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Student Organization Training Manual 

 Park University, Version 5.0

 


Overview

Student Life staff and Park Student Government Association are pleased you have assumed a leadership role at Park University. We applaud your willingness to become involved, and we are here to assist you in your efforts. You have a large amount of responsibility, as well as numerous opportunities for growth and development.

 

Information in this manual should be utilized to assist you in your leadership responsibilities. We have listed Park University’s policies and procedures for student groups, in addition to helpful ideas, guidelines and important dates for student events.

There are some ground rules to follow moving forward. Park University promotes civility, respect, and integrity among all members of the community. Choosing to be a member of the Park University community obligates each member to follow these standards and ensures that a campus community of civility is maintained. In that light, the Student Code of Conduct will follow established processes for ensuring fundamental fairness and an educational experience that facilitates the development of the individual and/or group. The full Student Conduct Code, processes, forms, and appeal information is available online at: http://www.park.edu/student-conduct-code/index.html 

 

The Office of Student Leadership & Engagement is located in the Thompson Student Center on the 1st floor across from Pirate Grounds and can be reached at (816)584 - 6375. Other Student Life staff are located on the 2nd floor of the Thompson Student Center. Staff in these offices are available to assist you in planning an event, scheduling space, acquiring funds, promoting an activity, and/or evaluating an event.

The Park Student Government Association, made up of 15 Student Senators, provides funding to certified student organizations each semester, and serves as chairs or members of University committees. The PSGA Office is located in the Academic Underground, across from the Library, and the office phone number is (816) 584-6398. Both Student Life Staff and PSGA are here to help – we hope you will stop by or call.


Quicklinks  

Student Organization Quicklinks

These links provide a quick overview of the necessary forms for your organization's success at Park University.

  1. Certification Form and PSGA Standard Funding Allocation: https://secure.jotform.us/PSGA/Club_Allocation_Form

  1. PSGA Special Funding Request form (to be completed three (3) weeks before your special event): https://secure.jotform.us/PSGA/Special_Funding_Request 

  1. Request to Solicit Donations Form: https://secure.jotform.co/ParkUniversity/requesttosolicitdonations 

  1. Schedule an Event: http://astra.park.edu/. Unsure How? Check out - http://goo.gl/nzaD72 

  1. File a support ticket for audio visual or technological assistance with information technology services by emailing support.technology@park.edu. Supporting documentation at: https://support.park.edu 

  1. Looking to Create a New Organization? Please use our Petition to Form a New Organization form here: https://secure.jotform.co/form/32226872800855 

  1. Meeting Minute Template: https://drive.google.com/open?id=1fNYaUg5Gaqc7IZjNdg82ixWq7GMDKzMmW52tHsxARBs

  1. Transition plans and Document Repository for Student Life: https://my.park.edu/ICS/Offices/Student_Life_and_Leadership/Student_Organizations.jnz 


Vision, Mission and Values of Park University

Mission Statement

Park University transforms lives through accessible, student-centered, quality higher education.

Vision Statement

Park University will meet learners’ needs for a lifetime.

Core Values

We expect ACCOUNTABILITY for our actions at all levels, to each other and to Park University.

We treat all with CIVILITY and RESPECT while being open and honest in our communication.

We seek EXCELLENCE in all we do, with passionate learning as our highest priority.

We celebrate GLOBAL CITIZENSHIP through our connected learning and working environment, liberal arts education and community stewardship.

We embrace INCLUSIVITY that fosters diversity, teamwork and collaboration.

We act with INTEGRITY through honesty, efficiency and reliability.

Student Life Mission Statement

The mission of the Office of Student Life is to establish programs and services to enable students to become successful students, engaged citizens, and committed alumni.

Office of Student Leadership & Engagement Mission Statement

The Office of Student Leadership & Engagement is committed to enhancing the education and development of Park University students by providing leadership opportunities and resources focused on experiential and service oriented learning.

Office of Student Leadership & Engagement Vision Statement

Making engagement a realized and valued component of Park University Student success and their continued efforts create positive change in their personal and global communities of impact.

The goals of the Office of Student Leadership and Engagement are to provide fulfillment of the Student Leadership and Engagement learning outcomes through the fulfillment of the core values, implementing quality programs and assessments, and a demonstrative focus on sustaining a student-first mindset in all we do.


Important Dates for Academic Year 2017 - 2018

Other Special Events, Club Meeting Dates, and University Closings are listed on the

Park University Website at www.park.edu/calendars

Student Organization Retreat 1

January 18th at 4:30pm

Watson Literacy Center

Activities Fair Information

January 19th at 11:00am

Thompson Student Center

Student Organization Retreat  2

January 23rd at 4:30pm

Watson Literacy Center

Dr. Doris Howell Leadership Awards Ceremony

April 18th, 2018

TBA

Honors Convocation

April 25th, 2018

Chapel

Club Transition Documents Requested

May 2nd, 2018

Canvas

Who are the important people who can help make my organization more successful at Park?  

Student Life Staff

StudentLife@park.edu

816-584-6377

Jayme Uden, Ed.D.

