The Guidebook for
Student Organizations &
Office of Student Engagement
Campus Center 106
The Guidebook for Student Organizations & Event Planning is intended to assist organization leaders and individual students in planning events and doing programs for the Smith community. Used in conjunction with the Smith College Student Handbook, this Guide provides necessary and important information for students planning, as well as participating in, activities and events as part of an organization or as part of the Smith community as a whole.
Because no booklet, guide or handbook can answer all of your questions and concerns, there are a number of people with whom you are encouraged to discuss your programming proposals. The professional and student staff listed below work closely with several elected SGA office-holders who can provide invaluable assistance to your organization. If you are not sure with whom you should speak, the staff in the Office of Student Engagement can direct you to the right person. Early contact with the staff listed below can help an organization avoid later problems and unnecessary hassles. Remember, no question is too small when it comes to the success of your event.
Director, Office of Student Engagement, ext. 4967
Tamra oversees the effective development and administration of a comprehensive activities program, the efficient management of the Campus Center and event services in accordance with the OSE mission statement. She is the advisor to the Student Government Association, the Senior Class and oversees the Resource Center for Sexuality & Gender.
Assistant Director of the OSE for the Campus Center, ext. 2617
Matthew works collaboratively with students, faculty and staff to ensure the smooth implementation of programs, serves as a liaison with building and dining services, the Grécourt Bookshop, Post Office and other campus service providers supporting Campus Center program and events, supervises OSE Reservations Coordinator, custodial staff, Campus Center Managers and Service Associates.
Assistant Director of the OSE for Organization Development, ext. 6253
Sara works collaboratively with students, faculty and staff to support organization development. She oversees organization recognition and transition and manages the engagement curriculum for organizations and student employees. Sara advises WOZQ and the Sophomore and Junior Class Cabinets. She supervises the OSE Program Coordinator and Sophomore Push and Junior Ushers for Reunion.
Program Coordinator for Student Programs, ext. 4988
The Program Coordinator for Student Programs works collaboratively with students, faculty, and staff to identify and develop activities of interest to the Smith community. She advises the Student Events Committee. She supervises the Smith to Do Program associates, the Nolen Art Lounge coordinator and the Social Media coordinators. Melissa also coordinates First Week activities and Stress Free programs.
OSE Financial & Operations Coordinator, ext. 2639
This person serves as the operations and budget coordinator of the OSE. Oversees the OSE budgets and Treasurer Support Services which includes all organization and house accounts and key OSE administration functions related to organizations both in and outside of the Smith Social Network. They manage the administrative functions as they relate to operation of the office including oversight of student organization contract process; management of organization keys; payroll and Job X hiring; website management and support the work of the Director, Assistant Directors and Program
OSE Reservations Coordinator, ext. 4839
Christina schedules space in the facility for all Smith College users. Together with the Assistant Director for the Campus Center, she helps users navigate the schedule and room set-up process, providing our guests with space and equipment to ensure a successful program. She supervises OSE student employees.
Coordinator of House Events, ext. 4934
The Coordinator is responsible for scheduling, coordinating, and registering events sponsored by the house social chairs. The Coordinator works with the Associate Director of Residence Life and holds weekly office hours in her office in Clark Hall.
SGA Treasurer and Chair of the Organization Resource Committee (ORC)
The Chair of the Organization Resources Committee is also a member of the SGA Cabinet and is your organization’s primary advocate inside the SGA. The ORC Chair and her committee, made up of both a chartering and a budgeting branch, assist organizations with the chartering process, oversees the budgeting process and the Student Activities Fee. A full description of ORC Chair’s duties appears in the SGA Constitution and Bylaws.
SGA Office Manager, ext. 4950
The SGA Office Manager is your primary resource for getting in touch and scheduling an appointment with SGA Cabinet members, for answering questions about the SGA, for coordinating the airport shuttles and scheduling SGA Vans.
All spaces must be reserved and all resources requested through 25Live, https://25live.collegenet.com/ Reservations may not may made over the phone or in person. In 25Live you are able to make your reservation and at the same time request the things you need in the room to make your event happen or resources. Resources include such things as tables, chairs, microphones, laptop, etc. Resources should be put in as early as possible but can be changed or modified up to 10 days in advance of your event by logging into the system and editing your event.
As a general rule, organizations should NOT be hosting organization events in house spaces. If you need assistance finding a suitable space for your event please see the staff in the Office of Student Engagement for assistance.
Every attempt should be made to make as many events as possible open and accessible to all members of the community. To help you with this, please consult the accessibility information listed in this Guide and on 25Live when determining potential locations for your events.
The Office of Disability Services is available to provide technical assistance on accessibility to student organizations and houses. Both houses and organizations are responsible for making various arrangements for their events, including requesting and paying for sign-language interpreters during conferences, public performances, concerts, and lectures. The Office of Disability Services is located at 103 College Hall, ext. 2071 (voice), ext. 2072 (TTY/TTD), and can help address additional concerns regarding the accessibility of your organization’s events. Request for interpreters should be submitted two weeks in advance to the Office of Disability Services.
A Partial List of Accessible Spaces
Organizations May Reserve
Located in Ainsworth. Capacity: under 100
Typically used for small, conversational gatherings. Alcohol is not permitted.
Located on Elm Street. Capacity of Conference Hall: 165-250, depending on setup
Student organizations may use the Alumnae House for banquets, lectures, meetings, etc., when space is available. The Alumnae House may not be used for parties. The House is open to all Smith students subject to the following policies: the sponsor must contact the Alumnae House to schedule the event, as well as be present during the entire event. Smoking is not permitted in the House. Alcoholic beverages may not be served at functions attended by undergraduates. Please make your reservation well ahead of your date as availability is limited. There may be charges for the use of the rooms, for staff, for a receptionist, as well as incidental charges depending on the type of event.
