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Registered Student Organization Handbook

Involvement in Registered Student Organizations (RSO) enhances the college experience through developing leaders, friendships, and career and life skills. Your commitment to Juniata College's RSOs provides the Juniata College community opportunities to attend and to participate in numerous activities which expand your imagination and ways of thinking. Your time and dedication is much appreciated!

Throughout the year, as you run meetings and plan programs please keep the Office of Student Activities (OSA) informed. We are located on the second floor of Ellis Hall across from the side entrance to Muddy Run. Our staff is ready to support you and your organization. Please take advantage of all the great resources you have at your fingertips to make this year extraordinary!

Handbook Contents

• Advisors
• Alcohol Policy
• Baker Refectory Use Policy
• Budget Allocation
• Clearances when working with minors
• Communication
• Community Service Activities
• Diversity
• Emergency Procedures
• Field Trips and Travel Policy
• Flags
• Fundraising Policy

• Golf Cart Policy
• Hazing Policy
• High-Risk Activities
• Insurance
• Juniata College Name and Logos on Merchandise
• Membership
• Monies (budget, contracts, payments, and deposits)
• Movie Policy
• Organization Registration
• Scheduling Events
• Sign-Posting Policy
• Sodexho Catering Policy

Advisors

Each RSO must have an employee of Juniata College as an advisor. An advisor usually shares a genuine interest in the student organization's purpose, lends support to the group, and challenges students to meet the educational mission of Juniata College. Student leaders should use their advisors as a sounding board for ideas, as people knowledgeable of college policies, as sources of organizational continuity, and as professional resources.

Expectations of Advisors

• Develop solid relationships with the executive board members.
• Serve as a resource for students on College policies and other information pertinent to the individual organization.
• Support the members and the club's activities through attending meetings, events, and other functions whenever possible.
• Assist with maintaining accurate and fair practices regarding decisions and spending.
• Sign-off on all financial withdrawals and deposits.
• Help improve individual and team leadership amongst the executive board and the members.
• Listen, motivate, challenge, support, and empower students.

If advisors have any questions please contact the Director of Student Activities at ext. 3331.

Alcohol Policy

Pennsylvania state law prohibits purchase, possession, consumption, and/or transportation of alcoholic beverages by persons under the age of 21. In addition, state law prohibits the furnishing of alcoholic beverages to those under the age of 21.

Juniata College policy complies with state law and permits only those students who are 21 years of age and older to possess or consume alcoholic beverages on campus. Students in violation of Pennsylvania law and/or Juniata College policies are subject to disciplinary action, including campus disciplinary proceedings, civil liability, and criminal prosecution.

The College will not impede enforcement efforts by federal, state, or local law enforcement agents and holds each individual responsible for his or her own conduct in this area.

College policies apply to all student clubs and organizations. To register a campus event where there will be alcohol, go to the OSA to complete a social function request form.

Remember

• The purchase, possession, consumption, and/or transportation of alcoholic beverages by those under the age of 21 are prohibited.
• Furnishing alcoholic beverages to people under the age of 21 is prohibited.
• Kegs, beer balls, and similar products are not permitted on campus.
• The possession of excessively potent forms of ethyl alcohol (i.e., grain) for drinking purposes is prohibited.
• Each student must carry proper identification and proof of age and produce such identification when requested by a college official.
• Non-student guests are subject to all college policies related to the use of alcoholic beverages. Student hosts will be held responsible for the behavior of their guest(s).
• Open containers of alcoholic beverages are prohibited in public areas of the college. The Assistant Director or Director of Student Activities may grant exceptions to this policy for registered social functions.
• All social functions in public areas involving the use of alcoholic beverages must be approved in advance by the Assistant Director or Director of Student Activities and must comply with the procedures outlined on the Social Function Request Form.
• Event sponsors may not distribute alcoholic beverages at the function. All registered social events must be BYOB (Bring Your Own Beer). College funds may not be used to purchase alcoholic beverages and sponsors may not participate in the purchase and/or delivery of alcoholic beverages for attendees.
• When alcoholic beverages are permitted, non-alcoholic beverages and food must be provided.
• All guests must provide proof of age before entering the function. All guests who are 21 years or over must have a wristband, provided by the organization.
• All social functions involving alcoholic beverages in public areas must have an Event Manager present. Event Managers will oversee the checking of identification and distribution of alcoholic beverages to guests. The Assistant Director of Student activities will coordinate the Event Managers who will work the event. If no Event Managers are available the event will need to be rescheduled.
• Social functions in residence hall lounges must comply with residence hall policies.
• Event sponsors must not interfere with college officials when monitoring the function and enforcing policy.
• If an organization cancels a social function, the event sponsor must notify the OSA in a timely fashion.

