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Park University Student Organization Training Manual

Version 2.0

Office of Student Leadership and Engagement  


Please click the link for a PDF or Microsoft Word version of the document

Overview

Quicklinks

Important Dates for Academic Year 2014 - 2015

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

Running your organization

Becoming a Registered and Certified Organization

Finances and Your Organization

PSGA Special Funding Requests

Fundraising and Your Organization

Utilizing University Funds

Meeting and Event Management at Park University

What Is Risk Management?

Guidelines for Student Organizations

Ethical Standards for Student Organization

Events at Park University

Copyright Policies

How Do I Form A New Student Organization?

How can I obtain and retain members?

What are some tips for successful meetings?

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

Additional Student Resources and Policies

Copyright Information -

FERPA -

Information Technology Acceptable Use Policies -

ParkAlert -

Campus Safety and Emergency Procedures -

Work Life Balance Resources -

ASTRA room reservation resources -

Academic Grievances and Grade Appeals -

Drug and Alcohol Policy -

Emergency Safety Procedures -

Harassment Policy -

Sexual Assault/Title IX Policy -

Appendix A: Student Organization Certification: Full Document

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

Appendix C: Constitution Template

Appendix D: Park Student Government  Financing Association Flowchart

Appendix  E: Sample Letter Requesting Donations

Appendix F: Petty Cash Form

Appendix G: Tax Exempt Form

Appendix H: How Can I Spend My Organizations Money FlowChart

Appendix J: Student Organization Transition Guide

Appendix K: Event Management Checklist

Appendix L: Sodexo Food Permit Application for Temporary Food Distribution Permit

Appendix M: Marketing FlowChart

Appendix N: Creative Marketing Ideas

Appendix O: Student Transportation Policy

Appendix P: Student Transportation Policy Guidelines


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 organizations success at Park University.

  1. Certification Form (needed before any other requests can be processed): https://secure.jotformpro.com/form/32315261938959
  2. Update Your Members: http://www.jotformpro.com/form/23035074892959 
  3. PSGA Standard Funding Allocation (to be completed before January 30th, 2014): https://secure.jotform.us/PSGA/Club_Allocation_Form
  4. PSGA Special Funding Request form (to be completed three (3) weeks before your special event): https://secure.jotform.us/PSGA/Special_Funding_Request 
  5. Request to Solicit Donations Form: https://secure.jotform.co/ParkUniversity/requesttosolicitdonations 
  6. Schedule an Event: http://astra.park.edu/. Supporting Documentation at: http://goo.gl/nzaD72 
  7. 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 
  8. Meeting Minutes Templates http://goo.gl/dermt2 
  9. Petition to Form a New Organization: https://secure.jotform.co/form/32226872800855 
  10.  MyPark Student Organization Resources Group: https://my.park.edu/ICS/Campus_Life/Campus_Groups/Student_Organization_Resources/ 


Vision, Mission and Values of Park University

The Vision and Mission of an organization are the guiding principles that allow the organization to func

Vision Statement

Park University, a pioneering institution of higher learning since 1875, will provide leadership in quality, innovative education for a diversity of learners who will excel in their professional and personal service to the global community.

Mission Statement

Park University provides access to a quality higher education experience that prepares a diverse community of learners to think critically, communicate effectively, demonstrate a global perspective and engage in lifelong learning and service to others.

Core Values that Guide Our Actions

Accountability

Civility and Respect

Excellence

Global Citizenship

Inclusivity

Integrity

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.

Office of Student Leadership & Engagement Learning Outcomes

Students who participate in Student Leadership & Engagement programs and events will:

  1. Recognize and apply their service and university involvement experiences to university, career and personal decisions.
  2. Understand their rights and responsibilities as involved citizens within their personal, local and global community.
  3. Be provided opportunities to define, develop and enhance healthy relationships with peers, faculty, staff and greater community members.

Student organization leaders within the Office of Student Leadership & Engagement will:

  1. Be provided with organization and leadership development theory in order to understand and apply such theory to their involvement experience.
  2. Utilize academic and personal values and experiences to achieve desired goals through the use of S.M.A.R.T. analysis.
  3. Understand the differences between leadership and management and be able to communicate such differences effectively.