Dean of Student Life

Jayme.Uden@park.edu 

816-584-6595

Benjamin Zibers

Director for Student Engagement

BZibers@park.edu 

816-584-6375

Karie Schaefer

Director of Residence Life

Kschaefer@park.edu

816-584-7401

Amanda Bryant

Coordinator for Student Advocacy

Amanda.Bryant@park.edu

816-584-6376

William London

Campus Safety

Dispatch@park.edu

816-584-6444

Print/Copy Services

copycenter@park.edu

816-584-6297

Help Desk

Information Technology Requests

Support.Technology@park.edu

816-584-6768

Jeremy Oneal

Director of Food Services

Jeremy.Oneal@park.edu

816-584-6395

Alicia Youmans

Facility Services

Alicia.Youmans@park.edu 

816-584-6220

Michael Graebner

Media Services

Support.technology@park.edu

816-584-6745

2017-2018 Park Student

Government Association Officers

Senate@park.edu 

(816)584-6398

Thomas Murphy

PSGA President

Ryan Zitter

PSGA Vice President

Gunner Backues-Eberspacher

PSGA Secretary

Ronald Lang

PSGA Business Manager  

Running your organization: Becoming a Registered and Certified Organization

Certifying your organization is necessary step to ensure each organization remains active each and every semester. In order to be certified and keep your club in good standing please complete the following steps and review the full document located in Appendix A.

Student Organization Certification Checklist:

___ Attend the leadership retreats. Emails will be going out the first week of the semester to make sure that you are informed as well as the University's Trumba Calendar: www.park.edu/calendars or via CREW at crew.park.edu

___ Turn in the Certification / Budget Request Form (www.park.edu/clubs)

___  Have a valid constitution on file with student life (Studentlife@park.edu) and examine your Canvas Course to find out what’s on file.

___  Review and meet the organizational expectations outlined in this document.

___ Update your CREW Profile to share the events an activities for the semester at crew.park.edu.  

___ Submit your meeting minutes to your canvas page after your meetings. Please use the template located in the MyPark page or in your canvas course.

___ Make sure to have a defined and updated President, Treasurer, and Advisor

___ Fulfill the officer requirements:


Finances and Your Organization

Two essential pieces of any successful organization are the organization and its funds.  At Park, there are three main ways Student Organizations at receive funding: 

PSGA Club Allocations

The Park Student Government Association has a budget for Clubs and Organization funding. They are the primary benefactor of organizations at Park University due, in part, to the $50 Student Activities Fee. In their distribution of the funds, they breakdown the distribution as follows: $20 to PSGA (Park Student Government Association), $20 to PSAB (Park Student Activities Board), and $10 to the Pirate Fitness Center. From the $20 received by PSGA, 60% of the PSGA total allocation goes to organization allocations and eligible organizations will gain $200 automatically if certified and applied.

Club allocations will be awarded with the intent to provide certified clubs and organizations with initial operating funds. These are funds geared at fundraising, marketing, and involvement opportunities for organizations.

To qualify for the $200 dollar automatic payment you must:

  1. Certify your Club through our online form below (more on this later in the document)
  2. Check your club’s balance
  3. Identify the club plans for the semester
  4. Prepare a draft itemized budget
  5. Request a club allocation with a budget attached through: https://secure.jotform.us/PSGA/Club_Allocation_Form

PSGA Special Funding Requests

The second option for organizations is the PSGA Special Funding Request. This request has been created for special projects such as large-scale campus events, conferences, or multi-constituent projects. The request of funding can be by any certified club or organization and must include:

  1. Identify the event/activity/conference that you want to organize
  2. Prepare an itemized budget and find out the total cost of it
  3. Check the account balance
  4. Submit a request with a budget attached
  5. Deadline for a special funding request is three (3) weeks prior to the date the request requires approval.
  6. PSGA Special Funding Request form: https://secure.jotform.us/PSGA/Special_Funding_Request  

Additional Fundraising with Your Organization

The communities of Parkville and Kansas City provide many opportunities to seek out donations for your group functions & activities. Here are a few important guidelines and reminders for fundraising:

  1.  All fundraising projects must be approved by the Office of Student Life three (3) weeks prior to the commencement of the event through the Request for Donation form located in the quicklinks section above and at https://secure.jotform.co/ParkUniversity/requesttosolicitdonations.
  2.  Fundraising events cannot be of such a nature that they conflict with current contracts with our food service or the bookstore’s operations. If you plan to have a bake sale, for example, you will need to secure permission for your activity via written, electronic communication to the director of Dining Services (Jeremy.Oneal@park.edu) Only donated items are exempt from the rule that all food items must be purchased through campus food service. For assistance with proper food safety issues – please check with the Director of Food Service.
  3. Organizations should make sure they have enough volunteers to run their event before the event is scheduled. There should be no abuse of time or space in the scheduling of the event. Administrative action may be taken if a violation is recognized.
  4. Fundraisers similar in nature with other clubs or organizations will not be scheduled at the same time.
  5. Please contact the Office of Student Leadership & Engagement if you need assistance developing fundraising ideas or partnering with local organizations.

Utilizing University Funds (Purchasing)

At Park University, all student organization funds must be maintained and disbursed through the Accounting Office. Clubs and organizations are members of the University community and are expected to follow all University policies regarding budgets and purchases. The membership of the organization must approve all expenditures involving organizational funds by a majority vote at official organization meetings. Please see the outline below to learn about financial procedures for student groups and all purchases must be in accordance with the Park University Purchasing Policy.

Petty Cash

Clubs and Organizations will no longer have access to Petty Cash per changes in the University Purchasing System. Since then, we have moved to the below options for payment of event. If you have any questions, please let us know at (816)584-6375 or studentlife@park.edu.

Reimbursements

All receipts submitted for reimbursement must be itemized or have an official statement from the company attached listing the specific items purchased. Also, the original purchase must have been pre-approved by the club membership and Advisor.

Adviser/Student Life Purchase Card

Your organization’s adviser or a Student Life staff member will have access to a Park University Purchase Card. These are the credit cards of the University and are helpful on online purchases and purchases of large amounts. Purchase orders may need to be completed depending on the size of the purchase. You can rent this card by filling out a cardholder agreement and utilizing a tax exempt form at the Office of Student Life. The cardholder agreement can be found in appendix G.