Campus Center Spaces:
Reservations for the Campus Center may be made one semester in advance. Fall reservations may be made as early as the first day of classes spring semester. Spring reservations may be made as early as the first day of classes fall semester.
Meeting Room 003 (Capacity 30)
The meeting room has a combination of soft furniture, tables and chairs to allow for small meetings, intimate receptions, or relaxation. Various setups are available.
Meeting Room/Study Lounge 102 (Capacity: 25)
The meeting room has a combination of soft furniture, tables and chairs to allow for small meetings, intimate receptions, or relaxation. Various meeting setups available, round tables are not allowed.
Meeting Room 103/104 (Capacity: 75)
Tables, lounge chairs and stackable chairs make this room ideal for meetings or receptions. Various meeting setups available, round tables are not allowed.
Conference Room 204 (Capacity: 25)
A large, formal conference table surrounded by chairs dominates this room making it perfect for formal meetings.
Lounge 205 (Capacity: 60)
Whether it is a lecture or a large meeting, this room includes coffee tables, lounge chairs and stackable seating that can be arranged to the ideal setup for your event. Various setups available.
Carroll Room 208 (Capacity: 160, 240 or 500 depending on setup)
This large maple-paneled room can seat 160 people comfortably around round tables for a banquet or can be cleared out for a dance party accommodating 500 or provide enough seating for 240 to enjoy a lecture. This room has a podium, portable staging, blackout shade for the large windows and acoustic curtains lining one wall to make your event look and sound just as you wish. Various setups available.
Capacity: 180-350, depending on setup.
Located on the second floor of the Davis building, the ballroom is a large open space which can be set in a variety of arrangements making it suitable for lectures, dinner, performances and parties. Extra charges may apply for the use of the Davis Ballroom for custodial support.
Duckett Special Dining Room
Duckett Special Dining Room is available for meetings scheduled by members of chartered student organizations and academic groups made up of a majority of students paying for meals in college houses. Only the language tables may make weekly reservations. Reservations for other groups will be made in the order in which they are received.
Groups of up to 40 people can be accommodated. The dining room may also be divided in half allowing two groups; the maximum number per side is 20.
The Duckett Special Dining Room may be reserved Monday through Thursday for dinners and Friday for lunch. Breakfast meetings may be scheduled for recognized student organizations only. Reservations are made through the on-line Space Reservation Form.
Hillyer Art Building Spaces:
All of the spaces in Hillyer are reserved first for classes. Once the semester planning is complete, rooms may be reserved during non-class time.
Great for mid-sized lectures, this room has permanent auditorium style seating and comes equipped to meet all of your technical needs. You may not bring food or drink into this space. However, if you wish to host a reception you may reserve (separately) the student lounge immediately outside of Graham Hall. The student lounge has a number of couches and food and drink may be served. Graham Hall is not available on the weekends.
Colloquium Room 103
A smart classroom, great for meetings.
Seminar Room 109
A smart classroom dominated by a large fixed table perfect for meetings and planning sessions.
John M. Greene Hall
Located on Elm Street. Capacity: 2,000
Admission may be charged. Great for large-scale events and is equipped with a ticket booth. There are charges for custodial coverage and additional charges will apply for programs expecting over 1000 people to meet Fire Safety Standards. Groups using this space are expected to cover the cost of providing additional lighting and sound equipment if needed.
Neilson Browsing Room
Located in Neilson Library. Capacity: 100
Good for lectures and panel discussions. No admission may be charged. Available only during regular library hours. No odorous foods are allowed.
Resource Center for Gender and Sexuality
Located in the basement of Wesley House, the Center for Gender and Sexuality has stackable chairs, folding meeting tables, soft seating and a partial kitchen.
Admission may be charged. Large open space. No alcohol permitted.
Good for lectures and large meetings.
Located at the end of Green Street, in Sage Hall. Capacity: 650
Good for smaller concerts or large meetings. Admission may be charged. Prior to submitting an on-line space reservation form, a written proposal must be submitted to the Music Department and appropriate contracts provided by the Music Department must be signed. Subject to the approval and schedule of the music department.
Audio-visual equipment available. Stage-like configuration in the front. Good for small shows, film showings. Admission may be charged.
In December 2012 SGA and the OSE came together and purchased a community management platform. All events must be registered in the Smith Social Network, an online database system that is developed and managed by CollegiateLink. The Social Network supports recognized student organization administration through the development of electronic forms and processes, and a process management system that can be configured to include multiple levels of approval, when appropriate. The network provides organizations with a secure website that is edited using a simple, easy-to-use platform. Stakeholders in this project include student leaders, students, faculty and staff, campus administrators and alumni.
All events, meetings, practices and rehearsals need to be registered in the Social Network. All space and resources will still need to be reserved through 25Live, but all the details about your events, contract requests, fundraising approval, etc. will need to be registered within the Social Network.
To register your event you first need to log in to the Smith Social Network Once logged in, click on the organization that will be hosting the event. Click on events on the left and the create event button at the top right of the page. From there just answer the questions - it’s that easy! The Social Network uses skip logic technology meaning that each event registration form is customized to the event you’re planning. Approval will be done through the system on line and final approval will come from the Office of Student Engagement. Events that are labeled as Public or Campus Only will be displayed on the Home Page.
Throughout the year, the OSE will be offering training sessions for organizations on the Smith Social Network. Sessions and topics will be updated on the OSE Clubs & Organization Transition page on the website.
All organizations are responsible for setting a budget and budget priorities for the year’s events. SGA-Funded organizations receive their money through allocations made as needed throughout the year through the Organization Resources Committee. The budget year for all chartered organizations runs from July 1-June 30. Sound budgeting is essential in order to stay within the financial constraints of your organizations.