Baker Refectory Use Policy

Use of Baker Refectory for special events complicates normal food service operations. To better facilitate multiple use of Baker Refectory and to improve communication and cooperation among all involved, the following guidelines have been established:

• Requests for the use of Baker Refectory must be submitted at least two weeks in advance.
• Reservations for the use of Baker Refectory are arranged through the Office of Conferences & Events and require the signatures of the Director of Food Services and the Director of Facilities Services to indicate appropriate staffing arrangements.
• Facilities Services will assume responsibility for set-up and clean-up of Bakery Refectory prior to and after scheduled events - excluding decorations (see Decorations Policy)
• As is general practice, damage charges resulting from scheduled events will be assessed to the host individual/organization.
• In accordance with Juniata College's dining services policy, Sodexho Campus Services has exclusive on-campus catering privileges (right of first refusal).
• A one hundred dollar ($100) fee will be assessed to cover expenses associated with each alternate use of Baker Refectory. No fee will be charged for events cancelled with a twenty-four hours notice.

Budget Allocation

RSOs requesting college funding must submit an allocation request to Student Government (available on the Student Government web page) during the Spring allocation process. Student Government will provide RSOs with a timeline mid-spring semester. The form requires detailed information regarding expenditures, revenues, and activities planned during the academic year. The Student Government Allocation Board and Common Interest Sectors will review the request and allocate money appropriately. For RSOs to receive money outside the traditional Spring allocations process, RSOs should complete the Financial Petition for RSOs found on the Student Government web page and contact Student Government.

Clearances when working with minors

Juniata College students who works with children under 18 years old, must receive a criminal background check and a child abuse clearance. If your RSO plans to sponsor a babysitting night for the community or an educational camp, please contact Beverly Simpson at ext. 3192 to get cleared. Please know that a child abuse clearance may take up to two months to process.

Communication

Faxes: Student organizations may use the fax machine in the OSA for sending and receiving faxes. The number is (814) 641-5312. Please ask senders to include a cover sheet and write clearly.

Photocopies: Organizations may use the photocopier on the first floor of Ellis Hall. To obtain your copy code, please look in your treasurer's binder or contact OSA. For larger quantities or special printing needs, such as laminations and cuttings, submit your requests to the Print Shop.

E-Mail: To receive an organization e-mail address, please ask your advisor to send an e-mail to help@juniata.edu. Please make sure the e-mail includes the names of the members authorized to send messages from that account and the name of the RSO. Please limit the number of members who have access to the account.

Web Pages: Every student organization is encourage to create and maintain a web page on the Juniata College site. RSOs should design an interactive web page which provides information to prospective and current students, alumni, and visitors. For assistance with creating, maintaining, or upgrading your web page, please contact the Help Desk. To upload your completed web page, please contact OSA.

Community Service Activities

The Community Service Office on the ground floor of Ellis Hall at ext. 3365 provides resources and local links for student organizations interested in service to the local community and beyond. Service both helps people in need and serves as a great team builder and retreat activity for RSOs!

Diversity

The Office of Student Activities encourages and expects a commitment to diversity and inclusion amongst student organizations and leaders. Officers should remain conscious of people's feelings and be inclusive while communicating, planning, recruiting, and leading. Every member of a student organization should feel supported and included. For program ideas or questions regarding diversity, please contact the Office of Student Activities or the Office of Diversity and Inclusion.

Emergency Procedures

In the event of an accident or injury to a member during one of your organization's activities, please follow these guidelines:

• If it is an emergency medical situation, contact Campus Security at (814) 641-3636.
• If you are off campus, please contact 911 and then Campus Security at (814) 641-3636.
• The athletic medicine staff of the Kennedy Sports & Recreation Center Training Room is only able to provide treatment to in-seasoned varsity athletes.

• Field Trips and Travel Policy

  When planning a trip off-campus, student organizations must refer to the Juniata College Travel Policy.

  Travel Conduct: As representatives of Juniata College, students must act appropriately. Juniata College rules and regulations apply on all college-sponsored trips. The use of alcoholic beverages during trips sponsored by RSOs must comply with all applicable college policies and local, state, or federal laws.