Purchase Order – $500.01 or more

A purchase order is an Electronic Purchase Requisition is a form used to request goods and services for use by the University.

  1.  Your advisor will assist you in completing a purchase request through CX.
  2.  Once your request has been approved you will be issued a Purchase Order with a number. The original purchase order will be mailed to the business or person you are receiving goods or services from.
  3. To complete payment after you have received your item, your advisor should sign the copy of the invoice and return it along with the pink copy of the purchase order to Accounts Receivable, Campus Box #50.
  4. If the vendor will not accept a purchase order as payment, a written estimate for goods or services and a copy of the purchase order should be submitted to the Office of Student Leadership & Engagement and they will assist you in processing a check request.

Contracts and Vendors

In terms of contracts, DO NOT SIGN ANYTHING! The office of Student Leadership and Engagement will assist you with any contracts or vendor requests. Contracts are legally binding documents that require the signature of the University’s Vice President of Finance and Administration. The purchase order and request must be completed prior to the vendors involvement and the contract signature.

Meeting and Event Management at Park University

Safe and effective engagement is a core principle of our office. To help you make the best decisions, we have provided documents on two concepts that will the organization to continue to make wise choices. The first is Risk Management for Student Organizations policy and the second is the Park University Ethical Standards for Student Organizations.

What Is Risk Management?

Involvement in a student organization at Park University is a great opportunity to learn leadership skills, make lifelong friends, and positively influence the campus community. Risk Management is the process of advising organizations of the potential and perceived risks involved in their activities, providing education about the guiding boundaries established for organizations, and taking corrective actions and proactive steps to minimize accidental injury and/or loss. The goal of our proactive risk management guidelines is to ensure that student organizations plan and host events where everyone involved has a safe and fun experience!

The Office of Student Leadership and Engagement greatly values the engagement of students in co-curricular activities and is dedicated to helping advisors and student leaders to make  fair and reasonable choices within the boundaries established by state, federal, and local laws, university rules, and the mission of Park University.

Guidelines for Student Organizations

  1. Student organizations operate within the larger picture of Park University’s mission and core values, representing the university and its goals.
  2. Student organizations must comply with all local, state, and federal laws during organizational activities or events, whether on- or off-campus.
  3. Student organizations are governed by the Student Code of Conduct at Park University.
  4. Student organizations are also governed by the policies of the Department of Student Life, available in the Student Organization Manual.  Student leaders are expected to familiarize themselves with this manual and use it as a reference tool when planning their events and activities.
  5. Finally, student organizations create their own rules too!  Each organization submits a constitution with its internal policies and structure.  Groups that are affiliated with any local, national, or international organizations may have guidelines from those organizations as well.  We also strongly encourage student organizations to develop operations manuals.

Students are not expected to memorize all of these documents or links to websites. However, as responsible student leaders, they must be proactive and communicate their events and goals to campus administrators and staff advisors. Together, we will all assist in ensuring that our student organizations operate safely and successfully within the guiding boundaries. For more information and more information on risk and liability check out the ACUI article on Student Organization Risk and Liability: http://www.acui.org/publications/bulletin/article.aspx?issue=41799&id=21786.

Ethical Standards for Student Organization

One of the core values of Park University is Integrity. Part of that Integrity is focusing and implementing high ethical standards for all students in accordance with the Park University code of conduct. Organization officers and organizations will need to follow all requirements found in the Park University Ethical Standards of Conduct and Responsibilities for Student Organizations. The full document is included in Appendix B: Ethical Standards for Student Organizations, please make sure you familiarize yourself with its documentation. The controlling thought is that all recognized student organizations are expected to act consistently with the values of the University community. The University places the highest value on student organizations’ expressive activities. Except as necessary in cases of misconduct, the University will not interfere with the internal affairs of Certified Organizations. Certified Organization are not presumed to be responsible for the independent acts of their individual members or autonomous Certified Organizations that are subordinate to the original Certified Organization  (hereinafter collectively referred to as members). A Certified Organization  is responsible for a violation of the Ethical Standards for Conduct and Responsibility if:

1. a member acts in contrary action or thought to the Ethical Standards for Conduct and Responsibility as a representative of the organization,

2. the member's actions, which contradict the Ethical Standards for Conduct and Responsibility  result from the practices or dispositions of the Certified Organization , or

3. the member's actions, which contradict the Ethical Standards for Conduct and Responsibility,   have been explicitly or tacitly approved by the organization.

Take a look at the policy in the end of the document and familiarize yourself with it.


Events at Park University

Hosting events at Park University can be a rewarding and exciting experience for all involved. Below we have outlined some helpful tips for successful events.

  1. Create goals and objectives for the event (How it fits into the organization's purpose)
  2. Inform advisor regarding event
  3. Secure funding for an event from Student Senate
  4. Check room availability and request space through the AdAstra System
  5. Schedule organization members to work event
  6. Begin communication with performer (if needed)
  7. Arrangements for food and catering with Kathleen Robey.
  8. Request audio visual equipment from support.technology@park.edu and copy your adviser
  9. Post fliers approved at the Student Life Office, Thompson 2nd Floor.
  10. Request digital billboard through support.technology@park.edu and attach your powerpoint with the dates you would like to have it displayed.
  11. Wear name tags to identify yourself as part of the organization
  12. Welcome people to your event

In addition to planning the event, you will want to include a special marketing component. Park University welcomes the ability for students to market to a wide and diverse audience. Here are some tools that you mind find helpful in the quest to effectively market events.

        Event Management Checklist: Event Management Checklist

        Additional Creative Marketing Ideas: Creative Marketing Ideas

        

        Marketing Checklist: Marketing Checklist


How Do I Form A New Student Organization?

New Organizations are essential to the Universities functioning and involvement opportunities. We welcome the opportunity to formulate new organizations. Here are some of the requirements needed to form a new student organization.

