Student Organization & Advisor Handbook

UNIVERSITY POLICIES (part 2 of 3)

Content: Catering Policy and Procedure | Dance and Party Policy and Procedures | University Police and Public Safety Responsibilities | Hazing Policy | Policy for Community (Corporate) Sponsorship of Campus Events

Catering Policy and Procedure return to top
All catering arrangements on the UW-Parkside campus must be provided in accordance with the contract with Aramark. Catering arrangements may be paid for either by University Funds or by an affiliated or outside organization. If University funds are used, the following policies apply:

1. Alcohol is only allowed for events attended primarily by the general public, provided that the cost of the alcohol (wine/beer) is included in the conference fee.

2. Meal prices must be within state maximums. Break prices must be less than the lowest allowable meal price.

3. Refreshments are allowed for a meeting when:
a. Attendees leaving the meeting for refreshments would have an adverse affect on the meeting, or
b. A majority of attendees are not UW employees, or
c. Facilities are not available within the building for attendees to obtain refreshments.

4. Meal expenses are allowed when:
a. Business is conducted during the meal or a meal time speaker is scheduled, or
b. Banquets have received prior segregated fee approval.

Note: The restrictions in #2, 3 and #4 do not apply to UW- sponsored events attended primarily by the general public if participants pay a fee to cover the meal expense.

5. Receptions are allowed when the purpose of the reception is related to or promotes the mission of the department and is not social in nature.

For a more complete summary of the policy, see UWSA-FPPP 36 (http://www.uwsa.edu/fadmin/meetguid/appa.htm) or contact Chuck Madsen, Pre-Audit.

Documentation Required
If University funds are used, the following documentation is required:
Name of event, type of event, number in attendance, time of event (beginning and ending),
Primary audience (i.e. general public, State employees),
Justification for meal or refreshments (not required if primary audience is general public),
The names of participants and affiliation, i.e., institution, state agency, business, etc (required only for meal expenses when a majority of attendees are State of WI employees or when a fee is not charged to cover the cost of the meal). Departments should keep a copy of the meeting agenda/brochure for their records.

Note: Items 1, 2 and 3 should be indicated on reservation form and will be recorded in the EMS reservation system.

Catering Procedure
1. Prior to making any catering arrangements, the Director of Student Life must receive notification from the Director of the area indicating the names of those individuals who can make catering arrangements for specific account codes.

2. Reserve a room for the event through the Reservations Office. At that time, the person making the reservation must provide the following information:
a. Name of event
b. Type of event
c. Estimated number in attendance
d. Time of event (beginning and ending)
e. Method of payment and account code information
f. Primary Audience
g. Justification (if needed)

Reservation Forms are available at http://www.uwp.edu/admin/union/

3. After reserving a room and receiving a reservation number, the catering manager should be contacted at least 1 week in advance for small caterings and 2 weeks in advance for large caterings. If payment is being made by an affiliated or outside organization (except in the case of Foundation accounts and student organization private accounts), a 50 % deposit is required prior to the event. If payment is being made by University funds, the individual requesting the catering must provide the catering manager a list of participants (meals only) at least 24 hours prior to the event. When a catering order is placed, the customer receives an estimate for the catering event.

Note: If University funds are used, the catering order will not be placed unless the list of participants (meals only) is received prior to the event.

4. The individual requesting the catering must provide the catering manager a final
count for the catering at least 24 hours prior to the event.

5. The Catering Manager must enter any deposits received in EMS and forward payment to the Student Center Financial Specialist for deposit within 24 hours of receipt.

6. Catering orders placed by Student Organizations will be forwarded to the Assistant Director of Student Activities for preliminary review. At that time, account balances will be verified and private account funds encumbered. A copy of the promotion needs to be forwarded to the Student Activities Office. Promotion must state that food or refreshments are provided. If there are any problems, the student organization and the Catering Manager will be contacted.

7. After the catering event, the Catering Manager will update all catering information on EMS and will forward if necessary the list of participants to the Student Center Financial Specialist.

8. On Thursday of each week, the Student Center Financial Specialist will send a “preview invoice” to all individuals and departments or organizations responsible for hosting a catering event the previous week, Thursday to Wednesday.

