able to show identification in the form of a Parkside ID and either Wisconsin State ID, Wisconsin State Drivers License, or by legal age identifications as otherwise permitted according to Wisconsin State Law.

4. The Parkside Student Center is the only place on campus where alcoholic beverages are allowed with continuing authorization. Prior approval must be given to permit service and/or sale of alcoholic beverages at an event held outside the Parkside Student Center. After checking to see that the desired facilities are available, requests for alcoholic beverage service outside the Parkside Student Center should be forwarded in writing to the Chancellor’s office for approval. The Parkside Student Center Campus Reservations and the sponsor of the event will then be notified of the Chancellor’s decision.

5. Student organizations requesting alcoholic beverage service must receive permission from the Student Activities Office.

6. The officers, advisors and/or members of a student organization sponsoring an event where alcoholic beverages are to be served directly by the organization instead of by Parkside Student Center personnel (i.e., wine drop-offs, _ barrels for picnics, etc.) will be held responsible for proper decorum of the activity, and must comply with the drop-off service policies outlined later in this policy.

7. Alcoholic beverages are not to be used by student organizations as a recruitment tool. Student organizations will not be allowed to have alcoholic beverage service for regular organizational meetings.

8. Alternative non-alcoholic beverages must be available at events or locations on campus where alcoholic beverages are served. Water may not be considered as the only non-alcoholic beverages are served. Water may not be considered as the only non-alcoholic beverages alternative. The availability of food or snacks when alcoholic beverages are being served is also encouraged.

9. Alcoholic beverages may only be consumed in the area in which it was purchased or dispensed. Exceptions to this policy are:
a. When a coffeehouse event is scheduled in the Bazaar or Union Square.
b. When The Den is open, beer and wine coolers may be purchased.

The Director to the Parkside Student Center on an event-by-event basis must approve any other exception to this policy.

The co-sponsorship of programs between a University organization and a brewery, alcoholic beverage wholesaler, retailer, distributor, etc. is permitted, but only as defined in the Policy for Corporate Sponsorship of Events. The promotion of alcoholic beverages through reduced prices is prohibited on campus. Promotions and/or advertising must focus on the event rather than the availability of alcoholic beverages over non-alcoholic being served.

State funds may not be used to purchase alcoholic beverages. This includes segregated fee monies.

The Parkside Student Center and Student Activities reserves the right to require campus security at any function or event where alcoholic beverages are served. If security is required, the sponsoring organization is responsible for costs incurred by hiring campus security.

The Parkside Student Center reserves the right to refuse or amend any alcoholic beverage request when the request appears incompatible with responsible alcoholic beverage use (e.g., and organization requesting a 1/4 barrel of beer for an event where only 10 people will be in attendance.)

Catered Service
1. Alcoholic beverages, including beer, wine and liquor may be served at catered events. For such service outside of the Parkside Student Center, the sponsoring group must receive permission from the Chancellor’s office.

2. Requests for alcoholic beverage service at catered events must be made to Campus Reservations in the Parkside Student Center.

3. Alcoholic beverage service in the form of cash cocktail bars for catered events will be subject to dollar minimums as prescribed by the Parkside Student Center. Groups not meeting the dollar minimums will be responsible for paying the difference to the Parkside Student Center.

Drop-off Service
1. Alcoholic beverage service in the form of drop-offs is available to campus organizations and outside groups holding conferences, meetings, etc. on campus. Information on products available, costs, etc. are found in the campus catering book that is available from Student Activities or the Dining Service Office.

2. Alcoholic beverage drop-off service requested outside of the Parkside Student Center requires approval form the Chancellor’s office

3. Student organizations requesting alcoholic beverage service will be required to have their advisor present during the activity where the alcoholic beverages will be consumed or to hire a Parkside Student Center bartender to dispense the alcoholic beverage.

4. Student groups requesting alcoholic beverage service without a Parkside Student Center bartender present will be required to have their advisor sign a statement acknowledging and accepting responsibility for dispensing the alcoholic beverage in a manner that is consistent with State law, University of Wisconsin System, and UW-Parkside policies and procedures. Non-student groups may have similar service required to sign a similar service with the event organizer or person-in-charge required to sign a similar statement of responsibility.

5. The Parkside Student Center reserves the right to require a bartender (at the expense of the sponsoring organization) for drop-off service when it is felt the size or nature of the event warrants the need for a bartender.

6. When alcoholic beverages are received in the form of a drop-off, these beverages must be consumed in the specific assigned area in which they are delivered.

7. The officers and/or organizers of the group, which sponsors the activity where alcoholic beverages are to be served, will be primarily responsible for the proper decorum of the activity.