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, assessments, and a student first mindset.

These goals are implemented through:

Our MyPark Page can help you track see what we are working on next. Find it here (https://my.park.edu/ICS/Campus_Life/Campus_Groups/Student_Organization_Resources/Goals_and_Outcomes.jnz) .

Important Dates for Academic Year 2014 - 2015

Description

Date

Time

Location

Student Organization Retreat (Spring)

1/20/2015

4:00 PM

PDL and Online At:

https://sas.elluminate.com/m.jnlp?sid=2011284&password=M.5A52C7272CF98E7727B0CA6673D29F 

Spring Activities Fair

1/23/2015

11:30 AM

Thompson Student Center

Certification and Funding Form Due ( Spring)

1/30/2015

12:00 AM

Online

Dr. Doris Howell

4/8/2015

6:00PM

PDL

Honors Convocation

4/15/2015

7:00 PM

Chapel

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

Park University Website at www.park.edu/calendars


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

Student Life Staff

StudentLife@park.edu

8165846377

Diana Boyd McElroy Ph.D.

Dean of Students

Diana.McElory@park.edu 

816-584-6377

Jayme Uden, Ed.D.

Associate Dean of Student Life

Jayme.Uden@park.edu 

816-584-6595

Kathleen Robey

Director of Food Services

Kathleen.robey@park.edu

816-584-6395

Andrew Davis, M.P.A.

Director for Student Success

Andrew.Davis@park.edu 

816-584-6411

Thia Tomasich

Campus Safety

Dispatch@park.edu

816-584-6444

Ben Zibers

Coordinator for Student Engagement

BZibers@park.edu 

816-645-4166

Print/Copy Services

copycenter@park.edu

816-584-6297

Ronnie LaNear

Media Services

Ronnie.lanear@park.edu 

816-584-6745

Help Desk

Information Technology Requests

Support.Technology@park.edu

816-584-6768

Alicia Youmans

Facility Services

Alicia.Youmans@park.edu 

816-584-6220

2014-2015 Park Student

Government Association Officers

Senate@park.edu 

(816)584-6398

Jeremy Barnes

PSGA President

jeremy.barnes@park.edu 

Derek Braun

PSGA Vice President

Derek.Braun@park.edu

Pauline Plantiveau

PSGA Secretary

pauline.plantiveau@park.edu 

Fasli Amikishiyev

PSGA Business Manager  

fasli.amikishiyev@park.edu

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:

  1. Make sure to 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 Universitys Trumba Calendar: www.park.edu/calendars
  2. Turn in the Certification form located at: https://secure.jotformpro.com/form/32315261938959
  3. Have a valid constitution on file at Student Life email studentlife@park.edu to find out whats on file thus far if you are unsure.
  4. Review and meet the organizational expectations in Appendix B.
  5. Sumbit your events to Park University Calendar: http://new.park.edu/calendars/submit-an-event.html
  6. Submit your meeting minutes to studentlife@park.edu after your meetings. Please use the template located in the quicklinks.
  7. Make sure to have a defined and updated President, Treasurer and Advisor
  8. 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 way Organizations at Park University receive funding:

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. This is due to the $50 Student Fee that students pay when signing up for classes. The breakdown of the funds is $20 to PSGA, $20 to PSAB, and $10 to the Pirate Fitness Center. 60% of the PSGA total allocation goes to organization allocations and eligible organizations will gain $300 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 $300 dollar automatic payment you must:

  1. Certify your Club (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. Find out how much money will you need for the semester
  6. Request a club allocation with a budget attached through: https://secure.jotform.us/PSGA/Club_Allocation_Form
  7. Submit the form befores the deadline for allocation requests which is the third week of classes each semester (Spring 2015 is January 30th)

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 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  

Please check out the interactive flowchart in Funding Request Flowchart for additional information.

 

Fundraising and Your Organization

The Parkville & Kansas City Community is a great place 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 fill out the Sodexo Permit for Outside Food form to request food service donations. 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.