All organization bank accounts are kept by Treasurer Support Services located in the the OSE Office, Campus Center 106 and can be viewed through the Smith Social Network Finance Module. Organizations are prohibited from having an outside bank account outside of Smith. Treasurer Support Services can be accessed Monday-Friday, 9 am -4 pm Please refer to the Treasurer Support Services information section located under Clubs & Organizations on the OSE web page for further information.
There are many sources of funding for both campus and house events at Smith. Possible funding sources include The SGA Universal Funding Application which covers the ORC Discretionary Funding, Sawyer Fund, SGA Conference Fund and the Organization Conference Fund; Please note that these applications are up on the Smith Social Network and should be completed as early as possible to secure funding.
Fine arts funds will be distributed on a first come, first serve basis. The fine arts fund will reimburse the costs of hosting a fine arts program, not to exceed $250. Funding may be used for performance fees or technical support, but may not be used for food, hospitality needs, travel fees or accommodations for a fine arts event. The apply for Fine Arts Funding please go through the following link, https://socialnetwork.smith.edu/form/start/84856 to the Smith Social Network. Requests for Fine Arts Tickets can be made through https://socialnetwork.smith.edu/form/start/84858
1. Any individual or organization in the Smith community may apply.
2. The event must be held on the Smith campus.
3. The event must be free of charge and open to all Smith students and the larger community.
SGA Conference Fund
Organization Conference Fund
Chartered organizations that would like to attend a conference as a part of the organization may apply for the Org Conference Fund, which is primarily subject to the same guidelines as the Conference Fund with the additional limit that up to 4 students may attend a conference that requires a hotel room, and up to 8 students may attend a conference that requires an SGA van.
ORC Discretionary Fund
The ORC Discretionary Fund is available to any SGA chartered organization. Its purpose is to cover any expenses in addition to the money provided for the organization’s budget, as the ORC determines appropriate.
When filling out your application it is important to be as thorough as possible about the event/items you would like to receive funding for using the ORC Funding Policies as a guide for what the ORC will fund. If you are in an early stage of planning an event please provide us with as much information as possible.
In the event that an organization will not be spending funds allocated to them by ORC as indicated in this application, the funds must be returned to ORC immediately after the anticipated event or purchases. If an organization decides that the funds allocated can serve another purpose, they must request to spend the money on other items in an e-mail directed to the ORC Chair. If the organization fails to follow this procedure a penalty will be incurred as decided by ORC. For more information or if you have any questions, please contact the ORC Chair.
ORC Equipment Fund
The SGA Equipment Fund is available to any SGA chartered organization. Its purpose is to cover any one-time expenses for equipment associated with the functioning of that organization, as the ORC determines appropriate. “One-time” expenses can include those that are necessary every five years or more. When filling out your application it is important to be as thorough as possible about the event/items you would like to receive funding for using the ORC Funding Policies as a guide for what the ORC will fund. If you are in an early stage of planning an event please provide us with as much information as possible.
In the event that an organization will not be spending funds allocated to them by ORC as indicated in this application, the funds must be returned to ORC immediately after the anticipated event or purchases. If an organization decides that the funds allocated can serve another purpose, they must request to spend the money on other items in an e-mail directed to the ORC Chair. If the organization fails to follow this procedure a penalty will be incurred as decided by ORC. For more information or if you have any questions, please contact the ORC Chair.
Five College Funding
Additional funding can be found through Five College Funding for student events and lecture opportunities that have been planned and will included 3 of the 5 colleges.
ORC Frequently Asked Questions
Q: How long in advance should I submit a discretionary/equipment fund application?
A: Applications should be submitted by the Monday 5:00 pm before a Wednesday ORC meeting. If an application is turned in any later than Monday 5:00 pm the application will be held for the following week’s meeting.
Q: When does the money allocated get transferred?
A: Money allocated from the discretionary/equipment fund application should be transferred via a journal transfer and posted to your Social Network Finance account within a week.
Q: Does ORC accept retroactive applications?
A: No, ORC no longer accepts retroactive applications.
Q: May we apply to the SGA funds?
A: The SGA Universal Funding Application allows you to apply for all SGA and ORC Funds on one form.
Q. What exactly is fundraising?
A. Student fundraising is defined by the College as any endeavor involving monetary transactions, e.g., selling T-shirts or charging admission to a social event. Any event or transaction, through which an organization plans to receive money, even if a profit is not made, must be approved by the Director of the Office of Student Engagement. Fundraising approval is given through the event registration process in the Smith Social Network.
Any group of Smith College students, official or ad hoc, may raise funds among their fellow students, subject to the following conditions as well as the conditions defined in the Smith College Handbook.
Individual students planning an activity that included money transactions, i.e. fundraising, should follow the procedures outlined in the section dealing with Entrepreneurial Activities in this Guide.
Q. How does my organization submit an application for fundraising?
A. Fundraising approval is given to fundraising events as they are registered in the Smith Social Network.
Q. How does my house get approval for fundraising?
A. All house fundraisers must be approved by the House Presidents Association through the application submitted through the Smith Social Network when the event is registered.
Fundraising applications must be submitted a minimum of 10 days in advance of the date of the event. Failure to register the event by the deadline will result in a denied application. If there are questions or special conditions, the Director of the OSE will contact you directly. The application must be approved before the organization can hold its fundraising event.
Students are encouraged to seek the advice of the OSE Staff when planning fundraising projects. The staff can also help you with any problems you may have with the application process.
General fundraising guidelines
Other types of event sponsorships
If funds are to be raised by individuals or a chartered student organization by a conference, concert, or any other event involving an off-campus group (non-profit organization, social agency, business, etc.), or in the form of a benefit for an off-campus group, the following rules must be observed:
1. The sponsoring student group is liable for all financial obligations, as well as the content and organization of the event.
