Student Activities

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Registered Student Organization Handbook

Updated 9/6/13

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 campus and local 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 Eagles Landing. Our staff is ready to support you and your organization. Please take advantage of all of the great resources that you have at your fingertips to make this year extraordinary.

Handbook Contents

Advisors

Each RSO must have a currently employed Juniata College faculty or staff member 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

If advisors have any questions, please contact our office at x3330.

Alcohol Policy

Pennsylvania state law prohibits the 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 the 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.

For an Event with Alcohol

College policies apply to all student clubs and organizations. To register a campus event where there will be alcohol, please complete the Social Request Form and meet with the Assistant Director of Student Activities at least two (2) weeks before your scheduled event.

Remember

Note: Event Managers will be paid minimum wage ($7.25/hour) for working BYOB events.  Below lists the amount that needs to be paid per Event Manager per hour.  You will be contacted by the Office of Student Activities to transfers funds to pay for the Event Managers.

Baker Refectory 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 amongst all involved, the following guidelines have been established:

Budget Allocation

RSOs requesting college funding for the 2014-2015 academic year, must submit an allocation request to Student Government (available on the Student Government web page )during the Spring allocation process. The form requires detailed information regarding expenditures, revenues, and activities planned during the academic year. The Student Government Allocation Board will review the request(s) and allocate money appropriately.

2014-2015 Re-Registration and Allocation time line:

For RSOs to receive money outside the traditional Spring allocations process, RSOs should complete and submit the Petition for Funds (for RSOs) form found on the Student Government and Office of Student Activities web pages.

Clearances when working with Minors

Juniata College students who work with children under 18 years old, must receive a criminal background check and a child abuse clearance. If your RSO plans to sponsor a baby sitting night for the community, an educational camp or be alone with a minor child, please contact Human Resources at x3192 to obtain the appropriate paperwork for clearances. 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 Office of Student Activities for sending and receiving faxes. The number is (814) 641-5312. Please ask senders to include a cover sheet and to write clearly.

Photocopies: Every RSO should plan on utilizing the print shop for all printing and copying needs.  Please plan your print and copy jobs ahead of time, giving the print shop at least two days advance notice.  You can submit your jobs through the following web site: http://www.juniata.edu/services/printshop/ and use your RSO account number.  If you fail to do so and pay with cash, you will be charged tax for your print job for your RSO order.  Copies and prints that you make using your own personal account will count toward your overall print allocation for the given school year.

Email: To receive your organization's e-mail address, please email the Student Government Office of Technology at StudGov@juniata.edu. Once your request has been processed, you will receive the username and password for your RSO Google Site email.

Google Sites: Every student organization is encouraged to request and maintain a web page on the Juniata College Google Site for RSOs. RSOs should design an interactive web page which provides information to prospective and current students, alumni, and visitors. To receive your organization's Google Site information or assistance with creating, maintaining, or upgrading your web page, please contact the Student Government Office of Technology at StudGov@juniata.edu.

Community Service Activities

The Community Service Office provides resources and local links for student organizations interested in service to the local community and beyond.  For more information, please call x3365.

Contracts and Insurance

All RSO programs/events that have an outside individual or group coming to campus to perform, speak, DJ, etc. need to have the Juniata College contract submitted to that individual/organization by the Office of Student Activities.  Also, all outside artists, vendors, etc. must have insurance.  Please review the insurance requirements for external vendors.  You must schedule a meeting with the Office of Student Activities at least four (4) weeks in advance of your event to complete all necessary paperwork and to ensure that everything is in order.

ALL outside vendors and entertainers must complete a license to sell merchandise. This license is available at the Huntingdon County Courthouse.

Note: Students and Advisors are not allowed to sign contracts on behalf of the College 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 at x3125.

Emergency Procedures

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

Field Trips and Travel Policy

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

To reserve a college owned vehicle, RSOs must do the following:

To reserve a rental car, please call our local Enterprise Rent-A-Car agent at (814) 643-5788 and place the reservation in the name of Juniata College. You must be an approved Juniata College driver to reserve a car through the rental agency.  All college policies apply to rental cars as well.