If external donations are requested, the following steps will need to be completed.  

  1. Before asking a business to make a donation, you must complete the Request to Solicit Donations for Certified Park University Student Organizations, available online at: https://secure.jotform.co/ParkUniversity/requesttosolicitdonations . Using that information, Student Life and University Advancement will collaborate and come to a conclusion on the event approval.  While Park encourages fundraising by organizations, University Advancement reserves the right to deny any request that may conflict with current university fundraising opportunities. *Keep in mind that while you are fundraising for your organizations, you are also fundraising for Park University.

  1. After the approval is given, a letter will need to be created that is taken to businesses that  verifies your position and organization while explaining the event and its benefits to the students of Park University.  This letter should also include a brief description of the planned activity the donation/contribution will support and an explanation of why your group is trying to raise money. (Businesses tend to be more willing to donate to organizations when they know who you are, what you do, and what your organization hopes to accomplish by soliciting funds or items for donation). A sample letter has been created for you in Appendix E: Sample Request for Donation Letter.

  1. When donations are received, you will want to prepare thank you notes to the contributors and include the appropriate publicity to recognize those businesses that have supported your event. University Advancement staff may also prepare letters for those businesses for tax purposes, verifying the type of donation and estimated value. Please check with Student Leadership and Engagement Office if businesses make such a request and we can provide a gift in kind letter letter that will need to be returned to the office of University Advancement within three days of receiving the gift.

  1. Student Organizations are responsible for depositing gifts with the cashier within three (3) days of receiving the funds, along with reporting of stewardship of any donations. Please make sure that checks are made out to Park University.

  1. Student Organizations will deposit funds raised with the Office of Institutional Advancement so that the donor will receive University wide recognition and/or tax receipt for IRS purposes. These funds will be deposited in the student organization account provided in preliminary request form.  Student Organizations will also write a “Thank You” note from the organization to the donor, with a copy being provided to Institutional Advancement and Student Organizations will fulfill any promises made in regards to recognition of donation, including banners, posters, etc. Note: Make sure you maintain a list of businesses to which you have made solicitations for future use.

  1. Student Organizations may be imposed probationary status if these fundraising procedures are not followed, as they protect not only the Student Organization, but also the University in its fundraising goals and opportunities.


Utilizing University Funds

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 – Up to $50.00

1. Obtain a Petty Cash Form, available in the Student Leadership & Engagement Office or from your advisor.

2. Complete the form and submit to your advisor for approval.

3. The Organization 90-Account balance will be verified.

4. Go to the Cashier's Window between the hours of 10:00 am – 3:30 pm to receive

cash.

5. Obtain a copy of Park University’s tax exempt form in the Student Leadership & Engagement Office of from your advisor. If you pay tax on an item – you are personally responsible for the amount of the tax.

6. Return receipts and change totaling amount of Petty Cash request to the Cashier's Window the following business day.

Adviser 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.

Purchase Order – $100.01 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.

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.

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 at Park University 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 infomration 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 organizations purpose)
  2. Inform advisor regarding event
  3. Secure funding for an event from Student Senate
  4. Check room availability and request space with through the AdAstra System at appendix
  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

Blank Media Marketing Form: https://drive.google.com/a/park.edu/file/d/0B0fc5MC3fZfXY1N1NnFvNTZ0UWM/view?usp=sharing

        Additional Creative Marketing Ideas: Creative Marketing Ideas

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.

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
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. If alcohol were to be at such event that would be a student conduct violation, and we would not want to have such occur with one of our student organizations.  For more Information please go to http://www.park.edu/campus-safety/drug-and-alcohol-use-policy.html.

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).


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: https://secure.jotform.co/form/32226872800855
  2. You will need at least one Park University full-time faculty/staff advisor
  3. You will need at least five interested members
  4. Then you will have six weeks to write a constitution and turn in with Certification Form.