2. The sponsoring student group or individual must be in attendance at and throughout the actual event.
3. Charges will be made against the sponsoring student organization’s account for any excessive cleanup or for damage.
4. Publicity must clearly specify if an outside group will benefit from the fundraiser; the cost of admission or if a collection will be taken; and the name of the sponsoring student organization.
5. Non-college groups may not publicize events through on-campus publications, nor may they use SGA vehicles or space unless co-sponsored by a chartered student organization.
Requests by non-student, non-SGA chartered organizations to reserve space or raise funds on campus should be directed to the Office of College Events, ext. 2162.
ORGANIZATION FINANCIAL RESOURCES
Student Organization Credit Card
The Student Organization Credit Card can only be used in Campus Center, Room 106. An organization cannot take a photocopy of the credit card. The card can be used Monday-Friday between 10 a.m..- 4 p.m. (must complete transaction by 4 p.m.). Please bring a laptop as we do not always have a computer available.
Houses must use the credit card located at Student Affairs.
TWO TRANSACTION LIMIT PER ORGANIZATION PER DAY
The credit card cannot be used for:
Amazon – PLEASE USE THE OFFICE ACCOUNT
Apparel – t-shirts/sweatshirts not allowed unless there is fund raising money
College News Service – newspaper subscriptions
Donations & contributions
Fines & Penalties
Food - ask about our PeaPod account with Stop & Shop
Grecourt Bookstore – on-line charges
Hotel payments for guest speakers/performers
House Rentals – must have a conversation with Campus Center Director
Lighting & Sound for a performance (must be paid from an invoice)
Personal Items - graduation stoles unless there is fund raising money
Prohibited items outlined in the Student Handbook, Student Conduct & Social Responsibility
(alcohol, firearms, fireworks, hazardous materials)
Room reservations at restaurants which serve alcohol
Shipping charges for UPS or Federal Express
Travel expenses for guest speakers/performers
Credit Card Rules:
1) Only the Treasurer can use the credit card. No exceptions.
2) If you do not have the funds in your budget to cover the purchase, you cannot use the credit card.
3) Complete the Student Organization Credit Card Transaction Form (located in CC 106)
4) A scanned copy of the receipt must be sent to Donna Gingras firstname.lastname@example.org immediately after the transaction is made.
5) Hotel invoices must be brought to CC 106 when you return from your trip.
If you have questions about travel expenses, please refer to the Controller’s Office website regarding Travel and Entertainment: http://www.smith.edu/controller/TravelPolicy.htm
Student Organization “carry out” Credit Card
This card is intended to be used for small, local purchases and allow organizations a way to purchase items without having a student front the expense.
The card cannot be used for following types of purchases:
Failure to return the card on the same day will result in your organization being prohibited from using the card for the remainder of the semester.
Smith College Costco Membership
SMITH COLLEGE POLITICAL AND CAMPAIGNS
Smith College is a charitable entity subject to federal, state, and local laws and regulations regarding political and campaign activities. As such, the college is legally prohibited from endorsing candidates for political office or making any contribution of money, goods, or services to candidates. It is important, therefore, that no person intentionally or unintentionally cause the college to make such an endorsement or contribution.
There is no restriction on discussion of political issues or teaching of politics or campaign-related topics. While all members of the college community are also free to express political opinions and engage in political activities, it is essential that they do so only in their individual capacities and avoid even the appearance that they are speaking or acting for the college in political matters. Individuals taking political positions for themselves or groups with which they are associated should therefore clearly indicate, by words and actions, that their positions are not those of the college and are not being taken in an official capacity on the college’s behalf.
This policy statement, which addresses campaigns for political office and activities related thereto, articulates ways in which individuals can avoid having their personal opinions appear to be those of the college as an entity. The following specific guidelines are intended to aid all Smith College community members—students, staff, and faculty—in acting consistently with the legal restrictions on the college.
Activities Requiring the Use of Facilities or Open Areas on Campus
Political activities hosted at but not sponsored by the college, and that do not reasonably imply sanctioning by or affiliation with Smith College, may be undertaken so long as regular college procedures are followed for the use of facilities. Candidates running for office and/or members of a campaign staff wishing to use college facilities for appearances must comply with established college policies and rental fees, and must go through the Events Management Office for further information and reservations. No political fundraising is allowed at such an event.
Smith College as an institution may invite candidates running for public office for a forum or debate. Such a forum or debate must include all eligible candidates for a specific office who receive at least 8% in any one of the most recent polls conducted by these institutions: Suffolk University, University of Massachusetts, or Western New England College.
Political Activity and Student Organizations
Student political clubs and organizations recognized by the college may invite candidates or campaign surrogates of their choosing to speak on campus. Fundraising at such events is prohibited. Smith College is a 501 (c)(3) organization and may not sponsor partisan political events or provide support to particular candidates running for office. With that, posters, social media, emails, and websites advertising any such event should include the following disclaimer: “The opinions expressed will be neither the opinions of Smith College or its Trustees nor sanctioned by Smith College." The leadership of the sponsoring organization of such an event will also issue that disclaimer in the beginning of the event. In addition, the Smith College logo may not be used in any promotional materials, electronic advertising, and/or social media advertising the event.
The date, length, and format of the program and all other aspects of the program should be determined solely by the student organizations, with no involvement by Smith College (except that any College rules generally applicable to all events sponsored by student groups would apply). In addition, facilities must be available to the Smith Republicans, the Smith Democrats, and any similar group (e.g., the Smith Green Party or a group formed to support an independent candidate) on an equal basis.
