Student Organization & Advisor Handbook

UNIVERSITY POLICIES (part 3 of 3)

Content: Policy on Designated Areas for Unplanned Free Speech Events | Request for Off-Campus Events | Student Organization Key Policy and Procedures | Stipend and Payroll Procedures | Vehicle Rental and Travel Guidelines | Web Account Procedures and Policy

Policy on Designated Areas for Unplanned “Free Speech” Events return to top
Freedom of speech is one of the most cherished traditions of the academic community. A community of scholars cannot pursue truth without the ability of scholars cannot pursue truth without the ability to publish critical information. One of the most important responsibilities of the University is to protect the right of expression in a manner that does not impinge upon the rights of others to pursue their studies or work. In guaranteeing free speech, the administration’s obligation is to provide reasonable regulations of time, place and manner, so that disruption of normal educational activities is avoided.

Any University department or recognized student organization may receive available facilities for a speaker, an open forum or debate on any issue or topic. Arrangements for such activities can be made through Campus Reservations in room 209 of the Parkside Student Center.

To accommodate unplanned free speech events, the University has designated two areas on campus that can be utilized by any member of the campus community without advanced reservation. These areas are the Parkside Student Center Bazaar, and the hill between the Student Center and university housing.

In the event that a free speech area is not available, the University, through the Parkside Student Center reservationist, will make an effort to find an alternative location.

For individuals who are not members of the campus community (i.e., students, faculty or staff) the hill between the Parkside Student Center and the university housing complexes is the designated “free speech” area. Such “free speech” activities cannot block entrances of drives or disrupts normal Student Activities such as classes and work. In these matters, the University will recognize “equal protection” consideration, thus providing for opposing views on the issues.

Request for Off-Campus Events return to top
A student organization may seek a waiver of the requirement that events be held on campus by making a written request on the designated form to the Student Activities office. The request should explain the reason(s) for seeking a waiver.

Waiver Information
A waiver may be granted if the following conditions are met:

The student organization is locked into a certain date and there are no facilities available on campus to accommodate the organization; and/or,

The student organization has special food or environmental requests that cannot be provided by the campus. Environmental needs may include such elements as the unfeasibility of the event being held on campus (e.g. a group trip to sporting event such as a professional basketball games, a recreational trip such as camping or ski trip, or an educational field trip.)

Ordinarily, if a waiver is granted permitting an event to be held off-campus, a faculty or staff advisor will be required to be in attendance at the event in order to assure proper supervision. However, this requirement, too, may be waived in appropriate circumstances.

After reviewing a request for a waiver the Student Activities office will grant or deny the request. Approval will be given for expenditure of funds for events that will be held off-campus only if the event has been approved prior to the request for the expenditure of funds.

This policy does not apply to student attendance at professional or educational conferences or meetings hosted by non-campus organizations.

Student Organization Key Policy and Procedures return to top
PURPOSE: To establish and implement an effective key control policy providing legitimate access to all Union/Activities personnel; to establish “key” procedures for the issuance and retrieval of keys; and to establish issuing authority.

1. Key Responsibility & Accountability:
The responsibility for Union/Activities facility keys will be shared between the Parkside Student Center and Student Activities. The Parkside Student Center is responsible for keys issued to staff and student employees, and the food service employees. Student Activities is responsible for all student organizations.

2. Key Issuance:
All requests for keys must be made to University Police through the Parkside Student Center or Student Activities office by submitting a completed Key Request Card (use a separate card for each key requested.) In the event a key is being transferred – use the Key Transfer Card.

3. Control of Issued Keys:
All keys issued should be retained in the possession of the person to whom issued at all times or in a secure locked location. University keys may not be duplicated. Any transfer of keys must be made through the Parkside Student Center or Activities Office.
Student Activities is responsible for retrieval of all University keys before individuals end their employment with the University. Student Activities is responsible for the immediate report to the University Police of any missing or lost keys. If the area is a high security area, the locks of that area will be changed immediately and Union/Activities will be charged for labor and material.
Keys issued to student organization officers will be verified between fall and spring semesters, and collected at the end of the school year in May by the Student Activities Office. If a key deposit was made, it will be refunded after the proper paperwork is completed. If keys are not returned to Union 209 by the specified date, a hold will be put on the student’s record until said key is received in the Student Activities Office.

4. Key Records and Inventory:
A master key inventory record is prepared by University Police and annually they will seek the verification of this record by reconciling it with Student Activities. Student Activities will also keep their own master record.

5. Missing Keys:
The unit head responsible for the issuance of the keys bears the full responsibility for the immediate report to University Police of its loss. The immediate report is a necessity to reduce the vulnerability to the University resulting from the unauthorized use of the missing key.

6. Re-Keying Costs:
Upon receiving notice of a lost or stolen key, the Director of University Police will meet with the appropriate chairperson or director to determine the seriousness of the unauthorized access to the area. If the area is a high security area, the locks of that area will be changed immediately and the department responsible for the lost or stolen key will be charged for labor and material.

Stipend & Payroll Procedures return to top
Stipend Procedures
1. Major status organization presidents need to provide officer(s) name, address, telephone number, social security number, email address and position title for each person entitled to pay to the Student Activities Office program assistant.
2. Each officer will need to complete a student employment packet (W-4, I-9, Student Employment Authorization) and return to the Student Activities Office prior to first stipend being processed.
3. Stipend payroll will be processed on the first Monday after the month of pay. Payroll will be one month behind.
4. All changes to officer listing and or pay need to be submitted to the Student Activities Office in writing either by email or memo prior to the pay next period.
5. Organization advisors will be asked if they wish to sign individual Payment to Individual Report (PIR) prior to the account administrator signing off on the payroll.
6. The Student Activities Office keeps all stipend information on a spreadsheet and will periodically verify information with each organization’s president.