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 x3389. The van rental fee ($92.00/day and surcharge of $0.20 per mile after 150 miles traveled) and mini bus rental fee ($92.00/day and surcharge of $0.20 per mile after 150 miles traveled) will be charged to the RSO account at the time of the reservation. Drivers must be of at least sophomore standing, 19 years old, need to take an instructional class, pass a driving test administered by Facilities Services or the Office of Student Activities and have a 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.

Flags

To fly any of the international flags for an event, contact Facilities Services at x3391. Please be sure to specify which country's flags you would like and where you would like them flown. Please know that 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 at x3180.

Fund-raising Policy

To conduct fund-raisers, the following policies apply:

For outside persons/organizations wishing to solicit on campus (including posting flyers, signs, etc.), please submit the Fund-raising/Solicitation Application.

Golf Cart Policy

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 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 and Insurance

Bungee jumping and sky-diving are activities deemed by the college as high-risk and will not allow any RSO to sponsor these two activities.

All members of RSOs must complete the online Participation Agreement by Friday, September 20, 2013. Members of RSOs who do not complete the agreement form will not be allowed to participate in RSO functions until our office has received the completed form.

If your RSO actively competes, it is recommended that you have at least one (1) person present from your RSO with a current CPR certification during practices and competitions. If there are no members or the advisor does not have a current CPR certification, you can contact the Juniata College Emergency Medical Services RSO to arrange for the necessary training.

Any medical expenses as the result of an injury occurring during a student organization activity are the responsibility of the student's health insurance provider. Most students are covered through family insurance and students should check with their insurance provider to make sure that 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 Valerie Rennell at x3192 for more information.

Juniata College Name and Logos on Merchandise

When using the Juniata College logo or college name, 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 mark/logos found in the Standards Manual or the 'Juniata College' on merchandise. If you have questions concerning the appropriate usage, call the Office of Student Activities at x3330 or the Marketing department at x3133.

Membership

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

All members of RSOs must complete the online Participation Agreement by Friday, September 20, 2013.  Members of RSOs who do not complete the agreement form will not be allowed to participate in RSO functions until our office receives the completed form.

Monies (budget, contracts, payments, and deposits)

Budget

All student organizations have accounts through Juniata College. Student organizations may not have outside accounts (i.e., accounts at local banks). 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-XXXX. Each treasurer will receive the organization's account number during Treasurers Training at the beginning of the new school year. When depositing or withdrawing money from the organization's account, the object codes are 4829 and 6199 respectively.

Contracts

All RSO programs/events that have an outside individual or group coming to campus to perform, speak, DJ, etc. need to have the Juniata College contract submitted to that individual/organization by the Office of Student Activities.  Also, all outside artists, vendors, etc. must have insurance.  Please review the insurance requirements for external vendors.  You must schedule a meeting with the Office of Student Activities at least four (4) weeks in advance of your event to complete all necessary paperwork and to ensure that everything is in order.

All outside vendors and entertainers must complete a license to sell merchandise. This license is available at the Huntingdon County Courthouse.

Note: Students and Advisors are not allowed to sign contracts on behalf of the College for RSOs.

Purchases

For all purchases, the treasurer must complete the appropriate accounting forms. The forms will require both the treasurer's and the advisor's signatures. Forms are located on both the Office of Student Activities and Student Government web pages as well as on the Student Activities pdrive.  Click on the pdrive, select the Administration Folder, click on the Student Activities folder, click on RSO Information, then click on Forms.

All purchases are tax exempt. Please make sure to use the grey Wal-mart tax exempt card when making purchases at Wal-mart or notify the cashier at other businesses that Juniata College is tax exempt. The Juniata College tax exempt number is located on the purchasing card. If you need a tax exempt form for making purchases for your RSO you can obtain this form from Betty McKim in Account Services or from the Office of Student Activities during normal business hours, Monday-Friday. Sales tax will not be reimbursed.