Distinct from political campaign activities, lobbying consists of activities designed to influence decisions of legislators for or against a particular issue. Lobbying or attempting to influence federal, state, or local legislative action or a legislative or administrative official or staff member by using the name of the college may only be authorized by the president or her or his designee. Any lobbying activity, even when authorized, must be conducted in compliance with applicable law. No person may use federally funded contract or grant money received by the college for lobbying activities. Note, however, that individuals may individually attempt to influence the legislative process and use their college title for identification so long as such actions or writings are accompanied by a statement that the person is speaking as an individual and not as a representative of the college. (e.g. “The opinions expressed in this letter are those of the individual(s) signing below and not an official opinion of Smith College or its trustees.”)
Use of the Smith College Name and the Seal
Neither the name nor seal of the college or of any of its departments may be used on letters or other materials intended for partisan political purposes. College office addresses and e-mail addresses may not be used as a return mailing address for partisan political mailings. College telephones may not be used for partisan political purposes. However, campus residential telephone services may be used for these purposes. College services, such as interdepartmental mail, electronic mail, and mailing lists; equipment, such as duplicating machines, computers, facsimile machines; and supplies may not be used for partisan political purposes. No college employee may, as part of his or her job, be requested to perform tasks in any way related to partisan political purposes.
Responsibility for Interpretation
The Office of College Relations, in consultation with the Office of the President, interprets and applies these policies and guidelines. All questions on whether planned activities are consistent with the college's obligations should be addressed directly to the vice president for public affairs or her or his designee. In addition, students and student groups planning political or campaign activities should discuss their plans with the dean of the college or her or his designee. Students and student groups in the School for Social Work planning political or campaign activities should discuss their plans with the dean of the School for Social Work or her or his designee.
Approved by senior administrators
April 14, 2013
ORGANIZATION SPONSORED TRIPS
Whether you are planning a trip down the road or across state lines all students, student organization and house community leaders should adhere to the following guidelines when planning a voluntary trip away from campus.
First and foremost, we recommend that you familiarize yourself with the risk management policies and procedures for Voluntary Field Trips which can be found on the Five College Risk Management webpage at https://www.fivecolleges.edu/riskmgmt/facstaff/voluntarytrip. As the organizer of a trip it is your responsibility that every precaution is taken to get students to and from the destination safely as well as see that they remain safe while they are away from campus. To assist you in this we recommend that:
Second, during the planning stages of the trip make an appointment to talk with a member of the OSE. It is always a good idea to talk about your plans, how the trip is being funded and what you will be doing during your time away while there is still time to make changes.
Third, know what will be expected of your upon your return to campus. If you received money from SGA or Department funding sources know that you will need to produce receipts and any unused money upon your return. Funds given to you for a service trip, conference, or other event away from campus is College money and your are ethically bound to account for its use. Funds that cannot be accounted for will be charged back to your student account and you will be responsible for paying them back.
Lastly, always remember that you and your behavior are a reflection on Smith College. Plan ahead, act wisely and have a good time.
Any questions or concerns about the trip that you or your organization might be planning should be directed to the OSE, Campus Center 106, ext. 2639.
STUDENT ORGANIZATION SHORT-TERM INTERNATIONAL TRAVEL
Per the Short-Term International Travel Policy, all student travel abroad that is funded by the College, whether in whole or in part; all travel that results in academic credit; all travel that is arranged by the College; and all official trips made by recognized student groups.
Recognized student groups should be in touch with the Director of Student Engagement as early in the trip planning process as possible to talk through the policy, the process for approval and the development of an emergency plan.
The complete policy and guidelines are available on the Lewis Global Studies Center page,
VENDORS & ENTREPRENEURS
It is imperative that student groups and entrepreneurs have contracts signed by the vendors specifying the exact terms and conditions of the agreement about items to be sold and their prices. The contract should also state the amount of money that the organization will receive and/or the percentage of the sales proceeds that will be paid to the group by the vendor. Please request a contract through the Smith Social Network as you’re registering your event. Contracts will be generated and mailed out within 48 hours. All contracts must be signed by the vendor and submitted to the Office of Student Engagement with proof of insurance before a vendor is allowed to come on campus.
Outside vendors are asked to carry a general liability insurance policy before they may be sponsored by a Smith organization and brought to campus. Liability insurance protects the college as well as the sponsoring organization. Only one organization or entrepreneur may sell a certain type of item at one time. Priority will be given to the first application submitted for the particular item.
Q. Where can a vendor sell items?
A. The Garden Level of the Campus Center is the space designated for fundraising activities by outside vendors. Advance reservations are required and may be limited. Reservations must be made through 25Live.
Q. When can a vendor sell items?
A. Vendors can only sell items Monday through Friday. Vendors can be sponsored for a maximum of three consecutive days by any one organization. Vendors may also be invited to sell during student organization conferences which typically are held on weekends. All calendar listings for vendors will state their hours of operation as 9 a.m. to 5 p.m.
Q. What type of items can a vendor sell?
A. Items sold on campus by outside vendors must be in compliance with the policies set by the College regarding items that pose a fire hazard or a danger to the Smith community and are listed in the Student Handbook.
Any student who plans an entrepreneurial venture to raise funds for personal gain on campus must submit a project proposal, business plan, copies of proper certifications and/or licenses and their Risk Management Agreement to the Office of Student Engagement for consideration. Once approved, the student entrepreneur will be treated as an outside vendor and be charged a reduced vendor fee. Please contact the OSE for more information and information regarding the reduced student entrepreneurial fee.
Student entrepreneurs are encouraged to contact the Center for Women & Financial Independence (WFI) for assistance with developing a business plan and various logistics of owning and operating a business. WFI administers several funds designed to support students with advancing existing businesses, business ideas or product implementation. Request for funding applications can be found on the Entrepreneurship page of WFI website. Please contact the associate director of the Center for Women and Financial Independence or Susannah Howe, Design Clinic director in engineering to discuss funding and resource options.
