Student Organization Handbook

This handbook is intended to assist student leaders and advisors in successfully operating student organizations and to help in understanding university policies and procedures related to events and activities. University departments may have their own procedures and polices that may apply to student organizations.

Student Organization Handbook

Being a Student Organization

WHAT IS A REGISTERED STUDENT ORGANIZATION?

A registered student organization has completed the necessary steps to be registered through the Office of Student Involvement according to University Policy 3.10 Registration of Student Organizations:

The University or Northern Iowa recognizes and supports the right of students to form voluntary organizations and associations dedicated to pursuing mutual interests, developing leadership and organizational skills, providing pre-professional experiences, and fostering educational, social and recreational opportunities.
Responsibility for developing and administering procedures for the registration of student organizations is delegated to the Office of Student Involvement. The registration process is the mechanism through which student organizations are able to access university facilities/services/resources and NISG funding.
Registration of a student organization does not constitute university endorsement or approval of the viewpoints or activities of the organization. It is the policy of the university to register any student organization formed in good faith for a lawful purpose.

STUDENT ORGANIZATION STATUS

Your organization can be in one of three statuses:

Provisional – going through the registration process but have not yet been approved.

Active – has met all of the requirements to be a registered student organization and has received approval.

Deactivated – no longer a registered student organization. By request of a student organizational president an organization can be deactivated.

Registration may be revoked due to the following circumstances: failure to annually renew the organization’s registration, failure to attend the Student Organization Registration Meeting, or if the student organization’s actions or behaviors are contradictory to UNI policies and procedures, including the Student Code of Conduct.

STUDENT ORGANIZATION RESPONSIBILITIES

The student members of a registered student organization are solely responsible for the success of the organization. The student members retain authority regarding the activities of the organization and making decisions for the organization. This includes the responsibility for:

Making decisions on behalf of the organization.
Managing the activities of the organization.
Insuring compliance with all applicable policies, procedures, regulations and laws.
Managing the finances of the organization.
Retaining the sole authority to request voluntary deactivation.
Insuring that the organization and its members represent the organization and UNI according to the standards set forth in the Student Conduct Code.
The Constitution on file with the Office of Student Involvement for a registered student organization will be considered the governing document for that organization. It is recommended that an organization's constitutions be reviewed on a yearly basis. If any changes are made, please send a new copy to involvement@uni.edu.

MANDATORY STUDENT ORGANIZATION REGISTRATION MEETING

The registration meeting is required in order for student organizations to remain on the ACTIVE student organizations database listing. Information pertinent to new and established student organizations is reviewed at this meeting. Organizations will have an opportunity to re-register, update organization membership information, advisor information, as well as learn about the many resources and opportunities available to student organizations. It is HIGHLY recommended that students in positions such as president, vice president, treasurer, public relations, or those with a high level of responsibility for organization operations attend the meeting.

STUDENT ORGANIZATION INFORMATION DATABASE

When a student organization becomes registered, the organization’s information will be posted to the Student Organization Database. It is extremely important to make sure this information is kept up to date. When students are interested in involvement with student organizations, they are referred to this database and it is important the information be accurate. Each year when organizations re-register, their information will be updated for the current academic year.

If you need to make updates throughout the academic year, email involvement@uni.edu.

STUDENT ORGANIZATION EMAIL

Student Organizations may request an email from the university. To do this, the student organization advisor must fill out a request for a UNI email account for their student group. The advisor will be the account "owner" to ensure that there is a consistent point of contact over time for automatic updates, required password changes, etc. To request an organization email or Google group contact the IT Service Desk at 319-273-5555.

Student Organization Advisors

ADVISORS RESPONSIBILITIES

The University of Northern Iowa (UNI) requires that each registered student organization have an advisor who is a faculty or staff member. Student organizations are free to choose their own advisors. Graduate students employed by UNI as graduate assistants may serve as advisors to student organizations, contingent upon the approval of their supervisor. Advisors are required to annually sign the Advisor Agreement Form.

**Non university employees are able to be listed as a secondary advisor to student organizations but a university employee MUST be the primary advisor. Secondary advisor will not need to sign the Advisor Agreement Form.