9. One week after sending the “Preview Invoice” to the customer, the Student
Center Financial Specialist will transfer the money from the appropriate university
account to the Student Center (3010). At that time, payment will be noted in the EMS
system and copy of the EMS invoice and appropriate documentation will be filed in
date order.

10. Catering being paid for by an affiliated or outside organization must be paid within 14 days of receipt of the final bill. Student Organization catering invoices will be sent to Stephanie Sirovatka, Assistant Director, for final approval and payment.

11. If there is a dispute regarding the invoice, the department should contact the Catering Manager to resolve the dispute immediately after receiving the Preview Invoice.

12. All checks should be forwarded to the Student Center Financial Specialist for deposit and notation in the EMS system.

13. Business Services will be notified if a department fails to abide by the campus catering policies related to catering.

Dance & Party Policy and Procedures (9/03) return to top
Student Organization Responsibilities
1. Must complete a reservation for a dance/party date a minimum of 21 business days prior to date to ensure all arrangements can be met and scheduled (i.e. technical needs, University Police and cashier.)
2. Make an appointment with the Reservationist no later than 21 business days prior to the dance/party to review the guest and monitor lists, advisor/chaperone name, DJ or band information, admission costs etc. for the dance/party.
3. Provide a minimum of five (5) student monitors to be stationed in facility during the dance/party and work with the police officers to provide a safe environment for guests. Monitors can rotate stations and shifts. Additional responsibilities include:
a) Monitors are expected to wear an identifier in order to be easily recognized by all staff (a specific shirt, or name badge is acceptable).
b) Monitors must assist in ensuring that perimeter doors are secured.
c) Monitors must meet with police officers 30 minutes prior to the event start time. The lead officer will discuss any last minute issues with dance coordinator and monitor staff.
d) If a situation is beginning to become volatile, in the interest of public safety, police officers will take the appropriate action to handle the situation. Monitors will be expected to assist the police when asked. Moreover, monitors have the responsibility to assist in calming down attendees and ensuring that attendees are free from harm.
e) Monitors will contact the nearest police officer at the sign of any disturbance.
f) Monitors will assist with crowd control before, during and after the event. This assistance will be at the direction of the lead police officer.
g) Monitors will observe and be mindful of the capacity limitations of rooms in which events occur and will notify the police when it appears that the limit has been reached.
4. The dance/party coordinator must meet with University Police & Public Safety at least seven (7) days prior to the event.
5. Money cannot be taken out of the register to give to the student organization and/or advisor for any reason.
6. May have a representative count the receipts at the end of the evening with cashier and Building Manager. All receipts will be deposited and balanced on the next business day by the Student Center Cash Office.
7. Responsible for ensuring the full payment of all charge-backs (costs) related to the dance/party (i.e. University Police, technical, cashier and other Parkside Student Center charges.)
8. Student organizations paying for expenses through their private account must have a minimum account balance of $400 at the time of making the reservation.

Advisor Responsibilities
1. Work with the organization to ensure the full payment of all charge-backs related to the dance/party (i.e. University Police & Public Safety, technical, event assistants and other Parkside Student Center charges.)

University Police & Public Safety Responsibilities return to top
1. Provide a minimum of two (2) police officers at a dance/party with or without alcohol service. Additional officers may be added upon further discussion with the Student Activities Office and the student organization. If there will be alcohol served in a ‘beer garden’ at least one (1) additional officer will be on staff.
2. Meet with monitors and advisor/chaperone and ensure everything is in order for a successful event 30 minutes prior to start of event.
3. Either when requested or if deemed appropriate upon discussion with Student Activities and the sponsoring organization, university police will coordinate a weapon and knives check of all guests.
4. Meet with the dance coordinator at least seven (7) days prior to the event to review details.
5. Forward all updates on the Dance/Party Checklist to the student organization, advisor, Student Activities, Reservations, and Parkside Student Center staff.
6. Arrive a minimum of 30 minutes prior to the start of event and stay at least one hour after the dance/party closes to assist with clearing the facility.
7. Enforce state statutes; it is their duty to provide a safe dance/party, which helps ensure your event’s success.
8. Ensure the cashier is properly monitoring the identification of guests and facility capacity.
9. Have the authority to shut down the event if policies and procedures are not followed.