  Vehicle Usage: To use a college-owned vehicle for a trip, call Facilities Services at ext. 3391. The rental fee will get charged to the RSO account at the time of the reservation. Drivers need to pass a driving test administered by Facilities and have a clean, valid driver's license.

  The college reserves the right to restrict usage of college vehicles in order to ensure the safety of the passengers and/or the vehicles.

  In the case of an emergency during an RSO sponsored trip, students should contact the Juniata College Police at (814) 641-3636.

  Flags

  To fly any of the international flags for an event, contact facilities. Please be sure to specify which countries flags you would like and where you would like them flown. Please know Juniata College has flags which represent the countries of our current and past students. For additional information on the flags, please contact the International Office.

  Fundraising Policy

  To conduct fundraisers, the following policies apply:

  • RSOs must complete a fundraising form before raising money for their RSO or other non-profit organizations.
  • Depending on who your RSO plans to solicit for donations (monetary or in-kind), student leaders may need to meet with the Assistant Vice President of Advancement.
  • RSOs, only, may solicit door-to-door in the residence halls or other college buildings.
  • To use the Ellis Hall Lobby for solicitation purposes, use the on-line Event Scheduler.
  • To sell tickets or conduct sign-ups at the Ellis Hall information desk, RSOs must receive permission from the Sharon Flaherty at the Information Desk.
  • Students should not directly solicit Juniata College faculty or administration directly for donations. They may, however, use indirect methods such as the Daily Announcements or fliers to reach them.
  • The College holds a "small games of chance" license which allows student organizations to conduct fundraisers such as raffles and 50/50 drawings. Betting pools (such as sports tournament pools) are not permitted because they constitute a violation of gambling laws.
  • For a complete guide to student fundraising, please read the Solicitation Policy.

  Golf Cart Policy

  • All operators of any Golf Cart must have a current/valid driver's license.
  • Every person in the Golf Cart must have their own seat and remain seated while the Golf Cart is in motion.
  • Golf Carts operating at night must have approved headlights and taillights which are activated during operation.
  • Items being transported in any Golf Cart must be properly secured.
  • Golf Carts shall be operated on paved surfaces only and must not block walkways, entrances or exits of any building.
  • Pedestrians and vehicles have the right of way at all times.
  • Golf Carts must obey all traffic devices, stop signs, etc. and are not permitted to operate on Huntingdon Borough roadways (except to cross Moore Street).
  • When crossing Moore Street, operators must utilize crosswalks at 17th Street, 18th Street, 19th Street and College Avenue from the rear walkway of Sunderland Hall.
  • Operators must remove the ignition key and engage the brake before exiting the Golf Cart.
  • No personal use of a Golf Cart is permitted.
  • Operating privileges of any Golf Cart operator may be revoked at any time pending an investigation.
  • Incidents involving damage or injury shall be reported to Beverly A. Simpson, Business Services Assistant, and the Dean of Students Office (for those involving students).
  • Violators of this policy shall be cited by the Department of Safety and Security and are subject to disciplinary action; it is the individual's responsibility to pay all fines.

  • Hazing Policy

    Hazing is prohibited under Pennsylvania State law. Any person who causes or participates in hazing commits a misdemeanor of the third degree (P.L. 1595, No. 175, subsection 3). Hazing is also a violation of college policy and infractions may result in a direct referral to the Judicial Board and/or a suspension from the college. "Hazing" is defined as any action or situation which recklessly or intentionally endangers the mental or physical health or safety of a student or which willfully destroys or removes public or private property for the purpose of initiation or admission into or affiliation with, or as a condition for continued membership in, any organization operating under the sanction of or recognized as an organization by Juniata College (Anti hazing Law).

    High-Risk Activities

    Juniata College's insurance carrier defines activities such as bungee jumping and sky-diving as high-risk. Student organizations may not sponsor bungee-jumping or sky-diving.

    RSOs which involve strenuous physical activity such as rock-climbing, rugby, lacrosse, martial arts, dance, ultimate frisbee, skiing, and equestrian clubs, must complete a Participation Agreement Form. The original forms must be submitted to the OSA BEFORE teams begin practicing. RSOs should keep photocopies of the forms for their own records.

    In addition, high-risk organizations must have at least one person with a current CPR certification present during any competition or contest held at Juniata College. Juniata College also recommends a person with their CPR certification attend practices, as well. If no member or advisor currently meets this requirement, you can contact the Emergency Services & Safety Club (ESSC) to arrange for the necessary training.