In assuming the role of student organization advisor, it is understood that the advisor has accepted and agreed to fulfill the responsibilities listed below:

Maintain an awareness of the activities and programs sponsored by the student organization
Meet with student organization leaders to discuss upcoming meetings and programs, long range plans, goals and problem-solving
Attend general and executive board meetings as often as possible
Assist the student organization in monitoring and adhering to the budget
Assist with officer transition and new officer training
Explain and clarify university policies and procedures that apply to the student organization
Communicate with the student organization regarding appropriate behavior on the part of the members and possible consequences of unacceptable behavior
Be familiar with the national structure and services provided by affiliated bodies (e.g. national organizations of Greek organizations), if relevant
Assist the student organization in accessing university services, and approve any required university paperwork
Report all student organization travel as required by the University Student Travel Policy.
Review University Clery Act training annually

CLERY ACT RESPONSIBILITIES

Due to the responsibilities involved in advising student organizations, advisors of student organizations are considered by law to be a Campus Security Authority (CSA) for the university. As a CSA, advisors have a legal obligation to file a report with the Chief of Police/Director of Public Safety of reported criminal activity using the Campus Security Authority Reporting Form. This is to ensure statistical inclusion of all crimes specified by the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (“Clery Act”) in the University’s Annual Security Report when those crimes occur on or near university property, including on-campus property, property immediately adjacent to the campus and off-campus property owned or controlled by the university.

To report an incident, please use The Campus Security Authority Reporting Form.

Faculty/staff members who serve as an advisor at any time during an academic year should enroll in the UNI eLearning CSA Training Course. For more information regarding the roles and responsibilities of CSA’s, please contact the UNI Police at 273-2712.

Student Organization Finances

NON-CAMPUS CHECKING ACCOUNT for REGISTERED STUDENT ORGANIZATIONS

All funds received from university sources (Student Fee funding, NISG funding, departmental funding, etc.) must be deposited in a university account and accounted for through the Office of Student Involvement and the Office of Business Operations policies and procedures. Funds from university sources may not be deposited in non-campus accounts.

The university affirms that any fundraising, dues collection, solicitation of donations, event ticket sales and other collection of non-university funds by registered student organizations is not done under the authority or auspices of the university or the State of Iowa. Thus, although registered student organizations are allowed to use a university account for their non-university funds, registered student organizations are permitted to maintain non-campus checking accounts with non-university financial institutions for these non-university funds. The ultimate responsibility for financial obligations of registered student organizations rests with the student membership of the organization.

The following rules apply for registered student organizations using non-campus accounts:

The organization must disclose the use of a non-campus account, and the name of the financial institution housing the account, annually on the Student Organization Registration Form.

The organization must maintain active registered status by completing the annual student organization registration process and maintaining updated records with the Office of Student Involvement.

The organization must specify their fiscal procedures in their organization’s constitution including procedures for the handling of any remaining funding when/if an organization is deactivated. (e.g. Donation of remaining funds will go to a philanthropic partner related to the organization's mission.)

As registered student organizations are not official entities of the university or the State of Iowa, the university’s federal employer identification number must not be used to open non-campus accounts for registered student organizations. This handbook and the Office of Student Involvement website provide information to assist student organizations in securing their own federal identification number.

Registered Student Organizations are responsible for utilizing proper cash handling procedures. A Cash Handling Training module is available through the Office of Business Operations. Minimally, the chief executive and chief financial officers of registered student organizations should take this training each year.

Registered Student Organizations are responsible for adhering to the following standards in using their non-campus accounts:

It is not recommended that advisors be on the non-campus accounts.
The organization’s treasurer or chief financial officer should handle all key financial duties and transactions such as deposits, withdrawals, and account balance sheets. An additional officer (i.e. President) should work closely with the treasurer to understand and monitor the organization’s financial operations. There should be adequate and appropriate segregation of accounting-related duties. For example, the person processing revenues and/or expenditures should be different than the person recording the related accounting activity.
The treasurer/chief financial officer and the president/chief executive officer should have signature authority for the organization’s account and all checks should require two signatures.
All payments and disbursements should be substantiated by adequate documentation (e.g. invoices, receipts, etc.) which reflect the appropriate purpose, and adequate review and approval of the expenditures. The documentation should be retained for seven years.
The treasurer/chief financial officer should provide financial reports on a regular basis (i.e. at least once per month) to the organization’s general body of members. The president/chief executive officer and the treasurer/chief financial officer should know the organization’s financial position in detail. Other members should have a general knowledge of the organization’s finances.
Up to date financial information regarding the student organization’s non-campus account must be made available upon request to any student organization member, the Office of Business Operations, the Northern Iowa Student Government, the Office of Internal Audit and/or the Office of Student Involvement.
If a student organization raises funds for a philanthropy or nonprofit organization, the organization must publicize the name of the philanthropy and/or the non-profit organization and the portion of the proceeds to be donated to said organization.
Financial statements for the student organization’s non-campus account should be sent to the student organization's on-campus advisors university address.

REIMBURSEMENTS FOR PURCHASES

*You must meet with the Office of Student Involvement before making a purchase.

To receive a reimbursement of an APPROVED expenditure, please refer to the Request for Reimbursement Instructions and take the following steps:

Meet with Office of Student Involvement Secretary to verify what you are INTENDING to purchase is an allowable expense.
Purchase the approved items.
Fill out a Request for Reimbursement Form
Bring/send the receipt and Request For Reimbursement Form to the Office of Student Involvement. (pamela.creger@uni.edu)
The Office of Student Involvement Secretary will prepare a voucher and secure the necessary signatures.
A check will be mailed to the address you indicate on your Request for Reimbursement form.

*Without the receipt and without prior approval, you will be responsible for the purchase and will not qualify for reimbursement. NO EXCEPTIONS. The store receipt must itemize you purchases.

*If a student organization has an off-campus account, it is recommended that purchases to be reimbursed by NISG be made using the off-campus account rather than by individual(s) of the student organization. When an organization does not have an off-campus account, an individual member of the organization may make the approved purchase and be directly reimbursed.

FUNDRAISING

Any registered student organization may use the university facilities to promote or hold a fundraiser. Student Organizations must get approval through the administrative building where they intend to hold the fundraiser and must follow the process required by that particular building. There may be a cost for reserving facilities when doing a fundraiser.

TAX EXEMPT FORMS

Registered student organizations are entitled to purchase items tax-free. In order to do this, you must submit a tax-exempt form at the time of purchase. This form is located by following this direct link.

Publicity

MAUCKER UNION ADVERTISING SOURCES

Bubble Posters – There are 6 bubble poster displays located in Maucker Union. Posters must be reserved ahead of time in the Office of Student Involvement.

Button Maker – Registered student organizations have access to the button maker through the Office of Student Involvement. You must use the button design template to create your button. The button template can be downloaded here.

Table Tents in Maucker Union - Only registered student organizations/university departments are allowed to use this service and are responsible for distributing their table tents. Union staff will dispose of table tents at the end of the reservation. Tents will be allowed to remain for two (2) days (Monday-Tuesday) or (Wednesday-Thursday) or for three (3) days (Friday-Sunday) during the academic year depending on availability. Groups may only reserve table tents twice per month depending on availability. Table tent space is not available during the summer due to building scheduling. Table tents may be placed on the Coffeehouse and Hemisphere Lounge tables only. One table tent per customer/table will be permitted at any one time. Approximately 150 table tents are needed for the Coffeehouse and Hemisphere Lounge tables. Reservations can be made online.

Electronic Message Display – This sign is located at the southwest building entrance to Maucker Union. Registered student organizations and university departments may advertise events for up to two weeks at a time.

Digital Display Monitors Boards – These are located in the Coffeehouse in Maucker Union. Registered student organizations and University Departments may advertise events for up to two weeks at a time. The required format is: 1024x768 (4:3 aspect ratio) frame in JPEG format.

Banners – Two spots are available in Maucker Union for the display of vinyl banners by registered student organizations: between the concrete pillars leading into the Coffeehouse at the base of the stairway, and between the concrete pillars leading down to the lower level from the Coffeehouse. Student organizations will be charged rental for banner space as specified in Maucker Union fee schedules.