Campus Policy For Campus Sales, Solicitation and Fundraising return to top
Philosophy Statement
Unauthorized solicitation (e.g. selling and promotions) on campus is not permitted. Students may not act as agents for business firms when this entails solicitations or the receipt of goods on University property. However, the University does recognize and support fundraising projects of registered campus organizations or departments, especially when these activities:
• Relate to the mission of the University;
• Provide a source of contributed funds for philanthropic purposes and community service;
• Enable an organization, department or institution; and,
• Provide a public service or benefit to the University community at large.

Solicitation Policy
All solicitation, distribution and/or fundraising activities that are held at the University of Wisconsin Parkside must be sponsored and coordinated by a recognized student organization or University department and approved by the Student Activities Office, Union 209. Fundraising activities that involve direct solicitation of individuals and/or businesses, must also receive approval from the Office of University Relations, 319 Wyllie Hall. Fundraising through the sale of merchandise does not need the approval of University Relations, but food and candy items do need approval from Dining Services.

Space and/or tables for approved sales and events must be reserved through the Campus Reservations. The sponsoring organization must be identified in some visible way at the table at which the sales and solicitation occurs. If an off-campus vendor is utilized and the financial relationship to the sponsoring organization receives a percentage of sales, this financial agreement must be displayed publicly in the sales area. Individuals staffing a sales or promotion table or area, shall not aggressively solicit, or otherwise pressure a person to buy goods or services.

Credit card, telecom and Internet services information cannot be distributed on campus, nor can representatives purchase a table for vending.

If expenditures for the event come from the segregated fee account, the profits from a fundraising event are to be deposited into the organization’s segregated fee account. The same holds true if the private account is used for expenditures, the profits must be deposited into the private account.

Profit entities such as vendors will be allowed on campus a maximum of two times (number of consecutive days is not limited) each semester with either a department or student organization sponship.

Campus Event Admission Policy return to top
It is the philosophy of the University Administration that University funds and segregated fees should be used to support events which further the educational and cultural mission of the University, provide opportunities for social growth and cultural understanding, and serve the recreational needs of the campus community. Therefore, the admissions policy reflects the expectation that the campus community will be the primary audience at campus events.

Following are the University expectations for admission to campus events. The sponsoring organization may choose to narrow the audience further (for example, only admit students) if they feel it is more appropriate for their event.

Films (without alcoholic beverages)
Admission may be open to students, guests of students (up to three per student) and others 18 and over, (if under 18 they must be accompanied by a parent or legal guardian.) If the scheduled movie is controversial or has a record of causing problems, security may be required.

Dances
A copy of the Dance & Party Policy and Procedure is available in the Student Activities Office.

Performing Arts and Lectures
Admission may be open to all, unless the nature of the material presented is appropriate for an adult audience, in which case only those who are 18 and over or with a parent will be admitted.

Comedians, Concerts, Special Events (Alcoholic Beverages Available)
Admission may be open to students and their guests who are 21 years and older (up to three per student).

Comedians, Concerts, Special Events (No Alcoholic Beverages)
Admission may be open to students and their guests who are 18 years or older (up to three per student.) Guests under 18 may attend programs if accompanied by a parent or guardian.

Athletic Events
Admission is open to all.

Requests for Broader Audiences
Requests for a broader audience should be made to the Student Activities staff at least four weeks prior to the date of the event. Consideration will be given to events that are outreach and/or cultural in nature. The UW-Parkside Events Security Policy will be used to determine appropriateness of holding the event on campus and the level of security needed for the event. At the request of the sponsoring organization, appeals may be made to the Event Admission Committee.

Outreach Activities: Activities specifically designed to reach out to specific segments of the greater community for a specified purpose. Examples may include an event coordinated with the Admissions Office to target prospective students. These events should relate to the mission of the University and the sponsoring organization.

Cultural Programming: Events that meet the University’s goals of promoting understanding of diversity and multi-culturalism. An example may include a traditional ethnic band performance, with the audience including the community at large.

Organizations requesting a broader admission policy based on either of these reasons should be prepared to justify the request.

Off-Campus Events: A student organization is expected to use University facilities whenever it is sponsoring an event (an occurrence which is officially sanctioned by the club or organization) or holding a meeting. The use of University facilities increased accessibility of the event to all students, assures compliance with University guidelines, and assures availability of adequate supervision for the event. Student Organizations must submit a Request for Off-Campus Event Waiver to the Student Activities Office.

See Request for Off-Campus Events section for more information.

Alcohol Use Policy | Campus Policy for Campus Sales, Solicitation and Fundraising | Campus Events Admission Policy