Stipends starting each new fiscal year will be paid out on the following schedule.

Monthly Payments
1. September
2. October
3. November
4. December
5. January
6. February
7. March
8. April

Semester Payments
December and April

Hourly Payroll Procedures
1. Major status organization presidents need to provide name(s), address, telephone number, email address and position title for each person entitled to pay to the Student Activities Office program assistant.
2. Each officer must complete a student employment packet (W-4, I-9, Student Employment Authorization) and return to the Student Activities Office prior to the first stipend being processed.
3. Hourly payroll will be processed according to the University Student Payroll Timesheet Schedule.
4. All changes need to be submitted to the Student Activities Office in writing either by email or memo prior to the next pay period.
5. Hourly payroll timesheets will be used and need to be submitted prior to the payroll deadline (see Timesheet Schedule).
6. The Student Activities Office keeps a copy of all payroll information and will periodically verify information with each organization’s president.

Vehicle Rental and Travel Guidelines return to top
All travel paid-for or reimbursed-from University funds must be in compliance with University travel policies regardless of funding source.

When may students use fleet vehicle rental service?
a. Only authorized student drivers may drive a University fleet or rental vehicle.
b. Students may use University fleet vehicles for official UW-Parkside business only. (i.e. conferences, organization meetings, etc).
c. If a University vehicle is not available, rental agreements may be made with state contracted vendors by authorized UW-Parkside professional staff located in the Student Activities Office, Union 209. We encourage you to plan ahead since the University’s fleet is small.
d. UW-Parkside staff must verify the status of all student drivers prior to initiating vehicle usage arrangements.
e. Up to two drivers may be included on the travel authorization: It is the responsibility of the primary driver to ensure that only those individuals listed are allowed to operate the vehicle.

Who is an authorized driver?
a. Drivers authorized by University Police and Public Safety are eligible to operate University fleet vehicles or state procured rental vehicles. You must have at least 2 years of driving experience to be considered for authorization; and you must be at least 21 years of age to be considered for driving approval of a rental vehicle.
b. Authorizations expire annually on June 30 and must be resubmitted after July 1 for the new fiscal year.

What size vehicle can we rent?
a. Rented vehicles must be reasonable in size as determined by the UW-Parkside staff member initiating the reservation based upon the information given on the Request for University or Rental Vehicle form.
b. Vehicle costs will be determined by predetermined state rates along with actual mileage incurred.

When do I have to return the vehicle?
a. The vehicle must be returned by the date and time listed on the original travel authorization.
b. The UW-Parkside staff member responsible for the original arrangement is the only person who may change contract times for rental vehicles for appropriate reasons.
c. Rental vehicles need to be refueled upon return to the company.

What kind of documentation do I need to turn in to UW-Parkside before the trip to receive reimbursement or to have direct billing?
a. Vehicle request form with authorized signatures
b. Conference brochure and/or meeting agenda and/or flyer advertising the event
c. Hotel information

What kind of documentation do I need to turn in with my Payment/Purchase Form after the trip to receive reimbursement?
a. Gasoline receipts
b. Copies of meeting agenda, ticket stubs etc.
c. Original hotel and meal receipts

What happens if I get a ticket or lose the keys?
a. Charges for locksmith service, parking tickets and traffic citations are the responsibility of the authorized driver and must be paid immediately.

What happens if I should violate any of these policies?
a. Failure to abide by these policies will result in the loss of travel privileges. In addition, the student is responsible for reimbursement to the institution for any unauthorized expenses.
b. Repeated or multiple minor infractions may result in a loss of driving privileges.
c. Other various minor or major violations of fleet policies may result in either probation or immediate suspension of driving privileges depending upon the nature of the infraction as described below.

» Minor infractions place the driver on probation for one semester. Minor infractions include:
• Eating food or smoking in the vehicle
• Returning the vehicle dirty or leaving trash in it
• Inappropriate purchases on the vehicle’s credit card
• Unauthorized use of the vehicles which includes checking it out early and returning it late
• Excessive mileage beyond state established distances
• Not refueling a state contracted rental vehicle (not a University fleet vehicle)

» Major infractions would place the driver on immediate suspension of driving privileges, and possibly permanent suspension. Major infractions include:
• Unauthorized use of vehicle
• Unauthorized drivers using the vehicle
• An at-fault accident
• Evidence of alcohol use in the vehicle
• Abandonment of a vehicle
• Multiple violations of privileges on behalf of an organization
• 2nd minor infraction while on driver probation

Web Account Procedures & Policy return to top
1. Student organizations needing to have a new password or a new web account created will need to complete the Student Organization Web Authorization Form and turn it in to Student Activities. Both the organization’s president and advisor need to provide approval.

2. The authorization form will be forwarded to Technology Services for processing.

3. The new password (as well as password id directory if new account) or user-id will be emailed to the student organization’s web coordinator.

4. Entire process will be completed within two days.

5. All passwords are to automatically expire on June 30 of each year and student organizations will need to reapply for a password by completing the Student Organization Web Authorization form.

6. The Student Activities Office will review each organization’s website periodically for appropriate content. If there is a concern regarding the content, the organization will be contacted immediately and the administration will be appraised of the site.

Policy on Designated Areas for Unplanned Free Speech Events | Request for Off-Campus Events | Student Organization Key Policy and Procedures | Stipend and Payroll Procedures | Vehicle Rental and Travel Guidelines | Web Account Procedures and Policy