UNI Calendar of Events - Events may be submitted to the university calendar by completing the web form. Select “Student Organizations” under the drop-down menu labeled “Category.”

EMS Event Calendar - EMS lists availability of building and rooms in each of the buildings. This is helpful to use prior to filling out a room reservation. EMS automatically pulls and reports all events in Maucker Union, Lang Hall and outdoors on the Maucker Union calendar.

CAMPUS ADVERTISING SOURCES

Campus Posting Locations – Posting of announcements, advertisements, etc., shall occur only on “open” bulletin boards located in buildings or on specifically constructed or erected outdoor structures such as kiosks. Unless a bulletin board is marked for a restricted use such as a specific academic department, they are “open” and available for posting general announcements. “Open” bulletin boards can be found throughout academic buildings and on outdoor kiosks. Requests to display a banner or poster of any kind outdoors other than a kiosk must be made to University Relations (273-2761).

*The display of posters and announcements in residence halls, dining centers, Maucker Union, and the UNI-Dome is regulated by the directors of these respective areas. Any person or organization wishing to display an announcement in these areas should contact the appropriate departmental office for the conditions under which they may be displayed.

The display/distribution of literature, flyers, announcements, etc. on automobile windshields, trees, and sidewalks is prohibited. Maintenance personnel are directed to remove all types of advertising or announcements in buildings or outdoors that are not displayed in an authorized place or are out of date. The organization or individual(s) who violate this policy may be billed for the costs of removal and clean-up.

Inside UNI – Registered student organizations and departments can submit their event information to be included in Inside UNI. The guidelines and submission are available online.

Chalking Policy – The use of sidewalk chalk by students is considered an acceptable way to promote campus events; to make announcements; and to share messages.

Event Safety

Ensuring a safe environment for attendees and student organization members must be considered before every event. In the event an emergency does happen, it is important to have a plan in place that can be acted on.

If medical attention is required for an ill or injured person contact UNI Police for assistance at 273-2712. For facilities with building/facility managers or university officials present, student organizations are to notify these officials who will contact Public Safety. If an event is being held in a location without any university officials, student organizations are to call UNI Police immediately.
It is university policy to obtain a written report of any acute accident or illness occurring on university property (or elsewhere if ill or injured party is involved in a UNI related activity). This policy pertains to employees, students, and visitors. The building/facility manager, university official or university police will be responsible for initiating the University Accident Report Form. The student organization may be asked to assist in completing the Accident Report Form to gather information regarding the incident that the student organization may be aware of.

If your event involves any risk of injury for participants, your organization must have all participants complete an Event Liability Event Form.

Film Copy & License

Student Organizations are required to follow the federal film/movie copyright laws. The following information will help guide your organization through the process of obtaining and watching films/movies on campus.

The information below is a quick guide to helping you understand if you need permission to show the film without copyright:

PUBLIC DOMAIN FILMS from the LIBRARY of CONGRESS

https://www.loc.gov/free-to-use/public-domain-films-from-the-national-film-registry

COPYRIGHT LICENSING AGENTS

Criterion Pictures USA is one of the largest non-theatrical providers of feature films in North America. In the United States, Criterion has exclusive relationships with some of Hollywood's largest film Studios, such as Paramount Pictures (select titles only), 20th Century Fox, Fox Searchlight, Dream Works Animation, Troma Films, New Concorde, among others.

Swank Motion Pictures, Inc., founded in 1937, is the major non-theatrical movie distributor and public performance licensing agent in venues where feature movies are shown publicly.

Swank Motion Pictures

(800) 876-5577
www.swank.com

Criterion Pictures, Inc

(800) 890-9494
www.criterionpic.com

New Yorker Films

(212) 645-4600
www.newyorkerfilms.com

ROD LIBRARY COLLECTIONS

400+ titles that have Public Performance Rights

KANOPY (streaming service)

https://uni.kanopy.com/

Kanopy videos can be watched by any and all authorized viewers, whether in a group or individual viewing context. The Rod Library has mediated access which allows you to see the video titles currently in our Library catalog that we are licensing. Faculty, staff and students can watch any of these films for free.