    Insurance

    Any medical expenses as the result of an injury occurring during a student organization activity are the responsibility of the student's health insurance providers. Most students are covered through family insurance. Students should check with their insurance providers to make sure they have adequate coverage. If not, the College has a personal accident and sickness policy available for purchase which will provide coverage at a reasonable cost. Please contact Account Services for more information.

    Juniata College Name and Logos on Merchandise

    When using the Juniata College logo or college name on RSOs must follow the guidelines in the Standards Manual for the suggested usage for any official College image. Please note that each RSO is responsible for the official Juniata College word mark/logos found in the standards manual or the words 'Juniata College' on merchandise. If you have questions concerning the appropriate usage, call the Office of Student Activities or the Marketing department.

    Membership

    Only Juniata College students and employees may participate in student organizations. Only students may hold executive board positions. Juniata College strongly encourages clubs and organizations to set minimum academic and ethical standards for members and officers.

    Monies (budget, contracts, payments, and deposits)

    Budget

    All student organizations have accounts through Juniata College. Student organizations may NOT have outside accounts. RSO account numbers start with 21, then have a five digit account code specific to each organization, followed by a four digit object code: for example, 21-AAAAA-OOOO. Each treasurer will receive the organization's account code during treasurer training. When depositing or withdrawing money from the organization's account, the object codes are 4829 and 6199, respectively.

    • The treasurer and the advisor serve as the organization's controllers.
    • All paperwork MUST have both of their signatures for processing. For ease, the advisor may submit a dated e-mail with specified use of funds as opposed to a signature.
    • For a copy of the organization's budget please contact the club's advisor, the Student Government Treasurer, or the Director of Student Activities.
    • On-campus charges (i.e. food services) will be charged directly to the RSO's account.
    • RSOs are expected to keep accurate, ethical records of their fiscal matters. RSOs should be conscious about how they spend their money and be sure to end the year in the black.

    Contracts

    Students may not sign contracts on behalf of Juniata College. Contracts with performers, disc jockeys, etc. must be taken to the OSA. Groups must consult with the Director of Student Activities before entering into any contractual obligations. When meeting with the Director of Student Activities, please bring the contract, a W-9 form (provided by the artist), and an Accounts Payable Form.

    Purchases

    For all purchases the treasurer must complete the appropriate form. The form will require both the treasurer's and the advisor's signature. Forms are located on the Office of Student Activities and the Student Government web pages.

    All purchases are tax exempt. Please take a tax exempt form when making a purchase (available through OSA and Account Services.) Sales tax will not be reimbursed except at restaurants.

    Receipts, contracts, and invoices must be kept for all purchases. Organizations should make photocopies of receipt for their records.

    Different options for organizations to make payments:

    • Purchasing Cards (P-Card): P-Cards are the ideal way for RSOs to make transactions. Organization may receive a P- card through contacting Barb Reck in Account Services. P-Cards must be reconciled and original receipts (with advisor's and treasurer's signatures and the name of the RSO) MUST be turned into the Office of Student Activities within 7 days of making any purchase.
    • Speedies: Speedies represent quick cash and can be used at many local businesses such as Giant and Weis. To obtain a Speedie contact the Treasurer of Student Government or the Director of Student Activities. Within 3 work days of using the Speedie, the speedie, receipts, and any change should be taken to Peggy Lockhoff in Account Services.
    • Purchase Orders (P.O.): Purchase Orders should be used when companies do not take a P-card or check. For a P.O. complete the Purchase Requisition Form and take it to Barb Reck in Accounting. Barb will provide you with a P.O. number for the company you are purchasing from.
    • Reimbursing a member's personal money: If a member of your RSO does not have a P-Card, reimbursement of an individual's personal money is the next simplest method of payment options. Complete the Cash Reimbursement Form when a member of the organization uses his or her own money for a purchase under $100.00 or complete an Accounts Payable Form for reimbursements over $100.00. Take copies of all the receipts and the form to Peggy Lockhoff in Account Services for reimbursements. For reimbursements over $100, the student will receive a check rather than cash.
    • Cash Advance: Cash advance provides RSOs with the cash without dipping into any member's personal monies. Cash advances should be used for trips and purchases when a P-card is not available. Cash Advance Forms may be used for purchases under $100. Complete the Cash Advance Form and take it to Peggy Lockhoff in Account Services. After making the purchase, bring the receipts, the unspent money, and a Cash Advance Clear Form back to Account Services to be re-deposited. This must occur within one week of receiving the cash advance. If your organization will need to borrow more than $100.00, an Accounts Payable Form will need to be used rather than a Cash Advance Form. The person submitting the form will receive a check, in this case, rather than cash.
    • Check Advance: This option should be used when paying entertainers or companies a pre-arranged price. Complete the Accounts Payable Form and return it along with a contract or invoice to Accounts Payable in Account Services by NOON on TUESDAYS. Unless specified otherwise, checks will be mailed after the check gets cut.
    • When paying students for services (for example, WKVR's DJs), the student must receive his or her check through payroll and be paid on an hourly basis.
    • All outside vendors and entertainers not incorporated must complete a W-9 before coming to campus. Additionally, vendors must complete a license to sell merchandise. This license is available at the Huntingdon Courthouse.