  1. Turn in “Petition to Form a New Organization Form” at www.park.edu/clubs 
  2. You will need at least one Park University full-time faculty/staff advisor
  1. The advisor responsibilities include: Empower leaders to fulfill the stated mission in accordance with the purposes and educational objectives of the University.
  2. Encourage and inspire opportunities for the educational and personal development of students who participate as members of the organization.
  3. Assist the group in setting realistic goals and objectives each semester/academic year and commit and ensure to the long-term continuity of the student organization.
  4. Advise students on key policies and procedures of Park University including room reservations, purchasing, and the program or event organization process.
  5. Have a working-awareness of all organization activities and serve as the official University contact.
  6. Have full-time status with the University

  1. You will need at least five interested members
  2. Then you will have six weeks to write a constitution and turn in with Certification Form.

**New Club Creation Checklist:**

 

 - Check our active listing of clubs to make sure the club you want to create does not already exist (www.park.edu/clubs )

 - Fill out the "Petition to form a new organization form" on our www.park.edu/clubs  site.

 - Wait 48 hours for a representative from Student Life to respond and approve your petition.

 - Starting working on your club's constitution (templates provided). You will have six weeks to create and have the constitution approved.

 - Review and write down your 90-Account *club account* number and purchasing policies

 - Investigate and update your Canvas group for your organization.

 - Have Fun!

 

How can I obtain and retain members?

  1. Leaders should have current roster of names, emails, phone numbers, positions, and any other information relevant to the organization (t-shirt sizes, class year, campus address, committee placements, etc.)
  2. Keep people accountable to their responsibilities.
  3. Be consistent and fair; don’t be a dictator.
  4. Develop meaningful relationships with members, don’t always talk about the org, be sociable and approachable
  5. Look presentable
  6. Attend the activities fair in the fall and spring to get your organization name out in the community
  7. Wear organization apparel if you have it

What are some tips for successful meetings?

  1. Define the purpose of the meeting
  2. Develop and stick to the agenda
  3. Record meeting minutes and distribute to all members
  4. Official Meeting Minutes Template found in the links above and should be emailed to studentlife@park.edu afterward.
  5. Give members a chance to discuss and evaluate goals and objectives
  6. Keep members updated on current events and ask for their input
  7. Pull everyone’s resources and opinions together for decision making.
  8. Delegate tasks and trust that members will follow through
  9. Incorporate member appreciation and recognition for hard work and successes.

How can I keep my organization in good standing for the next semester?

  1. Hold elections for new officers
  2. Fill out your organization update form here:
  3. Assign responsibilities over the break at your final meeting
  4. Celebrate a great semester!
  5. Equip your officers with a transition information. We have created a simple guide in our Leadership and Engagement MyPark Page here:  https://goo.gl/YqJZSS 

Additional Student Resources and Policies

Additional Policies and Obligations to Stay in Good Standing

In addition to fulfilling the policies outlined above, It is important for all organization to abide by the policies set forth at Park University since organization are acting as agents of the University at all time with every action. Below are common policies that Student Organizations must abide. Failing to do so can result in actions taken against the organization and its members including loss of status and formal filing of charges. Below is a listing of additional resources and policies you may find helpful on your Park University journey. For a complete listing, please visit the academic catalog at www.park.edu/catalog.

Disability Services (http://www.park.edu/terms-and-regulations/disability-guidelines.html) 

In addition to providing for those with differing abilities, please include the following statement in your documentation and share it with your organization members. “Park University makes reasonable accommodations available for persons with disabilities who wish to participate in Student Organization Activities. Please contact Disability Services, at disabilityservices@park.edu, or 816-584-6332, with your request. Please include the requested accommodation and your contact information.”

Drug and Alcohol Policy
Park University is committed to the standards outlined by the Federal Drug-Free Workplace Act of 1988 and the Drug-Free Schools and Communities Act Amendments of 1989. As a result of this commitment, Park University has established regulations forbidding the unlawful manufacture, distribution, dispensing, possession or use of illegal or illicit drugs and alcohol on Park University premises or property or as part of any Park University activity planned for or by students. Per Park University’s undergraduate catalog the Drug and Alcohol Policy states:  Park University has established regulations forbidding the unlawful manufacture, distribution, dispensing, possession or use of illegal or illicit drugs and alcohol on Park University premises or property or as part of any Park University activity planned for or by students.  For the complete policy refer to Park University Catalog at http://www.park.edu/catalogs/

Copyright Policies

You cannot legally show and distribute copyright films or images on Park University campus without buying a license. Organizations cannot print anything (fliers, apparel, etc.) with copyrighted images, slogans or logos. One alternative to copyright images is the creative commons library try searching the creative commons library (http://search.creativecommons.org/). This includes all Park logos. These can be used only with the permission of the Office of Communication (communication@park.edu).

Copyright Information -

You cannot legally show and distribute copyright films or images on Park University campus without buying a license. Organizations cannot print anything (fliers, apparel, etc.) with copyrighted images, slogans or logos. One alternative to copyright images is the creative commons library try searching the creative commons library (http://search.creativecommons.org/). This includes all Park logos. These can be used with the Permission of the Office of Communication. For additional copyright information please examine the resources here: https://drive.google.com/file/d/0Bw3M4ii23Z8pNnpSTjladE1rZ0k/view?usp=sharing   

FERPA -

Student Records and  Privacy Rights (FERPA) - Park University informs students of the Family Education Rights and Privacy Act of 1974 (FERPA). This act, with which the institution intends to fully comply, was designed to protect the privacy of educational records, to establish the rights of students to inspect and review their educational records, and to provide guidelines for the correction of inaccurate or misleading data through informal and formal hearings. Students also have the right to file complaints with the Family Education Rights and Privacy Act Officer concerning alleged failures by the institution to comply with the Act. For the complete policy refer to the current undergraduate catalog.