Cashier and Building Manager Responsibilities
1. Will pick up the cash bag and take admission until the dance/party closes.
2. Deposit the dance/party revenue according to Student Center Cash Handling procedures.
3. Money cannot be taken out of the register to give to the student organization or advisor for any reason.
4. Check identification and wristband if needed.
5. Adhere to maximum capacity for facility and notify police officers when facility is full.

Reservationist Responsibilities
1. Forward all updates on the reservation and Dance/Party Checklist to the student organization, advisor, Student Activities, University Police & Public Safety, and Parkside Student Center staff.
2. Follow-up with the dance coordinator to confirm and/or update the reservation details.

Student Activities Office Responsibilities
1. Meet with each organization’s dance/party coordinator a minimum of 21 business days prior to event to complete all contract, Dance/Party Checklist, and payment procedures when necessary.
2. Consult with both the student organization and University Police & Public Safety regarding additional officers or other needs and concerns about the dance/party.
3. Forward all updates on the reservation and Dance/Party Checklist to the student organization, advisor, Student Activities, University Police & Public Safety, and Parkside Student Center staff.

Guest Policy
1. Any person 18 years or older with either their Ranger Card ID or proper picture identification with date of birth may be admitted to a non-alcoholic dance/party.
2. Only UW-Parkside students less than 18 years with both their Ranger Card ID and proper picture identification will be admitted to a dance/party.
3. Guests with headgear will be permitted entry.
4. Guests may be checked for weapons and knives, as determined prior to the event.

Dance/Party with Alcohol Service
1. At a dance/party with alcohol service guests 21 years of age will be wrist banded.
2. A separate area for alcohol service will be set up and monitored by an additional police officer(s) (see section on University Police & Public Safety Responsibilities). Only persons who are 21 years of age will be admitted into this separate area where alcohol is served.
3. If the area which alcohol is being served is in a different room than the dance/party, then admission to the area with alcohol service will be limited to guests of 21 years of age.
4. If the area which alcohol is being served is within the same venue as the dance/party, then all UW-P students (no matter the age), and community members over the age of 21 years will be admitted to the dance/party.

Miscellaneous
1. Each student organization is permitted to reserve a maximum of two (2) dates per semester. However, student organizations can only ask once each semester for a dance to have extended hours.
2. A dance/party will end by 1am unless a request for exception has been approved. All requests for exceptions to the Dance & Party Policy and Procedures must be submitted in writing to the Reservationist a minimum of 30 business days in advance of the dance/party date.
3. Facility capacity is as follows: Union Square-300 and The Den-200. The Parkside Café is not available for dances or parties. The organization’s monitor staff will not be counted in the capacity number.
4. Once capacity is reached in a facility, guests will be allowed to wait 30 minutes for an opportunity to enter the facility. Once 30 minutes have passed, both monitors and police officers will inform guests who are in line that they can no longer wait for entry and must leave the property.
5. Sponsoring organization will arrange for barricades, tickets, or wristbands as part of the reservation when needed.
6. Preliminary dance/party charges will be detailed on the reservation confirmation.
7. On going evaluation and review will continue and changes may be made if necessary for safety reasons. Updated information will be distributed to organizations and advisors. Questions or concerns can be directed to the Assistant Director for Student Activities, Union 209.

Hazing Policy return to top
Hazing, in any form, by a student organization or members of a student organization is prohibited. Hazing is nay planned or spontaneous activity or situation, whether on or off campus, that is demeaning to an individual; calculated to produce ridicule, or harassment; produces physical or mental duress; reduces a person to a state of subjection by physical or psychological means which impairs or destroys an individual’s freedom of thought; or, in any way threatens or endangers the health or safety of an individual. Such activities or situations include, but are not limited to:
• Any form of paddling.
• Any activity that causes physical discomfort, pain or excessive fatigue.
• Any morally demeaning, embarrassing or humiliating experience.
• Activities that produce physical, psychological or emotional duress.
• Any unnecessary mandatory activities that interfere with academic class schedules or other scholastic activities.