If you have a specific title in mind that does not appear in the Library catalog, go to OneSearch! and type Kanopy in the search box, which will provide you with a link to Kanopy’s full catalog. Or, you can search the internet for Kanopy.com. When you find a video in their catalog, click on it and a request form will appear. Any staff, faculty, or student can fill out the request form. The completed form comes to the Library Resource Management Unit where each request will be evaluated for purchase.

The highest priority will be given to those videos that are essential to supporting the curriculum. Once approved for purchase videos will be available for 12 months from the date they are licensed. Access to those of ongoing interest can be extended, funds permitting. Users are encouraged to explore our DVD, Blu-ray, and other resources to accommodate this change.

Viewing films in a group forum is permitted for all films for classroom viewings and most films for non-classroom group settings as long as the viewing is by authorized viewers and it is not for commercial benefit (i.e. no admission costs are charged and no profit is made from the screening).

**Please contact us direct and we will confirm if the film is available for a showing to a group forum.

Please note: As with all streaming solutions, if you are considering showing a Kanopy video to a large audience, you will need to ensure you have a sufficient internet connection at the location of the group showing. We recommend considering a DVD purchase for high profile group screenings. Kanopy does not sell DVDs but we can direct you to the rights owner to purchase the DVD.

Entertainment/Service Contracts

ENTERTAINMENT/SERVICE CONTRACTS

If your student organization is planning to bring entertainment to campus (i.e. DJ, musician, comedian, lecturer, etc.) and have obtained funds from NISG or other resources, please visit the Office of Student Involvement for information and support at least 6 weeks in advance of the event/program. If the entertainment resource does not provide a contract for the event, all student organizations are required to use the university contract. If the entertainment resource provides a contract for the event, the University Rider must be included as part of the agreement with the vendor. All contracts are to be reviewed and signed by the Office of Student Involvement. No student organization or advisor can sign contracts on behalf of the university or in any way represent that they are an agent of, or operating on behalf of the University of Northern Iowa. It is imperative that all contracts be signed/dated by both performer and the university (Director of Student Involvement and Event Services) prior to any event. By having all parties agreeing to the terms of the contract will ensure that both entertainment provider and the student organization understand what each party is responsible for.

PAYMENT FOR EVENTS

The process to provide payment to entertainers/service providers requires a series of steps to ensure payment can be facilitated by UNI’s Office of Business Operations in a timely manner. When obtaining a contract from a performer, it is important to identity the terms of payment. The university can issue payment to entertainers/service providers by sending payment via mail, ACH (electronic payment), or hand payment to entertainer/service provider day of event. If a student organization is planning to hand entertainer/service provider a check on the day of event, it is highly encouraged that student organization hand the check to the provider after the contracted event to ensure that the performer facilitated what they agreed to do.

PICKING UP CHECKS FOR EVENTS

If a student organization has agreed with the performer to deliver a check at the completion of the event, the student organization will be responsible for the following process.

Held checks for performers are required to be picked up by a member of the student organization on the day of the event at the university’s Cashiers Office (Gilchrist Hall) during regular business hours (8:00 am – 4:30 pm Monday-Friday). You will be required to show a valid ID. It is encouraged that the student organization contact the Office of Student Involvement to verify a check is ready to be picked up.
It is advised for the student organization to secure the check in a locked location until payment of performance/services.
If the student organization does not have a secure location to lock the check, the student organization can have the check locked in the Office of Student Involvement. All checks must pick be up before the end of regular business hours (9:00 am-4:30 pm, Monday-Friday).

University Policies for Student Organizations

This is a list of university policies and guidelines which are frequently referenced by student organizations. This is not an exhaustive list.

Student Conduct Code

Alcohol and Drugs Policy

Gambling/Raffle Instruction & Application

Door Prizes, Gifts, Gift Certificate Guidelines

Student Domestic Travel Policy

Chalking Policy

Display of Posters & Announcements

University Communications

University Food and Beverage Policy for Events on Campus

Licensed Merchandise Vendors