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 at: https://drive.google.com/previewtemplate?id=1_OZw_hsK00NoBatEBtdr4Ump6LzSlt4R9P12G0e6B08&mode=public and email 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
  2. Assign responsibilities over the break at your final meeting
  3. Celebrate a great semester!
  4. Equip your officers with a transition information. We have created a simple guide at the end of this document located in Appendix J: Student Transition Guide


Additional Student Resources and Policies

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 or the Student Handbook at www.park.edu/http://www.park.edu/mobile/_files/student-handbook/StudentHandbook.pdf 

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 Pirate Grounds coffee 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. The documents original purpose was for use in a business environment, but its core remains universal. http://www.communitybusiness.org/images/cb/publications/2009/WLB_Guide.pdf 

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 

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. For the complete policy refer to Park University Catalog at http://www.park.edu/catalogs/ and see Student Life website for more information and educational programs.

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 the Dispatcher, 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 to Enrollment Services staff at EnrollmentServices@Park.edu, through the Dean of Students, or by way of the Student Complaint and Concern Form, which is managed by the Associate Vice President for Student Affairs.

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 Coordinator, Diana Boyd McElroy 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. 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. Further details about contacting OCR is available at: https://wdcrobcolp01.ed.gov/CFAPPS/OCR/contactus.cf m. The online Sexual Harassment/Sexual Assault Report Form is available online at: https://secure.jotformpro.com/parkconcernform/sexualharassment.


Appendix A: Student Organization Certification: Full Document

Purpose

Park University herein establishes a system of certification for student organizations to insure the rights of students to form associations, to define the relationship between the University and student organizations, to maintain the right to choose which student organizations it recognizes, and to insure that the requirements for certification, the privileges received through certification and the policies and procedures that govern student organizations are administered in a nondiscriminatory manner.

 

Limits of Certification

Certification does not permit a student organization to use or act in the name of the University, to represent the University, engage in any contractual obligation in the name of the University nor represent the organization as being an official part of the University. Certified student organizations are permitted to have external affiliations, may be part of an incorporated external organization, or may be individually incorporated. Certification expressly permits certified student organizations to only operate on campus. Off-campus activities of certified student organizations are the sole responsibility of the organization, officers and members. Membership in a certified student organization and participation in its activities are voluntary and all risks of personal injury, property damage or other losses that occur incidental to membership or participation in activities are assumed solely by the student organization and/or individual member(s) or participant(s).

 

Certification Status:

Certification:  Certification of a student organization is accorded to student groups that meet the standard conditions for certification. Nationally affiliated organizations must be recognized by their national office to officially operate on campus.

Recognition:  Recognition of a student organization is accorded to student organizations that meet certification requirements and have an official association or working relationship with an official operating unit of the University. The nature and extent of the working relationship are determined solely by the chief administrator of the operating unit. The activities and programs of recognized student organizations are not considered official programs of the University.

 

Requirements for Certification

1.    Complete the online Certification Application found at http://jotformpro.com/form/32315261938959.

2.    Accurately disclose the purpose of the organization and operate in accordance with its stated purpose.

3.    Disclose any external affiliations; provide the constitution and bylaws of any such organization with which it may be affiliated; and certify that all conditions for affiliation meet the certification standards of the University.

4.    Submit a constitution according to standards with the Certification Application. (see Student Organization Manual.)

5.    Submit a complete membership roster with the names of at least (5) currently enrolled Park students (on Certification Application) semi-annually (September & January).

6.    Organizations must secure a full-time faculty or staff member at the University to serve as an advisor.

7.    After approval of certification, maintain an active membership of a minimum of five (5) Park student members.

8.    Provide accurate membership rosters and signed Hold Harmless Agreements for all members and participants in organization activities as directed.

9.    Maintain at least two (2) student officers, President and Treasurer.

10. Limit voting, officer positions and formal leadership roles to currently enrolled students of the University.

11. Submit all changes in constitution and bylaws, officers and advisor within one week of formal elections via the electronic student organization certification form found at http://jotformpro.com/form/32315261938959.

12. Adhere to University policies and procedures and local, state and federal laws.

13. Conduct all activities in a manner consistent with the educational mission of the University.

14. Conduct all activities in a manner that contributes to the intellectual, ethical, psychological and personal growth of its members.