Information Technology Acceptable Use Policies -

Information Technology at Park University has created a document listing the acceptable uses for Park University acceptable use of technology. Please refer to the resources here for additional information: http://www.park.edu/information-security/_documents/ITPolicies.pdf 

ParkAlert -

ParkAlert is a mass notification system that can alert Park University students, faculty, staff and parents, as well as the general public, with time-sensitive messages via texts, voice, e-mail and social media. ParkAlert will be used to only notify the University community with emergency messages and/or weather-related alerts and updates — it will not be used for advertising or other unsolicited content.  http://www.park.edu/park-alert/index.html 

Campus Safety and Emergency Procedures -  

In the event of an emergency, call 911 and  the Park University Office of Campus Safety, (816) 584-6444 (ext. 6444 from campus phones). This line is answered 24 hours a day, 7 days a week. The Office of Campus Safety is located on the first floor of Thompson Commons, around the corner from the Zime Sandwhich Shop http://www.park.edu/campus-safety/emergency-procedures.html

Work Life Balance Resources -

Sometimes, balancing all of the activities we have committed to can be a challenging task. We have found the resource below helpful in managing the overwhelming amount of information that our society presents and provides some great tips to keep a balanced life during your time at Park University. Please contact the Student Leadership and Engagement office for assistance in maintaining a healthy work-life balance. Additional resources can be found in our leadership library on our MyPark page.

ASTRA room reservation resources -

Please click the links below to schedule your event through the Room Reservation System or learn more about ASTRA through the support documentation link.

Schedule an Event: http://astra.park.edu

Supporting Documentation at: http://goo.gl/nzaD72 

Academic Grievances and Grade Appeals - 

A student who believes that he/she has an academic grievance must first discuss the concern with the faculty member in charge of the course in which the concern has arisen. If a mutually satisfactory resolution is not reached, the student must then take the matter to the appropriate Department Chair or Campus Center Academic Director. If no resolution is reached at that level, or if the Department Chair or Campus Center Academic Director is the faculty member named in the first instance, the concern should be taken to the appropriate academic Dean. The decision of the Dean will be considered final. Students may petition the Vice President for Academic Affairs only in instances where he/she feels due process or University policy was not followed. For more information, please check the Park University Catalog at www.park.edu/catalogs 

Emergency Safety Procedures -

 In the event of an emergency on the Parkville campus or if a dangerous situation is observed that is a hazard to life or property, immediately call Campus Safety at 816-584-6444. The dispatcher will contact a Campus Safety Officer to address the situation and/or notify the proper authorities. At other campuses, please call the Campus Center Director. For more information: http://www.park.edu/campus-safety/

Harassment Policy -

Park University strives to provide educational, working, co-curricular, social, and living environments for all Students, Staff, Faculty, Trustees, contract workers, and guests that are free from Harassment on the basis of age, color, disability, gender, gender identity, national or ethnic origin, race, religion, sexual orientation, or veteran status. The University has deemed this to be unacceptable behavior which will not be tolerated. For the complete policy, please review the current catalog, available online at: http://www.park.edu/catalogs/.  Reports of harassment can be made by way of the Student Complaint and Concern Form located in the Student Tab of MyPark.

Sexual Assault/Title IX Policy - 

Park University strongly denounces sexual assault in any form and advocates the immediate reporting of any incident to University authorities. Please contact the Title IX Deputy Coordinator, Dr. Jayme Uden by e-mail or call 816-584-6465, or Campus Safety (816-584-6444) for immediate assistance. Confidentiality will be maintained as possible. If you prefer - please complete the Sexual Harassment/Sexual Assault form available online here: http://www.park.edu/current-students/sexual-harrassment-form.html.  It includes links and contact information for resources in the Kansas City area, including which hospitals are recommended for sexual assault exams, specialized counseling, and other assistance. For more information, please check the Park Counseling Center website at: http://www.park.edu/counseling-center/index.html or contact Park’s Student Advocate. If students have concerns about the way Park officials handled a Title IX Policy situation, please contact the Department of Education through the Office of Civil Rights by phone: 1-800 421-3481 or by e-mail at OCR@ed.gov.


Appendix -

Appendix A: Student Organization Certification

Student Organization Certification Full Document: https://my.park.edu/ICS/Portlets/ICS/Handoutportlet/viewhandler.ashx?handout_id=6422db47-0831-4178-9736-d459d1057eaa 

Advising: https://my.park.edu/ICS/Portlets/ICS/Handoutportlet/viewhandler.ashx?handout_id=aeff6399-000b-4f2d-bceb-f1859efe22f0 

Appendix B: Ethical Standards for Conduct and Responsibility at Park University for Student Organizations

Full text can also be found in the Student Leadership MyPark Page as well as https://goo.gl/oMKgNV .

A. All recognized student organizations are expected to act consistently with the values of the University community. The University places the highest value on student organizations’ expressive activities. Except as necessary in cases of misconduct, the University will not interfere with the internal affairs of Certified Organizations. Certified Organization are not presumed to be responsible for the independent acts of their individual members or autonomous Certified Organizations that are subordinate to the original Certified Organization  (hereinafter collectively referred to as members). A Certified Organization is responsible for a violation of the Ethical Standards for Conduct and Responsibility if:

1. a member acts in contrary action or thought to the Ethical Standards for Conduct and Responsibility as a representative of the organization,

2. the member's actions, which contradict the Ethical Standards for Conduct and Responsibility  result from the practices or dispositions of the Certified Organization , or

3. the member's actions, which contradict the Ethical Standards for Conduct and Responsibility,  have been explicitly or tacitly approved by the organization.