    Deposits

    For all deposits, the organization must complete a Deposit Form. Forms must be signed by the treasurer and the advisor and taken to Account Services.

    Movie Policy

    Under the U.S. Copyright Act, Public Law 94-553, Title 17 of the United States Code, Section 106 "the copyright owner has the exclusive right, to perform the copyrighted work publicly." Hence, student organizations who wish to show a copyright motion picture or audiovisual must acquire a license. Please stop by the OSA with any questions.

    Exceptions to the movie policy include movies shown for home use or teaching activities.

    Organization Registration

    Organizations must complete the Registered Student Organization (RSO) process annually and meet the following criteria:

    • Must have at least 10 members (including officers) all of whom attend Juniata College.
    • May not discriminate on the basis of race, religion, national origin, age, gender, color, sexual orientation, ability, marital status, or veteran status.
    • Must designate a student as President and Treasurer; both are required to attend their respective President and Treasurer workshops at the start of the academic year or meet with the Director of Student Activities if the RSO is formed after the start of the year.
    • Must have a Juniata College employee serve as an advisor.

    To start new organizations please complete the Registered Student Organization (RSO) & Allocation Request Form and return the form to the Director of Student Activities. The Director will review the request from a liability perspective. Once the Director signs off, the RSO president and treasurer must schedule their respective training sessions. After completion of the trainings, the RSO student leaders will meet with Student Government. At that time, the RSO will receive their budget and other pertinent information to getting started.

    After completing the forms and meeting with the Director of Student Activities and Student Government, RSO receives the following benefits:

    • May apply for funding through Student Government.
    • May use College facilities and vehicles for club activities.
    • May conduct approved fundraisers.
    • May advertise on campus.
    • May have an e-mail account and web site on Juniata.edu
    • May use the resources provided by the Office of Student Activities including the art supplies, butcher paper, and leadership library.
    • Will receive information on programs and activities which benefit the organization
    • May have a table at Lobsterfest and the Spring recruitment fair.

    Organizations may apply for RSO status and funding before or after the Spring allocation process for all RSOs by submitting the RSO & Allocation Request Form to the Director of Student Activities. If an RSO fails to register each year, the RSO will become inactive and their funding will be transferred back to Student Government. Please note that Registered Student Organizations represent the interests and the views of their members and do not necessarily represent the views of Juniata College or its employees.

    Scheduling Events

    For a step-by-step guide to planning programs, please refer to the Student Organization Program Planner.

    Sign-Posting Policy

    • Signs, posters, and advertisements on campus may go on bulletin boards, tiled walls, and interior doors. Signs may not go on outside entrances and painted, wallpapered, or glass walls
    • Banners may be hung in residence halls with permission from the Director of Residence Life.
    • RSOs may use chalk on paved surfaces. Please avoid chalking on brick.
    • RSOs may use the table tents in Baker and Muddy Run to advertise for programs and meetings. Please show a copy of your advertisement to the Director of Food Services and Student Activities prior to putting the advertisements in the table tents.
    • The supplies in the art room within the Office of Student Activities are available for RSOs.

    All advertisements should be removed following the event. Signs and banners posted in prohibited locations will be removed. Non-College organizations must obtain permission from the OSA before posting any signs on campus.

    Sodexho

    In accordance with Juniata College's Sodexho contract, catering needs for on-campus programs must go through Sodexho food services. An outside vendor may only be used if the Director of Food Services grants permission.