15. Refrain from advocating, inciting or participating in any material interference or physical disruption of the University.

16. Refrain from the use of deceptive recruitment practices and the use of coercion, manipulation and proselytization techniques as a means of recruitment.

17. Refrain from the use of any illegal discriminatory criteria including those listed in the Park University Student Code of Conduct non-discriminatory policy in the determination of membership.

18. Refrain from participation in hazing activities.

19. Refrain from using the organization for the financial enrichment of any officer, member or affiliate.

20. Refrain from directly or indirectly using University resources for the express benefit of external affiliates.

21. Use dues and other membership fees for the express benefit of the organization and in fulfillment of its purposes.

22. Maintain University accounts as required.  (Visit the Office of Student Leadership and Engagement on the First Floor of the Thompson Student Center for more information.)

23. Refrain from maintaining outside bank accounts if funded by activity fees, and refrain from using the name of the University on private bank accounts.

24. Refrain from entering or attempting to enter into contractual obligations for the University without prior authorization by designated University staff.

25. Refrain from directly or indirectly using University resources in support of any candidate for public office.

26. Refrain from soliciting funds outside the University without the express approval from the Office of Student Life found at http://jotform.co/form/32327391619861.

 

Benefits of Certification

1.    Eligible to use University facilities, equipment and services according to policies and procedures.

2.    Eligible to apply for funding from student government under the policies and procedures set forth in the appropriate student government constitution and bylaws.

3.    Eligible to receive professional advising and other services from the Office of Student Life.

4.    Eligible to collect dues, sponsor fund-raising events and solicit funds according to University policy.

5.    Eligible to receive awards or honors presented to student organizations and members.

6.    Eligible to be listed in University publications.

7.    Eligible to participate in University activities.

8.    Eligible to distribute literature and organizational materials as well as post material on controlled University bulletin boards according to University policies and procedures.

9.    Eligible to apply for a University account and to use the services of the University business departments.

10. Eligible to request assistance to the Office of Student Leadership & Engagement to receive services from the Communications Department to promote organizational activities.

 

Additional Requirements and Privileges for Recognition

1.    Organizations with National sponsorships must be recognized to operate on campus and are subject to additional recognition policies and procedures approved by the Office of Student Life

2.    The student organization must have established an official working relationship with an operating unit of the University.

3.    The purpose and activities of the group must be compatible with the mission of the University.

4.    The sponsoring University unit and/or the approving academic Dean may establish additional requirements for recognition beyond the standard requirements for certification, must approve of the organization's constitution as a condition of recognition, and may establish policies and procedures to guide and define the working relationship. They may afford the recognized student organization additional privileges beyond the standard privileges of certification.

5.    The recognized student organization is granted exclusivity of purpose and function, that is, the operating unit will not recognize more than one such group.

 

GETTING STARTED

If you are interested in starting a new student organization, the Office of Student Leadership & Engagement provides a limited opportunity to utilize on-campus facilities to gauge interest prior to completing all registration requirements. You must submit the Petition to form an organization form located at https://secure.jotform.co/form/32226872800855 . You may contact the office of Student Life to plan an interest meeting. An interest meeting is defined as a meeting to explain the purpose of the organization, identify individuals interested in forming the organization and completing the requirements of registration (i.e. creating a constitution). In addition to having one interest meeting, you may post on campus once (i.e. to advertise the interest meeting). Postings must be approved through Student Life (see the policies regarding postings). Again, you will need to notify Student Life that it is a posting for a potential student organization.

 

STUDENT ORGANIZATION ADVISORS

What is an advisor?

An advisor is person who gives advice or makes a recommendation as to a decision or course of action. This is the most practical application of the term.  In a university setting this definition is expanded to often include a role model, teacher, confidant, resource person, and more.

 

The role of the advisor will vary from student organization to student organization and is often dependent upon the very nature of the personalities involved.  Primarily, the role of the advisor is not parental. They will establish a good working relationship with the group based on respect and genuine caring. Appropriate intervention, sound guidance and an objective perspective are all ingredients necessary for good advising.