Receipts, contracts, and invoices must be kept for all purchases. Organizations should make copies of their receipts for their own records. RSOs will be randomly audited throughout the school year.

Different options for organizations to make purchases/payments:

Note: 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.

Deposits

For all deposits, the organization must complete a Deposit Form. Forms must be signed by the treasurer and taken to Bursar's Office in Founders Hall.

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, RSOs wishing to show a copyright motion picture or audiovisual must acquire a license.

To discuss the licensing process, please schedule a meeting with the Office of Student Activities.

Educational exemption is only for copyrighted materials for a class AND as part of a set curriculum.  Having a discussion about the film does not fall under this exemption.  If an RSO would want to show an educational movie, it would have to be in one of their residence hall rooms and not in a public place like a residence hall lounge, classroom, etc.

Organization Registration

Registered Student Organizations (RSOs) must complete the registration process annually and meet the following criteria:

To start new organizations please complete the online New RSO Application.  The Director of Student Activities will review the request from a liability perspective, and after the Director signs off on the form, the form is given to Student Government for final review and approval.  Once Student Government approves the RSO, the RSO is notified and training will be scheduled with the Student Government Treasurer or Office of Student Activities.  Lastly, new RSOs are required to attend the next scheduled Student Government Senate meeting.

After completing training, RSOs receive the following benefits:

If an RSO fails to register each year, the RSO will become inactive and their funding will be transferred back to Student Government. Note: RSOs represent the interests and the views of their members and do not necessarily represent the views of Juniata College or its employees.

Sign-Posting Policy

ALL advertisements should be removed following an event. Signs and banners posted in prohibited locations will be removed. Non-college organizations must receive approval from the Office of Student Activities before posting any signs on campus.  If non-college organizations fail to follow this policy, our office reserves the right to take down any advertisements.

Sodexo Catering Policy

In accordance with Juniata College's Sodexo contract, catering needs for on-campus programs must go through Sodexo Food Services first. An outside vendor may only be used if the General Manager of Sodexo grants permission. To request food for your RSO, please contact the Office of Student Activities to input your information into the online ordering system.  Please contact the Office of Student Activities at least two (2) weeks prior to your event.

Sodexo can prepare bulk items for the cultural clubs on a case-by-case basis.  For example, Sodexo can cook a lot of rice, noodles, etc. easily.  Students need to submit food requests well in advance as outlined below:

2013 Sodexo Rental Prices

***Please note that a fee will be assessed for damages to items rented from Sodexo, items not returned, or food orders not picked up.

Student Catering Guide
Pizza Party
: Two large pepperoni pizzas with sodas, cookies or brownies, chips or pretzels. $25.00 serves 10 people.  Additional pizzas available at the following pricing:

Burger Bash: Burgers, soda, and chips or pretzels.  Includes cheese, lettuce, tomatoes, and condiment packets.  Cookies or brownies.  $6.00 per person.

6ft. Sub Party (Serves 30): Your choice of Italian, ham, turkey, or vegetarian.  Served with chips or pretzels, sodas, and cookies or brownies.  $6.75 per person.

Wild Wings:  A dozen wings with your choice of sauces: hot, medium, mild, garlic, ranch, or southwest.  Includes bleu cheese, celery sticks, soda, and chips.  $9.00 per person.

Coffee Breaks:  Includes coffee, decaf, and hot tea service.  Choice of donuts or danish.  $4.25 per person.

All orders must be submitted five (5) days in advances so that we may place appropriate orders.  All paper service included.  Sodexo will supply enough linen to cover the set-up table only.  Additional linens needed will have a modest service charge.

Title IX

Juniata College and its Athletic Department encourage students to become active participants in growing the scope and strength of our athletic programs.  Gender Equity and Title IX Compliance are strong considerations as we evaluate opportunities to elevate club, intramural and new sport interests to the varsity level.

If you are interested in participating in a sport that is not currently sponsored by the Juniata College Athletic Department, contact Danny Young-Uhrich, Senior Woman Administrator to obtain the appropriate paperwork.