B. The following contradict the values of the University community and are subject to corrective action under the Ethical Standards for Conduct and Responsibility:

1. Health and Safety. Certified Organizations must not foster, promote, or participate in activities that unreasonably threaten the safety or well-being of their members, other people, or animals

2. Hazing. Hazing is strictly prohibited. Certified Organizations must comply with the Park University policy on hazing found in the Student Code of Conduct.

3. Use of University funds. Certified Organizations may not use University funds in ways that are inconsistent with university guidelines as stated in the Student Code of Conduct and Student Organization Manual.

4. Fundraising. Certified Organizations may not engage in fundraising or soliciting activities in violation of the University’s fundraising guidelines for recognized student organizations.

5. Financial Stewardship. Certified Organizations may not use or account for student organization funds in violation of university financial and accounting procedures. Violations include but are not limited to:

a) breaching contractual obligations.

b) using student organization funds for purposes not authorized by the student organization and/or outside the realm of these Student Activities Standards of Conduct and University Policy.

c) failing to provide accounting of all contributions and reporting said contributions to the proper University unit.

d) using contributions for a purpose other than as stated by the contributor and/or failing to submit a report of expenditures against those contributions to the proper University unit.

e) failing to follow Park University policies and procedures.

6. Appropriate Use of Space. Certified Organization s must use University-controlled spaces in accordance with the standards of the particular space.

 

7. Non-Discrimination. Certified Organization s must adhere to the University’s Non-Discrimination policy in recruiting, membership, hiring, or group activities. However, Certified Organization s that have been given permission during the registration process to have gender-exclusive practices will not be deemed to have discriminated consistent with that permission.

8. Compliance with University’s naming and trademarks policies.  Certified Student Organizations may not use the University’s name, logo, symbols, seal, or trademarks without obtaining express written permission from the University. Logo and permission can be given through the office of communications at communications@park.edu .

9. Violation of the Student Organization Constitution. Certified Organizations are bound by the constitution submitted during the recognition process. Any organization that violates their published constitution, is in violation of these Ethical Standards for Conduct and Responsibility , even if an amendment has been made and submitted, but has not yet been approved.

10. Adherence to Other University Policies. Certified Organizations must adhere to University policies, including but not limited to the University’s computer use policies, Alcohol Policy and Sexual Harassment Policy and housing policies.

11. Adherence to Law. Certified Organizations must adhere to federal, state, and local laws.

12. Adherence to the Ethical Standards for Conduct and Responsibility. Certified Organization s may not file a false complaint, use this policy to harass or intimidate a student organization, or fail to cooperate or participate in the accountability process.

13. Interference with Certified Organization  or University business. Certified Organization s may not engage in intentional interference that impedes or disrupts the business of an Certified Organization  or University unit. Ethical competition is not considered to be interference.

14.  Adherence to all institutional policies and practices including the policies regarding the Institutional Review Board and all other ethical standards with accountabilities to FERPA and confidentiality. .

15. Ability and expectation to hold others accountable in regards to All University policies and procedures including academic integrity.

V. Sanctions and Restorative Measures

A. Sanctions The sanctions that may be imposed on student organizations by the Associate Dean of Students after collaborations with the office of Student Leadership and Engagement and a review of the documentation and testimony.  The Associate Dean may issue one or any combination of sanctions:

1. Formal Written Reprimand. A formal notice that the Standards of Conduct have been violated and a warning that future violations will be dealt with more severely.

2. Fines. Payment of a monetary fine.

3. Inability to Access University Funds. Rendering a student organization’s SOAS or other University account inactive so as to prevent access to funds or services being granted or disbursed.

4. Restricted Activities. Restricting the student organization’s ability access University-controlled benefits and resources.

5. Disciplinary Suspension. Separation of the student organization from the University for a period of at least one semester.

6. Emergency Suspension. In cases where students’ health and safety is alleged to be significantly jeopardized, the Office of Student Life may suspend the activity of a student organization for 30 days. The organization then is entitled to a hearing within 10 days.

7. De-Recognition. Permanent separation of a student organization from the University. Student organizations that are de-recognized are not eligible to apply to be a recognized student organization for at least two years.

B. Restorative Measures The Park University sees education potential in unconventional situations and incidents. The educational value of student organizations is the primary reason for the strong university support that they receive. Unfortunately, some of the best educational opportunities come through mistakes and adversity. The sanctions listed above are designed to protect the University community and maintain high community standards and adherence to the Core Values of Park University. They are not, however, the only or best avenue for a positive learning experience. A student governing body may recommend and the Associate Dean may issue one or any combination of the following restorative measures in addition to, or in lieu of, the sanctions listed above. These measures may take the form of, but are not limited to, any of the following:

1. Written plan for reconstruction of the Organization.

2. Restitution. Required compensation for loss, damage, or injury to the appropriate party in the form of service, money, or material replacement.

3. Class/Workshop Attendance. Attendance and completion of a class or workshop that will assist the student organization avoid future non-compliance with the Standards of Conduct.

4. Educational Project. Completion of a project specifically designed to assist the student organization avoid future non-compliance with the Student Activities Standards of Conduct.

5. Service. Performance of a task, or tasks, designed to benefit the community and that also assists the student organization avoid future non-compliance with the Student Activities Standards of Conduct.

6.  Severe violations may result in legal action for the individuals or group responsible.

  1. Appeals may be completed with formal, written documentation to the Dean of Students at Park University.


Appendix C: Constitution Template

How to Create Your Organization ConstitutionThis outline is provided as a framework from which to create a Constitution. The Park Student Government Association requires that all organizations have a constitution filed in the Office of Student Leadership & Engagement. Several of the items in the following outline may or may not be appropriate for your organization and may be included or eliminated as appropriate. Several items may be combined (e.g., "Meetings", "quorum" and "Parliamentary Procedure" may be included under one heading such as "Operating Procedure"). You might want to check out https://www.constituteproject.org/ for additional inspiration.