 

Guidelines for being an advisor

All student organizations are required to have an advisor who is a full-time staff or faculty member at Park University. Within the context of the broader mission and policies of the University, advisors shall share insights and directions that allow student organizations to further their objectives and enhance the meaningfulness of organization membership. The advisor should not serve as an unofficial officer of the organization.

 

Specific responsibilities of the advisor shall be to:

·         Attend meetings

·         Provide guidance to officers

·         Receive all financial statements

·         Oversee all financial transactions of the organization

·         Ensure that all members have a 2.2 minimum GPA

·         Provide consultation concerning membership selection procedures and responsibilities

·         Review and sign the organization’s annual report

 

Because of the involvement of some student organizations in University governance, their advisors may be appointed by the Dean of Students as part of the advisors’ professional responsibilities.

 

Take some time to discuss reciprocal expectations with your advisor(s). Try to establish open lines of communication that will enable you to work together effectively. Advisors should not advertise for the organization or complete any required forms in place of the student officers. If at some point you have difficulty locating an advisor, or are having some complications with your current advisor, please stop by Student Leadership and Engagement or call 816-584-6375

 

Who is eligible to serve as an advisor?

An advisor must be either a faculty member (not on sabbatical) or a staff member at the University. The faculty or staff member must be employed at the University full-time. Unless it states otherwise in their position description on file with human resources, faculty and staff may only advise up to two student organizations.

 

What is the role of an advisor?

The advisor serves as the link between the Student Organization and the University; providing guidance to the organization in regards to University policies and procedures.

 

While specific roles should be defined by the organization and the advisor, an advisor should generally:

·         Provide expert knowledge and advice

·         Be knowledgeable about activities and programs of the organization

·         Suggest and encourage new program ideas

·         Help members apply principles and skills learned in and out of the classroom

·         Point out new directions and options

·         Provide insight into the group’s problems and successes

·         Assist in maintaining high standards of programming and individual performance

·         Provide continuity with the history and tradition of past years

·         Assist in the development of procedures and plans of action

 

In return for their support, the advisor should expect that they be consulted regularly by the officers concerning their plans for group activities or programs. The advisors should know what events are being planned and should offer ideas and suggestions freely, but not dominate the program planning process.


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

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 Organization s 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 Organization s 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 Organization s 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.

It is recommended that certain information be present in an organization's Constitution in order for the organization to function efficiently and to protect the rights of all members. Suggested statements appear in parentheses.

Name ("The name of this organization shall be ...")

Statement of purpose ("The purpose of this organization shall be..."). The statement of purpose can be one sentence or several paragraphs

Officers

Who are the officers and who may qualify for each office? What are the duties of each officers. What procedure is to be followed in the event of a vacancy? How may an officer be removed?

Elections

How often are elections to be held? How are nominations to be made? Who is eligible to run for an office? How is an election to be determined?

By what means and how far in advance will nominations and/or elections be announced and/or members notified?

Membership

Who is eligible for membership? Will there be different categories of membership? What are the rights of the different members? How may a member be removed?

Finances

Will dues be required and if so, how much, how often, and to whom are they paid? Who is responsible for collection and disbursement of funds? Who may authorize expenditures?

 

Meetings

How often will meetings be held?

How will members be notified of such meetings? How will organizational decisions be made?

Who is eligible to vote at meetings?

What constitutes a quorum at meetings (or elections)? [A quorum is the absolute

number of members or the percentage of members, usually voting members, required to be in attendance (or to vote in order to conduct business]

 

Amendments to the Constitution and Bylaws

By what procedure will amendments be proposed, discussed, etc.? How will such an amendment be incorporated into the Constitution? (If by vote, by what majority?)

 

Ratification

By what process will the Constitution go into effect?

 

Parliamentary Procedure

What reference will be used in parliamentary instances not covered by the Constitution or Bylaws (e.g., Robert's Rules of Order)?

 

Advisor (optional)

What is her/his role in the organization? How is she/he selected?