The purposes of a written contract is to provide information as to how much will be charged — the who, what, where, time of the service, and whether other stipulations are to be met and by whom. Completed written contracts can eliminate the frequent misunderstandings of verbal agreements. The Director of the OSE must sign all written contracts on behalf of students and student organizations. The Associate Director of Residence Life must sign all written contracts on behalf of house communities. Students are prohibited from signing any contracts as it makes them personally liable for fulfilling the terms of the contract should a problem arise.
Preface any discussion of program, cost, payment, date, etc., by stating that you are just exploring ideas and options. Reiterate this again at the conclusion of the discussion. In this way you are making it clear that you are not agreeing to any service or payment. Many agents/performers may try to encourage a verbal agreement with you. Therefore it is important to state that you are just exploring your options or your organization may unknowingly end up with an extra event on your calendar and an extra charge to your organization.
College contracts protect the organization. It is important to have the contract with you during the event. Should any problems arise concerning fees, performing time, etc., having the contract, signed by both parties, available for reference, can help an organization avoid hassles with the provider.
Q. How do I obtain a contract?
A. If you are planning an event that involves an outside party, you need to have a contract. A standard Smith College Contract has been prepared to facilitate the most common types of contractual relationships: hiring an entertainer, bringing a vendor to campus and working with a caterer. Contracts are requested through the Smith Social Network as part of the event registration process. Contracts will be generated and emailed out the entertainer/vendor/caterer within 48 hours. You will be notified when they come back to the OSE or Office of Residence Life and you will be asked to submit the Purchase Request to have the fully executed contract paid. All purchase requests need to to signed in the CC 106 Office before they can be sent to the Controller’s Office for payment. You are responsible for getting your performer/caterer/vendor paid through Treasurer Support Services with the signed contract. Guidelines for vendor contracts can be found under the section, “Vendors and Entrepreneurs,” in this Guide.
If you have any questions, you can contact the Director of the OSE. Again, the Director of the OSE must sign all written contracts on behalf of all students and student organizations and the Associate Director of Residence Life must sign all written contracts on behalf of house communities. Students are prohibited from signing any contracts as it makes them personally liable for fulfilling the terms of the contract should a problem arise.
Q. How do I negotiate a contract?
A. One of the most important steps in preparing a contract is the negotiation that precedes the signing. Organizations are encouraged to consult the OSE staff for information prior to entering negotiations. They can provide you with information regarding the range of charges, if a performer has been at Smith before, whether any extra equipment is required, how well they lived up to the conditions of any previous contract, and the like. With this in mind, the organization will be in a better negotiating position.
REMEMBER…Organizations must have adequate funds in their account to cover the charges set forth in the contract before the contract will be signed. The College cannot assume financial liability for the contract. Thus, the organization must be able to demonstrate that they are able to pay for the services and the charges included in the contract.
FILMS, VIDEOS AND DVDS
Federal law restricts how copyrighted materials, including films may be used. Videos and DVD’s purchased or rented by an individual or an organization are for personal use only. "Public performances" are not allowed under the law, hence the warning notice at the beginning of all videos or DVDs that are restricted in this way.
At Smith College, public performance settings include the Campus Center, Davis Center, outdoor screenings, and spaces in academic buildings. Only classes for academic credit or which are restricted to enrolled class members may show films in these spaces without creating a public performance.
In order to show a film on campus you must obtain a 'public performance license' from the film’s distributor prior to the screening. There is generally a fee for the license, and fees can be substantial depending on the film, size of the audience, and number of showings. Showing a film free of charge does not mean that you do not need a license and it does not affect the license cost.
If you are interested in showing a film on campus, please complete the Film and Movie Copyright Permission Form when you register your event in the Social Network. Requests MUST be submitted a minimum of two weeks prior to the screening date as some film are hard to find and may take more time to secure.
For more information regarding copy right law please go to http://www.mpaa.org/contentprotection/public-performance-law
Effective publicity is the key to a successful program outcome. Even the most well planned, original event will not be successful if nobody knows about it.
Q. How do I publicize an event?
A. When you create an event in the Smith Social Network you are automatically publicizing your event to other users of the Social Network. All events that are open to the public and campus only will be advertised on the homepage of the Social Network. As you create your event you have the option of uploading your event flyer, generating a QR Code, including a map and asking folks to RSVP. Registering your event in the first step in getting the word out about your event.
Other forms of publicity are also important and should be selected based on the audience that you are trying to attract. Using the TV screens in the Campus Center and making a banner will help get the word out across campus. Placing an ad in off-campus publications will draw in folks in the surrounding community and using social media sources to spread the word will help you generate a lot of buzz with folks both on and off campus. All of these options are part of the Event Registration Form and should be checked off when completing the form in the Social Network.
Q. When do I publicize an event?
A. Two weeks prior to the event is a good time to begin publicizing the event and will give people time to see/hear the publicity, and more importantly, to talk about it. When submitting your information to various publications on– or off–campus, it is important that you are aware of the publication deadlines as they are often 2-4 weeks in advance of the event.
Q. Where can I publicize an event
A. According to the Posting Policy, published in the Smith College Student Handbook, the kiosk outside Neilson Library and the bulletin boards in college academic and administrative buildings (with the exception of the Campus Center and the College grounds) are official college bulletin boards. Only administrative and academic departments, chartered student organizations and Five-College departments, offices and organizations may post material on these boards. Notices and posters for the kiosk may be left at the Neilson Circulation Desk and are posted twice a week.
Any unauthorized person found placing items or signs on campus or within academic buildings should be challenged and informed of these policies. Materials found posted on the grounds, including bollards, lamp posts, rocks, trees, etc. will be removed. These policies are intended to protect the appearance of the campus, to protect buildings and grounds from damage and to avoid the placement of posters where they might create a safety hazard. Any questions about the interpretation of these policies should be referred to the Office of the Dean of Students.