Use whatever format or wording that works for the organization. Feel free to consult with the Coordinator for Student Leadership & Engagement. After completing your work, date the constitution, make a copy of it for your files, and be sure to submit a copy to studentlife@park.edu. All constitutions must be typed.

See our Sample Constitution here: https://my.park.edu/ICS/Portlets/ICS/Handoutportlet/viewhandler.ashx?handout_id=ac8faae5-593f-4c80-82fc-4d5222a22c55 


Appendix D: Student Organization Purchase Card Funding Process

For those looking to make a purchase under $500.00, please follow the process below:

1. Students and advisers will need to agree on the item being purchased. It will need to be noted in official meeting minutes and give to the Student Life Official.

2. Students can then come to the Student Life Office in the Thompson Student Center or the Student Leadership and Engagement Office in the Millsap Foyer and request the use of the purchase card at least 24 hours in advance of the event.

3. Students will need to fill out the purchase card request form here under MyPark at https://my.park.edu/ICS/Offices/Student_Life_and_Leadership 

4. Students will need to give the form to the Student Life representative who will give them a copy of the Tax Exempt form.

5. Students will need to procure the item from the store and keep the itemized receipt.

6. The student will then give the itemized receipt and card to the student affairs personnel they borrowed the card from.

7. The student account will then be charged the amount in the student 90-account when purchase cards are reconciled at the end of the month.


Appendix  E: Sample Letter Requesting Donations

Park University

8700 NW River Park Dr.

Parkville MO 64152

November 26, 2013

 

To Whom It May Concern:

 

The Park Student Activities Board of Park University will be having its third annual

“Best Event Ever” on Saturday, March 26, 2015. We would like to invite Home Depot to partner

with the Park University Student Body as we take this day to give back to the Parkville community through a donation of 30 rolls of plastic sheeting.

 

The Best Event Ever, is cherished tradition started at Park University in 1875, and today has

become the largest, one-day, student-run service event in Parkville.  The Best Event Ever at Park University serves as the means for all of our students to give back to the community in a unified day of service. On March 26th, the Best Event Ever will focus on the following locations: (elaborate here) on park and English Landing park. State your detailed plans including cleaning, ie painting, planting, etc.

 

The Best Event Ever serves as a unique way for Home Depot to get involved in two ways;  through a donation that benefits hundreds of visitors at the local city parks, along with an opportunity for Home Depot employees to get involved and give back to the community also. We look forward to working with you, but please let us know if you have any questions.

 

Sincerely,

 

Firstname Lastname                                                                    Benjamin M. Zibers

Vice-President                                                                 w: (816)584-6375

Park Student Activities Board                                                        Dir, Stu Engagement

*Keep in mind you, the use of Park University letterhead can be authorized at the Office of Student Life on the second floor of the Thompson Student Center.

*Gift in Kind Donation forms can be found at: https://my.park.edu/ICS/Offices/Student_Life_and_Leadership/Handouts.jnz 


Appendix F: Tax Exempt Form

Tax forms can be found under the MyPark webpage at https://my.park.edu/ICS/Offices/Student_Life_and_Leadership 

Appendix G:Student Agreement for Purchase Card Use

https://my.park.edu/ICS/Offices/Student_Life_and_Leadership/Handouts.jnz 

Appendix H: Student Organization Transition Guide

At Park University, we want to ensure that you have the tools that are essential for a healthy organization year after year.  This guide was created to help you assign tasks and plan for the future of your organization’s success.

https://my.park.edu/ICS/Offices/Student_Life_and_Leadership/Handouts.jnz 


Appendix I: Event Management Checklist

Event Management Checklist

Park U Program Planning Checklist

Person

Projected

Responsible

Expense

Check Feasibility

Check for available dates at www.park.edu/calendar 

Schedule your event on the ASTRA system (calendar.park.edu)

Budget Resources

Sum of all program expenses

Money currently available

Plan for Purchasing these items?

Human Resources

Assess skills of group members.

Will outside help be needed?

Person

Projected

Responsible

Expense

Date

Contracts/Agreements/Finances

Request for Purchase Form (Credit Card Checkout)

Equipment Requirements/ AV

Food Reservations with Sodexo Partners

Tables/Chairs/Stage

Set-Up/Decorations Transportation Lodging

Safety/Security

Hospitality

Ticket-Takers

Clean-up

Publicity

Posters/Flyers

Letters/Announcements

News Releases

Radio/TV Ads

PARK UNIVERSITY Web Events Calendar

Table Tents

Newspaper Ads

Event Tasks

Review Checklist

Assist Last Minute Problems

Follow Up

Return Equipment

Close Out Financial Records

Evaluation of Program

Program Summary

Thank You Notes

Now that you have your room reserved it's time to start advertising. Events can be added to the Park University Calendar by the following website http://www.park.edu/calendar/submit.html. The submission form can also be found on the Park University Home page here: Submitting your event puts your event front and center on the Park University Home Page. All you need to do is fill out the form below and we do the rest.