 

Affiliations

What is the affiliation, if any, with local, state, national or international organizations and what is the relationship of the organization to the affiliate?


Appendix D: Park Student Government  Financing Association Flowchart


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,

 

 

 

Jane Smith                                                                                       Benjamin M. Zibers

Vice-President                                                                            w: (816)584-6375

Park Student Activities Board                                                        Coordinator for Student 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://drive.google.com/file/d/0Bw3M4ii23Z8pN1hjR2FMVnp6amc/view?usp=sharing 


Appendix F: Petty Cash Form

Appendix G: Tax Exempt Form


Appendix H: How Can I Spend My Organizations Money FlowChart

Appendix J: 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 organizations success.

Transition Guide

Transitioning with your organization is an important step in the life of your organization. It’s Important Information to Pass on in Your Officer Manual. A binder/electronic copies of the following recommended resources should be compiled and given to the incoming officer:

People (Contact Information)

 

·         Outgoing person’s contact information (in case there are questions when the new person takes office)

·         Other student organization contacts

·         Park University staff contacts (faculty/staff/alumni advisor, advisor, etc.)

·         Vendor contacts

 

Documentation

 

·         Position description/responsibilities of the position

·         Calendars/Timelines

·         Sponsorship information (i.e. what organization, event, etc.)

·         Electronic copies of posters/flyers

·         Meeting agendas

·         Meeting minutes

·         Templates for forms/letters

·         Budgets from prior years

·         Financial documents (i.e. receipts, invoices, etc.)

·         Electronic copies of all important documents (i.e. constitution, policies, procedures, etc.)

·         Login information/password for Social Media, Google Docs

 

Key Activities, Initiatives, and Events

·         Information for any past vendors used (i.e. caterers, transportation services, DJ, etc.)

·         Descriptions of past events, checklists, plans, etc.

Having an effective transition guide is instrumental in providing for your organization year after year.

Appendix K: Event Management Checklist

Event Management Checklist

Park U Program Planning Checklist

Person

Projected

Responsible

Expense

Check Feasibility

Check for available dates.

Possible conflicts?

Budget Resources

Sum of all program expenses

Money currently available

Anticipated Income

Human Resources

Assess skills of group members.

Will outside help be needed?

Preparation Tasks Facility Reservations Food/Catering

Completion

Person

Projected

Responsible

Expense

Date

Contracts/Agreements/Finances

Request for Purchase Form

Equipment Requirements/ AV

Public Address

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 L: Sodexo Food Permit Application for Temporary Food Distribution Permit

Sodexo has an exclusive contract for food service on campus. Faculty, staff, students, and guests planning events held on campus during which food will be served must contract with Sodexo to provide the food. Sodexo recognizes that there may be some circumstances when a student organization/department may request to provide food from another source if Sodexo is unable to provide this service. Examples of instances in which a Temporary Food Distribution Permit might be granted include:

□         Cultural/Ethnic celebrations

□         Donated food items

□         Carry-ins/Pot Lucks

□         Weddings/Celebratory Cake

Special Permits will need to be granted for:

□         Bake sales

□         Any food being sold/resold.

□         Food prepared in a location without a county health permit  (except carry-ins/pot lucks, see below)

Further Explanations

Instructions and Approval Process

Step 1

In order to apply for a Temporary Food Distribution Permit please complete the Sodexo Food Permit Application. University approval is required prior to any department/student organization utilizing an outside caterer to cater an on-campus event.

Step 2

The Sodexo Food Permit Application should be submitted to:

   

             Kathleen Robey

Director of Food Services, Sodexo

                                       Thompson Student Center, 2nd Floor 

kathleen.robey@park.edu 

The application should be submitted at least 14 business days prior to the date of your request.