Organization Websites and Facebook Accounts
The Smith Social Network hosts all recognized student organizations, houses and many campus departments. Through your organization page you can post information about your organization, upcoming events and keep track of members. Organizations may also find that maintaining an organization websites and/or Facebook page is an easy way to help publicize your organization and planned events. All recognized organizations may host a website on the College’s server. Only those pages that live on the college’s server may be linked to the main Clubs and Organizations page which is linked directly to the Social Network.
In order to have an organization website, organizations must designate a web manager and list this person on their recognition form for the current year. Web Managers must be current Smith students. If this manager changes during the year, the OSE should be notified via an email to the Director.
Each organization web manager accesses their organization’s page through their own personal Sophia account. Students can apply for a Sophia account through ITS, located in Stoddard Hall. After they have received an account an email must be sent to the Director of the OSE with their name and the name of their organization. If this is a new website, they should also include the preferred URL for the website, i.e. www.smith.edu/ceramics. Once access has been granted, the web manager will receive an email confirming their access from the OSE. Students can not share Sophia accounts. If the web manager changes or more than one person needs to access an organization’s website, each person must have their own Sophia account in order to receive access.
Students should be aware of the actions that are normally prohibited by law regarding the creation and management of websites. The Policy on Acceptable Use of Computer Resources created by the College includes but is not limited to the following:
A full copy of the policy is available at www.smith.edu/its/about_its/acceptable_use_policy.html and questions regarding the policy should be directed to ITS.
Smith College allows chalking on campus under the following guidelines:
Student Banner Policy
Students wishing to hang banners in the Campus Center must follow the Banner Policy as outlined on the Campus Center website. Banners are reserved through the Social Network when registering an event. Offices and departments wishing to hang a banner can find the request form in the Social Network. Banners will be hung by the Campus Center Staff on Monday morning when the old banners are remived. Given the limited space, even those who meet the deadline may not have the banner hung on desired dates and space will be given on a first come first serve basis.
Consequences of illegal publicity
After each infraction, the delinquent organization shall be given written notification of the infraction. Following notification, three days will be given to remove any additional posters that violate this policy. SGA, as well as the Office of Student Affairs will enforce this policy.
Approved ways to publicize
Ding Ding Ding... Announcements at meals or in classes before the class begins are always a great way to let people know about your organization’s events. Asking your members to make announcements can often inform many students on campus. It is the responsibility of the Senators to inform their constituencies about happenings on campus. To solicit the help of SGA Senators, you may either attend Senate’s Tuesday evening meetings, or contact the Chair of Senate through the SGA Office, ext. 4950. The Chair of Senate can also make an announcement about your event to Senate. You can contact the Chair through the SGA office.
Usually found hanging in the Campus Center are a great way to draw attention and get people excited about your event. Please refer to the Banner Policy for complete details.
The kiosk is the circular shaped, glass encased, bulletin board found in front of Neilson Library. To get your publicity on the kiosk, bring your posters to the Neilson Circulation Desk. Only administrative and academic departments, chartered student organizations and Five-College departments, offices and organizations may post material in the kiosk. Posters hung on the outside glass of the kiosk will be promptly removed and will be considered an infraction of the publicity policy.
Bulletin boards are located in public buildings throughout campus. When you hang a poster on a bulletin board, take down the outdated ones. This will make your notice more visible. Remember: only one poster per bulletin board. Although it is tempting to completely cover the board with your poster, it’s illegal, and may result in organizational penalties. Posters advertising fundraising events cannot be circulated prior to SGA cabinet approval of the event.
An official publication that includes daily happenings at Smith sent electronically every Tuesday and Thursday to all members of the Smith community. Students are expected to check in with this site weekly for information and important dates.
The campus newspaper reaches many members of the campus, including off-campus students, who may not see a poster or hear mealtime announcements. You can choose to take out an ad in the main body of the paper. Prices vary according to the size of the ad. Your best bet is to contact the Business Manager regarding print advertisements. The Classified Ads are often less expensive, and the Sophian sometimes offers discounts to SGA chartered organizations. Deadlines can be found in any issue of the Sophian. Classified ads can be delivered to Henshaw, ext. 4970.
The campus radio station is usually receptive to announcing happenings on campus. Write up information on your event (time, place, location, admission). Extra information on the music/band/entertainment is helpful. Contact the Station Manager via email at WOZQ@smith.edu as far in advance as possible for details on how to submit your information.
If you should have any questions about publicizing your events, from developing your information sheet to designing your publicity strategy, don’t hesitate to contact the Student Space Scheduler, ext. 4963 or a member of the OSE Staff located in the Campus Center, room 106.
THE STUDENT GOVERNMENT ASSOCIATION
The SGA Office
The SGA Office consists of the SGA President, Cabinet Chairs, Office Manager, and student workers. It serves as a meeting/planning area for the members of SGA, and the information center for the SGA van fleet. Come visit us in room 206 of the Campus Center, or call x4950. We are open Monday-Friday from 9 a.m to 5 p.m.!
The SGA can help your org in two important ways:
1. The Organization Resources Committee (ORC) is here to:
**Please schedule a meeting with your ORC liaison or the Committee Chair for questions/concerns about ORC funding policies and practices**
2. The SGA Office staff is here to:
The SGA has five vans, which are coordinated by the SGA Van Coordinator. The mini-vans carrying six passengers plus the driver. Certification Required to Drive Vans for the Academic School Year.
Van reservations should be made through the event registration form if you need transportation as part of your event, or through the SGA Van Request in the Smith Social Network.
The Resource Room
The Resource Room, Campus Center 203, is an available space for all recognized organizations and house community leaders. The room includes a copier, scanner, Ellison machine with letter and number dies, and computer networked to print. There are also a number of small lockable spaces in Resource Room, which can be reserved for the year through the Social Network.
