Park University Student Organization Training Manual
Office of Student Leadership and Engagement
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.
Student Organization Quicklinks
These links provide a quick overview of the necessary forms for your organization's success at Park University.
Vision, Mission and Values of Park University
The Vision and Mission of an organization are the guiding principles that allow the organization to function.
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.
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
Civility and Respect
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, assessments, and a student first mindset.
Student Organization Retreat
Opening Convocation and Activities Fair
Student Organization Retreat 2nd
Fright Night Meeting - 12pm
Parkville Coffee Study Night
SPRING Student Org Retreat
Spring Activities Fair
Other Special Events, Club Meeting Dates, and University Closings are listed on the
Park University Website at www.park.edu/calendars
Student Life Staff
Jayme Uden, Ed.D.
Dean of Student Life
Ben Zibers, M.P.A.
Director for Student Engagement
Karie Schaefer, M.A.
Director of Residence Life
Information Technology Requests
Director of Food Services
2016-2017 Park Student
Government Association Officers
PSGA Vice President
PSGA Business Manager
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:
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:
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 $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:
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:
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:
If external donations are requested, the following steps will need to be completed.
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.
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 firstname.lastname@example.org.
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:
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.
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.
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.
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.
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.
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.
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.
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
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 email@example.com, 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.
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 (firstname.lastname@example.org).
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.
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.
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
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 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 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
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
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
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
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
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.
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/
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.
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.
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: 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://www.jotform.us/PSGA/Club_Allocation_Form
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. (Hold Harmless Agreement Can be found here: https://drive.google.com/file/d/0Bw3M4ii23Z8peFpzRmVuNk1UQkk/view?usp=sharing ).
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 communication at email@example.com
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.
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.
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 firstname.lastname@example.org .
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.
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 email@example.com. 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
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?
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?
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?
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?
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?)
By what process will the Constitution go into effect?
What reference will be used in parliamentary instances not covered by the Constitution or Bylaws (e.g., Robert's Rules of Order)?
What is her/his role in the organization? How is she/he selected?
What is the affiliation, if any, with local, state, national or international organizations and what is the relationship of the organization to the affiliate?
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: https://goo.gl/5kBnBn or 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.
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.
Firstname Lastname Benjamin M. Zibers
Vice-President w: (816)584-6375
Park Student Activities Board Director 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
Purchasing Policy Guidelines- Located on MyPark “Purchasing” page
As a student at Park University, I will hereby comply with the above when utilizing the University purchase card when purchasing on behalf of the Student Organization represented. I will return the card promptly and with the proper receipts in order.
I will return the card by ___________________
Meeting Minutes Recieved__________________
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.
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
· Position description/responsibilities of the position
· 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.
Park U Program Planning Checklist
Check for available dates.
Sum of all program expenses
Money currently available
Assess skills of group members.
Will outside help be needed?
Preparation Tasks Facility Reservations Food/Catering
Request for Purchase Form
Equipment Requirements/ AV
Set-Up/Decorations Transportation Lodging
PARK UNIVERSITY Web Events Calendar
Assist Last Minute Problems
Close Out Financial Records
Evaluation of Program
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.
For all off campus food procurement, including catering and bake sales, participants will need written permission from the University’s Director of Food Service, Kathleen Robey - Kathleen.Robey@park.edu.
The full text of the permit can be found here: https://my.park.edu/ICS/Offices/Student_Life_and_Leadership/.
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:
Forms can be found in MyPark here:
STUDENT TRANSPORTATION POLICY
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”).
This Policy provides the standard operating procedure for activities or events in which students are transported off the grounds of any Park University campus.
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.
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.
These are guidelines for the Student transportation policy implementation.
Appendix : Marketing Checklist