Step 3

Applicant will be notified of the status of their application within 5 business days of its submission. If approval is granted for a Sodexo Food Permit Application, the department/student organization will receive written confirmation and a Sodexo Food Permit to be completed by the department/student organization representative and caterer/business owner. The Sodexo Food Permit should be returned to Kathleen Robey no later than 3 business days prior to the event. The following must accompany the completed permit:

1.         A copy of the Caterer/Business Owner’s current County Health Permit

2.         A copy of Commercial Liability Insurance

§           Minimum $1,000,000 combined single limit

§           Minimum $2,000,000 in the aggregate

 

The certificate, additional insured endorsement, and Health Permit must be mailed, emailed, or faxed to:

Kathleen Robey

Director of Food Services, Sodexo

kathleen.robey@park.edu

The provisions outlined above exist to protect the health and safety of our students, faculty, staff, alumni, and guests.

Sodexo Food Permit Application

Temporary Food Distribution Permit

Date:                                                                                Name:                                                                                      

Department/Student Organization:                                                                                                                                     

Email:                                                               Phone:                                                   .                                               

Event Information

Date of Event:                                          Time of Event:                                         Event Location:                                                   

Description of Event (please include any special conditions that might apply):

 

If using an outside caterer complete the section below:

 Caterer

Caterer’s Legal Name:                                                                 Ph:                                         Fax:                                    Address:                                                                                                                                                                              Contact Person:                                                                            Email:                                  Ph:                                   

 

Terms & Conditions

1.         Caterer is granted a limited permit for the distribution of food only.  This Permit may be terminated or cancelled by the Uni versity at any time, in its sole discretion without recourse by Caterer.

2.         Caterer must comply with all directives of University authorities.

3.         Caterer is solely responsible for the management, preparation, and distribution of its food, including set-up, take-down, and clean-up, as well as all financial obligations and liabilities in connection with or necessitated by this permit, except as otherwise specifically provided in Permit under “Special Conditions.”

4.         Caterer is responsible for providing any and all equipment and personnel necessary to conduct its business except for the specific obligations

of University contained within the Permit under “Special Conditions.”

5.         Caterer is responsible for obtaining all required licenses or permits and fully complying with applicable federal, state, local laws and regulations as well as all pertinent University policies.  This includes:

6.         Caterer shall defend, indemnify and hold harmless the University, its officers, agents, and employees, from and against any and all claims, damages, costs, expenses, including reasonable attorneys’ fees, losses, or liabilities, arising out of or in any way connected with this Permit including, without limitation, claims for loss or damage to property, or for death or injury to any person or persons.

7.         Caterer, at its sole cost and expense, must insure its activities.  At least one (1) week prior to the commencement date for use of University facilities, Caterer must furnish to all relevant documents showing caterer’s compliance with the University’s insurance requirements.

1.         A copy of the Caterer’s current County Health Permit

2.         Copy of Commercial Liability Insurance

a.         Minimum $1,000,000 combined single limit AND Minimum $2,000,000 in the aggregate b.            Caterer is required to name Curators of the University of Missouri as additional insured

8.         Caterer may not assign or delegate this Permit to any third party without specific written permission of the University.

9.         This permit is governed and interpreted under the laws of the State of Missouri.

10.   This Agreement and any terms of a catering contract that are not inconsistent with this Agreement represents the entire Agreement between the parties with respect to the subject matter hereof and supersedes all prior offers and negotiations, both oral and written.  It may not be amended or modified in any respect whatsoever, except in writing as authorized by both parties.  The Terms & Conditions of this Agreement govern and are not subject to change by reason of any terms stated on Seller’s invoice, catering contract or other document provided by Seller.

Caterer Signature

As an authorized representative of the caterer, I understand the Terms & Conditions governing the Sodexo Temporary Food Distribution Permit.  I agree that I will be able to meet the Terms & Conditions above if the application is approved.

 

Caterer’s Signature                                                                     

Caterer’s Name (print)                                                                    Date         

 

Campus Representative                                                                                                                               

 

Campus Representative Signature:                                                      Date:                                       


Appendix M: Marketing FlowChart


Appendix N: 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 O: Student Transportation Policy

(https://my.park.edu/ICS/Campus_Life/Campus_Groups/Student_Organization_Resources/)

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 P: Student Transportation Policy Guidelines

These are guidelines for the Student transportation policy implementation.