Q. How do I use the printer and copier?
A. Each organization is assigned a copy code and email password new each year. In mid-August, these codes will be available to the organization officers through their organization profile on the Smith Social Network. Members of the organization that need access should be in touch with the chairperson.
Q. What about using the poster maker?
A. The Poster Maker and Laminator are available for your use in CC 106. Organizations will be charged back for poster creation at $5 per poster and $10 per laminated poster. Please come to the OSE, CC 106 for assistance.
Q. How does my organization reserve lockable space?
A. Lockable spaces in the Resource Room are available on a first-come, first-serve basis. Organizations apply and
reserve the space for the year through the Social Network. Once approved, organization chairs will be given a single key to this space for a $5 cash deposit. There will be a spare key to each space available only to the organization’s officers with OneCard in the OSE during business hours. Organizations that have other designated organization space on campus for storage will not be allowed to have a cabinet in the Resource Room.
Pranks and Hazing
Although it is not uncommon for the student community to engage in humorous pranks, all individuals and groups are expected to ensure that such activities never exceed the bounds of good humor and respect for others. Such activities must never infringe on a student’s rights, inflict physical or psychological pain, causes personal humiliation or damage to college or personal property, see the Hazing Statute for additional information. Any action that gives rise to such consequences will be subject to disciplinary action and possible prosecution under Massachusetts State Law.
The college is required to make the following information available to all students. G.L. CHAPTER 269, SEC. 17 - 19AN ACT INCREASING THE PENALTIES FOR HAZING Be it enacted by the Senate and House of Representatives in General Court assembled, and by the authority of the same, as follows: Chapter 269 of the General Laws is hereby amended by striking out sections 17 to 19, inclusive, and inserting in place the following three sections:
Whoever is a principal organizer or participant in the crime of hazing, as defined herein, shall be punished by a fine of not more than $3,000 or by imprisonment in a house of correction for not more than one year, or both such fine and imprisonment. The term “hazing,” as used in this section and in sections 18 and 19, shall mean any conduct or method of initiation into any student organization, whether on public or private property, which willfully or recklessly endangers the physical or mental health of any student or other person. Such conduct shall include whipping, beating, branding, forced calisthenics, exposure to the weather, forced consumption of any food, liquor, beverage, drug or other substance or any other brutal treatment or forced physical activity that is likely to adversely affect the physical health or safety of any such student or other person, or which subjects such student or other person to extreme mental stress, including extended deprivation of sleep or rest and extended isolation. Notwithstanding any other provisions of this section to the contrary, consent shall not be available as a defense to any prosecution under this action.
Whoever knows that another person is the victim of hazing as defined in section 17 and is at the scene of such crime shall, to the extent that such person can do so without danger or peril to himself or others, report such crime to an appropriate law enforcement official as soon as reasonably practicable. Whoever fails to report such crime shall be punished by a fine of not more than $1,000.
Each institution of secondary education and each public and private institution of post secondary education shall issue to every student group, student team or student organization which is part of such institution or is recognized by the institution or permitted by the institution to use its name or facilities or is known by the institution to exist as an unaffiliated student group, student team or student organization, a copy of this section and sections 17 and 18; provided, however, that an institution’s compliance with this section’s requirements that an institution issue copies of this section and sections 17 and 18 to unaffiliated student groups, teams or organizations shall not constitute evidence of the institution’s recognition or evidence of any unaffiliated student groups, teams or organizations. Each such group, team or organization shall distribute a copy of this section and sections 17 and 18 to each of its members, plebes, pledges or applicants for membership. It shall be the duty of each such group, team or organization, acting through its designated officer, to deliver annually to the institution an attested acknowledgment stating that such group, team or organization has received a copy of this section and said sections 17 and 18, that each of its members, plebes, pledges or applicants has received a copy of sections 17 and 18, and that such group, team or organization understands and agrees to comply with the provisions of this section and sections 17 and 18.Each institution of secondary education and each public or private institution of postsecondary education shall, at least annually, before or at the start of enrollment, deliver to each person who enrolls as a full-time student in such institution a copy of this section and sections 17 and 18.Each institution of secondary education and each public or private institution of postsecondary education shall file, at least annually, a report with the regents of higher education and in the case of secondary institutions, the board of education, certifying that such institution has complied with its responsibility to inform student groups, teams or organizations and to notify each full-time student enrolled by it of the provisions of this section and sections 17 and 18 and also certifying that said institution has adopted a disciplinary policy with regard to the organizers and participants of hazing, and that such policy has been set forth with appropriate emphasis in the student handbook or similar means of communicating the institution’s policies to its students. The board of regents and, in the case of secondary institutions, the board of education shall promulgate regulations governing the content and frequency of such reports, and shall forthwith report to the attorney general any such institution which fails to make such report. Amended December 1987
Organization leaders will be expected to sign-off that they have read and understand the Hazing Statue at the beginning of the academic year as part of the Recognition Form. Leaders are also required to read the statue to their organization at the first organization practice and/or meeting of the year. Questions regarding the Hazing Statue should be directed to the Campus Center Office, room 106.
Organization Recognition Procedures
All active organizations must submit a current recognition form through the Smith Social Network each year. The Recognition Form will activate their organization for the current year. When activated, organization will find the form on the homepage. The re-recognition process takes place every April. Organizations that miss the spring deadline will have another opportunity to register in February.
It is the responsibility of each organization to keep their Social Network page up to date with current officers, events and activities. Permissions for each organization site are attached to positions within the organization not the people who hold them. If officers change mid-year it is important to make those changes in the Social Network so your officers can access the parts of the site that they need to for their position.
All questions regarding recognition should be directed to the Office of Student Engagement, Campus Center 106, email@example.com