Office Policy and Procedures
Student organizations with office space located in individual academic departments must adhere to that department’s policy and procedures for use.

Student organizations with offices located in other areas of campus must adhere to the following policy and procedures in order to keep this privilege.

Office hours follow the campus’ posted building hours:
Academic Buildings are closed midnight to 6 a.m.
Parkside Student Center is closed:
Sunday: 10 p.m. – 6a.m.
Monday-Wednesday: 11 p.m. – 6 a.m.
Thursday-Friday: midnight – 6 a.m.
Saturday: 1 a.m. – 6a.m.
Organization business is to be conducted at all times. University Police & Public Safety (UPPS) reserves the right to ask any person, including organization members to leave the office at any time.
The Student Activities Office and UPPS may grant an extension of privileges for organization members to be in the office after building hours. A request for an after-hours pass should be turned in to the Assistant Director for Student Activities: request must list the dates of office usage and business to be conducted after hours. Each person in the office after hours must have a pass and their student identification that will be displayed upon request of UPPS personnel.
1. Key-assists may be given to student organization members by UPPS. Each organization is responsible for providing a list of authorized organization members to the Student Activities office who may receive a key-assist from a University police officer. Only the members listed will be let into the office after hours, even if just to quickly pick up or drop off items with the assistance of a University police officer.

Policy for Community (Corporate) Sponsorship of Campus Events return to top
This policy is for any organization on campus to follow when seeking corporate sponsorship for an event, whether the event is held on campus or off. If the organization is in any way identified with UW-Parkside, then this policy should be adhered to.

Community sponsorship shall mean: the involvement of a non-campus organization (whether for profit or non-profit) in the production of an event being sponsored by a campus organization. This involvement can be either monetary, subsidy, or supplying to the sponsoring s organization with product(s) and/or publicity materials. Requests will be made in writing to the Assistant Director of Student Activities who will:

1. Respond to requests within five (5) working days from the date that the request was submitted

2. Evaluate the request and base the approval or denial on the campus fundraising and/or alcohol policies as appropriate.

3. Compile a summary statement to keep as a record, which includes the reasons why the request was granted or denied, and write a position statement for denied requests and send this to the requesting campus organization and to the appeals committee.

The following guidelines would be utilized by all student organizations requesting community sponsorship for an event:

1. Proposal requests should be submitted to the Student Activities Office at least (4) weeks prior to the scheduled date of the event.

2. All parts of the request form must be completed. The request will not be reviewed unless all items are completed.

3. The involvement of a corporate sponsor should be done so as to enhance the event, and not to create an event to enhance the corporate sponsor’s presence on campus. The Dean of Students shall use discretion to determine the appropriateness of the sponsorship of the event.

4. Each event shall be viewed as a separate sponsorship unless it is part of a series tournament (a prepackaged program with advance registration/sales and anything in excess of $100.)

5. A written agreement between all major corporate sponsors and the sponsoring campus organization must be submitted prior to the event that clearly outlines the forms of support from the corporate sponsor, and the method by which the support shall be delivered to the campus organization sponsoring the event. This agreement must be submitted at least three weeks before the scheduled event.

6. Publicity for the event must follow the established campus promotion policy that is available in the Student Activities Office.

7. The monetary or other forms of support from a corporate sponsor should not exceed the entire cost of the event (including facilities rental); but should be enough support to warrant a successful event.

An appeals committee shall be established to review any requests for corporate sponsorship that were denied by the Dean of Students if the sponsoring campus organization would like the decision to be reviewed. This committee shall be composed of: Dean of Students, the Vice President of the Parkside Student Government Association, the Vice President of the Student Organizations Council, and a Vice President of the Parkside Activities Board.

Appeals Committee Responsibilities:
1. This committee shall respond to requests within five (5) working days from the date that the appeal was submitted.

2. The Chancellor shall have final approval on all issues related to community sponsorship.

Catering Policy and Procedure | Dance and Party Policy and Procedures | University Police and Public Safety Responsibilities | Hazing Policy | Policy for Community (Corporate) Sponsorship of Campus Events