Appendix J: Permit for Off Campus Catering

For all off campus food procurement, including catering and bake sales, participants will need written permission from the University’s Director of via the form here: https://form.jotform.com/ParkUniversity/foodservicepermit 

Appendix K: Marketing FlowChart


Appendix L: Creative Marketing Ideas

Not all marketing is policy and procedures, the essence of marketing is getting the attention of the campus population. This often takes some creativity and new ideas. Here are some creative marketing suggestions:

  1. Fill balloons with helium and write your program information on them. You can give these out to students, tie them to chairs and other furniture in the Student Center (with permission) and have friends walk around  with them tied to their backpacks.
  2. Become a walking billboard: Get poster boards and hang them over your shoulders with your program advertisement displayed prominently.
  3. Host a commuter coffee cart. To appeal to the good folks who drive in each day, have a coffee cart set up in a main commuter  lot. Make labels with your event info and stick them  to the coffee cups.
  4. Hang your ads on string from the ceiling.  Make them high enough so people can walk under them, but low enough that they catch their eyes. If the ads are at most peoples’ eye level, they will  automatically read them.
  5. Get a stamp or stickers that say, “TODAY.” On the day or evening before your program, stamp posters with the “Today” sign as an eye catcher. (Or write “TODAY” in red marker.)
  6. Ask foodservice where you can put ads. See if your ads can be attached to items in the vending machines. Ask the campus store to distribute a small ad with each purchase. Have your program as the special of the day on cafeteria signs.
  7. Use table tents in the cafeteria.
  8. Costumes: Ask someone to dress up in an eye-catching costume. To attract attention, have someone out there in a costume. When people ask them why they are dressed up, they can hand out cards with the information about the event.
  9. Create a sense of mystery. Put up signs and block off the programming space for two days before your program. Make it obvious that something will be happening there. Cover any windows with black paper and make sure people can’t peak inside. People will be so curious when the time of the program comes that they will be there!


Appendix M: Student Transportation Policy

Park University

STUDENT TRANSPORTATION POLICY

                                                                                                

 

1. Purpose.

To establish a policy and procedure for Park University (the “University”) to follow with regards to transporting students to and from University events or events otherwise endorsed or approved by the University (“University Trips”).

 

2. Scope.

This Policy provides the standard operating procedure for activities or events in which students are transported off the grounds of any Park University campus.

 

3. Policy.

A. All University employees responsible for operating a motor vehicle and transporting students off campus must adhere to the following policy:

 

1. All Park faculty and staff who are transporting students off-campus must be registered as “approved drivers” through Campus Safety. This status is granted to employees after they have passed a test of their knowledge of safe driving and a background check of their driving history. Campus Safety maintains the records of all Park employees who are designated as approved drivers. Campus Safety staff re-check the driving records of all approved drivers every six months.

 

2. Approved Drivers planning to operate a 15-passenger van must comply with the following additional standards:

a.       Driver must have completed special training for operating a 15-passenger van, such as the NHSC Defensive Driving Course or equivalent.

b.      Driver must be at least 21 years of age.

                

3. In most cases, it is recommended that approved drivers lease a 7-passenger mini-van or passenger automobile for transporting students off-campus, to better ensure the safety and maintenance of the vehicle.

 

4. It is an option for employees to transport students in the employee’s personal vehicle when engaging in the work of the University. In the event of an accident, Park University’s liability coverage will cover any injury to the student or employee; however, the employee’s personal insurance would need to cover the cost of any damage to the employee’s personal vehicle.

 

5. For groups larger than 7 – it is recommended that employees contract for a special vehicle and professional driver, or utilize public transportation as noted in item 3. B. 2. If a chartered vehicle and professional driver are not an option (based on location or available funding, for instance), employees may lease a 15-passenger van for transporting students and/or equipment. For 15-passenger vans, employees must follow these additional guidelines:

a.       Transport no more than 11 passengers and driver.

b.      Do not stack luggage or equipment higher than the bottom of the windows.

c.       Ensure all occupants have their seatbelts properly buckled.

d.       Do not transport luggage or other equipment on top of the vehicle.

e.      Do not tow a trailer or anything behind the vehicle.

f.      Driver cannot use a cell phone when vehicle is in operation.

 

6. The approved driver who is responsible for transporting students (whether through a rented vehicle or personal vehicle), must ensure that each student traveling with employee completes a Hold Harmless Agreement.

 

A. All University employees responsible for organizing or approving a trip in which students will be transported off campus (including student organization advisor, faculty member overseeing student project, staff member coordinating event, etc.) must adhere to the following policy:

 

1. When possible – it is recommended that employees make arrangements for the students to use public transportation, such as public buses, trains, commercial airlines, shuttle services, and other options with professional drivers.

 

2. When it is more appropriate for Park University to make specific arrangements for a trip off-campus (typically, when transporting a large group of students), employees should make arrangements to lease a school bus or charter coach, with a commercial driver.

a.       Designated Trip Sponsors (persons accompanying students on the trip) can be Park University staff, faculty, student employees or students – as appropriate for a specific trip.

b.      When arrangements are made for school bus or charter bus – faculty or staff responsible for the trip must ensure that all student participants have signed a Hold Harmless Agreement, which is maintained in the student’s electronic file. Students who have not signed the Hold Harmless Agreement will not be allowed to ride the bus.

c.       Trip Sponsors should submit a roster of participants and their cell phone number to the Campus Safety Dispatcher prior to leaving campus.

d.      For overnight trips and trips outside the Kansas City metropolitan area, Designated Trip Sponsors must ensure that students have completed the form for Emergency Contact Information and Student Health Information.

 

4. Enforcement

 

A. Violation of the Policy by an employee of the University may result in disciplinary action, up to and including termination of employment.

 

B. Violation of this Policy by students of the University may result in disciplinary action including expulsion from the University.

C. Violation of this Policy may also result in civil liability by the violator to the University, University employees, University students, and to third parties.


Appendix N: Student Transportation Policy Guidelines

These are guidelines for the Student transportation policy implementation.

Appendix M - Posting Policy

https://my.park.edu/ICS/Offices/Student_Life_and_Leadership/Handouts.jnz